Group Tours – Terms and Conditions

Last updated May 2025

All services provided are offered by Reforts Pty Ltd (ABN 14104390187), trading as Bilbytravel. 

1. Definition of a Group Tour

A Group Tour refers to a shared travel experience in which participants book individual seats on a vehicle commonly known as a “Seat-in-Coach” (SIC) arrangement. Passengers on a group tour should expect to travel with other participants who have independently booked the same tour. These tours operate on fixed itineraries and schedules, and are designed to provide a cost-effective way to explore destinations with like-minded travellers.

2. Booking and Payment

A full payment is required at the time of booking to secure participation. The specific payment terms, including deadlines and accepted methods, will be provided upon confirmation of the group tour.

3. Cancellations and Amendments

Bilbytravel reserves the right to charge cancellation fees depending on the notice period provided. Amendments to existing bookings are subject to availability and may incur administrative charges. 

• Cancellations made within 24 hours of the scheduled tour start time, or failure to board the tour, will incur a 100% cancellation fee. The full ticket fare will be forfeited and is non-refundable.
• Cancellations made more than 24 hours before departure are eligible for the following options:
  • A full refund of the amount paid at the time of booking; or  
  • Flexible date changes with unlimited complimentary rescheduling; or  
  • A credit voucher equal to the amount paid, which can be used for travel on an alternative date.

4. Minimum Group Size

Group tours operate based on a minimum number of participants. If the minimum number is not reached, Bilbytravel reserves the right to cancel the tour and offer an alternative date, itinerary, or refund.

5. Alcohol and Drug Policy

The consumption of alcohol is strictly prohibited on board all our vehicles. We reserve the right to deny boarding or re-entry to any passenger who is visibly intoxicated or poses a risk to the safety and comfort of other passengers, the driver, or the vehicle. Additionally, we reserve the right, at our discretion, to prohibit the possession or consumption of alcohol at any time before departure or during the tour.

Please note that the legal drinking age in Australia is 18 years, and a valid photo ID is required as proof of age.

6. Luggage Policy

To ensure the comfort and safety of all passengers, luggage storage facilities are not available on our group tours. We recommend bringing a small daypack weighing no more than 5–7kg. The maximum baggage allowance per person is 20 kg, preferably in a soft-sided travel bag.

Large or inappropriate items such as surfboards, bicycles, or excessive luggage may be refused at the time of departure unless prior arrangements have been made.

Please note that mobility aids, such as scooters, wheelchairs, pushchairs, prams, and walking frames, cannot be safely stored on our vehicles. If you require the use of any such aids, please contact us before making a booking to discuss available options.

7. Child Policy

All travellers under the age of 18 must be accompanied by a parent, legal guardian, or responsible adult. Age details for children must be provided at the time of booking.

Children under 4 years of age are not permitted on our group tours. 

Additionally, the minimum age for participation in our winery tours is strictly 18 years, and children are not allowed.

8. Pick-Up and Drop-Off Services

Bilbytravel provide complimentary inner-city pick-up and drop-off services at selected accommodation locations. It is the customer’s responsibility to be ready and waiting outside their nominated pick-up point at least 10 minutes before the scheduled departure time.

Failure to be present and visible at the designated pick-up location may result in the driver being unable to locate you, which could lead to a missed departure. Bilbytravel accepts no responsibility for passengers who fail to board due to late arrival or being unlocatable at the nominated meeting point.

9. Tour Inclusions and Exclusions

The services included in the tour price will be clearly outlined at the time of booking. This typically includes transportation, accommodation, and entry to listed attractions. Exclusions such as meals, travel insurance, personal expenses, and optional activities will be specified.

10. Travel Insurance

Comprehensive travel insurance is strongly recommended for all participants. Insurance should cover medical expenses, personal liability, loss or damage to personal belongings, and tour cancellation or interruption.

11. Responsibilities of Participants

Participants are expected to behave respectfully and follow the tour guide’s instructions, as well as any relevant local laws and regulations. Bilbytravel reserves the right to remove any participant whose behaviour is deemed disruptive or poses a risk to others without entitlement to a refund.

12. Itinerary Changes

Bilbytravel reserves the right to alter tour itineraries due to unforeseen circumstances, including but not limited to weather conditions, road closures, safety concerns, or supplier availability. Every effort will be made to provide a similar alternative where possible.

13. Force Majeure

Bilbytravel is not liable for any failure to perform its obligations due to circumstances beyond its reasonable control, including but not limited to natural disasters, strikes, government actions, pandemics, or other force majeure events.

14. Limitation of Liability

Bilbytravel’s liability is limited to the extent permitted by law. The company is not liable for loss, injury, damage, delay, or inconvenience caused by third-party services or events outside its control.

15. Governing Law

These Terms and Conditions are governed by and construed under the laws of the State of Victoria, Australia. Any disputes shall be subject to the exclusive jurisdiction of the courts of that jurisdiction.