Terms and Conditions

Please note that if you require more specific information about conditions relating to accommodation style, baggage transfer, correspondence protocol and payment requirements please contact us by email or phone.

1. Pricing

All prices specified by Kiwi Journeys shall be subject to change at any time by Kiwi Journeys due to seasonal adjustment, changes in the price of fuel or other operators altering their prices at any stage. Any price changes applicable to your booking will be promptly notified to you by Kiwi Journeys. The price of your tour or other travel arrangements shall not change after the date on which payment has been made in full by you in relation to your booking.

Any Other Services (eg. Bag Transfers, Shuttles, Aero Bags, etc)

Quotes for any Other Services provided by Kiwi Journeys are valid for a period of 10 days from the date of issuance. After this period, the quoted price may be subject to revision, and the quote may no longer be honoured.

2. Prices and Surcharges policy

Kiwi Journeys is under no obligation to give a breakdown of the costs involved in a tour. We accept VISA and MASTERCARD - All credit card payments incur a 2.5% surcharge.

3. Deposits

a. Upon accepting an itinerary from Kiwi Journeys whether in writing or verbally you acknowledge that you have read Kiwi Journeys terms and conditions and you understand and accept them in their entirety.
b. A deposit is required of $500 pp within 7 days of confirming your booking with Kiwi Journeys to secure bookings for bikes, accommodation, transport and any other services that we offer. If your deposit is not received in full by Kiwi Journeys by the due date, reservations may be cancelled by Kiwi Journeys without notice.
c. If you book within 30 days of your departure date or the total of the package is under NZD$500.00 then 100% of your itinerary price is required.
d. By paying your deposit you take responsibility for your itinerary; you acknowledge that you have read your itinerary thoroughly and that it is as you requested i.e. dates, accommodation price range, bag movements, transport timing and bookings etc.

4. Balance of payment for your booking

a. Payment in full is required 30 days prior to your departure. We accept Visa, MasterCard, personal cheques and payment by direct bank credit. If these methods of payment are not suitable, please make contact with us to discuss other options. Please Note: If paying by credit card a 2.5% fee will be added.
b. Please note when paying Kiwi Journeys by direct credit from a foreign bank account or if Kiwi Journeys are required to pay a refund by direct credit in to a foreign bank account bank fees are applied to Kiwi Journeys; any such fees will be passed directly on to the relevant customer(s).

5. Guided tour single supplement

For those booking on our Guided Tours and wishing to have a room to themselves there will be a single supplement charge. All prices quoted are for twin share rooms.

6. Transport Arrangements

a. Kiwi Journeys transport schedules are designed as a guide to the times we will try to adhere to but they may vary dependent upon the differing requirements of clients that have to be met, the difficulties that can arise in transiting remote country areas and the variations in our transport load on any given day, particularly bag movements. For example, it must be accepted that our drivers are required where possible to offer ad hoc assistance to clients who have problems out on the trail.
b. We will endeavour to meet our schedules and your specific travel requirements as closely as possible but we cannot guarantee precise pickup and drop off times so please do not book any onward travel with time dependent connections at the start or end of your tour. We advise that you do not make any travel arrangements until we have confirmed your booking.
c. It is important to us that you complete the "Travel Arrangements" section of the Booking Form you receive with your invoice as completely as possible, and as early as possible, so we are well informed as to your arrival and departure times and destinations.
d. Kiwi Journeys will endeavour to collect clients at their preferred time and location however this is not always possible. In cases where we cannot collect you according to your preference, Kiwi Journeys will advise you of a pickup time and location as close as possible to your preference.

NB: Where Kiwi Journeys uses another operator for the provision of goods or services eg transport, bag movements, accommodation or activities, the cancellation policy of that operator will apply. This is particularly relevant to luggage transfers on the Otago Rail Trail and Clutha Gold Trail.

7. Bike Transport

There is a $30.00 per bike transport fee for any bikes including relocation of hire bikes back to their depot of origin. This includes any instance when Kiwi Journeys is required to transport a bike. NB: If there is no shuttle scheduled to leave from Kaiteriteri then full costs to relocate bikes will apply.

NB: Kiwi Journeys are not liable should any damage occur to your own bike during transport. Our trailers are specifically designed to avoid zero contact with any other bike. Our Yakima racks clamp onto the front wheel and are not suitable for bikes that have front mud guards fitted.

8. Bikes - Accidental Damage Insurance

Unfortunately, accidents do happen and its always a difficult conversation around, damage to bikes. For this very reason we offer accidental damage insurance on any multi-day tour, single day tour and online booking.

