BOOKING TERMS & CONDITIONS
These Booking Conditions set out the terms for the arrangement and delivery of travel arrangements for your trip. By making a booking with Co.As.It., you acknowledge that you have read, understood and agree to be bound by these Booking Conditions. Co.As.It. reserves the right to change these Booking Conditions at any time prior to you making a booking request.
“You” and “Your” means all persons named in a booking (including anyone who is added or substituted at a later date).
BOOKINGS
A booking request is accepted when Co.As.It. issues a written booking confirmation and you have paid your deposit. It is at this point that a contract between Co.As.It. and you comes into effect subject to these Booking Conditions. Co.As.It. reserves the right to decline any booking at Co.As.It.’s discretion. No employee of Co.As.It. other than the General Manager has the authority to vary or omit any of these Booking Conditions or to promise any discount or refund.
SERVICES
Co.As.It. commences providing services to you as soon as Co.As.It. accepts your booking. This includes work undertaken prior to travel to arrange and coordinate the delivery of your travel arrangements. The services Co.As.It. provides to you are limited to (a) the arrangement and coordination of your travel arrangements; and (b) the delivery of travel arrangements which Co.As.It. directly controls.
ITALIAN LANGUAGE COURSES
Co.As.It. provides two terms of Italian language classes (18 weeks) as part of the tour. You can choose your class level from our adult class offerings at the Co.As.It. offices in Leichhardt or the CBD. These classes are available before the tour departure, and all Italian language studies must be completed by 2025.
PRICES & EXCLUSIONS
Prices stated are in Australian Dollars ($AUD) and are current at the time of publication. The most up to date pricing is available on Co.As.It.’s website. The price includes flights, accommodation, transportation and other inclusions as per the published itinerary.
Costs associated with passports, visas, vaccinations, insurance, meals (other than those stipulated), emergency evacuation costs, gratuities, and all items of a personal nature are not included.
PRICE VARIATIONS
Co.As.It. reserves the right to vary the cost of your travel arrangements prior to commencement for circumstances beyond Co.As.It.’s control such as the imposition of fuel surcharges or new or amended Government charges.
DEPOSIT
A 20% deposit is required at time of booking of Co.As.It. accepting your booking. Please note that Co.As.It. may not hold any services for you until it receives payment of your deposit, meaning that services may become unavailable or prices may increase, in which case you will be responsible for paying the increased price. The deposit is non-refundable. If a booking is made 90 days prior departure (28 June 2025), full payment is required.
FINAL PAYMENT
Payment in full must be received by 90 days prior departure (28 June 2025).
If you fail to make payment by the due date, Co.As.It. will remind you to make payment. In addition to the payment, you will also be responsible for any costs imposed on Co.As.It. by suppliers resulting from late payment. If Co.As.It. does not receive payment after 7 days of the reminder, you will be deemed to have cancelled your booking.
CANCELLATIONS BY YOU
Cancellation must be requested in writing to info@coasit.org.au Co.As.It. will issue a refund to you less cancellation fees in accordance with the table below or, calculated from the date which Co.As.It. receive written notice (based on Australian Eastern Standard Time).
For partial and/or total cancellation of the reservation:
From 90 to 65 days before departure, a penalty of 30%
From 65 to 35 days before departure, a penalty of 50%
From 35 days to the day of departure, a penalty of 100%
Cancellations will be subject to administrative fee of 10% of the total value of the booking.
ILLNESS OR VACCINATION STATUS PREVENTING TRAVEL
Co.As.It. will not be liable to refund the cost of your trip (or any part of it) because it would have already paid (or committed to pay) suppliers, and Co.As.It. would have already performed significant work preparing for the delivery of your trip and servicing your booking.
Co.As.It. will not be responsible for any other loss or loss you incur in connection with your booking (for example, visa expenses) if you are prevented from commencing or continuing your trip in these circumstances.
Co.As.It. strongly encourages you to purchase travel insurance that adequately responds to cancellations and curtailments associated with illness and other unforeseen events as soon as you have paid your deposit.
OTHER CANCELLATIONS
In these Booking Conditions, the term Force Majeure means an event or events beyond Co.As.It.’s control and which it could not have reasonably prevented, and includes but is not limited to: (a) natural disasters (including not limited to flooding, fire, earthquake, landslide, volcanic eruption), adverse weather conditions (including hurricane or cyclone), high or low water levels; (b) war, armed conflict, industrial dispute, civil strife, terrorist activity or the threat of such acts; (c) epidemic, pandemic; (d) any new or change in law, order, decree, rule or regulation of any government authority (the events in (d) being “Government Restrictions”)).
