Terms and Conditions
STUDY TOUR – TERMS & CONDITIONS
Event Services - Public Programmes is a division of the University of Auckland ("Event Services"). Event Services provides study tours ("Study Tours") to members of the public who are 18 years or over, whether or not they have studied at University. The tours are led by University of Auckland staff.
The terms and conditions set out below apply to any person who wishes to register for, and book a place on, a Study Tour (the "Purchaser"). Please ensure that you read these terms and conditions before you register for a Study Tour.
Once a Purchaser registers for a Study Tour, they are deemed to have read, acknowledged and agreed to these terms and conditions, and their registration will be accepted by Event Services on this basis. Registration for a Study Tour constitutes a binding contract between the Purchaser and Event Services.
DEPOSIT AND PAYMENT
1. All registrations for the Study Tour are completed online at https://uoaevents.eventsair.com/japan-study-tour-2020/registration/Site/Register. At the time of online registration, the Purchaser must pay the required deposit to Event Services. The deposit is a partial payment of the total Study Tour fees which are payable by the Purchaser to Event Services. Registration closes on Sunday 1 September 2019 (unless all places on the Study Tour are filled prior to that date, in which case registration will close earlier).
2. Following receipt of the completed registration form and the deposit, Event Services will contact the Purchaser to confirm whether the Purchaser has been accepted to join the Study Tour. Where the Purchaser is accepted to join the Study Tour, Event Services will send the Purchaser an acknowledgement email with their registration detail and an invoice detailing payments made and/or outstanding (including due dates for any outstanding balance of the Study Tour fees).
3. The Purchaser must provide any further information requested by Event Services for the purposes of booking the Study Tour, and must pay the balance of the Study Tour fees by the due date specified in the invoice.
4. Registration is only considered to be confirmed once Event Services has received full payment of Study Tour fees.
5. Event Services reserves the right to cancel the Purchaser's registration and sell the space to a third party if payment is not received in full by the due date. Event Services will only issue travel documents to the Purchaser once the Purchaser has paid the Study Tour fees in full.
CANCELLATION AND REFUND POLICY
Cancellation initiated by the Purchaser
If the Purchaser wishes to cancel their registration for the Study Tour or request a refund, they must notify Event Services in writing. Cancellations and refund requests must be sent by email, pre-paid post or courier to the email or physical address specified in the Contact Details section below.
Registrations are not fully refundable, but in some circumstances (depending on the date of cancellation) Event Services may make a partial refund to the Purchaser. In all cases, an administration charge will be payable. Administration charges vary.
In respect of the Japan Study Tour for 2020, the following refund arrangements apply:
1. Cancellation prior to 1 September 2019: Event Services will refund the Purchaser $1,000 (of the $2,000 deposit).
2. Cancellation between 1 September and 1 November 2019: Event Services will refund the Purchaser 25% of the amount paid to Event Services by the Purchaser.
3. After 1 November 2019: Event Services is not required to make any refund.
Cancellation initiated by Event Services
(a) Minimum participants
If the minimum number of participants (as determined by Event Services as being necessary to make the Study Tour commercially viable) is not achieved by 1 September 2019, Event Services reserves the right to re-cost the Study Tour (and invoice all Purchasers for increased costs) or cancel the Study Tour and refund all deposits in full. Event Services also reserves the right to re-cost the Study Tour (and invoice all Purchasers for increased costs) due to exchange rate fluctuations.
(b) Force majeure
In the event of any unforeseen event that affects Event Services' ability to offer the Study Tour (a "Force Majeure Event"), Event Services reserves the right to cancel the Study Tour. Force Majeure Events include, but are not limited to, threats of war, riots, civil strife, terrorist activities, natural disasters, extreme weather conditions, fire, flood, drought, disease, pandemic, the New Zealand Government advising New Zealanders against travelling to a particular destination, or a Ministry of Foreign Affairs and Trade warning of High or Extreme Risk associated with travelling to a particular destination.
Where Event Services cancels the Study Tour due to a Force Majeure Event, Event Services:
• will endeavour to refund any amounts paid by the Purchaser, less any costs which have already been incurred and which Event Services is not reasonably able to recover; and
• will not be liable for expenses that the Purchaser has incurred in connection with their registration for the Study Tour, including but not limited to visas, vaccinations, insurance, non-refundable flights, and accommodation separate to that booked through the Study Tour.
(c) Cancellation by Event Services
If Event Services chooses to cancel the Study Tour for reasons other than those described at (a) and (b) above, Event Services will fully refund the Purchaser for any amounts paid by the Purchaser to Event Services. However, Event Services will not be liable for other expenses that the Purchaser has incurred in connection with their registration for the Study Tour, including but not limited to visas, vaccinations, insurance and non-refundable flights, and accommodation separate to that booked through the Study Tour.
