TERMS & CONDITIONS

Payments and Cancellations

Stated Prices

Prices of our RWC2019 tours are in New Zealand dollars and are on a “per person” basis.  Prices are for payment by internet banking, by cash or personal / bank cheque. Credit card fees have not been costed into the tour prices. For payment by credit card see DEPOSITS & PAYMENTS below.  All prices include Japanese JCT, if any (JCT rates are subject to change, if this increases the additional costs will be passed on to travelers). Prices include tariffs, royalties and fees payable to secure guaranteed early access to official match tickets from All Black Tours. Due to possible currency fluctuations and changes in supplier/service costs, prices are subject to variation at any time until full payment is received.  Please note that for contractual reasons prices cannot be itemised out.

Prices quoted are subject to currency fluctuations between the NZ Dollar and the Japanese Yen from the time the components were priced (March 2018) up until all the final payments are made to our suppliers in Japan (April 2019). Over that year, payments will be made in Yen to Japan at regular intervals and at fluctuating exchange rates. BCD Sports has a foreign currency policy which includes taking forward contracts for a portion of our liability. However, this offers only partial cover, so any major fluctuation in the NZ Dollar v Yen rate over the next year will affect the final price charged, either up or down.

Deposits & Payments

To secure a place on one of our tours or individual packages, we require the following per person payments:

Escorted Supporters Tours

No Frills Packages

All deposits are non-refundable once paid.

Credit card fees have not been included in the package price and will be additional to your required deposit amount. For Visa & MasterCard payments a merchant fee of 2.35% will apply, for Amex a 3% merchant fee will apply. Direct deposit or bank cheque will incur no additional costs.

Exchange Rates

The exchange rates used to price the tours for this event were current as at 10 March 2018.  Should there be a shift in the NZ dollar rate against the Japanese Yen, adjustments to the tour price may have to be passed onto the client up until full payment has been received by BCD Travel.

Cancellations and Refunds

All cancellations must be advised in writing. As per supplier conditions placed on us, all payments are non- refundable once paid. However, we will use our best endeavors to on-sell your package (in full, or part thereof) in an attempt to recover some monies for you.  Once the tour has commenced 100% of the full tour price will be charged. BCD Travel will attempt to minimize these supplier fees on your behalf, but it depends on our ability to re-sell your place and the attitude and conditions of airlines, hotels, land operators and match ticket providers. Any refunds able to be made will be subject to a fee no less than $500 per person.  Please read the information on INSURANCE.

Amendments

Each and every amendment made to a booking will incur an amendment fee of $50.00 per amendment per person, along with any fees charged by the airlines and/or other suppliers. Amendments to bookings within a week of departure cannot be guaranteed, but if they are possible, will incur an amendment fee of $100.00 per amendment, per person in addition to any applicable airline/supplier reissue/amendment fees.

Items not Covered

Unless otherwise specified the costs of credit card merchant fees, meals, drinks, laundry, porterage, passports, visa, entry fees and departure taxes, tips and gratuities, items of a personal nature and any other items not included in our ‘tour inclusions’ are not included.

Unused Services

Upon the commencement of your package, refunds will not be provided where from illness or personal choice you do not utilise part or all of the package inclusions. Please refer to ‘Cancellations and Refunds’ section if cancelling your package prior to date of departure.

Individual Arrangements

Whilst the packages provided are designed to meet the majority of supporters needs, we are more than happy

to arrange individual itineraries upon request. We can obtain the event tickets, flights and accommodation to suit your budget. You can depart from New Zealand earlier or later, or extend your stay – one of our experienced consultants will be pleased to help. However, please be aware that if you book as an individual, not staying at one of our chosen hotels, some inclusions and services, staff and tour hosts may not be available to you whilst in Japan.  Also, negotiated event fares and rates may not apply to individual itineraries.

Group Size

Prices and arrangements have been made on the basis of a minimum of number of travelers per package.

