The following terms and conditions apply to all Otways Waterfalls tours. By booking a tour, you acknowledge and agree to be bound by these Terms and Conditions.
1. Tour Operator & Accommodation Provider
1.1. The “Tour Operator” for Otways Waterfalls tour is Michelle Davidson from Explore MTB.
1.2. The “Accommodation Provider” is Forrest Guesthouse, managed by Michelle Davidson.
1.3. Catering will be organised by the Accommodation Provider and is included in the overall tour cost.
1.4. The Tour Operator will provide daily activities such as day tours in conjunction with a catered accommodation package provided by the Accommodation Provider and their caterer.
2. Minimum Numbers
2.1. A minimum of two (2) people must have confirmed their booking 14 days ahead of the proposed tour commencing in order for the tour to proceed.
2.2. Any tours which do not meet minimum numbers will be cancelled and all deposits refunded.
2.3. Please do not book any flights until the tour is confirmed to have met minimum numbers as you may be unable to obtain a refund if the tour does not proceed.
2.4. We do not accept responsibility for any transport costs associated with you getting to or from the tour location, or in the event that the whole tour is cancelled due to not obtaining minimum numbers for the tour to be fully confirmed and proceeding.
3. Payment and Confirmation
3.1. Full payment is due at the time of booking in order to secure your place on the tour, which will be fully confirmed once the tour reaches minimum numbers.
3.2 It may be possible to pay only a 50% deposit by bank transfer to secure your ticket. Please discuss with the Accommodation Provider. In this case, full payment is due 14 days before the commencement date of the event.
4. Cancellation Policy – Whole Package
4.1. A 50% refund will be provided if cancelled more than 14 days before the tour starts.
4.2. No refunds will be provided if cancelled less than 14 days before the tour starts.
4.3. Tours are transferrable to another person provided the transferee meets any tour demographic requirements, eg a woman for a “womens only” tour.
4.4. A credit may be issued for a future similar tour at the discretion of the Accommodation Provider and the Tour Operator but they cannot guarantee such a tour will be scheduled.
4.5. It may be possible for you to use your credit to stay with the Accommodation Provider and book a private tour with the Tour Operator in order to use your credit but this is at the discretion of the Accommodation Provider and the Tour Operator.
4.6. No refund will be made for portions of your tour or activities that you choose to opt out of, such as excursions or meals.
4.7. Where optional activities are offered and booked through an external provider (for example Platypus Tour, fungi tour, high ropes, yoga), their cancellation policy will apply – the Accommodation Provider will act as an agent for the booking only.
5. Day Trip Cancellations
5.1. Should a day trip or activity be cancelled by the Tour Operator, you will be refunded for that day’s activities.
5.2. Day trips will not be cancelled due to weather except in extreme situations as assessed by Tour Operator, so please bring suitable attire and gear for all weather scenarios.
5.3. A cancellation may be due to extreme weather forecasts/bushfire danger forecasts or illness/injury which prevents the Tour Operator from being able to complete the day’s activities. All other components of the tour (food/drinks/accommodation) will not be refunded except in circumstances where evacuation is required by the Accommodation Provider.
5.4. The Tour Operator will do their best to either provide the day tours themselves or a suitable replacement guide, however in the event that a replacement guide cannot be found, a refund will be provided for any day tours/activities not completed.
5.5. Evacuation may be required by the Accommodation Provider in circumstances where there is an active bushfire nearby and Forrest is subject to an evacuation request by emergency services in the event of a Catastrophic Fire Danger Day, or in some cases an Extreme Fire Danger day.
5.6. In the event the Accommodation Provider requires you to evacuate, you will receive a refund for any unused accommodation, as well as for any day tours/activities by the Tour Operator that are unable to proceed.
5.7. If you are unable to attend a day tour on the day due to personal illness or injury, there will be no refund provided for that day tour/activities.
6. Hiking Day Trips
6.1. Intended locations may need to change based on any number of factors such as road closures, park closures, water flow and weather forecasts.
7. Transport
7.1. All tour participants are required to have their own transport and be prepared to drive several hours over the course of a day in order to access the various locations.
7.2. It may be possible for you to arrange car pooling with another tour participant but this is at your own risk and up to you to organise. The Tour Operator may assist in connecting you with other tour participants.
