Terms and Conditions

1. About Odyssey Traveller

Odyssey Traveller is operated by Odyssey Traveller Inc., a company incorporated in the United States, with its principal place of business in the State of Colorado. Tours are operated globally, including through our Australian subsidiary, Odyssey Travel Pty Ltd (ABN: 53697424249).

References to “Odyssey Traveller,” “we,” “us,” or “our” in these Terms and Conditions refer to Odyssey Traveller Inc. and, where applicable, its subsidiaries and affiliated entities. Odyssey Traveller shall have the right to subcontract and/or assign any services to be performed at Odyssey Traveller’s sole discretion.

2. Who Our Tours Are For

Our tours are designed for mature adults who have a reasonable level of fitness suited to the tour they have selected. We design all programs with older travellers in mind, and we aim to ensure that all participants share similar interests and travel expectations.

Odyssey Traveller reserves the right to accept or decline any person as a tour participant, and to ask any participant to leave a tour if their conduct is considered incompatible with the safety, wellbeing, or enjoyment of the group.

3. Making a Booking

Reservations are confirmed only when we have received your completed registration form and the required deposit. Because some people who request a place on a tour do not ultimately proceed, we reserve the right to issue more reservation options than spaces available. We encourage early registration to avoid disappointment. Alumni members (repeat travellers) will be given preference where possible.

If a tour is full when your payment is received, you may choose to join a waitlist, or we will refund your deposit in full.

4. Deposits

Your initial deposit of $1,000 AUD per person is refundable until a tour is confirmed as guaranteed.

A deposit of $1,000 AUD per person is required to secure your place on any tour. This deposit is fully refundable until the tour is confirmed as “guaranteed” (see Section 5 below).

Once a tour is guaranteed, we will contact you by phone or email and ask you to increase your deposit to 30% of the total tour price within 21 days. This increased deposit is non-refundable.

For tours guaranteed more than 12 months before departure, the 30% deposit will only be requested once the tour is within 12 months of its departure date.

We strongly encourage you to arrange travel insurance from the time your tour is guaranteed.

5. Guaranteed Tours

We will confirm a tour as “guaranteed” once it reaches the minimum number of participants required to operate. At that point, all participants must pay a non-refundable deposit equal to 30% of the total tour cost within 21 days of receiving notice.

If a guaranteed tour subsequently falls below the minimum number of participants, we reserve the right to cancel the tour and refund all money paid to us. We will give you at least 45 days’ notice before the scheduled departure date if this occurs.

6. Payment Options

You may pay your deposit and final balance by credit card or direct bank transfer. We accept Mastercard and Visa. A non-refundable credit card handling fee applies to all credit card payments. Fees may vary based on local regulations and the country issuing the credit card.

Credit card processing fees are non-refundable. In the event that a refund is issued for any reason, the credit card processing fee charged at the time of the original payment (approximately 3% of the transaction amount) will be deducted from the refund amount. This fee is charged by our payment processor and cannot be recovered by Odyssey Traveller.

No contract exists between you and Odyssey Traveller until we have received the correct deposit amount and issued you a booking confirmation invoice. Where third party suppliers (such as cruise lines or expedition operators) require additional deposits, you must pay these separately and in addition to the Odyssey Traveller deposit.

7. Final Payment

The final balance of your tour cost must be received by us no later than 120 days before your departure date. Your booking confirmation will clearly state this payment deadline.

If your booking is made within 120 days of departure, full payment is required within 7 days of booking.

If we do not receive your final payment by the due date, we will treat this as a cancellation and cancellation charges will apply (see Section 13).

8. Prices and Surcharges

Tour prices are published on our website and in our printed materials. Prices are calculated based on known costs and exchange rates at the time of publication and are quoted in US dollars unless otherwise stated. Prices include currency adjustments, booking fees, and applicable taxes where relevant.

We will always try to hold the advertised price for as long as possible. However, factors outside our control — including fuel price increases, currency fluctuations, airfare increases, and new or increased government taxes and airport charges — may require us to apply a surcharge. If a surcharge is required, we will notify you in writing. If you choose not to pay the surcharge, your booking will be treated as a cancellation and cancellation charges will apply.