Starter Packages – minimum 22 people per package

No Frills Packages – minimum 20 people per package

Hosted Tours – minimum 20 people per tour

If there are fewer than the minimum required people, the tour / package may have to be re-costed or cancelled and an alternative option offered.

FLIGHTS

Changes

As airlines reserve the right to alter schedules, BCD Travel cannot be held responsible when confirmed flights are subsequently changed. Once issued, airline tickets are non-refundable and non-transferable. Upgrades are available at extra the costs upon request– subject to availability in that booking class.

Fuel Surcharges, Airline and Insurance Levies

All taxes and fees associated with airfare (i.e. fuel surcharges, CAA Domestic, Passenger Levy, Insurance Surcharge and Government Security Levy) are shown as an ADDITIONAL cost.  This is because they are subject to change without notice. Please check with us if you are not sure.

Frequent Flyer Membership

If you are a member of the airline you are requesting we book you on, please provide your membership number, to ensure any applicable points are awarded to you.  If you are not a member and would like to join, this can be done on the relevant airline website. If you are an existing member and wish to use points for your journey or to upgrade, then please discuss this with our consultants. However, we recommend that you contact the airline help desk directly to make your redemption bookings.

GENERAL INFORMATION AND CONDITIONS

Itineraries

The package and touring itinerary information shown is correct as at 10 March 2018.  If due to circumstances beyond the control of BCD Travel, the itinerary is changed, then the supporter’s tour inclusions and price may have to be altered.

Documentation

Travel documents and any tour gear or apparel will be distributed approximately 10 working days prior to your departure date from New Zealand. It is important that you check all of the confirmation letters and documentation handed or sent to you in relation to your proposed travel and accommodation to ensure it fully meets your requirements and there have been no misunderstandings. Please ensure airline tickets have names as per your passport. BCD Travel will not accept responsibility for any documents subsequently altered without our consent.

Passport & Visa Requirements

You will need a current passport to travel overseas which is valid for the duration of your journey until you arrive back in New Zealand. Note this may be the day after you depart Japan. Most New Zealand Passport holders do not require a visa to enter Japan as at 10 March 2018. If you have a passport from another country, have a previous criminal conviction, or a contagious disease, a visa may be required to enter some countries. It is your responsibility to secure any visas well before your date of travel. If you are in any doubt or require assistance, please contact BCD Travel. Our staff will be pleased to assist in confidence. A re-entry visa will be required by travellers leaving New Zealand holding a foreign passport. It is your responsibility to ensure you have the correct documentation in place to allow your return to New Zealand.

Safety, Health and Vaccinations

If you are planning to travel overseas, checklists and travel health and safety tips can help you prepare. You can also register with the NZ Governments Ministry of Foreign Affairs and Trade if you are travelling overseas, so that you can be contacted in an emergency. If you are concerned about security and travel risks in the countries you intend to visit, you can read the latest travel advisories from the Ministry of Foreign Affairs and Trade. See the website;  www.safetravel.org.nz. Information is available for most countries which can help you make informed travel decisions and minimise risk when you travel overseas. You can subscribe to receive email notification of the latest travel advisory updates. Certain countries require and / or recommend that travellers be vaccinated against specific diseases. Please check with your doctor and / or the embassies concerned to satisfy yourself as to whether your destinations have any requirements or suggestions in this respect. It is your responsibility to ensure your own health with regards to vaccinations and / or decisions to travel to at risk areas. You may also wish to visit the World Health Organisations website:  www.who.Int/en for more information on health issues.

Insurance

Our Comprehensive Travel Insurance policy can cover you for loss of deposits in cases of “unforeseen circumstances”. This policy also offers comprehensive cover for medical treatment, travel delay, loss of cash and personal belongings. Full details will be sent once you register including negotiated discounts. We recommend that a travel Insurance policy should be taken out as soon as you have paid your initial deposits. Any health issues should be declared at the time of accepting the policy. Should you wish to arrange your own travel insurance you may do so and advise us that you are covered. Please be aware that travel insurance offered by credit card companies does not always match the level of cover offered by our preferred policy. In particular, check medical cover and the emergency assistance offered.