7.3. All driving will be done in convoy with the Tour Operator leading the convoy.
7.4. Please note that there is no petrol station in Forrest so it is highly recommended that you fill up your car at one of the closest petrol stations on your way to Forrest for the start of the retreat - these are located in Apollo Bay, Winchelsea and Colac. There may be opportunity to refill your tank on the Apollo Bay day trip.
7.5. Failure to arrive with enough petrol may mean you miss part of a day’s activities if you need to drive to a petrol station. No refunds are provided for any day tours or activities that you miss due to low petrol.
7.6. All driving is at your own risk and it is recommended that you have comprehensive car insurance as well as roadside assistance.
7.7. No day tour refunds will be given if you are unable to attend a day tour due to your car breaking down.
7.8. If you drive an electric vehicle please research ahead for charging locations as there is not a public charger in Forrest.
8. Food and Drinks
8.1. Breakfast, lunch, dinner and snacks are included as part of your tour.
8.2. Breakfast will consist of a hamper supplied daily for you to prepare your own breakfast in your suite.
8.3. Lunch will be supplied by a caterer, transported by the Tour Operator and given to you at lunch time, as well as snacks.
8.4. Dinner will be a freshly prepared meal provided by the caterer as a “ready to heat” meal provided daily in your suite.
8.5. All dietary requirements must be communicated clearly to the Accommodation Provider at least 14 days prior to the tour starting so they can coordinate with the caterer.
8.6. One bottle of local wine will be provided to each suite per day.
8.7. The wine will be chosen by the Accommodation Provider and cannot be exchanged for a different wine.
8.8. If you do not drink alcohol, please let the Accommodation Provider know and they will endeavour to provide something else in its place such as juice or soft drinks.
8.9. You are welcome to bring food, drinks or alcohol in addition to what is provided.
9. Accommodation
9.1. Twin single accommodation will require you sharing a suite with another tour participant of the same gender.
9.2. If you want to book twin single accommodation with a person you know, you must both book and pay within 24 hours of each other and communicate with the Accommodation Provider so you are assigned to the same suite.
9.3. If you do not wish to share a suite with another tour participant you will need to select the more expensive option to book a Queen or King suite solo.
10. Insurance
10.1. It is recommended that you take out your own travel insurance and ambulance cover.
10.2. It is also recommended that you insure any items of value you may bring such as photography equipment.
11. Health and Fitness
11.1. You declare you are medically and physically fit and able to participate in the activities and the tour.
11.2. You will not engage in any reckless, negligent or foolish behaviour or any other behaviour that is likely to cause injury to you, any other participant or person.
11.3. You must disclose any pre-existing medical or other condition, injury or concern that may affect the risk that either you or any other person will suffer injury, loss or damage during the course of the tour.
11.4. You must notify the Accommodation Provider and Tour Provider of any injuries, illness or concerns that may arise during the tour.
11.5. You agree that if you suffer any injury or illness, the Accommodation Provider or Tour Operator may arrange evacuation, first aid and/or medical treatment at your expense and that your acceptance of these terms and conditions constitutes your consent to such evacuation, first aid and/or medical treatment, regardless of whether you have insurance or ambulance cover in place.
11.6. The Tour Operator and/or Accommodation Provider will call an ambulance if they believe one is required for you and you will need to pay all associated costs incurred for your medical treatment.
12. Indemnity and Waiver
12.1. You agree that you will release, indemnify and hold harmless the Tour Operator, the Accommodation Provider and their contractors for any injury or illness you sustain during the tour.
12.2. You acknowledge that the tour will be undertaken with one or more other persons as part of a group and that neither the Accommodation Provider or the Tour Operator are liable for the actions of other participants in the tour.
12.3. The Accommodation Provider and the Tour Operator accept no responsibility for losses or additional expenses due to any cause outside their control such as sickness, weather, war, quarantine or force majeure.
13. Behaviour
13.1. The Tour Operator and the Accommodation Provider reserve the right to cancel your participation in the tour and your accommodation reservation without prior notice if you exhibit unsafe or antisocial behaviour, physical or verbal abuse towards any person, behave in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property or fauna, or any criminal behaviour. In such circumstances, no refund will be given and you will be required to leave immediately.
14. Photo Release and Sharing of Media
14.1. By booking a tour, you acknowledge that both the Tour Operator and the Accommodation Provider may take photos and video of your participation in the tour for promotional reasons.
14.2. You also agree that the media may be used in promotional materials to promote either the Tour Operator, the Accommodation Provider or future tours, and that no payment is due to you for use of your image in promotional materials online, in hardcopy or any other form.
