• McLachlan Experiences Terms and Conditions


McLachlan Experiences – Booking Terms and Conditions
Please read these booking conditions carefully, as they apply to all bookings accepted by McLachlan Experiences. McLachlan Experiences is not itself a transport, tour, event or accommodation provider and acts only as an agent for those service providers.
How to book
Please call our reservations line on 1300 880 340 or contact your travel agent who will request a reservation on your behalf. All requests for reservations are subject to availability. Any special meal requests will be made on a request basis only. McLachlan Experiences cannot guarantee special meal requests nor will it assume any responsibility or liability if passengers' special meal requests are not fulfilled.
All rates are in Australian dollars and are cash/cheque rates. Unless noted as a 'Guaranteed Departure', tours are based on a minimum number of passengers travelling. In the unlikely event of price increases from our suppliers, taxes or a reduction in numbers of passengers travelling below the minimum passenger numbers, McLachlan Experiences reserves the right to pass on these increases in costs to passengers. This may occur with or without warning to the passengers. In the unlikely event that a tour fails to attract the minimum passenger numbers, the tour may be cancelled at the discretion of McLachlan Experiences. McLachlan Experiences may also cancel, at its discretion, any tour for operational or other reasons. If a tour is cancelled, monies already paid by passengers will be refunded or credited towards future travel. McLachlan Experiences will not be responsible for any other travel arrangements affected by, or costs imposed because of, our cancellation.
McLachlan Tours reserves the rights to correct any errors in rates quoted or calculated, or any omissions made at any time during your booking. Any verbal quote given is an indication only of the final price and is subject to confirmation in writing.
Pricing Validity
Itineraries and prices advertised are based on exchange rates as at 01 Oct 2015. Once a customer has paid in full, the price of the tour is guaranteed, subject to any tax changes or levies imposed by any government or their agencies or any airline. McLachlan Tours reserves the right to make alterations to itineraries and prices due to circumstances beyond their control.
A non-refundable deposit of $300 per person, per tour, is required to secure your place on each tour within 7 days of booking. For tours that include domestic flights or permits, payment in full for these is required at the time of deposit. Some hotels may require pre-payment in peak seasons. You will be advised of this at time of booking. For bookings under the value of $300, full payment is required to secure your place. By sending a deposit you agree to be bound by the terms and conditions set forth in this brochure
Final Payment
Final payment is due no later than 90 days prior to travel on your McLachlan Experiences tour unless otherwise specified.
Credit cards
Credit card payments attract a merchant fee of 1.9% for Visa, MasterCard and American Express.
All cancellations must be received in writing and will be subject to the following cancellation charges from the date the written cancellation is received.
 More than 60 days prior to departure; loss of deposit plus any administration fees
 Between 59 - 45 days prior to departure; 25% of total tour cost
 44 days or less before departure; 50% of total tour cost
 38 days or less prior to departure; 100% of total tour cost
 Any ‘no show’; 100% of total tour cost
Domestic flights, permits and any accommodation that requires pre-payment must be paid for in full at the time of deposit and are non-refundable.
Please note that employees of any overseas ground suppliers are not authorised to give any guarantees or agreements to customers in respect of refund or any other matters.
The above mentioned cancellation fees are in addition to any that may be charged by travel agents, airlines, hotels or other tour operators. Regrettably cancellation charges and fees cannot be waived.
To the extent permitted by law, no refund is available for cancellations after travel has commenced or in respect of any tours, accommodation, meals or any other services not utilised.
The following fees will apply:
 Amendments to confirmed and deposited itineraries outside of 30days prior to departure where the value of the booking is decreased - $25 per change (a change to the booking that increases the value will incur no fee)
 Amendments within 30 days prior of departure - $50 per change
 Reissue of airline tickets - $100 per person (other fees may apply)
 Booking of only 3 nights accommodation or less - $30 per booking
 Rail tickets and passes only - $50 per booking
 Once a booking is confirmed name transfers are not permitted as this will be regarded as a cancellation - See ‘Cancellation’ for applicable fees and details
Travel documents
Travel documents will be sent to you approximately 21 days prior to departure (providing full payment has been received). If you are leaving home earlier, please advise us so that we can deliver your documents before you depart.
Guaranteed departures
Tours marked as ‘Guaranteed Departures’ are guaranteed to depart, regardless of passenger numbers. Please note that we reserve the right to withdraw this guarantee for a force majeure event including but not limited to terrorist attack, economic downturn and war.
