Inclusions and booking terms and conditions for tours with Hayllar Music Tours

What is included in the tour price:

  • Land travel by private air-conditioned coach. Please note that occasionally, public transport is also used for short distance travel.
  • All accommodation in hotels as stated in your itinerary.
  • Breakfast is included every day on all tours. Lunches, dinners and drinks and canapés are included where nominated in your itinerary.
  • Best available tickets at the time of purchase to music and theatre performances.
  • Background talks by experts, as well as a comprehensive pre-tour information pack.
  • Services of your friendly and knowledgeable Tour Leader throughout tour.
  • Entrance fees for museums, art galleries etc. as stated in your itinerary.
  • Expert local guides will be used at some sites.
  • Porterage of one piece of luggage at all hotels mentioned in your itinerary (this does not include any porterage charges at airports).
  • Tips for drivers, local guides and for meals included in your itinerary.

What is not included in the tour price:

  • Return international/domestic air travel (unless specifically stated). 
  • Transfers to/from airports and hotels at the beginning and end of tours (unless specifically stated). 
  • Special taxes and airport levies that can only be paid in cash at the destination. We will endeavour to advise you of these charges (if any) before you depart.
  • Costs associated with obtaining visas for countries visited on your tour (unless specifically stated).
  • Travel Insurance. Please note that you are required to have comprehensive travel insurance to cover you for the duration of your tour.
  • Lunches and dinners not nominated in your itinerary.
  • Personal expenses such as laundry, phone calls and mini-bar.
  • Costs associated with any activities suggested for you in your free time.

Acknowledgement by you

You will be asked to sign an acknowledgement of these terms and conditions when you book a place on a tour.

Deposit

A non-refundable deposit per person is required to confirm your booking on a tour. This deposit is non-refundable because ticket payments and hotel deposits have to be made in advance of the tour and are non-refundable by the providers. For tours when substantial payments need to be made in advance by Hayllar Music Tours, a second deposit payment will be required. The second deposit payment is also non-refundable because it will be used for payments which are non-refundable by the providers, including but not limited to ticket payments and hotel payments. All transactions are processed in Australian dollars.

Final payment

Full payment of the tour cost, travel insurance (where being organised by Hayllar Music Tours) and any additional travel is due 64 days prior to departure. For tours when substantial payments need to made in advance, full payment of the tour cost, travel insurance and any additional travel will be due earlier than 64 days prior to departure. Hayllar Music Tours will list the date that full payment is due on our website. Payment can be made by bank deposit, cheque, cash or credit card. Please note that there is a surcharge for payments made by credit card. Failure to make your final payment by the due date will result in cancellation of your booking and loss of deposit.

Cancellation fees

Cancellations within 65 days of departure will result in the loss of all monies paid. Cancellation outside 64 days from departure will result in the loss of the tour deposit. For tours when substantial payments are required in advance and when full payment is due earlier than 64 days prior to departure, cancellation after the date of the final payment as listed on our website will result in the loss of all monies paid. 

Hayllar Music Tours take as the day of cancellation that on which we receive your written or emailed confirmation. 

If you cancel your booking in a double/twin room but are travelling with a companion who chooses to continue to participate on the tour, the companion will be liable to pay the single supplement.

Unused sections of the tour

Please note that we cannot give refunds for any unused sections of the tour, such as concert tickets, hotel accommodation, site entry fees or meals.

Cancellation of a tour

Hayllar Music Tours reserves the right to cancel a tour at its discretion. If it does so, you will get a refund of all monies paid for your tour. Even though budgets for most tours are calculated on a group size of 8 to 20 people, we will attempt to ensure that all tours depart, regardless of numbers. We reserve the right to cancel the further participation on a tour of any person whose behaviour is in the opinion of a representative of Hayllar Music Tours causing distress, damage or annoyance to other participants on the tour. Our responsibility for that person will cease immediately upon notification of such cancellation and no compensation will be paid for any loss.

Changes to a tour price

Once Hayllar Music Tours has received your final payment for a tour, all prices will be fixed. Hayllar Music Tours will do its best to ensure that your tour price does not change before receipt of your final payment. However, prices quoted in our tour information are based on exchange rates, cost of goods and services and applicable taxes at the time of publication and budgeted number of tour participants. In the event of a change in any of these factors or if there is a mistake in the advertised tour price or for any other reason, Hayllar Music Tours reserves the right to amend the advertised price for a tour up until final payment is received from you. If this occurs, you will be given as much notice as possible of the new price, as well as the option of cancelling your tour booking and receiving a full refund. 

