BOOKING CONDITIONS – Effective Date: 1 April 2026
These Booking Conditions apply to all Tours operated by Abbey Language Travel (“Abbey”, “we”, “our” or “us”).
By confirming a booking, paying a deposit, or participating in a Tour, the School, parents/guardians, and Participants acknowledge that they have read and accepted these Booking Conditions, together with the applicable Refund & Cancellation Policy published on our website at the time of booking.
1. Definitions
For the purposes of these Booking Conditions:
- School means the school, organisation, or group coordinating the Tour booking.
- Participant means any student, teacher, parent, or traveller participating in the Tour.
- Tour means the international/domestic travel program, trip, excursion, itinerary, and associated services arranged by Abbey Language Travel.
- Tour Price means the total cost of the Tour as quoted by Abbey Language Travel.
- Force Majeure Event means an event beyond the reasonable control of Abbey Language Travel that affects the operation of the Tour.
2. Acceptance of Booking Conditions
By submitting an enrolment, confirming participation, paying a deposit, or otherwise participating in a Tour, the School and Participants acknowledge and agree to be bound by these Booking Conditions, including the Refund & Cancellation Policy.
3. Quotes, Pricing & Increases
All Tour quotations are based on costs, exchange rates, taxes, supplier pricing and airfares applicable at the time the quotation is prepared.
Abbey Language Travel reserves the right to adjust Tour pricing before final payment where increases occur due to:
- confirmed vs estimated airfares;
- confirmed vs estimated travel insurance cost (when applicable);
- airline or airport charges;
- fuel surcharges;
- currency exchange fluctuations;
- government taxes or fees;
- new country entry requirement;
- supplier availability and/or price increases; or
- significant changes in Participant numbers.
Any pricing changes will be communicated to the School as soon as reasonably practicable.
4. Deposits & Payments
A non-refundable deposit is required to confirm participation in the Tour.
Payment schedules and final payment dates will be outlined in the Quotation, Information Pack, or invoice documentation provided to the School.
Failure to make payments by the due dates may result in cancellation of the booking, penalties, or additional supplier cancellation fees.
Abbey Language Travel reserves the right to cancel bookings where payments remain outstanding.
5. Itinerary Modification & Fees
5.1 Modification by Abbey Language Travel
While Abbey Language Travel will make every reasonable effort to operate Tours as published, itineraries, airlines, accommodation, transport providers, and activities may occasionally need to change due to operational requirements or circumstances beyond our control. Such events include supplier failures, strikes, political developments, or other external disruptions. In these instances, Abbey Language Travel reserves the right to make reasonable modifications to the itinerary before or during travel where necessary for operational, safety, or logistical reasons.
Although every effort is made to minimize disruption and absorb costs, significant additional expenses resulting from these changes may be passed on to the School and/or Parents.
Where possible, alternative arrangements of a similar standard and value will be provided.
5.2 Request for Modification by Participant
This tour is governed by specific group travel regulations, rates, and contractual obligations. As the established itinerary and pricing are contingent upon these collective terms, any individual deviation can significantly impact the broader arrangement. Consequently, any individual request for modifications to the group itinerary or bookings- including, but not limited to, alternative flight dates, one-way travel, insurance adjustments, or specialized seating and housing requests- is subject to formal approval by both the School and Abbey Language Travel. All requests for modifications must be submitted in writing no later than 4 months before departure.
Approved modifications will incur a mandatory administrative fee ranging from $100 to $250 per participant, in addition to any rebooking fees or surcharges imposed by third-party suppliers.
6. Passports, Visas & Travel Requirements
All Participants are responsible for ensuring they hold:
- a valid passport with the required validity period (6 months beyond the return date)
- any required visas or travel authorisations;
- vaccination or health documentation where applicable; and
- compliance with immigration and customs requirements.
Abbey Language Travel is not responsible for costs or losses arising from a Participant being denied entry to a country or transport service due to incomplete or incorrect documentation.
7. Travel Insurance
Abbey Language Travel requires all Participants to be covered by comprehensive travel insurance as soon as possible after paying the Tour deposit.
Travel insurance should, where available, include cover for:
- cancellation and curtailment;
- medical expenses;
- personal belongings;
- travel delays and interruptions; and
- unforeseen events affecting travel arrangements.
Participants and Schools acknowledge that insurance policies vary between providers and may contain exclusions or limitations relating to pandemics, government travel restrictions, natural disasters, civil unrest, or other Force Majeure Events.
Abbey Language Travel does not guarantee the availability, suitability, or extent of insurance coverage for any particular event or circumstance.
Any losses not recoverable through travel insurance or third-party suppliers remain the responsibility of the Participant and/or School.
8. Health, Medical & Behaviour Requirements
The School is responsible for ensuring Abbey Language Travel is informed of any relevant medical, dietary, accessibility, or behavioural considerations before departure.
Participants are expected to behave responsibly and comply with the instructions of Tour leaders, schools, and local operators throughout the Tour.
Abbey Language Travel reserves the right to remove or refuse participation to any Participant whose behaviour may endanger themselves or others, disrupt the Tour, or breach local laws or regulations.
Any additional costs arising from behavioural issues or damage caused by Participants will be the responsibility of the School and/or Participant.