Force Majeure – Prior to travel
If:
in Co.As.It.’s reasonable opinion it (either directly or through its employees, contractors, suppliers or agents) determines that your travel arrangements cannot safely, lawfully or reasonably proceed due to a Force Majeure event; or
you give Co.As.It. notice no more than 14 days prior to commencement of your booked travel arrangements that you cannot reasonably make use of them due to Government Restrictions (for example due to border closures)
then Co.As.It. may:
- reschedule your travel arrangements, but only if you are agreeable to the rescheduled arrangements; or
- cancel your travel arrangements, in which case Co.As.It.’s contract with you will terminate.
If Co.As.It. cancels your travel arrangements, neither party will have any claim for damages against the other for the cancelled arrangements. However, Co.As.It. will either:
- refund payments attributable to the cancelled travel arrangements less: (a) unrecoverable third party costs and other expenses incurred or payable by Co.As.It. for the cancelled travel arrangements; (b) overhead charges incurred by Co.As.It. relative to the price of the cancelled travel arrangements.
Force Majeure – During travel
If due to Force Majeure Co.As.It. cancels travel arrangements after your trip has commenced, it will provide you with a refund of recovered third party costs.
Force Majeure – General
Where a limited refund is to be paid by Co.As.It., it will use reasonable endeavours to recover payments from third parties attributable to your booking, but Co.As.It. makes no guarantee that it will be able to recover these payments either partially or at all. If after Co.As.It. has paid you a limited refund (or after it determines that no cash refund is currently payable) Co.As.It. recovers payments from third parties attributable to your booking, then it will pass on this payment to you.
Co.As.It. will not be responsible for any other loss or costs you incur in connection with your booking (for example, insurance and visa expenses) if your trip or particular travel arrangements are cancelled due to an event of Force Majeure.
If Co.As.It. provides you with any alternative services or assistance where travel arrangements are cancelled or rescheduled due to Force Majeure which you accept, then you agree the amount to be refunded to you will be reduced by the value of those services and assistance.
Co.As.It. strongly encourages you to purchase travel insurance that adequately responds to cancellation and rescheduling risks associated with Force Majeure events as soon as you have paid a deposit.
Other cancellations
If Co.As.It. cancels your travel arrangements for reasons other than Force Majeure you will be offered a refund of all funds paid. To the fullest extent permitted by law, Co.As.It. will not be responsible to you for any other expenses or loss you incur resulting from its cancellation.
AMENDMENTS BY YOU
Co.As.It. will endeavour to accommodate amendments and additional requests. You acknowledge that these may not be possible to fulfil, and for group departures a transfer of a booking to a different departure is deemed a cancellation. An amendment fee of $75 will be levied to cover communication and administration costs for any changes to bookings. You will also be required to pay any additional costs charged by suppliers.
AMENDMENTS BY CO.AS.IT.
Prior to travel
Due to the dynamic nature of the travel industry, Co.As.It. may occasionally need to make amendments or modifications to the itinerary and its inclusions and you acknowledge its right to do this. Most changes will not be significant. If Co.As.It. becomes aware of any significant changes to your itinerary or its inclusions that materially detract from the overall value of the trip (where Co.As.It. determines it can still proceed), then Co.As.It. will notify you within a reasonable time and refund you an amount attributable to any reduction in value determined by Co.As.It. acting reasonably.
During travel
You acknowledge that the itinerary, modes of transport, accommodation and/or the trip’s inclusions may need to change during your trip due to local circumstances beyond Co.As.It.’s reasonable control, including road conditions, poor weather, changes in transport schedules, and/or vehicle breakdowns.
General
To the fullest extent permitted by law:
- Co.As.It. will not be responsible for any omissions or modifications to the itinerary or the inclusions due to Force Majeure or other circumstances beyond Co.As.It.’s control that occur after it has accepted your booking. This includes any loss of enjoyment or distress caused by omissions or modifications;
- if you are entitled to any compensation for any modifications or omissions, then you agree it will be reduced by the value of any alternative services Co.As.It. provides which you accept; and
- Co.As.It. will not be responsible to you for any other expenses or loss you incur resulting from any amendment or change to the itinerary or its inclusions.
UNUSED & DENIED SERVICES
No refunds will be made for travel arrangements not utilised, whether by choice or because of late arrival or early departure. This includes the failure of common carriers to operate according to schedule, which Co.As.It. disclaims responsibility for.
If you are not fully vaccinated against Covid-19 and particular suppliers refuse to provide you with travel arrangements, then you agree you will not be entitled to any refund for those arrangements. Co.As.It. will not be responsible to you for any loss or expenses you incur (including loss of enjoyment) if you are denied services in these circumstances.
