General Terms & Conditions

​These general booking terms and conditions apply to all travel services. Specific trip terms and conditions, tailored to your selected trek, will be provided in the trek information package.

 

1. Terms and Definitions

The website www.freespiritadventures.com.au (the "Website") is operated by R.O & Sons Pty Ltd (ABN 14 679 311 605), trading as Free Spirit Adventures. In these booking terms and conditions, the terms "Free Spirit Adventures," "Company," "we," "our," and "us" refer to Free Spirit Adventures and R.O & Sons Pty Ltd, including their employees involved in providing services. The terms "you," "your," "client," or "passenger" refer to anyone inquiring about or utilising the travel services offered by Free Spirit Adventures, as well as any other individuals included in the booking.

 

2. Travel Services

Free Spirit Adventures offers two types of travel services depending on the destination and nature of the trip:

• Guiding: On select adventures—particularly within Australia and Papua New Guinea—Free Spirit Adventures acts as the primary guide, leading the group throughout the trek. This includes managing logistics, navigating the route, monitoring safety, sharing local knowledge, providing instructions, and responding to changing conditions. We conduct pre-trek briefings, coordinate group activities, and offer support as needed. As your main point of contact, we help ensure the trip runs smoothly and the group stays connected and supported.

 

• Hosting/Escorting: For other adventures, Free Spirit Adventures acts as your host and escort. In this role, we accompany you on the journey, offer support, and trek alongside you, helping foster group connection and a positive travel experience. However, we do not act as your guide. The primary responsibility for guiding, safety, and day-to-day operations lies with an experienced third-party head guide and their local team. While we are there to assist and support, we are not responsible for navigation, safety decisions, or the delivery of guiding services.

 

3. Third-Party Suppliers:
In both guiding and escorting roles, Free Spirit Adventures may rely on travel services provided by independent third parties, including treks, hikes, flights, lodging, transfers, and other adventure-related experiences. As part of our service, we assist in organising bookings, ticketing, and related travel and accommodation arrangements on your behalf.

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While we coordinate these services for your convenience, they are delivered directly to you by third-party providers. As such, Free Spirit Adventures is not responsible for the performance, quality, safety, or suitability of services provided by these Suppliers. Any issues, claims, or legal actions relating to the delivery of these services must be directed to the relevant supplier.

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Participants acknowledge that by booking with Free Spirit Adventures, they agree to the terms and conditions of third-party providers engaged for elements of the trip. These may include transport, accommodation, meals, guiding, or other services, and may contain their own liability limitations.

 

4. Trek Information Package

We provide essential information to help you prepare for your adventure. Initially, you’ll receive a trip brochure that includes an itinerary, maps, trip overview (including duration, costs, and activities), and answers to frequently asked questions.

 

If you decide to proceed with booking, you’ll then receive a comprehensive Trek Information Package. This includes specific terms and conditions, a detailed itinerary, preparation guidelines, packing lists, health and safety requirements, and other important information to ensure you are fully prepared for a safe and enjoyable experience.

 

5. Quotes and Prices

• Quotes: Prices displayed in promotional material are estimates and may change until booking confirmation.

• Price Changes and Adjustments: Charges from suppliers or third parties (e.g., ticketing fees, fuel surcharges, taxes) may increase, leading to a price adjustment. We will inform you of any significant price changes that affect your booking, and if you choose not to proceed, you may cancel and receive a refund minus any supplier fees based on the exchange rate at the time of booking.

 

6. Inclusions & Exclusions

• Inclusions and exclusions will be detailed in the trek information package.

• Unless otherwise specified the following common exclusions apply to all travel services:

  • International flights,

  • visas,

  • insurance,

  • gratuities/tips,

  • excess baggage fees,

  • extra meals,

  • phone calls, and

  • personal expenses

  • We are not responsible for any expenses, costs, or losses incurred in connection with such matters.

7. Booking and Payment Terms

• Availability: All travel services are subject to availability at the time of booking.

• Booking Confirmation: To reserve your place, complete the Booking Form and pay the required deposit. Specific booking fees and payment terms may vary between selected trips.

• Deposits and Payment: Initial deposits, logistics deposits, and full payment details are outlined in specific trip booking conditions.

• Method of Payment: Preferred payment methods include direct funds transfer, cash, and credit card (with possible additional fees).

 

8. Cancellation Policy

Cancellations and refund policies are detailed in the specific booking terms for each trip. Generally, deposits are non-refundable, and cancellation fees increase the closer you are to departure. Additionally, any costs already paid to third-party providers may be unrecoverable.

