BOOKING POLICY

Terms and Conditions & Booking Agreement

This Agreement is made and entered into by and between All Star Adventures ("Travel Service Provider"), yourself and your studio, represented by either yourself or the Studio Director ("Studio"). Collectively, these may be referred to as "Parties."

Scope of Services

ASA specialises in providing travel booking, planning, and advisory services for cheer teams and dance teams, which may include flights, accommodations, transportation, tours, and other travel-related arrangements tailored to competition and event schedules.

Pursuant to this Agreement, ASA will provide the Services on behalf of the Studio.

Terms & Conditions

These Terms and Conditions outline the terms under which ASA provides booking, advisory, and related services to Clients.

It is important that the Studio you represent and all Participants are aware of these Terms & Conditions as they may relate all or in part to the bookings held by our office on behalf of the Studio and the Participants, and you hereby acknowledge your obligation to ensure that all Participants are so aware.

Prices quoted are in Australian dollars unless otherwise specified and are subject to change at the discretion of a particular Supplier, generally until such prices are paid in full. This can occur due to changes in taxes, fuel surcharges, currency fluctuations or other factors beyond ASA’s control.

Definitions

Client(s): means the Studio and all individual participants travelling with or through that Studio (‘Participants’);
Supplier; means the third party providers of the Travel Products;
Service(s); means customised client travel advice including itinerary planning, concierge services, schedules, budgets and general advice relevant to the bookings and planned travel itinerary where all Participants as arranged by the Client depart and arrive at the same time and by the same means;
Service Cost; means the fees and costs payable in relation to this Booking Agreement;
Group Trip; means the travel undertaken by the Participants as organised by the Studio.
You; means you personally in your representative capacity and the Studio.

Obligations & Warranties

You warrant or acknowledge to us that as the person making this booking on behalf of the Client:-
1. You are at least 18 years old and that you have the power and authority to enter into a binding contract with us and, where appropriate, the Supplier;
2. The information you provide us about yourself and the entity you represent and the Participants is true, accurate, current and complete (apart from any optional items) as required by any registration process;
3. You will maintain and promptly update this information to ASA, to keep it true, accurate and complete;
4. You will notify all Participants as to the advisability of acquiring comprehensive travel insurance and ASA is not responsible for any failure by you or Participants to acquire adequate insurance cover, or for any losses or damages consequent upon a failure to acquire such insurance cover;
5. If at any time there is a change in your authority to represent the entity undertaking the venture with ASA you will notify us forthwith in writing to that effect;
6. You will use the services in accordance with these Terms and Conditions and you will not sure the Services improperly or unlawfully.

Obligations of ASA and Booking Process

Upon receiving a Client Request, ASA will provide a customised proposal for the Services as requested including detailing available options, pricing, and associated fees. A non-refundable deposit is required to secure bookings, as specified in the proposal. The remaining balance is due by the deadline stated in the proposal, on invoices and on studio portal pages.
Upon payment of the required deposit, ASA will:-
1. Travel Logistics: commence making all travel arrangements, including but not limited to flights, accommodation, and ground transportation. An email confirming details of the requested travel arrangements will be provided forthwith upon receipt by ASA of the deposit. Please review the information in that email carefully and inform us within 48 hours of any necessary corrections;
2. Trip Management: managing any necessary modifications or adjustments to the itinerary to support the Client and Participants as a cohesive journey;
3. Fees for the Services are included in the proposal. These fees are non-refundable unless stated otherwise.

Obligations of the Client

The Client agrees to the following terms:-

Group Coordination: Ensuring coordination of all travel aspects to maintain group integrity from departure to arrival.
Committed to Group Travel: All travelling members, including athletes, coaches, and other associated parties within the Studio, must commence the journey together on the Group Trip. This is essential to ensure unified team representation and logistical cohesion;
It is the Clients’ responsibility to ensure that all Participants possess valid travel documents, including passports, visa, and any health certificates required. ASA may provide guidance but it is not liable for failure to secure or provide necessary documentation.
Extensions: Individual or group extensions may only be arranged after the official conclusion of the Group Trip. These extensions are separate and distinct from the arrangements for the Group Trip and may involve additional planning and coordination services at the Participant’s individual discretion and expense;
Communication and Information Management: The Client agrees to present all necessary information about the Group Trip to Participants and is responsible for following up with Participants to ensure that information & payment requested by aSA is provided in a timely manner. This includes distributing schedules, deadlines, and travel requirements as outlined by ASA.

