Booking Terms & Conditions
Departure Tax
Your Australian departure tax is included in the cost of your airline ticket. While airline taxes are subject to change, such taxes are confirmed upon the issue of your ticket.
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Deposits and Final Payment
A non-refundable deposit is required at the time of booking. Your consultant will advise you of all further payment due dates, which must be strictly adhered to in order to secure your booking. Quoted prices are valid for cash, cheque, and direct bank deposit, and are only guaranteed once paid in full. Cheques must be provided at least five business days before the due date to allow for processing. Payment by credit card will incur a surcharge.
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Cancellations and Amendments
We do not charge amendment fees while developing bookings to suit your requirements. Should you cancel your booking, every effort will be made to minimise fees; however, we are not responsible for any cancellation fees charged by suppliers, including airlines, hotels, transport, or tour providers. Booking fees are non-refundable for change-of-mind cancellations. This is subject to your rights under the Australian Consumer Law.
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Missed Flights & No-Shows
If a passenger fails to check in or board a flight by the designated time, the airline will classify this as a “no-show”. In such cases, all subsequent flight sectors on the same ticket may be automatically cancelled by the airline without notice. No-show tickets are subject to the individual airline’s fare rules and penalties, and in most cases the value of the ticket will be forfeited, requiring the purchase of a new ticket at the passenger’s expense. Reinstatement of no-show tickets is at the sole discretion of the airline and may require additional fees and/or fare differences to be paid. Aquamarine Conferences & Events acts solely as an agent and cannot guarantee waiver or reinstatement of no-show tickets. All costs arising from missed flights or no-shows remain the responsibility of the passenger.
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Airline Schedule Changes and Cancellations
All flight timings, routings, and carriers are subject to change by the airline at any time. We act solely as your booking agent and have no control over airline scheduling decisions, cancellations, or disruptions. Where changes occur, we will make every reasonable effort to assist you in securing suitable alternatives; however, we accept no liability for any costs, delays, missed connections, accommodation, or inconvenience resulting from changes made by the airline. Any additional expenses remain the responsibility of the passenger unless recoverable directly from the airline.
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Connections and Transfers
It is the responsibility of the passenger to ensure sufficient time between domestic and international connections, including transfers between airports or terminals. We are not liable for missed connections, additional accommodation, or transport costs arising from insufficient connection times, delays, strikes, or other factors outside our control.
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Force Majeure
We are not liable for any failure or delay in performance caused by events beyond our reasonable control, including but not limited to natural disasters, pandemics, government actions, strikes, airline failures, terrorism, or severe weather. In such circumstances, our obligation is limited to providing reasonable assistance in re-booking or claiming directly from suppliers or insurers.
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Passports
**Names must exactly match those on the passenger’s passport**
A valid passport is required for all international travel. Most countries require at least six months’ validity beyond the return date. For travel to the United States, registration under the Visa Waiver Program (ESTA) is required at least 72 hours prior to departure. Depending on nationality and destination, passengers may also be required to obtain visas.
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Airport Check-In Times
Passengers are responsible for complying with airline check-in requirements. For international flights, arrival at the airport at least three hours prior to departure is recommended. For domestic flights, passengers should allow at least one hour for Qantas and Virgin services, and at least two hours for Jetstar or other low-cost carriers. Some flights may require check-in three hours in advance. Airlines may refuse boarding to passengers who do not present valid identification or who fail to arrive in sufficient time to check in and board.
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Baggage Allowance
Baggage allowances vary depending on the airline, fare type, frequent flyer status, and class of travel. Passengers must check the airline’s website or their e-ticket prior to travel. Some domestic fares may not include checked baggage.
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Frequent Flyers and Special Requests
Passengers should advise their consultant of any frequent flyer numbers or special requests (such as meals or seating). Boarding passes should be retained until frequent flyer points are credited. Without these, points may not be claimable.
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Agency
All arrangements are subject to the terms, conditions, and regulations of third-party suppliers, including airlines, hotels, transport operators, and tour providers. You acknowledge that we are not the provider of travel services and have no control over the services provided by third parties. All bookings are made on your behalf subject to these suppliers’ conditions of carriage and limitations of liability. If for any reason a service provider is unable to deliver the services contracted, your rights lie against that provider and not against us.
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Liability and Chargebacks
If you are a consumer as defined in the Australian Consumer Law, you are entitled to have services remedied if they are not rendered with due care and skill or are not fit for purpose, provided the failure does not amount to a major failure. To the extent permitted by law, our total liability arising in connection with the booking services for loss, damage, expenses, delay, or inconvenience, however arising, is limited to re-supplying the booking services or, at our option, refunding to you the amount you have paid us.
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By confirming your booking, you acknowledge and agree that our agency’s role is limited to arranging travel services with third-party suppliers (including airlines, hotels, and transport providers). Once services are confirmed and provided, chargebacks or disputes on the basis of “product not received” or “services not as described” are invalid. Any such claims must be taken up directly with the supplier. In the event of disruptions outside our control, we will make reasonable efforts to provide alternatives or assist you in lodging claims directly with suppliers or insurers.
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Travel Insurance
We strongly recommend that all passengers take out comprehensive travel insurance. You must obtain and review the relevant Financial Services Guide and Product Disclosure Statement before purchasing any travel insurance product. Should you decline travel insurance, you may be required to sign a disclaimer acknowledging the risks.
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Visa and Documentation Responsibilities
Passengers are solely responsible for obtaining appropriate travel documentation, including visas. While we may provide general information, we recommend seeking professional advice where necessary. Any fines, penalties, or costs incurred as a result of inadequate documentation remain the responsibility of the passenger.
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Health, Vaccinations, and Travel Advice
Passengers are responsible for checking government travel advisories and health requirements, including those related to COVID-19. Compliance with vaccination or exemption requirements is mandatory where applicable. We accept no liability for disruption or additional costs caused by government regulations, pandemics, or public health measures.