Airport transfers
On tours that offer airport transfers as an inclusion, an airport transfer to/from your hotel will be provided on the arrival and departure day of the tour (within the ground suppliers operating hours).Flight details must be provided to McLachlan Experiences. Documentation will not be released until this information is provided. Once transfers are booked they cannot be changed. Only one inbound and one outbound transfer will be included. In the event of flight delays outside McLachlan Experiences' control, the transfers will be deemed to be cancelled. All transfers are based on group transfers, and no refund is available for missed transfers or passengers not using the transfer service. Airport transfers are provided as a service to passengers and it is the responsibility of the passenger to ensure that any airport transfer will allow them enough time to connect with their flights. McLachlan Experiences will not be responsible for any flight delays or cancellations caused by the late arrival or departure of an airport transfer, or for cancellation fees associated with a missed flight.
Airline Fuel Levy Surcharge
Since 2004 all airlines servicing flights have been charging a fuel levy surcharge, on top of the normal airline ticket price, in order to cover the increased cost of aviation fuel. As Fuel prices have fluctuated, so too has the amount the airlines charge for this levy. This amount is detailed against every tour featured and will also be advised to you at the time of your booking and is subject to change until your airline ticket is issued.
Product descriptions, maps and photographs
Descriptions of tours, attractions and accommodation provided on this website are based on information provided by hotels and suppliers. Any facilities shown as included may change at any time. McLachlan Experiences makes no representation as to the standard, class or description of accommodation or services provided by third parties. Maps are shown for general information and do not necessarily reflect actual routings, locations or services provided. Photographs may show places in the general area visited, but not necessarily included in the tour. Many of the images on our website and brochure are supplied courtesy of tourist bureaux, hotels and tour operators. Every effort is made to ensure the accuracy of the information provided to passengers; however, McLachlan Experiences cannot be held responsible for typographical errors, or errors arising from unforeseen circumstances.
Travel insurance
It is a condition of travel that each passenger is adequately covered by an appropriate travel insurance policy for duration of travel. Please also check the contingencies of your prospective insurance cover and ensure you are aware of its conditions and omissions. We strongly advise travel insurance from time of booking to provide full cover.
Health Requirements
All customers are required to familiarise themselves with any health requirements specific to countries being visited. All customers should visit their doctor for these aforementioned purposes and/or to confirm that they are physically able to undertake the day-to-day requirements of the tour.
McLachlan Experiences does not employ medical personnel. Any necessary medical attention will be provided by a local facility at the passenger’s expense. McLachlan Experiences is not responsible or liable for any losses or costs incurred as a result of medical services obtained while on tour, or for the quality of the care or services provided.
Passports and visas
It is the responsibility of the passenger to have a valid passport (which is valid for at least six months from your last day of travel) and all visas, permits and certificates required for the selected tour. Ask your travel agent for further information. Responsibility for documentation accuracy, passport validity and dispatch of documents rests with the customer. McLachlan Experience accepts no responsibility for any failure in this respect.
Please check with your airline for applicable baggage allowances. Where a tour includes hotel porterage, this includes one standard suitcase per person, and only applies when the passengers are travelling as part of the group. Porterage is not included when passengers check in and out of a hotel at the start and end of a tour. All baggage and personal effects are at all times and in all circumstances at the risk of the tour participant. Baggage insurance is recommended.
Single travel
On group tours, if you are travelling as a single passenger, you can request that we try to match you in a twin share room with another single passenger of the same sex. Should we not be able to match you in a twin share room by the final tour balance payment date, the single room supplement rate will apply. Should you be matched with another person we cannot be held responsible if the choice is not to your satisfaction. Any twin match must understand that the room must be treated as a non-smoking room unless both parties agree otherwise. Single rooms may be smaller than twin rooms. The Single Supplement represents a fee passed on to us by the hotels for sole use of a room.
Refusal of Carriage
