Fixed Departure tours from India to Australia and New Zealand, operated by Aussie Grand Tours and Kiwi Grand Tours.
Last updated: 08 October 2026
These Booking Terms & Conditions ("Terms") apply to all Fixed Departure tour packages booked through Aussie Grand Tours (operating in Australia) and Kiwi Grand Tours (operating in New Zealand), collectively "AGT/KGT", "we", "us" or "our", via a registered travel agent partner ("Agent") on behalf of their end passengers ("Passengers"). By submitting a booking through our partner portal, the Agent confirms they are authorised to act on behalf of the Passenger(s) named on that booking and agrees to be bound by these Terms on the Passenger's behalf. The Agent is responsible for communicating these Terms to the Passenger(s) prior to travel.
A booking is only confirmed once full passenger details have been submitted through the partner portal, the applicable deposit or full payment has been received, and a confirmation invoice has been issued by AGT/KGT. It is the Agent's responsibility to check the confirmation invoice carefully and to notify us immediately of any error, as it may not be possible to make corrections once travel documents have been issued.
Payment terms differ depending on whether a Fixed Departure is booked as a Land Only package or a Full Load Package (inclusive of airfare), reflecting the different booking windows and supplier commitments involved.
A non-refundable deposit of $500 per passenger is required at the time of booking to secure a Fixed Departure. The balance of the tour cost must be received in full no later than 60 days prior to departure, unless a shorter window applies due to late booking, in which case full payment is required at the time of booking. If full payment is not received by the due date, we reserve the right to treat the booking as cancelled and apply the cancellation charges set out in Clause 10a.
As set out in Clause 5, a Full Load Package must be booked at least 90 days before the travel date. Because airfares must be ticketed promptly to secure the fare included in the tour price, full payment (deposit and balance) is required within 7 days of booking confirmation, rather than the 60-day balance deadline that applies to Land Only bookings. If full payment is not received within this 7-day window, we reserve the right to cancel the airfare component of the booking, convert it to a Land Only booking, and apply the cancellation charges set out in Clause 10b to the airfare component.
All prices displayed on the partner portal are per person, based on twin/double share accommodation unless otherwise stated, and are subject to change until a booking is confirmed. Once a booking is confirmed and full payment received, the price will not change except where permitted under Clause 11 (Changes or Cancellation by Us) or where required by a change in government-imposed taxes, fees or charges.
Where a Fixed Departure is booked as a complete package inclusive of international and/or domestic airfare ("Full Load Package"), the airfare component included in the advertised tour price is capped as follows:
AGT/KGT will bear the cost of airfare up to this cap. Any airfare cost exceeding AUD $1,500 per passenger — whether arising from fare class, route, seasonal or fuel surcharges, taxes, late booking, or limited seat availability in the included fare bucket at the time of ticketing — shall be borne entirely by the booking Agent, and is not included in, nor recoverable from, the advertised tour price. AGT/KGT will notify the Agent of any amount payable above this cap prior to ticket issuance, and such amount must be settled by the Agent before tickets are issued. AGT/KGT reserves the right to decline to issue airfare tickets until any amount above the cap has been received in full.
This cap applies per passenger, per sector (return international airfare), and does not apply to Passengers who select the "I will book my own flights" (land-only) option, where no airfare is included in the tour price and the Passenger/Agent is responsible for arranging and paying for all flights independently.
Passengers must hold a passport valid for a minimum of six months beyond the intended date of return travel. Visa requirements for Australia and New Zealand vary by nationality and are the responsibility of the Agent and Passenger to confirm and obtain, unless a visa service has been separately purchased through the partner portal. AGT/KGT accepts no responsibility for a Passenger being refused entry, denied boarding, or otherwise unable to travel due to incomplete, incorrect or expired travel documentation. Where a visa application is refused, standard cancellation charges under Clause 10 will apply.
It is a condition of booking that all Passengers hold comprehensive travel insurance for the full duration of travel, covering at minimum medical treatment, emergency repatriation, and trip cancellation. AGT/KGT does not provide travel insurance and accepts no liability for losses that would have been covered by adequate travel insurance.
For bookings originating in India, payments made to AGT/KGT are subject to the Reserve Bank of India's Liberalised Remittance Scheme (LRS) and applicable Tax Collected at Source (TCS) provisions under the Income-tax Act, 1961. The Agent confirms, at the time of payment, that all declarations made through the partner portal regarding LRS eligibility and TCS liability are true and complete, and that compliance obligations in respect of TCS collection and reporting rest with the Agent as set out in the declaration presented at checkout.
Requests to amend a confirmed booking (such as a name correction, date change, or room configuration change) must be submitted in writing by the Agent. We will endeavour to accommodate reasonable amendment requests, subject to availability and any additional costs charged by our suppliers. An amendment made within 60 days of departure may be treated as a cancellation and rebooking, attracting the cancellation charges set out in Clause 10.
Cancellation requests must be submitted in writing and take effect from the date received. Cancellation charges differ depending on whether the booking is Land Only or a Full Load Package, since airfare tickets are issued and become non-refundable much earlier than the standard tour cancellation window.