Confirmation of Booking

Your booking will be confirmed upon completion of the Booking Form. Once completed, the client is committed to the trip and all services provided within it, and any changes or cancellations to this trip are governed in accordance with ASA’s cancellation policy (see below).

Payment Terms

Deposit and Payment
1. A non-refundable deposit per Participant is required to be made at the time of booking, by way of initial deposit for provision by ASA of the Services. Deposit must be received by the indicated date, as per the studio portal page and invoices. Full payment must be received by the date specified on the studio portal page and invoices to finalise the bookings. Failure to meet this deadline may result in cancellation and forfeiture of the deposit;
2. Payment of all amounts pursuant to this Agreement is acceptable via credit card, debit card, or bank transfer. Any associated transaction fees are the responsibility of the Client &/or the Participants, including but not limited to credit card fees, foreign transaction fees and handling fees;
3. Late payments incur additional charges or may lead to cancellation in line with our cancellation policy. In the event that a booking is able to be maintained and is not lost as a consequence of a late payment, then a late fee of $50 per week, per Participant will be incurred and charged after the due date, as specified in the OFFICIAL QUOTE of final bookings.

Changes and Cancellations

Client-Initiated Changes and Cancellations
1. Client must notify ASA in writing if changes or cancellations are required in respect of any aspect of the Services. Additional charges may apply, and refunds will only be provided in accordance with ASA’s cancellation policy (see below);
2. Costs for the Services, including any credit card fees, are non-refundable if any aspect of the Group Trip Product (e.g. flight, accommodation, tour, etc.) is unused. This Cost covers the time and expertise invested in planning and advising on travel arrangements, regardless of whether all aspects of the Service is full or partly utilised;
3. Refunds for elements of the Service (such as flights, hotels and tours) are governed by the terms and conditions set forth by any Supplier. If the Supplier is required to provide a refund, aSA will pursue such refund to the best of its ability according to those terms and conditions, including any applicable cancellation fees. ASA charges a $100 per person cancellation fee, on top of any applicable cancellation fees set by the Supplier.
4. If refunds are permitted for unused aspects of the Services, the relevant Supplier may apply a service fee against the refund amount. Client is responsible for providing copies of all relevant documentation when requesting a refund;
5. In the event that there is an entitlement to refunds as referred to in clauses (c) and (d) above, Participants should be informed by the Client that most airlines may take between 60–90 days to process any refunds. ASA will communicate with the particular airline to facilitate the process, but processing times are ultimately determined by the airline;
  Note: Certain packages and bookings may have unique cancellation terms as outlined in the OFFICIAL QUOTE.
6. If a Client requires an amendment to a booked and confirmed Service, ASA will charge an amendment fee of $70 per amendment, in addition to any fees for amendments charged by a Supplier;
7. If ASA is obliged to modify or cancel any bookings due to circumstances beyond its control (e.g., political instability, natural disasters, pandemics, etc.), we will work with Clients to offer alternative options or issue a refund of any amounts paid.

Limitation of Liability

Third-Party Services
1. ASA acts as an agent for third-party suppliers and is not responsible for the actions, errors, or omissions of such suppliers. Client should address any claims or issues with third-party suppliers directly;
2. All Star Adventures shall not be liable for any unforeseen travel disruptions, including but not limited to cancellations, delays, or unforeseen expenses incurred by any member of the travelling party unless caused by All Star Adventures’ own negligence.