McLachlan Tours retains the right to remove customers from our tours for reasons that impact on the enjoyment or safety of other passengers, such as, but not limited to, the physical, medical, mental inability of customers to undertake the arrangements of the holiday, unsocial or unruly behaviour, or the carriage of prohibited substances or materials.
All possible effort will be made to adhere to the published touring itinerary. Occasionally circumstances beyond our control will force cancellations, changes, amendments or modifications to the itinerary and its inclusions such as particular events and services. McLachlan Experiences cannot be held responsible for any omissions or modifications to the itinerary or the inclusions made as a consequence of these changes.
Pre-departure contact
You must provide a telephone number, email or address where you can be reached, if necessary. Documentation will not be released until this information is provided.
Not included in the price
Anything not specifically included in the tour is at your own expense. Tours sold as 'land only' do not include airfares.
Air travel
Air travel is subject to the conditions and limitations set out in the airline's conditions of carriage. McLachlan Experiences has access to wholesale airfares with specific airlines which are available to passengers who book on one of our tours. It is the passenger's responsibility to compare available airfares and to select the product that is most appropriate for their needs. Wholesale fares apply to specific routes and dates only and are subject to availability. Airfares are subject to change at any time.
Booking arrangements
The person making a booking will be deemed to have accepted these booking conditions on behalf of everyone named in the booking. Only the person making the booking is authorised to make changes to or cancel the booking. All communications from us will usually be sent to your travel agent. Your travel agent is responsible for forwarding payments made by you to us.
Limitation of liability
To the extent permitted by law, McLachlan Experiences excludes all liability for any loss or damage whatsoever (including but not limited to physical and psychological injury, and loss or damage to property of whatever nature) that may arise in any way in connection with the offer or supply of goods or services through McLachlan Experiences or any third parties, or in connection with the supply of such goods or services. If the law implies a condition or warranty that cannot be excluded, McLachlan Experiences' liability for a breach of the conditions or warranty will be limited as determined by McLachlan Experiences to the re-supply or payment of the cost of re-supplying the relevant goods or services. Except where otherwise stated within these terms and conditions McLachlan Experiences excludes liability for any loss or damage that may be caused by cancellation, abandonment, alteration, amendment, modification or termination of the tour.
Events beyond our control
If a tour cannot proceed due to a force majeure event including but not limited to flood, earthquake, war or civil strife, acts of terrorism, hurricane, cyclone, industrial disturbance, strike, fire, lock out, epidemic, failure or delays of scheduled transportation facilities, or other Acts of God, or any law, order, decree, rule or regulation of any government authority, or for any reason whether of a similar or dissimilar nature beyond the control of McLachlan Experiences, this agreement shall terminate and there shall be no claim for damages by either party against the other.
Destination advice
McLachlan Experiences makes no representations as to the safety, conditions or other issues that may exist at any destination. You should obtain travel advice, including from the Department of Foreign Affairs and Trade (www.smarttraveller.gov.au).
Complaints procedure
Should you have a complaint while on the tour, you should inform your tour guide immediately. If the matter cannot be resolved after the tour guide’s best endeavours to do so during the tour, your complaint can be made in writing to McLachlan Experiences.
McLachlan Experiences cannot be held responsible for issues that were not brought to our attention during the course of a tour.
Agent Responsibility
It is the travel agents’ responsibility to ensure that all invoice and itinerary details and documentation issued by McLachlan Tours are correct and that the customer is aware of amendment and cancellation conditions and other clauses in these booking conditions.
Law of contract
This agreement shall be governed and interpreted in accordance with the laws of New South Wales, Australia.
McLachlan Experiences is a division of Travel & Living Pty Ltd.
ABN 51 105 498 066. Lic No 2TA005531.
McLachlan Experiences
Suite 303, 27 Belgrave Street
Manly NSW 2095, Australia
Phone 1300 811 500
Fax (02) 9977 9102
Email reservations@experiences.com.au
  • We want to return to see more of Nepal with our 18 and 15 years old sons!

  • The stop with our guide Ray’s mother was particularly memorable.

  • We will remember our guides for their knowledge, fun and kindness.

  • I just had the most amazing conversation with the organiser of this trip and she was over the moon with how everything went!
    I cannot thank you enough! You truly are incredible with arranging these trips so thank you thank you!

    K.J. Travel agent, Sydney