Because AGT/KGT commits to hotel, transport and other supplier costs from the time of booking, the following cancellation charges apply, calculated on the total tour cost:
| Days before departure | Cancellation charge |
|---|---|
| 60 days or more | Loss of deposit |
| 59 - 45 days | 30% of total tour cost |
| 44 - 30 days | 60% of total tour cost |
| 29 - 15 days | 90% of total tour cost |
| 14 days or less / no-show | 100% of total tour cost |
Since a Full Load Package is booked at least 90 days before departure and full payment is required within 7 days of booking (Clause 3b), airfare is typically ticketed well before the standard tour cancellation window applies. Once tickets have been issued:
If a cancellation request is received before airfare has been ticketed (for example, due to a delay on our part), only the land/tour cancellation charges in Clause 10a apply to the amount paid.
We reserve the right to make reasonable changes to a Fixed Departure itinerary where necessary (such as a change of hotel to one of equal or higher standard, or a change of transport provider). Where we must cancel a confirmed departure - for example due to insufficient minimum numbers or circumstances beyond our control - we will offer the Agent, on behalf of the Passenger, either a full refund of monies paid to us or transfer to an alternative available departure of comparable standard. We will not be liable for any airfare, visa or other costs incurred independently by the Passenger where a departure is cancelled for reasons beyond our reasonable control.
We accept responsibility for the proper provision of services set out in the confirmed itinerary. We do not accept liability for the acts or omissions of independent third-party suppliers (such as airlines, hotels or local transport operators) where those services are provided in accordance with their own terms and conditions, nor for loss, injury or expense arising from circumstances beyond our reasonable control. Our maximum liability in respect of any claim, except in the case of death or personal injury caused by our proven negligence, is limited to the total amount paid to us for the affected booking.
We shall not be liable for any failure to perform, or delay in performing, our obligations where this is caused by events beyond our reasonable control, including but not limited to natural disaster, extreme weather, pandemic or public health emergency, war, terrorism, civil unrest, industrial action, or government-imposed travel restrictions. In such circumstances we will work with the Agent to offer the best available alternative, but no compensation beyond a refund of unused, recoverable supplier costs will be payable.
Passengers must be reasonably fit to participate in the itinerary booked, including any walking, altitude, or physically active components. Any relevant medical condition or disability should be disclosed by the Agent at the time of booking so that suitability can be assessed. Passengers are expected to behave in a manner that does not endanger or disrupt other travellers or tour staff; we reserve the right to remove a Passenger from a tour without refund where their conduct poses a risk to themselves, others, or the smooth running of the tour.
Special requests (dietary, accessibility, room configuration, etc.) should be submitted at the time of booking. We will pass on all reasonable requests to our suppliers but cannot guarantee they will be met, and failure to meet a special request will not be treated as a breach of these Terms.
Hotels will be the same as those stated in the itinerary, or similar, depending on time of travel and the number of passengers confirmed in the group. Hotel availability for Fixed Departures is confirmed progressively as group numbers build, and specific room-category or seasonal allocation constraints from our hotel partners may require a change to the named property.
Where a hotel change is required, AGT/KGT reserves the right to substitute an alternative property, but guarantees that any substitute will be of a similar star category and located in the same central area as the hotel originally stated, so that the overall standard and convenience of the itinerary is maintained.
Our minimum accommodation standard across Fixed Departures is a centrally located 4-star hotel, inclusive of breakfast. In select remote or regional locations where a 4-star or higher category hotel is not available, the best available centrally located property meeting a comparable standard will be used instead, and this will be reflected in the itinerary provided at the time of booking.
Where a Fixed Departure's itinerary includes dinners and the group achieves a minimum of 16 paying passengers, included dinners will be served at an Indian restaurant (or a restaurant offering comparable cuisine where an Indian restaurant is not available at that location).
As Fixed Departures are guaranteed to operate regardless of final group size, where the confirmed group size is below 16 passengers, AGT/KGT will, at its discretion, either:
Where the price reduction option applies, it will be reflected in the final invoice prior to payment. This clause applies to included dinners only and does not affect any other meals specified in the itinerary.
Where a Fixed Departure's confirmed group size achieves a minimum of 16 paying passengers, all included tours and transfers will be arranged exclusively for the group (private/clubbed basis).
As Fixed Departures are guaranteed to operate regardless of final group size, where the confirmed group size is below 16 passengers:
On a Seat-in-Coach basis, Passengers may be required to walk approximately 5-10 minutes to reach the designated pickup point, as coaches are unable to enter congested city areas or collect passengers individually from every hotel. AGT/KGT will advise the nearest available pickup point in advance where this applies.
Any issue arising during travel should be raised with our tour guide or local representative immediately so it can be addressed in real time. If not resolved to the Passenger's satisfaction, a written complaint should be submitted by the Agent to b2b@aussiegrandtours.com.au within 30 days of the tour's completion, quoting the booking reference.
These Terms are governed by the laws of New South Wales, Australia for tours operated by Aussie Grand Tours, and by the laws of New Zealand for tours operated by Kiwi Grand Tours. Any dispute arising from a booking shall be subject to the exclusive jurisdiction of the courts of the relevant jurisdiction.
Questions about these Terms can be directed to b2b@aussiegrandtours.com.au or +61 424 090 090.