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Private 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 Private Tour

A Private Tour is a travel service offered exclusively to an individual customer or a self-selected group, such as family, friends, or colleagues. It is not shared with members of the general public. These tours are customisable in terms of itinerary, duration, inclusions, and departure time (within operational limits), and are conducted in a private vehicle with a dedicated tour guide. Pricing is based on the number of participants and tour type, and may include personalised services or upgrades as specified at the time of booking.

2. Booking and Payment

To secure a Private Tour with Bilbytravel, a deposit is required. The amount of the deposit and the payment due date will be clearly stated in your booking confirmation, which may be sent via email or other communication platforms, including WhatsApp, SMS, WeChat, Viber, Telegram, or similar.

Your booking will only be confirmed once Bilbytravel has received the nominated deposit. Failure to make the deposit payment by the specified date may result in cancellation of the tentative reservation without further notice.

Full payment terms, including balance due dates and accepted payment methods, will be provided in the confirmation correspondence.

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.

4. Minimum Group Size

Bilbytravel does not impose a minimum group size for Private Tours. Private tours can be arranged for individuals or groups of any size.

The maximum number of participants is generally limited to 24 people, although this may vary depending on the specific tour and logistical considerations. Final confirmation of the maximum group size will be provided upon request and may be subject to vehicle availability, accommodation capacity, or other operational factors.

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.

6. Luggage Policy

Luggage is permitted on all Private Tours with Bilbytravel. A suitable vehicle will be arranged based on the number of participants and the amount of luggage specified at the time of booking.

To ensure comfort and safety, please provide your luggage details in advance. The type and quantity of luggage allowed will be confirmed during the booking correspondence and included in your tour confirmation.

Failure to provide accurate luggage information may affect vehicle allocation and overall tour logistics.

7. Child Policy

Children of all ages are welcome on Bilbytravel’s Private Tours. For the safety of young passengers, appropriate child restraints, such as child seats or booster seats, will be provided.

Guests are required to inform Bilbytravel of the age and number of children at the time of booking to ensure suitable seating arrangements are prepared in advance.

8. Pick-Up and Drop-Off Services

Bilbytravel provides complimentary pick-up and drop-off services within the Melbourne Metropolitan area for all Private Tours.

Pick-up and drop-off locations will be arranged during the booking process and confirmed in your booking correspondence. If your location falls outside the standard service area, additional charges or alternative arrangements may apply and will be discussed in advance.

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.