CLIENT NAMES – EXACTLY AS PER PASSPORT
For security reasons, airlines and Co.As.It.’s overseas suppliers require names to be given exactly as stated in your passport. If you do not provide the correct information and Co.As.It. has to re-issue airline tickets or other documentation, then you will be responsible for any fees charged (such as airline cancellation charges or re-issue fees) in addition to Co.As.It.’s own reasonable administration fees.
TRAVEL INSURANCE
It is a condition of your booking that you are adequately insured for the duration of your trip. We recommend comprehensive travel insurance to cover cancellation, medical requirements, luggage and additional expenses. We strongly suggest you purchase insurance at the time you pay your deposit. This is because cancellation fees and charges are payable from that time.
ACCOMMODATION
Due to the dynamic nature of the travel industry, Co.As.It. may need to substitute hotels and other forms of accommodation with properties of a substantially comparable or higher standard. Co.As.It. will endeavour to minimise substitutions. You acknowledge that these substitutions will not be considered a significant change.
PASSPORTS & VISAS
It is a requirement that you hold a valid passport with sufficient validity and any required visas for your trip. It is your responsibility to ensure that you are in possession of the necessary documentation to comply with the laws and regulations of the countries to be visited. Co.As.It. does not offer visa services.
VACCINATIONS
Co.As.It. strongly encourage you to be fully vaccinated against Covid-19 with a vaccine approved by the Therapeutic Goods Administration. This is so health risks for yourself and others you come into contact with can be mitigated.
It is your responsibility to obtain vaccinations and preventative medicines as may be required for the duration of the trip. Any information provided by Co.As.It. is given in good faith.
HEALTH & FITNESS
It is your responsibility to ensure that you have a suitable level of health and fitness to undertake the trip of your choice. If you have doubts about your ability to undertake the trip, please contact us to discuss your circumstances prior to making a booking request.
Existing Medical Conditions
If you have a medical condition which may reasonably be expected to increase your risk of needing medical attention, or which may materially affect the usual conduct of the trip, then you must advise Co.As.It. prior to or at the time you make your booking request.
Co.As.It. may request you to provide an assessment of your medical condition from a qualified medical practitioner. If the assessment indicates that you are not fit to travel or will require special assistance which Co.As.It. cannot reasonably provide, then Co.As.It. may cancel your booking. Provided you notify Co.As.It. of your medical condition prior to or at the time you made your booking request, it will provide you with a full refund of payments made less an administrative fee of $100.
If you fail to provide a medical assessment within a reasonable time, then this will be considered a cancellation by you and cancellation fees and charges will apply (See ‘Cancellation By You’ section above).
New Medical Conditions
You must advise Co.As.It. of any new or changed medical conditions which may reasonably be expected to increase your risk of needing medical attention, or which may materially affect the usual conduct of the trip.
Co.As.It. may request you to provide an assessment of your medical condition from a qualified medical practitioner. If the assessment indicates that you will require special assistance which Co.As.It. cannot reasonably provide or if you fail to provide a medical assessment within a reasonable time, then this will be considered a cancellation by you and cancellation fees and charges will apply (See ‘Cancellation By You’ section above).
Non-Disclosed Medical Conditions
If any non-disclosed medical conditions mean that you will require special assistance which Co.As.It. cannot reasonably provide, then Co.As.It. acting reasonably may exclude you from the trip. This will be considered a cancellation by you and cancellation fees and charges will apply (See ‘Cancellation By You’ section above).
Dietary Requirements
Special dietary requests are required to be notified to Co.As.It. within 7 days after Co.As.It. confirms your booking. Co.As.It. will endeavour to communicate your requirements to relevant suppliers. However, Co.As.It. cannot guarantee requests will be met by suppliers. It is your responsibility to check that meals and beverages do not contain any allergens. Co.As.It. expressly disclaim any liability for meals or beverages that contain allergens other than in circumstances where Co.As.It. has been negligent.
INDEPENDENT SERVICES
Co.As.It. is not responsible for any additional activities or excursions which are not included in the booked itinerary. Any advice or recommendation given by Co.As.It., a guide or local representative is made in good-faith, based on known information, and does not make Co.As.It. responsible for the acts or omissions of the principal operator of the excursion or activity.
ACCEPTANCE OF RISK
General
You acknowledge that travel involves personal risks which may be greater than those present in your everyday life. This could be as a result of the adventurous nature of your trip or from visiting destinations which present geographical, political or cultural risks and dangers.
You should consult guidance issued by the Department of Foreign Affairs and Trade (DFAT) applicable to the destinations within your itinerary. You acknowledge that your choice to travel is made having had the benefit of DFAT guidance, and you accept inherent personal risks associated with your travel.