Tour prices include all elements listed in the tour description. We are unable to provide refunds for any individual element of a tour that you choose not to use.

9. Late Bookings

Bookings close 30 days before departure for all tours. In some cases, we may accept a late booking at our discretion. A late booking fee of $50 AUD per person applies, and full payment must be received at the time of booking. Late bookings are subject to availability and must be requested by contacting an Odyssey Educational Travel Adviser directly.

10. Single Travellers

On most tours, travellers requesting a single room are charged a single supplement. This supplement ensures you have your own room with at least a single bed. We always request a double room for single travellers, though this may not always be possible, particularly outside of Europe. The standard and location of single rooms may occasionally differ from twin or double rooms, which is beyond our control.

If you are travelling alone and would prefer to share a room to avoid the single supplement, we will do our best to match you with a same-gender travel companion. If we are unable to find a suitable match, the single supplement will apply.

Where no single supplement applies, this will be clearly stated in the relevant tour’s inclusions.

11. Tour Amendments by Us

We reserve the right to make changes to a tour’s itinerary, accommodation, or other arrangements when circumstances require it. This may be due to weather, road conditions, safety considerations, fuel availability, or other operational factors. Such decisions will always be made in the best interests of the group’s comfort and safety.

Maps and images on our website and in printed materials are for illustrative purposes only. The actual experience may differ from what is depicted.

Before final payment is due: If we need to make a material change to your tour (such as a change of departure date by more than one day, or a downgrade in accommodation standard), we will notify you as early as possible. You will have the choice of accepting the change, transferring to a comparable tour, or receiving a full refund.

After final payment is due: If circumstances beyond our control require us to make changes, we will notify you as soon as possible. If a major change occurs (such as a change in departure date by more than one day or a significant downgrade in accommodation), you may cancel and receive a full refund less an administration fee of $250 AUD, or you may accept the change.

We reserve the right to reverse a published itinerary. In such cases, all destinations and excursions remain the same, and this is not considered a material change.

12. Tour Amendments by You

You may request a change to your booking (such as transferring to a different departure date for the same tour) up to 90 days before departure, subject to availability. A booking amendment fee of $150 AUD per person may apply, and your tour cost will be recalculated accordingly.

Amendment requests made fewer than 90 days before departure may be treated as a cancellation, and cancellation charges may apply.

13. Cancellations by You

If you need to cancel your booking, you must notify us in writing by email to info@odysseytraveller.com. Cancellation charges will apply based on how much notice you give us, as set out in the table below. These charges are in addition to any fees levied by third-party suppliers.

We strongly recommend that you hold travel insurance that covers cancellation costs from the time your tour is guaranteed.

14. Cancellations by Us

If we cancel your tour for reasons other than Force Majeure (see Section 15), you will be offered either a full refund of all amounts paid, or the option to transfer to a tour of comparable standard if one is available.

We will not be responsible for any additional costs you incur as a result of a cancellation, including non-refundable flights or other travel arrangements you have made independently.

15. Force Majeure

If your tour cannot proceed due to circumstances beyond our reasonable control — including but not limited to natural disasters, floods, earthquakes, fire, war, civil unrest, acts of terrorism, pandemics, epidemics, government travel advisories or restrictions, quarantine requirements, strikes, or failure of transportation services — we will, at our discretion, either:

• Reschedule your tour and issue you a credit equal to the amounts paid; or
• Cancel your tour, in which case our contract with you will end.

If we cancel your tour due to Force Majeure, neither party will have any claim for damages against the other. We will refund amounts paid by you, less any costs already incurred by us that cannot be recovered from third-party suppliers, and less reasonable compensation for work completed in connection with your booking.

Credits issued under this section:

• Are valid for two years from the date of issue.
• May be applied to any tour of a similar category.
• Are not redeemable for cash.
• Cannot be applied to flights or travel insurance.

If a Force Majeure event occurs after your tour has commenced, we will do our best to assist with repatriation arrangements. Any costs incurred in doing so will be your responsibility.

16. Your Responsibilities

Passports and visas

It is your responsibility to ensure you hold a valid passport with at least six months’ validity beyond your return date and at least two blank pages. If a visa is required for any country on your itinerary, it is your responsibility to obtain it before departure. Odyssey Traveller will provide general visa information and relevant resources, but we are not responsible for any loss, costs, or penalties arising from your failure to hold the correct travel documents.