Unpaid Invoices

Clients will be provided with a deposit due date, 50% instalment date and a final instalment date. ASA reserves the right to cancel all tickets and bookings for your immediate travelling party (e.g your family) if the 50% instalment is not fulfilled by the due date. The client may still attend the event and travel to the destination; however, arrangements will no longer be part of the group booking. In this case, All Star Adventures will only book individual travel services (e.g. flights, accommodation, transfers, etc.) once payment has been received. Please note that group discounts may no longer apply the client may be placed on different flights, accommodation, transfers, etc. to the rest of the group—or not at all if services become unavailable or full. An additional $100 per traveller will be charged to cover the extra time and administration required to organise separate bookings.

In the event of unpaid invoices after the final instalment date. ASA reserves the right to engage with debt collection agencies to recover funds. All debt collector fees and costs will be past on to the client with the unpaid invoice.

Travel Risks and Safety

Client hereby confirms that all Participants had been informed and have acknowledged that travel may involve risks. It is the Client’s responsibility to be aware of relevant travel advisories and health requirements. ASA is not responsible for delays, accidents, losses, or health issues that may arise during or after travel.

Force Majeure

ASA is not liable for non-performance due to events beyond our control, such as natural disasters, pandemics, or political unrest.

Dispute Resolution

Any disputes arising from these terms will be addressed through mutual agreement whenever possible. If necessary, disputes will be handled under the jurisdiction of the Courts of New South Wales.

ASA respects client privacy and handles personal information in accordance with its Privacy Policy (available on our Website). Information shared with third parties is limited to what is necessary to fulfill booking requirements;
By signing this Agreement the Client (and thereby the Participants) acknowledge that ASA may use photography from the trip, including but not limited to competition photography, holiday photos and studio-supplied photographs on its website and for marketing, social media and print materials, but otherwise details of the Group Trip are confidential.
Visas, including transit visas, are the responsibility of the Client &/or the Participant. For more information please log on to www.dfat.gov.au or www.smartraveller.gov.au. Please check with the respective Embassy or Consulate of each country that you are travelling to, as many destinations require visas for both Australians and non-Australian passport holders. For more information, log on to www.visalink.com.au. You need to ensure that you have at least 6 months validity on your passport from the date of your departure return;
The Client must ensure that all Participants booked on flights to the United States, including Hawaii, are hereby notified that it is now mandatory, under the Visa Waiver Program to receive an electronic authorisation known as ESTA (Electronic System for Travel Authorisation) no less than 72 hours before travel to the USA. This can be obtained from the following Website: https://esta.cbp.dhs.gov/esta/;
It is the responsibility of the Client to ensure that all Participants are aware of any health requirements for travel destinations. Vaccinations are strongly recommended for certain destinations. Client is required to confirm to Participants of the need to contact their local doctor who will advise of these requirements. Please note that vaccinations may be recommended some period in advance of travelling.

Travel Advice

ASA recommends that the Client contact the Department of Foreign Affairs and Trade (DFAT) or visit their website www.smartraveller.gov.au for general travel advice, as well as specific advice (including safety alert levels) relating to the selected destinations. Client can also register your travel plans with DFAT, so that Participants may be more easily contacted in an emergency.

Ticketing

For international and domestic departure, e-tickets will be issued upon payment and completion of the booking process. In some instances, an e-ticket for flights selected may not be able to be issued. Bookings that cannot be issued with an e-ticket, will have to be changed to comply with e-ticket regulations. All other travel documentation will be e-mailed to Client for distribution to Participants as an e-document. Should the third party travel provider issue paper vouchers, these will be posted to Client for distribution.

Frequent Flyers & Special Requests

For more information on whether your airfare is eligible for Frequent Flyer rewards, Client or Participant should contact the airline directly. When booking online, please ensure that correct details have been entered in the special section featured in the booking engine. ASA does not take any responsibility should an airline not register a particular trip. Client should notify Participant to retain copies of air tickets and boarding passes;
Special requests will be passed on to the third party travel provider but cannot be guaranteed.

Thank you for entrusting ASA with your Group Trip travel arrangements. We look forward to making the travel experience seamless and memorable, allowing Participants to focus on preparing for competition!

Entire Agreement

This Agreement represents the entire understanding between All Star Adventures and the Studio concerning the Group Trip and supersedes all prior agreements, oral or written.

BOOKING POLICY

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