E-Bikes $10 per person - per day (maximum charged - $40)
Standard Bikes $4 per person - per day

When renting bikes and equipment from Kiwi Journeys, you agree they are your responsibility whilst in your care (during the rental period) and any compensation for reckless damage or loss of any hire equipment will be paid in full to Kiwi Journeys. We recommend you purchase Accidental Damage Insurance which covers you for any accident while in your possession. Please note this does not cover loss or theft.

Accidental Damage Coverage comprises of:

1.1. By paying the daily accidental damage insurance fee, you are entitled to coverage for accidental incidents and damage that occur to the rented bike during the rental period.

1.2. Accidental damage refers to any unforeseen and unintentional harm caused to the bike while it is in your possession. This includes but is not limited to collisions, falls, spills, and other accidental incidents.

1.3. The accidental damage insurance coverage releases you from all costs incurred to fix the damage caused by the incident covered under the policy. This coverage is specific to the incident itself and does not extend to other damages or incidents.

2. Exclusions

2.1. Stolen bikes: The accidental damage insurance policy does not cover bikes that have been stolen. If a bike is stolen during the rental period, you will be responsible for the full replacement cost of the bike.

2.2. Stolen bikes from under our roof: Our insurance coverage only applies to bikes that were stolen from under our roof while in our care. If a bike is stolen from a location other than our premises, you will be responsible for the full replacement cost of the bike.

2.3. Reckless riding: Damage caused by reckless riding, including but not limited to deliberate misuse, extreme or dangerous manoeuvres, or failure to adhere to traffic laws, is not covered by the accidental damage insurance policy.

3. No Insurance Coverage

3.1. If you choose not to purchase the daily accidental damage insurance fee, you will be fully liable for any damage that occurs to the bike during the rental period, regardless of how the incident happened.

3.2. In the event of damage to the bike without insurance coverage, you will be responsible for the full cost of repairs, including parts, labour, and any associated expenses.

4. Reporting Accidents or Damage

4.1. In the event of an accident or damage to the bike, regardless of insurance coverage, it is your responsibility to inform Kiwi Journeys immediately.

4.2. Please contact our customer service team as soon as possible to report any accidents or damage and follow their instructions regarding the next steps to be taken.

By renting a bike from Kiwi Journeys and purchasing the daily accidental damage insurance fee, you acknowledge that you have read, understood, and agreed to the terms and conditions of this policy. We encourage you to ride responsibly and adhere to all traffic rules and regulations to ensure your safety and the preservation of our bikes. If you have any questions or require further clarification regarding our accidental damage insurance policy, please do not hesitate to contact us. Enjoy your journey with Kiwi Journeys!

9. Group numbers

a. It is Kiwi Journeys policy to deal with only one person organising a group (2+ people).
b. Kiwi Journeys prefers that all bookings and/or amendments to itineraries are communicated through email so that records of what has been discussed can be retained. Kiwi Journeys accepts no responsibility for discrepancies in any bookings or variations to itineraries made verbally in any way. Group payment is required in one transaction for all members of a group i.e. on one credit card, in one direct credit bank payment or with all cheques posted in one envelope. Please Note: If paying by credit card a 2.5% fee will be added.

10. Cancellation by Kiwi Journeys

a. Kiwi Journeys reserves the right to cancel any booking at any time up to the travel departure date. You will be notified promptly of any such cancellation.
b. Kiwi Journeys shall have no liability whatsoever for any cancellation of a booking, tour or other travel arrangement except to the extent that any amounts paid by you with respect to your booking shall be refunded by Kiwi Journeys, excluding insurance premiums, variation fees and additional fees, as applicable.

11. Cancellation by you

Multi Day Tours

As you can appreciate there is a huge amount of time and effort that goes into planning your cycling holiday. Kiwi Journeys prefer to work with you to re-schedule your tour for a later date. The following cancellation policy is put in place to cover administration costs. Please note that:

A. To transfer your booking a $100 per person fee will apply and the balance will be transferred to any Kiwi Journeys tour of your choice at a later date.

B. A cancellation fee of $500pp will apply for any cancellation prior to 31 days before your tour commences. Please be aware that in addition to the cancellation fee, you may be liable for accommodation costs that are non refundable.

C. Cancellations between 30 and 10 days prior to tour commencement will incur a fee of 40% of your tour total or $500 per person as a minimum.

D. Cancellation within 10 days of your tour commencing – 100% of your booking is forfeited, no refund will be given.

Any refund will be issued to the credit card used to pay for your trip.