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9. Minimum Numbers & Trip Cancellation by Us

Some trips require a minimum number of participants to proceed. If this number is not met, Free Spirit Adventures reserves the right to cancel the trip. In such cases, we will offer an alternative date, credit, or full refund (excluding any non-refundable costs already incurred). We are not responsible for any other costs you may have incurred in preparation for the trip (e.g., flights, gear, accommodation).

 

10. Changes and Amendments

Itineraries are subject to change due to weather, trail conditions, group fitness, and other unforeseen factors. Any such changes are made in the interest of group safety and experience and the cancellation and refund policy may apply in such cases.

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11. Health, Fitness & Participant Safety

To ensure your safety and that of the group, you must meet certain health and fitness standards.

• Medical Requirements: Clients must complete a medical clearance form signed by a doctor, disclose relevant conditions, and demonstrate appropriate physical fitness for the trek

• Vaccinations: Consult your doctor or a travel medicine specialist for recommended vaccinations and anti-malarial precautions based on the region you are travelling to. Requirements may vary depending on destination-specific risks such as altitude, mosquito-borne illnesses, food and water safety, or recent outbreaks

• Medical Evacuation: Our guides have the authority to initiate medical evacuation procedures when deemed necessary for your safety.

• Acceptance on the Trip: We reserve the right to decline a participant if their health or condition may compromise their own safety or that of the group.

• Age Requirements: Minimum age requirements vary depending on the trek. Unless specified otherwise, participants must be at least 18 years of age.

• Dietary Requirements: We will make reasonable efforts to accommodate dietary needs. However, availability of certain options may be limited in remote regions. Please advise us of your dietary requirements at the time of booking.

• Alcohol & Drug Use: Consumption of alcohol or use of drugs that may impair judgment or mobility is not permitted during trekking days. We reserve the right to remove any participant who poses a safety risk due to substance use

• Fitness & Training Expectations: You are expected to undertake appropriate physical preparation. We will offer training hikes or recommendations to help prepare for your trek.

 

12. Travel Insurance Requirements

It is mandatory to have comprehensive travel insurance covering adventure travel, remote hiking, and altitude-related activities. Insurance must include medical emergencies, evacuations including via helicopter, cancellations, and loss of property. You must provide a copy of your insurance cover note to Free Spirit Adventures, carry a copy with you, and share one with an emergency contact.

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13. Your Responsibilities

Code of Conduct & Participant Responsibilities: We aim to provide a safe, respectful, and enriching experience. By joining our treks, you agree to uphold these principles to ensure a positive journey for yourself, your fellow adventurers, and the communities we visit:

• Respect for Local Cultures & Communities: Be considerate of local customs, traditions, and cultures. Follow local protocols, particularly around photography and religious sites, and support local economies responsibly.

• Environmental Stewardship: Follow Leave No Trace principles, take all waste with you, respect wildlife, and use resources like water responsibly to protect the environment.

• Respectful Group Interaction: Treat all trekkers, guides, and staff with kindness and respect. Disruptive behaviour, including excessive noise or intoxication, will not be tolerated.

• Safety & Adherence to Instructions: Always follow your guide's instructions. Safety is paramount, and reckless behaviour or straying off alone is strictly prohibited.

• Personal Responsibility & Preparedness: Be honest about your fitness level and disclose any medical conditions. Come prepared with the necessary gear as outlined in the trek’s packing list.

• Ethical Adventure Travel: Avoid exploiting animals, porters, or support staff. Do not engage in activities that harm the environment or cultural heritage.

 

14. Our Responsibilities

Free Spirit Adventures is committed to providing a safe, well-organised, and enriching trekking experience. Our role varies depending on whether we are acting as your guide or host/escort, and we take each responsibility seriously to ensure your journey is meaningful, supportive, and enjoyable.

• When Guiding (e.g. Australia, Papua New Guinea): Our experienced guides lead the trek, manage logistics, navigate terrain, monitor group safety, and provide on-the-ground support. They offer leadership, instructions, and decision-making throughout the trip—especially in remote or challenging conditions. Guides are empowered to make safety-based decisions, and in the rare event that a participant’s behaviour threatens the well-being of the group or disrespects local communities, the guide may take appropriate action, including removal from the trek without refund.

• When Escorting/Hosting: In these situations, we accompany the group to provide support, coordination, and group connection. However, the primary responsibilities for guiding, safety, and daily operations lie with our trusted third-party head guide and their local team. While we support participants and help maintain a positive group experience, final decisions on safety and logistics rest with the local guiding team.

 

Across all treks, we work to foster an atmosphere of respect, cooperation, and adventure. We ask that all participants contribute to a safe and positive group dynamic by following instructions, respecting others, and embracing the spirit of the journey.