9. Refund & Cancellation Policy
9.1 Participant Cancellations
The excursion deposit paid at the time of enrolment on the Tour is non-refundable. All cancellation requests must be submitted in writing by email to admin@abbeylanguagetravel.com Cancellation fees apply from the date written notice is received by Abbey Language Travel.
| Cancellation Period | Refund Entitlement |
| More than 120 days prior to departure | Full refund less a $1,000 cancellation fee |
| Between 90 and 120 days prior to departure | 50% refund of the Tour Price |
| Between 60 and 90 days prior to departure, or after airline tickets have been issued | 25% refund of the Tour Price |
| Less than 60 days prior to departure, or after departure | No refund |
This cancellation policy applies to individual or partial cancellations affecting no more than 10% of the total School travelling group. If a student cancels, their non-refundable deposit cannot be used to offset any resulting price increases for the remaining participants.
9.2 Cancellation of Entire Group or Tour
If the School cancels the Tour for reasons other than a Force Majeure Event:
- All deposits paid are non-refundable.
- The School and/or Participants will be responsible for any non-recoverable supplier costs or cancellation fees incurred by Abbey Language Travel; and
- Abbey Language Travel reserves the right to charge a reasonable administration fee reflecting the time and resources dedicated to planning, coordinating, and managing the Tour booking and cancellation.
If the amounts previously paid by the School and/or Participant are insufficient to cover the non-recoverable supplier costs, cancellation charges, administration fees, or other amounts payable under this Policy, Abbey reserves the right to invoice the School and/or Participant for the outstanding balance, and the School and/or Participant agrees to pay such amounts within the timeframe specified on the invoice.
Abbey will always aim to minimise cancellation costs wherever reasonably possible.
9.3 Force Majeure
A Force Majeure Event means any event or circumstance beyond the reasonable control of Abbey Language Travel, the School, or relevant third-party suppliers that prevents, delays, materially affects, or makes it unsafe, illegal or impractical to operate or participate in the Tour. Where a Force Majeure Event occurs:
- standard cancellation terms may not apply;
- refunds will depend on amounts recoverable from airlines, suppliers, and third parties; and
- Abbey will use reasonable efforts to secure refunds, credits, or alternative arrangements where available.
The School acknowledges that additional costs may be incurred in managing the effects of a Force Majeure Event, including (without limitation):
- costs charged by third-party suppliers;
- costs associated with reorganising travel arrangements; and
- reasonable administrative, operational, and management time incurred by Abbey Language Travel in coordinating, processing, and managing refunds, supplier claims, and alternative arrangements.
Such costs may be passed on to the School and/or Participants where they are reasonably incurred as a result of the Force Majeure Event.
If the amounts previously paid by the School and/or Participants are insufficient to cover the non-recoverable supplier costs, cancellation charges, administration fees, or other amounts arising from a Force Majeure Event, Abbey reserves the right to invoice the School and/or Participants for the outstanding balance, and the School and/or Participants agree to pay such amounts within the timeframe specified on the invoice.
Abbey will act reasonably at all times and will seek to minimise additional costs where practicable.
Where Abbey Language Travel can offer alternative travel arrangements, revised routing, substitute carriers, amended itineraries or other reasonable modifications that allow the Tour to substantially proceed safely and lawfully, the School acknowledges that a decision not to accept those alternatives may be treated as a voluntary cancellation by the School rather than a cancellation solely arising from the Force Majeure Event.
In determining whether alternative arrangements are reasonable, consideration may be given to safety, operational feasibility, government travel advice, supplier availability, timing, and additional costs.
10. Limitation of Liability
Abbey Language Travel acts as an organiser and coordinator of travel and educational services: engaging third-party suppliers such as airlines, accommodation providers, transport operators, educational institutions, and activity providers to deliver components of the Tour.
- Abbey does not accept liability for any act, omission, delay, cancellation, failure, or default of any third-party supplier;
- Abbey is not responsible for losses, costs, damage, injury, delay, or inconvenience arising from services provided by third parties;
- Abbey is not liable for loss or damage to personal belongings, luggage, or effects during the Tour;
- Abbey is not responsible for disruptions caused by Force Majeure Events; and
- Abbey is not liable for any indirect, consequential, or special loss, including loss of enjoyment, opportunity, revenue, or reputation.
Nothing in these Booking Conditions excludes, restricts or modifies any rights or remedies that cannot be excluded under consumer laws applicable in the Australian or New Zealand jurisdiction in which the booking School is located.
Where liability cannot be excluded by law, it is limited to the resupply of the relevant services or the cost of having those services resupplied, to the extent permitted.
Participants and the School acknowledge that travel involves inherent risks, and that Abbey Language Travel’s responsibility is limited to reasonable care in selecting and coordinating service providers.
11. Governing Law & Dispute Resolution
These Booking Conditions are governed by the laws applicable in the Australian State or Territory, or New Zealand jurisdiction, in which the booking School is located.
In the event of any dispute arising in connection with these Booking Conditions or the Tour arrangements, the parties agree to first attempt to resolve the matter through good faith discussions and cooperative communication before commencing legal proceedings.
Both parties acknowledge the importance of maintaining respectful and constructive relationships in the context of educational travel programs and will use reasonable efforts to resolve concerns promptly and fairly.