Visa assistance

For an additional fee, we may be able to assist eligible travellers with visa applications for select tours. Please contact us for details. This service does not guarantee that a visa will be granted.

Health and fitness

You are responsible for ensuring you are physically fit to participate in your chosen tour. We recommend consulting your doctor or a travel health specialist before departure regarding vaccinations, medications, and other health precautions relevant to your destinations. Tours are best suited to people who are mobile, able to walk reasonable distances, manage stairs, carry their own luggage, and keep up with an active itinerary without personal assistance.

Local laws

You must comply with the laws and regulations of all countries visited. Failure to do so will release Odyssey Traveller from any obligations we may otherwise have under these Terms and Conditions.

Conduct

You are expected to behave in a manner that is respectful of other participants, local communities, and tour staff. Participants whose conduct is deemed by the tour leader to be placing themselves or others at risk, or adversely affecting the enjoyment of the group, may be asked to leave the tour without refund. By booking a tour, you certify that you are physically and emotionally able to participate in the tour and that you are willing to assume the risk of any physical or medical condition you may have.

17. Disabilities and Special Requirements

If you have a disability or special requirement, please disclose this on your booking form. We will review the information provided and may request further details before confirming your reservation.

We will make every reasonable effort to accommodate dietary requirements and food allergies, but we cannot guarantee that all specific needs can be met in every location. You may need to supplement your dietary requirements while on tour.

We are unable to provide personal care services such as assistance with eating, dressing, or toileting, or personal mobility equipment such as wheelchairs or walkers. If you require personal assistance, we strongly recommend you travel with a companion who can provide this support. Tour leaders and local guides are not available for personal care purposes. Motorised scooters cannot be accommodated on our tours.

18. Luggage

Each passenger may bring one medium-sized suitcase weighing no more than (16 kg / 35 lbs), with combined dimensions (width + length + depth) not exceeding (150 cm / 60 inches). One carry-on item weighing no more than (3 kg / 7 lbs) may also be brought on board the coach and stored in the overhead rack.

Luggage limits are strictly enforced. Passengers with excess luggage may be required to leave it behind at their own cost. All luggage is carried entirely at the passenger’s own risk.

Some tours may have specific luggage requirements. Please check at the time of booking.

19. Risks and Participation

By booking a tour, you acknowledge that travel involves inherent risks and that some activities — including but not limited to bushwalking, swimming, and travel in remote or developing regions — carry risks beyond our control that could result in physical and/or emotional injury, which include but are not limited to bodily injury, or death, or property damage. You acknowledge and understand that such risks cannot be eliminated without jeopardizing the core qualities of the tour. You agree that your participation in the tour is voluntary and that you knowingly participate in all activities at your own risk.

Some itineraries include overnight stays in areas located far from hospitals or medical facilities. This is particularly the case for remote or wilderness tours. You accept this as a condition of travel. You agree to assume all costs of emergency medical care and transportation.

Seating on Odyssey Traveller vehicles operates on a daily rotation system to ensure all passengers enjoy different seating positions throughout the tour.

20. Travel Insurance

Travel insurance is not included in the cost of any Odyssey Traveller tour. It is required that all travellers hold comprehensive travel insurance for the full duration of their tour, including coverage for cancellation, medical expenses, evacuation, and personal liability. We can provide information about travel insurance options. Please contact one of our Educational Travel Advisers for details.

21. Smoking Policy

For the comfort of all participants, smoking is not permitted during lectures, on coaches, or in any shared enclosed spaces. Sufficient stops will be made during travel to accommodate passengers who smoke.

22. Tour Extensions

In many cases, you may arrange a customised extension before or after your Odyssey tour to explore the region independently. If you choose this option, please ensure your travel insurance covers the extended period. Airport transfers to and from your extension are not included in the tour price. Please contact an Educational Travel Adviser for more information.