Please note that due to fluctuations in exchange rates, the refunded amount may differ slightly from the original charge. We are not responsible for any discrepancies or any additional credit card or bank fees that may arise from the transfer of funds to your account.

Cancellation fees are payable to Kiwi Journeys immediately upon confirmation of cancellation by you, conveyed either verbally or in writing to Kiwi Journeys directly or to your travel agent. Kiwi Journeys may offset any amounts it holds in respect of your booking against cancellation fees owed to Kiwi Journeys pursuant to these terms.

Single Day Tours and Bike Hire

a. If cancelled on the day of your booking or after midday the day before, no refunds will be given.

b. If cancelled by midday (12pm) up to the day before your booking then a $50 per booking handling fee applies.

NB: If possible, Kiwi Journeys will work with you to re-schedule your trip. A $50 per booking rescheduling fee will apply.

Any Other Services (eg. Bag Transfers, Shuttles, Aero Bags etc)

a. If cancelled on the day of your booking or after midday the day before, no refunds will be given.

b. If cancelled 48 hours before your booking then a $50 per booking handling fee applies.

c. in the event of a postponement of a booking, a fee will be charged to cover administrative costs. This fee will be depending on the time and resources required by the administrator to process the change.

Any refund will be issued to the credit card used to pay for your trip.

12. Minimum numbers

Kiwi Journeys reserves the right to cancel a guided tour if minimum numbers are not reached. The minimum numbers for our guided tours are 6 persons; independent tours can be arranged if such a cancellation should occur.

13. Variation by Kiwi Journeys

Kiwi Journeys reserves the right to vary any tour or other travel arrangement at any time up to and following your travel departure date. You will be notified promptly of any such variation. If a variation results in a substantive change to your itinerary, as determined by Kiwi Journeys, you will have the option of:
a. Continuing with the varied tour or other travel arrangements without a reduction in price;
b. Accepting any alternative arrangements offered to you by Kiwi Journeys, in which case any difference in price will be payable by you or refundable by Kiwi Journeys (as applicable);
c. Purchasing another available holiday from Kiwi Journeys, in which case any difference in price will be payable by you or refundable by Kiwi Journeys, as applicable; or
d. Cancelling your booking whereby you will be given a full refund of all amounts paid to Kiwi Journeys in respect of such booking, excluding insurance premiums, variation fees and additional fees, as applicable, provided that notification of your decision to cancel is received in writing by Kiwi Journeys no later than 14 days from the date on which Kiwi Journeys notified you of the substantive change to your itinerary.

14. Variation or amendment by you

From the date of confirmation of your booking you will be allowed one variation or amendment to your itinerary after which any variations or amendments to your booking requested by your group, for any reason, shall incur a fee of $50 payable at the time that such variation is requested. Please note point 17 about Travel Insurance below.

15. Health requirements

a. Payment of your deposit to Kiwi Journeys, directly or through your travel agent, shall constitute a warranty by you that you, and any other persons covered by your booking, are sufficiently fit and healthy to undertake the relevant tour or other travel arrangements. As part of this warranty, you agree to indemnify Kiwi Journeys for any actions, claims and demands arising out of any health issues arising on or after the completion of your tour or other travel arrangements.
b. Kiwi Journeys reserves the right to remove any person from any of its tours or cancel or vary any travel arrangements where Kiwi Journeys considers, in its sole discretion, that such person is not sufficiently fit and healthy to undertake the relevant tour or other travel arrangements. Kiwi Journeys strongly recommends that all customers, including domestic travellers, take out travel insurance prior to confirming their booking.

16. Additional fees

a. Late payment: Kiwi Journeys may, at its sole discretion, charge an additional fee of up to $50 per booking with respect to any late payment of any fees payable by you to Kiwi Journeys to cover additional processing costs i.e. chasing payment, incurred by Kiwi Journeys.
b. Late booking: Kiwi Journeys may, at its sole discretion, charge an additional fee of up to $50 on any booking made within 14 days of your travel departure date to cover additional processing time and costs i.e. phoning accommodation instead of emailing, incurred by Kiwi Journeys.

17. Luggage

Kiwi Journeys asks you to keep luggage weight to specified requirements.
Important Luggage Information
If you are having bags transferred by Kiwi Journeys, individual bags are not to exceed 15kg's each. When delivered some bags need to be carried large distances, through doors, corridors and over or around obstacles; accordingly any bags over the 15kg limit are unacceptable. Bags will be weighed upon arrival at Kiwi Journeys discretion so can you please make sure that all members of your party are familiar with this luggage information? It can be both embarrassing for our clients as well as our team when we have to enforce this requirement prior to setting off.
We do understand that some of you will have large suitcases as part of an extended holiday. To cater for this we offer a service whereby extra bags can be stored at our Nelson Branch. Please feel free to get in touch if you would like us to add this service to your itinerary.