Covid-19
You acknowledge that you are travelling at a time when Covid-19 is endemic and that Covid-19 presents risks to your health and may cause death. By making a booking request, you accept all risks associated with Covid-19 infection during travel and you release Co.As.It. (and its directors, employees and suppliers) from liability in connection with Covid-19 infection.
RESPONSIBILITY
Where a third party over whom Co.As.It. has no direct control (Independent Supplier) is the supplier of travel arrangements that form part of your trip, you acknowledge that Co.As.It.’s obligations to you are limited to taking reasonable steps to select a reputable Independent Supplier and arranging for them to provide those travel arrangements to you. Independent Suppliers over whom Co.As.It. has no direct control could include but are not limited to airlines, railway operators, hoteliers, independent transport companies (i.e., vehicles not operated by Co.As.It.), attraction and venue operators and common carriers.
To the fullest extent permitted by law, Co.As.It. will not be responsible to you for any loss, damage, personal injury or delay attributable to the actions or omissions of an Independent Supplier and not caused by Co.As.It.’s negligence. Any claims you have in this regard must be made against the Independent Supplier.
Recreational services
If Co.As.It. supplies any recreational services to you, then to the maximum extent permitted by law Co.As.It. excludes any liability for death, physical injury or mental injury or any other liability referred to in section 139A(3) of the Competition and Consumer Act 2010 (Cth) resulting from Co.As.It.’s failure to comply with a guarantee that applies under Subdivision B of Division 1 of Part 3-2 of the Australian Consumer Law.
This exclusion does not apply to significant personal injury caused by Co.As.It.’s reckless conduct.
Recreational services means services that consist of participation in the activities referred to in Section 139A of the Competition and Consumer Act 2010 (Cth), being participation in:
(a) a sporting activity or similar leisure time pursuit; or
(b) any other activity that:
(i) involves a significant degree of physical exertion or physical risk; and
(ii) is undertaken for the purposes of recreation, enjoyment or leisure.
General liability limitation
Co.As.It. will not be responsible for any loss or additional expenses you incur for any missed connections/services attributable to delays outside of Co.As.It.’s control.
You acknowledge that travel arrangements or services which comply with local laws and regulations will be deemed to have been properly performed, even if this would not be considered the case in Australia.
Australian Consumer Law and corresponding legislation in State jurisdictions in certain circumstances imply mandatory guarantees into consumer contracts (“Consumer Guarantees”). These Booking Conditions do not exclude or limit the application of the Consumer Guarantees other than to the extent they can be excluded or limited, in which case Co.As.It. limits or exclude the Consumer Guarantees to the fullest extent possible. Other than the Consumer Guarantees, Co.As.It. disclaims all warranties and guarantees.
To the fullest extent permitted by law, Co.As.It.’s maximum liability to you under these Booking Conditions, in tort (including negligence) or at law is limited to arranging for the travel arrangements to be resupplied or payment of the cost of having them resupplied.
COMPLAINTS
In the event of a problem with any aspect of your travel arrangements you must tell Co.As.It. or make its representative or local supplier aware of such problems as soon as possible. This is so Co.As.It. or its suppliers have had the opportunity to put things right on the ground.
If you notify Co.As.It. of a problem during travel and Co.As.It. hasn’t resolved it to your satisfaction, please follow this up in writing within 30 days from the end of your travel arrangements. This is so Co.As.It. hasn’t the opportunity to pursue the claim with its own suppliers (if relevant).
If you fail to follow this procedure, this may limit your rights to make a claim.
DEEMED ACCEPTANCE
If you place a booking on behalf of another party, you represent and promise Co.As.It. that you are duly authorised to provide the agreement and consent of the other party to be bound by these Booking Conditions. You agree that you will be responsible for any loss or damage Co.As.It. incurs if this is not the case.
IMAGE RELEASE
When on tour, Co.As.It. may take photographs or make recordings of you and your activities that identify you. Co.As.It. reserves the right to use any images and/or recordings for promotional and marketing purposes. You consent to this use and acknowledge you will not be entitled to any payment or other compensation. If you do not consent to the use of your image or likeness, please advise Co.As.It. as least 21 days prior to the commencement of your tour.
GENERAL
The contract between Co.As.It. and you is governed by the laws of New South Wales. Any disputes shall be dealt with by a court with the appropriate jurisdiction in New South Wales.
If any provision of these Booking Conditions is found to be unenforceable, then to the extent possible it will be severed without affecting the remaining provisions.
Any personal information you provide to Co.As.It. will be collected, stored, used, protected and shared in accordance with Australian Privacy Principles, and Co.As.It.’s Privacy Policy.
Updated: 12/03/2025