Please ask for a copy of our comprehensive Insurance policy so that you can compare the cover with other policies offered.  If you choose not to take a travel policy you must confirm via email you will have your own arrangements or confirm this on your registration form.

Accommodation

Please apply for the room type of your choice, (single, twin or double); however we are unable to guarantee that double beds will be available at all properties. We will, of course, do all we can to secure your preferred bedding request with the hotels.

In Japan it is common in most hotels, for there to be two single or king single beds in twin share rooms 

Twin Sharing

If you are travelling alone or with a friend, but wish to share a twin room please indicate this on the tour registration form. Our experience on recent tours is that room sharing arrangements do not always work out for people who are complete strangers to each other. The trend is for singles to take the single room option and pay the single room supplement. If however, you still wish to be matched up with someone we will do all possible to find a roommate for you. If a roommate cannot be found then the single room supplement will have to apply.

Hotel Credit

Bonds or credit card imprints may be required by accommodation suppliers, where they are providing telephone, mini-bar, in-room movies, laundry and other facilities and services that can be charged to guest rooms. These are usually requested by the hotel at the time of check-in.

Merchandise

BCD Travel will either provide merchandise items as listed in your inclusions, or will provide a voucher for you to redeem with the official merchandise provider. All garments are made to order and it may not be possible to exchange items at a later date. If, due to your personal sizing implications, tour gear and / or sizing and / or styles do not meet your personal expectations, BCD Travel cannot be held responsible. However in the past, by far the majority of our supporters have been most satisfied with the gear provided.

Match Tickets

We obtain match tickets from All Blacks Tours Official allocation. Please note BCD Travel cannot be held responsible where match seating positions and perceived quality does not meet your personal expectations. However, in the past the tickets allocated to us and our supporters have been mostly covered and of an excellent quality and position.

Use of Match Tickets

Event tickets on their own or as part of a package may not be resold at a premium, resold through a broker or agent, advertised or offered for resale on the internet or in any other medium. They cannot be used for advertising, promotion or other commercial purposes, without the prior written approval of the Rugby World Cup 2019 Travel Office.  Event ticket conditions will be made available to you, once provided to us.

Our Services

The services that BCD Travel provide consist of arranging and coordinating travel, accommodation and match tickets, making bookings, and issuing appropriate tickets and vouchers.

Our Liability

BCD Travel (Barlow Travel Group Limited) is instrumental in bringing about a direct contractual relationship between you, the customer, and the “principal” (i.e airlines, other transport operators, accommodation suppliers, event managers and other suppliers). We undertake to perform our services with reasonable skill and care and, where applicable, in compliance with our obligations under the Consumer Guarantees Act 1993 (which applies to services supplied by us except where they are, or held out as being, acquired for business purposes). We will not be held liable for any loss, damage or claim arising from acts of defaults outside the control of BCD Travel (Barlow Travel Group Limited), its employees or agents, including (but not limited to) the acts or defaults of actual travel, accommodation and event ticket suppliers.

Force Majeure

If by means of any event of force majeure (which shall include terrorism, pandemic or any cause or event outside our control) we shall be delayed in or prevented from performing our obligations, then such delay or non-performance shall not be deemed a breach or entitle a damages claim. Our obligations shall be suspended whilst such event of force majeure continues.

Accuracy

All reasonable care has been taken to ensure the accuracy of package information provided, but services offered could be subject to change. You should keep in contact with BCD Travel to ensure any changes which occur, can be passed on to you.

To Book Our Tours

To book, please complete the registration form on our website www.japan2019.co.nz and pay the applicable non-refundable deposit per person to our BCD Travel office. You must read and agree to the “Booking Conditions”, provided at registration. If you wish to discuss any aspects of the tours, contact one of our Tour Coordinators.