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Terms & Conditions

Please take the time to read and understand the conditions of booking set out below prior to booking a trip with us. We strongly recommend that you also read the booking itinerary relating to your trip prior to booking to ensure that you understand the itinerary, style and physical demands of the trip you are undertaking.

These booking terms and conditions become the contract between you and Sesatha Travel Pty Ltd (ABN 95 658 277 500 ) (“us”, “we”, “our”) when you make a booking with us for a tour provided by us. The relevant tour will be the one identified in the booking documentation provided to you in connection with your booking. By booking your tour with us you agree to be bound by these terms and conditions.

In these Booking Conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.

By making a booking, the first named person on the booking (“Lead Name”) agrees on behalf of themselves and all persons detailed on the booking that:

  1. he/she has read these Booking Conditions and has the authority to and does agree to be bound by them;
  2. he/she consents to our use of personal data in accordance with our Privacy Policy  and is authorized on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions or disabilities and dietary requirements);
  3. he/she is over 18 years of age and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services;
  4. he/she accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking; and
  5. he/she has read and reviewed in full the Trip Notes, Tailor-made Itinerary and Invoice/s prior to securing a reservation with payment and is satisfied that the information contained therein;
    1. is suitable for all members of the traveling party with regards to fitness and any medical needs. 
    2. includes the required services (i.e. the correct hotel and preferred hotel rating, sites to be visited and transportation etc.) for all members of the booking traveling party.

A 10% Non-refundable deposit of the total tour cost will be required to book the tour and the balance can be paid in full 45 days prior to Tour start date. If your booking is made only before 45 days from the tour’s start date, then the full amount is payable at the time of booking.

Payment in full must be received by the date(s) reflected on your invoice OR no less than 45-days before commencement of your trip. Please be sure to let us know if your payment will be late and our friendly team will do their best to assist you. We are under no obligation to remind you of a payment becoming due. If we fail to receive a payment from you by the due date for payment in clear funds, then this will be deemed a cancellation by you.

We allow our traveller to change their travel plans without any fees and charges if the changes are made up to 45 days before departure date. Any changes made after this period may incurred extra charges.

Our trip prices are subject to variable and seasonal pricing, both of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions and availability. It is likely that different passengers on the same trip have been charged different prices. Your best option if you like the price you see is to book at that time. Any reduced pricing or discounts that may become available after you have paid your deposit will not apply. If you wish to cancel your booking to take advantage of a cheaper price, full cancellation conditions apply. The most up to date pricing is available on our website. Note that prices may vary depending on which currency the booking is made.

We reserve the right to impose surcharges up to 45 days before departure due to unfavourable changes in exchange rates, increases in airfares or other transportation costs, increases in local operator costs, taxes, or if government action should require us to do so. In such instances we will be responsible for the amount up to 2% of the trip price and you will be responsible for the balance. If any surcharge results in an increase of more than 10% of the trip price you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund. Please note that a surcharge may be applied to all purchases made by credit card.

Credit and Debit Card Surcharge:

  • A 1.95% for All Domestic Cards [Visa, Master, Moestro. American Express, JCB, UnionPay, eftpos and link cards]
  • A 3.95% + 3% currency conversion charge will be applicable to All International cards [non-Australian]

Following your payment of part (inclusive of 10% deposit) or all the Fees if you choose to cancel your Tour:

(a) more than 45 days prior to the departure date, your trip can be changed or moved free of charge. If you are no longer able to travel with us, we can hold your funds as travel credit for future use (up to 24 months from the initial tour start date). Or if you are not happy with travel credit, we can organize a refund upon receiving a written request from you; however, this will incur a cancellation fee of 30% of the value of the Trip.

(b) within 45 days of the departure date, your trip can be changed, moved, or transferred to travel credit subject to any applicable administrative fees. If you are still no longer able to travel with us, a cancellation fee of 100% of the value of the Tour will apply.

If you cancel on the departure of the trip or any time thereafter (including by leaving the tour/trip) or you do not show up for the tour/trip, you will be liable to pay the Fee in full and no refund will be made to you.

We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability, or other external events it is not viable for us to operate the planned itinerary. If we cancel your trip due to reasons other than a force majeure event you will receive a full refund.

(a) If we cancel your trip due to reasons other than a force majeure event you will receive a full refund.

(b) If we cancel your trip due to a force majeure event you will receive 100% credit to use for a future trip or a refund, less unrecoverable costs.

