Whitsunday Discovery Tours coordinates school excursions to the Great Barrier Reef. These all-inclusive excursions (packages) align with Jetstar direct flight schedules from Brisbane, Sydney or Melbourne to Whitsunday Coast Airport.

Excursion Group Size

Whitsunday Discovery Tours provides engaging and enriching experiences for school groups visiting the Great Barrier Reef and Whitsunday region. Group sizes are typically between 15 and 45 participants, including both students and teachers. Group sizes within this range permit private charter arrangements with tour operators and flexibility regarding fieldwork activities. Larger groups are most welcome, and strategies are in place to ensure a quality experience.

Booking

When we receive your request for a quote, we will provide a Proposal and Budget Estimate. We will discuss the program with you to clarify details or make changes. If you wish to proceed, we will issue a Formal Quote and Payment Schedule. Booking is confirmed on receipt of deposit.

Payment Schedule

On acceptance of the Formal Quote by you the booking is held for 7 days pending payment of the Deposit. The booking of any excursion requires a non-refundable deposit of $290 per person. This is necessary to secure non-refundable deposits for flights and accommodation and for administration costs. Please note that quotes from some suppliers are valid for 7 days only.

At time of reservation: $290 per person deposit due, non-refundable
Interim payments: As specified per group booking invoice
60 days prior to departure: Balance is due

If payment is not received when due, Whitsunday Discovery Tours reserves the right to consider the reservation cancelled and the deposit forfeited.

Payment option details will be included with the invoice.

Cancellations

IF YOU CANCEL

Accidents happen; emergencies occur. For this reason, we strongly recommend travel insurance. If it is necessary for you to cancel your school excursion, you must notify us in writing immediately and the Non-refundable Deposit is forfeited. If we are unable to find a suitable alternative excursion or trip date, we will refund you as follows:

61 days or more prior to departure: Funds received and not already distributed to suppliers.
60-31 days prior to departure: 50% of non-distributed funds
30 days or less prior to departure: No Refund

Your refund will be calculated from the day we receive your written cancellation.

IF WE CANCEL

Whitsunday Discovery Tours may cancel a trip due to logistical or operational issues, or any other cause that makes the trip unfeasible for us to operate. We will advise you of such cancellations as a priority. At that time we will endeavour to find an alternative trip for you. If we do not find an alternative for you that is acceptable, you are entitled to a full refund and that will constitute full settlement.

We may also cancel departures if forced to do so by circumstances such as war, civil or political unrest or what is commonly referred to as force majeure. In this case it is possible no refund will be offered.

FORCE MAJEURE

In the case of Force Majeure (meaning a circumstance beyond Whitsunday Discovery Tours’ reasonable control including, but not limited to, war or threat of war, riot, civil strife, terrorist activity, industrial dispute, disease, industrial or nuclear disaster, adverse weather conditions, fire and strikes), Whitsunday Discovery Tours will not be liable for any delay, change or cancellation of trips.

Whitsunday Discovery Tours normally makes significant payments to its suppliers (hotels, tour operators, etc.) far in advance of the scheduled departure date. If a trip is cancelled due to force majeure, Whitsunday Discovery Tours will promptly refund the portion of the trip cost not already advanced to suppliers. Whitsunday Discovery Tours may, at its discretion, recover from its suppliers a refund of money paid in respect of any trip cancelled due to Force Majeure. Where this occurs, a refund will be given. Otherwise, Whitsunday Discovery Tours will not be liable to refund money paid in respect of a cancelled trip.

Please note Whitsunday Discovery Tours is also not responsible for expenses incurred while preparing for a cancelled trip or for any additional arrangements made before or after the cancelled trip.

Refunds

Prices are quoted as a package, and are based on group participation. Therefore, Whitsunday Discovery Tours does not give refunds for unused services, activities or meals. Additionally, no refunds will be given if you voluntarily leave a trip for any reason after the trip has begun. Refunds will be at the discretion of Whitsunday Discovery Tours should you be forced to leave a trip for any reason. No refunds will be given to a participant in a group who cancels less than 30 days prior to the trip (please consider travel insurance for this reason)

Changes to the Itinerary

Once you have accepted our formal itinerary proposal, we will require a deposit of $290 per person to secure your booking. If you want to make further changes after the itinerary has been finalised, we will at this point require an additional non-refundable $60 Change Fee per person for every itinerary change you ask from us. Itinerary changes may also incur additional price increases.