 

15. Passport & Visa

Free Spirit Adventures will provide guidance on passport, visa, and permit requirements. However, it remains your responsibility to ensure you have the necessary documents, and your passport must be valid for at least six months beyond your intended return date.

 

16. Dispute Resolution

• Complaints Procedure:  We are dedicated to ensuring you have an unforgettable trekking experience with Free Spirit Adventures. However, if any issues arise during your trek, please inform your trek leader or guide immediately. They are focused on your safety and satisfaction and will work to resolve any problems to help you continue enjoying your adventure. If the issue is not resolved to your satisfaction, contact us directly by phone or email. For further assistance after your trek, you can seek independent dispute resolution through the Small Business Commissioner SA.

• Jurisdiction: This agreement, along with the rights and responsibilities of all parties involved, will be interpreted and governed by the laws of South Australia.

 

17. Liability and Risk Assumption

• Acknowledgement of Risk and Responsibility: By making a booking, participants acknowledge that adventure travel involves inherent risks, including potential injury, delays, and discomfort. These risks are a part of the unique experience, and the tour provider cannot be held liable for injuries, losses, or claims arising from external factors such as adverse weather, political instability, natural disasters, or pandemics.

• Risk Waiver & Acceptance: All participants are required to sign a waiver acknowledging the risks associated with adventure travel as part of the booking process. This waiver must be completed and submitted prior to trip departure. By signing, participants confirm they understand and accept the physical, environmental, and logistical risks described in these terms and acknowledge that unforeseen events may impact their experience. Failure to sign the waiver may result in cancellation of your participation without refund.

• Safety Protocols: Participants understand that Free Spirit Adventures treks carry greater risks than typical travel due to factors such as remote locations, challenging terrain, and variable environmental conditions. These include:

  • Remote Locations: Limited or delayed access to medical assistance.

  • Demanding Terrain: Challenging trails, steep ascents and descents, and physically demanding landscapes.

  • Variable Conditions: Extreme weather, transport delays, and unforeseen physical demands.

  • Environmental Risks: Exposure to extreme temperatures, inclement weather, and the potential for track or park closures due to safety concerns.

  • Political & Cultural Risks: Risks related to political instability, civil unrest, or cultural sensitivities that may arise in certain regions, affecting travel schedules or safety.

• Participants accept these risks as part of the adventure and understand that access to tracks or parks may be restricted due to safety-related closures, which could impact scheduled activities.

• Liability:  Free Spirit Adventures is not liable for any death, injury, illness, damage, delay, or other loss to person or property, or any financial costs incurred if these arise from circumstances beyond our control. This includes, but is not limited to, the following events:

  • Acts of God

  • War or war-like operations

  • Mechanical breakdowns

  • Terrorist activities or threats

  • Civil unrest

  • Political disturbances

  • Extreme weather

  • Health risks, including disease outbreaks (such as Covid-19 or SARS-COV2)

  • Any cause beyond reasonable control, collectively referred to as "Force Majeure."

• Supplier Liability: All Travel Services arranged by Free Spirit Adventures are provided by trusted third-party Suppliers, each subject to their own terms and conditions. These terms may include limitations on liability for injury, delays, damage, or loss. Free Spirit Adventures is not liable for any death, injury, illness, loss, or damage arising from Travel Services provided by independent Suppliers or caused by the events listed above in the Liability section, including, but not limited to, natural disasters, political instability, transportation issues, and other force majeure events.

 

18. Equipment and Gear

It is the participant’s responsibility to bring the necessary gear in good condition, as outlined in the gear list. If any essential items are missing or unsuitable, you may be required to rent them. Free Spirit Adventures is not liable for loss, theft, or damage to personal belongings during the trip. We recommend securing valuables and ensuring adequate insurance coverage.

 

19. Photo/Video Consent and Usage

By participating, you grant Free Spirit Adventures permission to use photos and videos taken during the trek for promotional purposes. If you do not wish for your image to be used, please indicate this on the booking form.

 

20. Communication
By booking with Free Spirit Adventures, you consent to receive essential trip communications via email, SMS, or digital platforms (e.g., WhatsApp). These communications are used to share important updates and logistical information relevant to your trek.

 

21. Privacy Policy
Free Spirit Adventures is committed to protecting your privacy. Our Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you engage with our services, including through our website, in-person events, and organised treks and adventures. By using our services, you agree to our collection and use of your personal information as described in our Privacy Policy. Please read the full Privacy Policy on our website at www.freespiritadventures.com.au/privacy-policy for details on how we handle your information.