Terms and Conditions
Tour Inclusions and Itinerary
Sports Travel Australia makes every effort to ensure all services included in the tour itinerary are delivered as outlined. However, it is the responsibility of each participant to carefully review the inclusions listed in the attached itinerary. Any services not specified will be at the participant's own expense.
Please note, the itinerary is subject to local driver regulations, which may impact the duration or feasibility of scheduled stops. Full details of these regulations are available upon request.
The Tour Manager is responsible for ensuring all driver regulations are adhered to throughout the tour. Be advised that local public holidays, sporting events, and trade shows may coincide with the tour dates and could affect aspects of the itinerary, particularly accommodation availability.
Sports Travel Australia will inform participants of such events as details become available. Accommodation listed in the itinerary is indicative only and subject to availability unless explicitly confirmed. Sports Travel Australia reserves the right to alter or modify the itinerary, inclusions, or accommodation when required due to operational needs or unforeseen circumstances. All coach usage is subject to local transport regulations.
Deposits and Payments
Deposit
A non-refundable 10% deposit is required to secure a position on the tour. Upon receipt of the deposit you will have an optional monthly payment plan outlined during the booking process.
Bookings are available until 60 days prior to departure. Failure to confirm by this date may result in removal from the tour and the place offered to someone on a waiting list.
Applicants withdrawing before the final booking date, may transfer or defer their deposit to a future tour. Withdrawals or cancellations after this date will incur additional cancellation fees on top of the non-refundable deposit to cover any costs already incurred.
Payments
Ongoing monthly or periodic payments are expected to show commitment to the tour with the final payment due no later than 30 days prior to departure. Payment schedules are outlined during the booking process.
Final Payment
Full tour payment must be made no later than 30 days prior to group departure. Any requests for payment extensions must be submitted in writing and approved in advance.
Invoicing
All bookings are taken in Australian Dollars (AUD). Upon booking, you will receive a detailed invoice via our booking platform.
Price and Inclusions
The advertised price is in Australian Dollars, as most tour costs are incurred in Canadian and US Dollars. Exceptions include Australia-based costs such as international travel insurance and optional domestic arrangements (e.g. local flights or pre/post-tour accommodation). Inclusions are detailed in the provided tour package.
Cancellation Policy
• Cancellations after 30 days prior to departure will incur a minimum fee of AUD $200, in addition to the non-refundable deposit of 10% and any unrecoverable cancellation expenses already incurred (e.g. airline or event tickets, accommodation, uniforms, meals, or transport).
• Cancellations made within 7 days of departure (including the departure day) will forfeit 100% of the tour cost.
• It is the responsibility of the participant to claim any refundable costs through their travel insurance provider, if applicable.
Additional requests
A service fee of AUD $100 per person applies to any amendments outside the set itinerary, such as flight extensions, early arrivals, or additional accommodation before or after the tour.
Documentation and Travel Requirements
To comply with airline ticketing requirements, the following must be submitted no later than 30 days prior to departure:
• Full legal name (as per passport)
• Copy of Passport
• Valid US ESTA and Canadian eTA approvals (For US and Canadian Tours
For tours outside of our Youth Athletics, Cross Country Tours, Visa's are the participants responsibility.
This information will be requested and sent to your nominated email address via monthly updates on the 15th of each month. It is the applicant’s responsibility to monitor email communication and ensure important emails are not missed or filtered into junk folders.
Travel Insurance:
An international group travel insurance policy will be arranged for our Cross Country and Athletics Tours. Participation is optional. Details of the policy will be shared in the monthly information emails. Applicants sourcing their own insurance must submit a copy of their policy to info@sportstravelaustralia.
Duty of Care and Code of Conduct
Sports Travel Australia holds a duty of care to all participants, especially unaccompanied minors. All participants will receive a Tour Handbook, including a Code of Conduct, which will be reviewed during a team meeting. Conflict resolution will be handled confidentially and professionally by the tour management team. Depending on the nature and severity of the issue, outcomes may include parental involvement or early repatriation at the participant’s expense.
Itinerary Changes
Sports Travel Australia reserves the right to:
• Vary the tour itinerary as necessary due to operational requirements or circumstances beyond its control
• Cancel or reschedule any departure should conditions warrant
Agreement to Terms
By applying, you acknowledge and agree to all terms and conditions outlined herein. These should be reviewed carefully prior to confirming participation and submitting your deposit.
For further questions or clarifications, please contact:
Sports Travel Australia