Additional charges
In no circumstance will Event Services be required to refund any fees or charges paid by the Purchaser in addition to the Registration cost (for example, credit card or internet banking charges, or postage or courier charges) except where required by applicable New Zealand law. No interest or costs will be payable in respect of any monies refunded.
RISK AND SECURITY
Event Services cannot guarantee the continued safety or stability of the Study Tour destination. As safety and security is a priority for Event Services, Event Services reserves the right to change the itinerary, accommodation arrangements or other Study Tour plans where Event Services considers that such a change is necessary for the safety and security of the Study Tour group.
The Purchaser accepts the risks involved with travel and acknowledges that they have full responsibility for the decision to join the Study Tour.
Each Purchaser accepts full responsibility for their personal health and safety, and must ensure they are medically fit for travel.
PASSPORT / VISAS
It is the Purchaser's responsibility to ensure that they have all necessary travel documentation, including a valid passport and any necessary visas or permits.
New Zealand passport holders will need a valid passport that expires no earlier than six months beyond the latest date of travel.
Event Services bears no responsibility for advising or assisting the Purchaser in obtaining travel documentation, permits, certificates, or visas.
TRAVEL INSURANCE
It is a condition of registering for a Study Tours that the Purchaser effects appropriate travel insurance for the full duration of their travel arrangements. Such insurance must cover illness, injury, death, loss of baggage and personal items, cancellation or curtailment. Please contact Event Services should you require more information on travel insurance requirements.
AUTHORITY ON TOUR
The Purchaser agrees to comply with:
• all reasonable directions given by Event Services and its representatives (including the University employees who act as Study Tour leaders) while on the Study Tour; and
• the laws and regulations of any countries visited on the Study Tour.
If the Purchaser fails to comply with such directions, laws or regulations, then Event Services may require the Purchaser to leave the Study Tour and no refund will be payable by Event Services to the Purchaser.
DISCLAIMER
Event Services assumes no responsibility for any error, omission, interruption, deletion, defect, delay in transmission or line failure in relation to the website used for registration on the Study Tour.
To the extent that any part of the Study Tour is provided by a third party (who is contracted by Event Services), Event Services is not liable for damage resulting from any act or omission of that third party, or any other event that is outside of the control of Event Services (eg mechanical or electrical breakdown of Study Tour transport). Without limiting the foregoing, Event Services has no liability for losses arising from the provision or non-provision of services provided by hotel companies or transport operators.
Event Services is not liable for changes in itinerary and dates, if such changes are caused by or result from any act or omission of a third party or are the result of a Force Majeure Event. The Purchaser acknowledges and accepts that changing circumstances may warrant a change in itinerary, schedule or destination.
While Event Services has nominated proposed tour leader(s) for the Study Tour, Event Services reserves the right to replace any nominated tour leader if for any reason they are unable to attend the Study Tour. In such circumstances, Event Services will endeavour to replace the nominated tour leader with another person of comparable experience and knowledge.
To the fullest extent permitted by law, Event Services has no liability for death, personal injury, or any loss, cost or expense suffered by a Purchaser or any third party (including accompanying persons, a partner, or attendant caregivers), in connection with the Study Tour, and the Purchaser waives any claims that they may have against Event Services in connection with the Study Tour. To the extent that Event Services is not able to exclude its liability at law, then Event Services' liability will not exceed the total amount paid by the Purchaser to Event Services for the Study Tour.
ASSIGNMENT
The Purchaser may not assign, transfer or novate any of its rights or obligations under these terms and conditions without the prior written consent of Event Services.
If Event Services consents to an assignment, transfer or novation then any costs associated with changing the registration details (and all associated bookings) will be borne by the Purchaser.
PRIVACY POLICY
The Purchaser acknowledges that Event Services will collect personal information from the Purchaser in connection with the Purchaser's registration and involvement in the Study Tour. Such personal information includes, but is not limited to, the Purchaser's passport details, full name, address, payment information, and any other information reasonably necessary to organise the Study Tour. Event Services will, in certain instances, share some of the Purchaser's personal information with relevant third parties in order to complete travel arrangements. Event Services is committed to managing the Purchaser's information in accordance with the Privacy Act 1993.
SEVERABILITY
To the extent that any provision in these terms and conditions is held to be void, illegal or unenforceable, that term or condition shall be deemed severed or amended to the extent necessary, and all remaining terms and conditions shall continue to be binding.
GOVERNING LAW
The laws of New Zealand govern these Terms and Conditions. Should any dispute arise in connection with these Terms and Conditions, the Purchaser and Event Services submit to the non-exclusive jurisdiction of the New Zealand courts.
ENTIRE AGREEMENT
These Terms and Conditions constitute the entire agreement between Event Services and the Purchaser.
CONTACT DETAILS
Event Services
The University of Auckland
Level 6, 1-11 Short Street
Auckland 1010
Phone: +64 9 923 4826
Email: s.barrett@auckland.ac.nz