Itinerary and Changes

We will take every measure to ensure the accuracy of the website, promotional literature, itineraries and prices, but conditions can change and errors can occur. Circumstances beyond our control may also necessitate changes to our itineraries. Should this be necessary we will contact you as soon as we become aware of the situation.

Pre-Excursion Materials

Once your Whitsunday Discovery Tours excursion is confirmed, we will send additional information to help in preparation for your school excursion. Please note we send correspondence by email to reduce paper usage. If you wish to receive correspondence by mail, please advise us upon booking.

We will send you the following:

Confirmation Pack: General information document which includes travel itinerary and accommodation information. We will also provide Risk Assessments for activities and Certificates of Currency of Insurance for suppliers.

Pre-Departure Pack: Last-minute information on the trip, detailed itinerary, rendezvous instructions, emergency contact numbers–sent approximately 3 weeks prior to departure.

Changing conditions in the field may also necessitate itinerary modifications after the Excursion has begun.

Complaints

Should you have any complaints about any aspect of Whitsunday Discovery Tours’ operations or our suppliers, please inform us in writing. We will address your complaint in a prompt and professional manner within 7 working days of having received the complaint, and if appropriate, take remedial action.

You may contact us by email: admin@whitsundaydiscoverytours.com.au, or by post: PO Box 42, Airlie Beach, QLD 4802.

If you are dissatisfied with the conduct of Whitsunday Discovery Tours, you may contact the Commissioner of the Office of Fair Trading by email at www.fairtrading.qld.gov.au/complaint-general.htm or by phone on 137 468.

At no point will this dispute resolution process affect you from exercising your rights to other legal remedies.

Insurance

We strongly recommend you purchase travel insurance coverage to protect you in the event of trip cancellation, protection of baggage, possessions and valuables and to cover against personal accident. We will not be responsible for any loss, damage, or theft of your baggage, possessions or valuables under any circumstances.

Responsibility of the Client

You are responsible for:

  • Choosing an excursion appropriate to the physical abilities and interests of the group. Participants are responsible for being in sufficiently good health to take part on their excursion. Once a trip has been confirmed medical circumstances will not be considered as exceptions to our cancellation policy. All excursions are undertaken at your own risk and we reserve the right to refuse your participation in a particular activity or a complete excursion if we believe it is for your own safety and the safety of other participants.
  • Studying the pre-departure information sent to you, and arriving on time and with the recommended clothing and gear as specified on the Packing List.
  • Respecting the laws and customs of Australia.
  • Following the leader’s directions in accordance with environmental guidelines and regulations. This includes abiding by Leave No Trace Environmental Ethics as instructed by the trip leader.
  • Respecting the rights and privacy of other trip members. Any cause of danger, distress or annoyance to the group will be acted upon. You may be asked to leave a trip if the guide feels that your continuing participation may prove detrimental to yourself or to the safety or well-being of other guests. Any expenses incurred by removal from a tour will be your responsibility.

Responsibility of Whitsunday Discovery Tours

LIMIT OF LIABILITY

Whitsunday Discovery Tours will take all reasonable steps to ensure your safety and well-being.

Some days or activities and certain field trips listed are operated by local tour operators contracted with Whitsunday Discovery Tours. We assume no liability or responsibility in connection with any injury, death, loss, accident, damage, cancellation, delay or inconvenience to person or property which may result through the acts of any company or person engaged in carrying out arrangements of the trip or resulting directly from the following: acts of God, detention, annoyance, terrorism, thefts, pilferage, force majeure, civil disturbances, government restrictions or regulations, strikes, delays and expenses arising from quarantine, failure of any means of conveyance to arrive or depart as scheduled, discrepancies or change in transit or hotel services beyond the control of Whitsunday Discovery Tours.

Extreme care is taken in the contracting of all services; however we cannot be responsible for the errors or omissions of the suppliers or services. In the unlikely event that a supplier fails to honour their contract with us, we reserve the right to alter, change or cancel such services which are outlined in our website and promotional material. If and when such a change occurs, we will attempt to substitute a comparable service. However, we will not be liable for any difference in the quality or enjoyment.

You acknowledge that during the excursion activities and field trips which you are choosing to participate in you are subjecting yourself to certain risks including, but not limited to: forces of nature, travel in remote areas and wilderness terrain, ocean and marine environments, and transportation by coach. You recognise that such risks may be present at any time during the trip.

Payment of your deposit represents your acceptance of the above terms and conditions.