Force Majeure

If during the tour there is a Force Majeure event which results in services or facilities for a tour becoming unavailable and no alternative arrangement of similar monetary value is available, Hayllar Music Tours will substitute the best alternative available and will refund you for any savings made, or charge you for any additional costs incurred. ‘Force majeure’ includes any event which Hayllar Music Tours or its suppliers and providers could not, even with all due care, foresee or avoid (such as advice against travel from the Australian Department of Foreign Affairs and Trade, war, threat of war, riot, civil strife, industrial dispute, epidemics, health risks, terrorist activity, natural or nuclear disaster, fire or adverse weather conditions, technical or maintenance problems with transport, changes imposed by cancellation or rescheduling of flights by an airline.)

Itinerary changes

Circumstances beyond the control of Hayllar Music Tours may occasionally make it necessary to change hotel(s) or to make minor amendments to daily itineraries. We will inform you of any changes as soon as they have been confirmed to us and you can rest assured that we will do our best to ensure that any change only adds to your tour experience in a positive way.

Programme and artist changes

Circumstances beyond the control of Hayllar Music Tours may mean that occasionally concert programmes and artists change after tickets have been purchased. We will inform you of any changes as soon as they have been confirmed to us and note that Hayllar Music Tours will not accept any cancellations from tour participants on this basis.

Alteration of Personal Reservations

If you wish to alter any of your personal reservations after we have confirmed your booking, we will do our best to satisfy your requirements but an administration fee may be applied in addition to any direct costs involved. 

Passport, visa and vaccinations

Please note that a valid passport is required for all international travel and it is your responsibility to be in possession of a passport valid for 6 months after the date of your return to your country of origin. You are also responsible for obtaining all necessary visas, inoculations and preventative medicines as may be required for the tour (unless specifically stated). Hayllar Music Tours will endeavour to provide you with information on passport and visa requirements. This information is given in good faith but without responsibility on the part of Hayllar Music Tours. 

Travel insurance

You must have comprehensive travel insurance to participate in an overseas tour with Hayllar Music Tours.  Hayllar Music Tours will send you a travel insurance application form when you book and can organise your travel insurance for you, or you can choose to take out your own travel insurance with a provider of your choice. We advise all tour participants to carefully check the conditions of their travel insurance, especially in regard to pre-departure cancellation, coverage of pre-existing medical conditions, the excess for any claim and the maximum amounts paid for specific situations. If you do not provide evidence of such insurance from your insurer or arrange such insurance through us no later than five days before the due date for your final payment for a tour, your tour booking will be cancelled and your deposit will be forfeited.

Level of fitness and participation required for a tour

Most of our tours require a grade of fitness commensurate with Level One below. However, certain tours will require a Level Two grade of fitness. If you (or we) have any doubts about your level of fitness, you may be required to have a doctor’s appraisal. This would require your doctor to read the itinerary, including the fitness level, and provide you (and us) with a written confirmation of your ability to participate.

LEVEL ONE

For the benefit of the group, all members of the tour must have the ability to:

  • negotiate airports and railway stations without wheelchair assistance; 
  • use combined shower/bath facilities;
  • undertake walking tours of one-two hours duration, including using stairs and walking on uneven ground;
  • stand for long periods in museum, art galleries etc;
  • embark / disembark coaches, trains and other methods of transportation without assistance;
  • handle your own luggage.

LEVEL TWO

In addition to the above, tour members must also be able to:

  • undertake walking tours of two to three hours;
  • climb staircases of 100 or more steps.

Eligibility

Hayllar Music Tours reserves the right to refuse to accept a booking without necessarily giving a reason.

Illness or disability

If you are suffering from illness or disability or undergoing treatment for any physical or medical condition you must disclose the true nature of the condition at the time of booking and make provisions for any medication or other treatment which may be required during the tour. Failure to make such a disclosure will constitute a breach of these booking terms and conditions and will result in you being excluded from the tour, in which case all monies paid will be forfeited.

Local laws

All participants of the tours operated by Hayllar Music Tours are expected to obey the laws and regulations of the countries visited and any failure to do so will relieve Hayllar Music Tours of all obligations that we may otherwise have under these booking terms and conditions.

If you have a complaint

If you have a complaint you must bring it to the attention of the Tour Leader or other representative of Hayllar Music Tours at the time so that they may use their best endeavours to resolve the situation. Any complaints must be made in writing to Hayllar Music Tours within 30 days of the completion of the tour. Click here to see Hayllar Music Tours Complaints Handling Policy and Procedures and click here for our Complaints Form