BOOKING CONDITIONS

The following conditions form the basis of your contract.

1) MAKING A BOOKING AND PAYING YOUR DEPOSIT AND FINAL BALANCE

A deposit of 10% per person must be paid on completion of the booking and sent in with a signed Booking Form. In order to help spread the payments we require a further 10% payment by January 15th in the year of your expedition. If you are booking after April 13th of your expedition year then we require full payment. Should we be unable to process your booking for any reason then your deposit will be returned to you.

All correspondence will be sent to you at either of the addresses you give on your completed Booking Form, unless you clearly indicate otherwise. In the event of the alteration or cancellation of a confirmed booking by you, conditions in section 3 will apply. Please note that the person signing the Booking Form not only undertakes full payment of all the expedition components booked, but signs on behalf of, and should, therefore, have the full consent of the person named on the Booking Form. Payment of your deposit confirms you comply with the booking conditions.

We must have the full balance payment by April 13th of your expedition year. However, all balance or part balance payments over and above the first 20% of the total sum owed that are received prior to January 15th in the same year as your expedition will be subject to a 3% discount. Thus, if $500 is paid off the remaining 80% balance before January 15th, a total of $515 will be credited to your expedition costs.

2) THE PRICE OF YOUR EXPEDITION AND SURCHARGES

Whilst we reserve the right to amend prices upwards or downwards at any time, it is our policy to offer expeditions at a clear and firm price. However, the factors which may force us to surcharge you are government action, changes to the cost of currency or fuel - unless full payment is made six months or more prior to your departure date.

3) IF YOU NEED TO CANCEL YOUR BOOKING

Should you have to cancel your booking we ask that you advise us promptly in writing or by email. The cancellation will take effect from the day the written confirmation is received, and the cancellation charge will be applied based on the originally booked start date of your expedition. Cancellation will incur a $150 handling charge. Additional cancellation charges are as follows:

Period before departure Cancellation charge
More than 185 days Loss of $150 handling charge
184-155 days Loss of 10% of total expedition costs
154-125 days 20% of your total expedition costs
124-90 days 30% of your total expedition costs
Within 89 days 100% of your total expedition costs

We strongly advise that you take out additional cancellation insurance coverage, such as the cancellation insurance offered through travel professionals and financial institutions, as you may be able to recover some of the charges shown above. The insurance available for purchase from travel providers and financial institutions is usually non-refundable after purchase, and is not included in any refunds from Operation Wallacea. NOTE: if you are doing a dissertation/thesis topic then you are able to cancel up to January 15th in the year of your expedition with no loss of deposit, if documentary evidence can be produced that your university will not permit you to undertake the dissertation or thesis topic chosen.

4) IF YOU WANT TO TRANSFER YOUR BOOKING

If you want to transfer your booking to the following year, or to another named person, then you need to obtain prior approval from the Op Wall Canada office. In the event that you make your decision to transfer to the following year before January 15th in the year of your expedition then you need to pay an additional 10% to secure the transfer. After January 15th when you should have paid a total of 20% of the costs then a further 10% would need to be paid in order to secure the transfer. No transfers are allowed after April 1st in the year of the originally booked expedition.

NOTE: any transfers need to complete and sign a new transfer booking form where the total monies they have paid would be forfeited if they then did not go on the expedition to which they had transferred to.

5) IF OPERATION WALLACEA CANCELS YOUR BOOKING

We reserve the right to amend certain aspects of your itinerary at any time in line with the overall objectives and context of the expedition. In the unlikely event of Operation Wallacea deeming travel to your particular destination unsafe for any reason, more than 3 months before departure, we will provide a suitable alternative. As a result we are unable to refund any monies, beyond the conditions outlined above. We undertake not to cancel any expedition closer than 3 months to the expedition start date unless in exceptional circumstances such as war, riots, civil strife, industrial action so severe that alternative transport and accommodation cannot be provided, terrorist activity, natural and nuclear disaster, fire, adverse weather conditions, technical problems with transport and similar unforeseeable circumstances where compensation payments cannot be made.