Except where otherwise expressly stated in these Booking Conditions we are not obliged to provide a full refund (partial refunds maybe given after deducting unrecoverable costs such as deposits, flight tickets, train tickets, park fees, wildlife permits and other) or pay you compensation if our contractual obligations to you are affected by “Force Majeure”. For the purposes of these Booking Conditions, Force Majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labor strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) control. Check with your travel insurance provider as you may be able to reclaim these costs.

The land price of your trip includes:

• all accommodation as listed on the booking itinerary
• all transport listed in the booking itinerary
• sightseeing (except for any paid excursions mentioned in the itinerary with an approximate cost or mentioned as “Optional”) and meals as listed in the booking itinerary
• the services of a group leader or guide as described in the booking itinerary.

The land price of your trip does not include:
• international or internal flights unless specified
• airport transfers, taxes and excess baggage charges unless specified
• meals other than those specified in the booking itinerary
• visa and passport fees
• travel insurance
• optional activities and all personal expenses.

Minimum Age: All travellers under the age of 18 must be accompanied by a legal guardian, or in lieu of a legal guardian, by an escort over the age of 18, appointed by their legal guardian. The legal guardian or their designee will be responsible for the traveller under the age of 18’s day to day care. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant document, to delegate their authority. Please note we cannot guarantee triple or adjoining rooms for families; accompanying adults may be required to share with others in the group on a twin share basis. 

Maximum Age: For the majority of our trips we have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation. We are able to provide details on mandatory health requirements, however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations for your destination.

At times we can have groups with small numbers of travellers. Some of our trips are designed to fit with other departures to create a longer “combination” trip; this means that some of your group may have already been travelling together for some weeks when you commence your trip. If you would like to know how many people are booked on your trip or any combination trip it is part of please ask prior to making your booking.

Travel insurance is mandatory for all our travellers and should be taken out at the time of booking. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of US$200,000 for each of the categories of cover. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide your travel insurance policy number and the insurance company’s 24 hour emergency contact number on the first day of your trip; you will not be able to join the trip without these details.

If you have travel insurance connected to your credit card or bank account please ensure you have details of the participating insurer, the insurance policy number and emergency contact number with you rather than the bank’s name and credit card details.

Our group trips are run by a tour guide. The decision of the tour guide is final on all matters likely to affect the safety or well-being of any traveller or staff member participating in the trip. If you fail to comply with a decision made by tour guide, or interfere with the well-being or mobility of the group, the tour guide may direct you to leave the trip immediately, with no right of refund. We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines.

You acknowledge that the nature of some of the trips is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However, it is also your own responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.

Many governments offer travel advice and we suggest you follow the same as per your nationality, i.e.    

We contract with a network of companies, government agencies and individuals to assist in the running of our trips as agent for these third parties. We are not responsible for the acts and omissions of these third parties. To the fullest extent permitted by law:- any liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a trip, or any breach of the Booking Conditions, is excluded;- you release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a trip; and- any condition or warranty which would otherwise be implied by law into these Booking Conditions (Implied Warranty), is excluded.

To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking. Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.

Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your guide or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and the activity provider.
If you have a complaint about your trip, please inform your guide or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means, then any further complaint should be put in writing to us within 30 days of the end of the tour.
In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use such images for publicity and promotional purposes. If you do not want us to use any of your picture taken on the tour, please let us know in writing before the departure date. You can email it to in**@se***********.au
Any personal information that we collect about you may be used for any purpose associated with the operation of a Trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the Trip. We will otherwise treat your details in accordance with our privacy policy (available for viewing on our website).

All foreign passport holders must obtain a visa to enter Sri Lanka and it is your responsibility to organize a valid visa prior entering to Sri Lanka. Your passport must be valid for at least 6 months beyond the completion of your tour/travel. Electronic visa can be applied through https://www.eta.gov.lk/slvisa/

The health and safety of our guests, staff and community remain our top priority and as such we will continue to follow all Government and health department directives to ensure we minimise risk.

Please visit our Safe Travels page for more information in relation to most updated covid information

Every effort is made to ensure invoice accuracy; however, Sesatha Travel cannot be held responsible for printing or typographical errors, or errors arising from unforeseen circumstances. Please review the details on this invoice and advise us immediately of any discrepancies.
We require guests’ full flight itinerary 21 days prior to departure to release a hotel voucher with a finalized tour itinerary. It is recommended you would provide us with a copy of your passport at the time of booking the tour and it’s a condition that you provide us with a copy of your passport 21 days prior to departure date in order for us to complete the hotel and transportation booking.