23. Travel Agent Bookings

We welcome bookings made through travel agents. The following conditions apply to agent bookings:

• No discounts apply to agent bookings, including promotional or alumni discounts.
• All communication will be handled through the travel agent. Passengers who have booked through an agent should not contact Odyssey Traveller directly.
• Flights, travel insurance, visas, and other additional travel services are the responsibility of the travel agent.

Please contact us for information on our agent commission structure and procedures.

24. Privacy

We collect and use your personal information to process your booking, arrange travel services, and communicate with you about your tour. From time to time, we may share your information with third-party suppliers (such as airlines, hotels, and ground operators) as necessary to fulfil your booking. We may also use your information for marketing purposes in accordance with our Privacy Policy.

You may request access to the personal information we hold about you by contacting us in writing. Full details of how we collect, use, and protect your information are available in our Privacy Policy.

25. Our Liability

Odyssey Traveller assists in arranging travel services on your behalf but does not act as an agent for, or have control over, the airlines, hotels, ground operators, and other third-party suppliers involved in delivering your tour. Those suppliers’ own terms and conditions apply to the services they provide.

We accept liability if any part of the tour arrangements we have booked on your behalf is not delivered as described and falls below a reasonable standard, provided the failure is due to our fault or the fault of our suppliers. In such cases, we will pay reasonable compensation if your enjoyment of the tour has been materially affected.

We do not accept liability for:

• Failures caused by your own actions or omissions.
• Failures caused by a third party unconnected with the tour.
• Failures caused by circumstances that could not have been foreseen or avoided even with all reasonable care.

Our liability for air travel, rail travel, sea travel, and hotel accommodation is limited to the amounts set out in the applicable international conventions (including the Warsaw Convention, the Hague Protocol, the Berne Convention, the Athens Convention, and the Paris Convention). For all other elements, our liability is limited to the amount you paid for that element of the tour.

We do not accept liability for non-refundable flights or other independently arranged travel if Odyssey Traveller cancels a tour. You should ensure your tour is a confirmed departure before booking non-refundable flights.

Baggage and personal belongings are your sole responsibility at all times.

By booking a tour, you agree to release, waive, and discharge us, our owners, directors, managers, officers, employees, affiliates, volunteers, independent contractors, equipment providers, and agents (collectively, “Protected Parties”) from legal liability, claims, demands, and causes of action, whether the same is known or unknown, anticipated or not, arising from your participation in the tour, including personal and/or emotional injury or death from incidents or illnesses arising from participation in the tour, and any and all claims resulting from the damage to, loss of, or theft of property. You further agree that except in the event of our gross negligence and/or willful and wanton misconduct, you shall not bring any claims, demands, legal liability, and/or causes of action against us for any losses, whether economic or non-economic, due to property damage, personal and/or emotional injury or death sustained by you that are in any way associated with the tour. You further agree to hold harmless, release, discharge, defend, and indemnify the Protected Parties (i.e., defend and pay any judgment and costs, including attorneys’ fees and related expenses) from any and all claims arising from injury or loss due to participation in the tour, and from any and all claims of third parties arising from your actions.

26. Complaints

If an issue arises during your tour, please raise it with your tour leader immediately so it can be resolved on the spot. If the issue is not resolved to your satisfaction, contact us in writing within three weeks of returning home, including details of the steps taken to resolve the issue during the tour and any supporting documentation.

Claims submitted after this period will not be considered. We are committed to working with you to resolve any genuine complaint fairly and promptly.

27. Governing Law and Dispute Resolution

These Terms and Conditions are governed by the laws of the State of Colorado, United States of America, without regard to its conflict of law provisions.

By making a booking with Odyssey Traveller, you agree that any legal proceedings arising out of or in connection with these Terms and Conditions, your booking, or your participation in any tour must be brought exclusively in the courts of the State of Colorado, United States of America. You irrevocably consent to the personal jurisdiction of those courts and waive any objection to the laying of venue in Colorado.

Nothing in this clause limits any rights you may have under applicable consumer protection laws in your country of residence that cannot be waived by contract.

28. Changes to These Terms and Conditions

We reserve the right to update these Terms and Conditions at any time. The version in effect at the time of your booking will apply to your tour. We will publish the current version on our website at odysseytraveller.com/terms-conditions.

29. Contact Us

If you have any questions about these Terms and Conditions, please contact us.