6) IF OPERATION WALLACEA CHANGES YOUR BOOKING

We undertake not to make any significant changes to your booking. However since this is a field research project, from time to time certain aspects will change between the planning stages and the project delivery. These can include (but are not limited to) details of the accommodation, survey methods, and transportation between sites. We will inform you of any significant changes and will provide a suitable alternative to the original project. Such changes will not constitute being offered a refund when a suitable alternative is made available.

7) IF YOU WANT TO CHANGE YOUR BOOKING

If you decide to move on to another project or expedition, you can do this free of charge, capacity allowing, until April 1ST of the year of your expedition. You will be asked to fill in a new booking form to confirm the change of project. If the project or expedition you want to move to is longer you will be invoiced for the difference in price. If it is shorter, your payment schedule will be adjusted to take the new total amount payable into account. If, following you confirming that you wish to change your booking, you should decide to cancel, cancellation charges will apply in line with your original booking rather than the new booking.

8) DATA PROTECTION

Operation Wallacea complies with the UK Data Protection Act 1988. The information that you provide us with will be used to organize your booking. This may include sharing your contact details with our travel partners in order to assist you with booking flights and making any other travel arrangements. No personal or medical information will be passed on.

9) JURISDICTION AND LEGAL ASPECTS

Please note that when you have read the booking conditions above and signed your booking form, and when a confirmation invoice has been issued by or on behalf of ourselves or the relevant supplier, you enter into a binding contract which will be governed and interpreted in accordance with the law of England and Wales. The expeditions themselves are run and managed by the parent company in the UK, Operation Wallacea Ltd.

Operation Wallacea is a UK-based expedition company with a Canadian sales office. The sales office of Operation Wallacea in Canada shall not be held responsible for a) the non-performance on the part of any hotel or other accommodation that cannot directly be attributed to the neglect of the tour organizers; b) any delays, missed connections, loss, damage, or injury to persons or property or for mechanical defects or failure, however caused or for any substitution of hotels or carrier equipment beyond the control of the tour operator, or for any additional expenses occasioned thereby; c) any inconvenience, loss of enjoyment, upset, disappointment, distress or frustration whether physical or mental however caused except where caused directly by the tour operator; d) any additional costs incurred or any ancillary loss sustained as a result of cancellations or delays of expeditions or tours caused by inclement weather conditions, acts of God, or any other event, which results in one or more persons being unable to continue or complete the tour or expedition through no direct fault of the organizers. Operation Wallacea reserves the right to make any change or cancellation without prior notice. Operation Wallacea shall have no responsibilities beyond the right to decline any person as a member of the tour or expedition at any time before or during the tour or expedition should such person’s presence be considered detrimental to the interest, comfort and safety of the other members. Persons leaving the tour or expedition during the operation will not receive a refund of unused services. Operation Wallacea, its agents, and all passengers agree that the conditions set out herein are part of the terms between the passenger and the tour organizers. Authorization of the tour or expedition or any deposit given to Operation Wallacea will represent an acceptance by the passenger of all the aforementioned conditions.

10) WHAT DOES THE BOOKING WITH OPERATION WALLACEA NOT INCLUDE?

11) TIME SPENT OUTSIDE THE JURISDICTION OF OPERATION WALLACEA BEFORE AND AFTER THE EXPEDITIONS

Your expedition start and finish times are outlined in the expedition brochure, and also on the Operation Wallacea website. Before and after your expedition start and finish times, Operation Wallacea is not directly responsible for your safety and wellbeing. Operation Wallacea will provide remote support within the country of your expedition including contact numbers in the case of an emergency, safe transport and suitable risk assessed accommodation if you choose to book your travel and accommodation before and after your expedition with us. You are responsible for your own time before and after the expedition, and Operation Wallacea cannot accept liability for activities that you choose to participate in during this time unless you are acting under the supervision of Operation Wallacea or one of our partners.