18. Travel insurance

Travel insurance is not included in the price of your booking but it is strongly recommended and provides protection against most legitimate reasons for cancellation. This also applies to loss or damage of personal luggage and equipment. Talk to your travel agent or insurance provider about travel insurance. This recommendation also applies to NZ domestic travellers.

19. Responsibility

You acknowledge and agree that Kiwi Journeys accepts no responsibility and will not be liable to you or any third party for any loss, cost or damage, including loss of enjoyment, suffered directly or indirectly in connection with:
a. Any risks or other aspects of any tour or other travel arrangement notified to you by or on behalf or Kiwi Journeys, in these Terms or otherwise;
b. Any change to your itinerary or delays in departure or arrival times of aircraft or otherwise during the conduct of any tour or other travel arrangement;
c. Any loss or damage to your baggage;
d. We will take all care to ensure that any vehicle(s) stored with us is not only secure but that it is well looked after; however there are a lot of people, bikes and other vehicles coming and going from our premises so we take no responsibility for any loss or damage to vehicles or valuables stored with us.
e. Any personal injury or death resulting from the acts or omissions or negligence of any third parties providing goods or services to you during your tour or other travel arrangements including, without limitation, air carriers, hotels, restaurateurs, transportation providers and/or medical personnel; or
f. Any loss of enjoyment by you due to circumstances outlined in these Terms or otherwise beyond Kiwi Journeys control.
g. Total liability: Notwithstanding any other provision of these Terms, and to the maximum extent permitted by law, Kiwi Journeys maximum liability to you or any third party, including any claims of negligence on the part of Kiwi Journeys, is limited to the amounts actually paid by you with respect to your booking, excluding insurance premiums, variation fees and additional fees, as applicable.
h. Consequential loss: Kiwi Journeys will not be liable for any loss of enjoyment, opportunity, profit, savings, revenue or interest or any other consequential or indirect, incidental, special or punitive loss, damage or expenses even if Kiwi Journeys has been
advised of their possible existence and even if such loss, damage or expense is caused by Kiwi Journeys negligence.
i. Indemnity: You agree to indemnify Kiwi Journeys for any loss or damage suffered by Kiwi Journeys as a result of, or in connection with, any breach of these Terms or any negligence or wilful default by you or any other person covered by your booking.
j. Force Majeure: Kiwi Journeys shall not be liable for any delay or for any failure to fulfil its obligations under these Terms, or any service obligations to you, if the failure or delay arises directly or indirectly from or as a consequence of any Force Majeure Event.
k. Accident Compensation Scheme: You acknowledge that New Zealand has a no fault law and claims are handled by the Accident Compensation Commission (“ACC”) pursuant to governing legislation, including the Accident Compensation Act 2001. Because of the wide range of help available from ACC after an injury, you can’t sue for personal injury in New Zealand, except for exemplary damages. Should you require additional cover outside that provided by ACC, then you should organise your own cover direct. Kiwi Journeys is not obliged to take out any such additional cover on your behalf.

l. You acknowledge and agree that by its very nature cycling has inherent risks and that you accept the increased dangers and risks associated with participation in the activity that may lead to injury, death or property loss and release Kiwi Journeys of its liabilities to the extent permitted by law.

20. General

a. These Terms may be subject to amendment by Kiwi Journeys from time to time.
b. You shall not assign or purport to assign, whether in whole or in part, any of your rights or interests under these Terms or any booking with Kiwi Journeys without the prior written consent of Kiwi Journeys.
c. The failure of Kiwi Journeys to enforce any provision of these Terms shall not be treated as a waiver of that provision, nor shall it affect Kiwi Journeys future right to enforce that provision.
d. Additional terms and conditions may apply to your booking and will be advised by your Kiwi Journeys representative at the time of booking or variation thereof.
e. All prices specified in any itineraries are gross amounts and, unless agreed by Kiwi Journeys, no itemised costing will be provided.
f. If a dispute arises between you and Kiwi Journeys in connection with any booking and/or these terms, the parties undertake in good faith to use all reasonable endeavours to settle the dispute by way of good faith negotiations.
g. If any provision of these Terms is, or becomes, unenforceable, illegal or invalid for any reason it shall be deemed to be severed from these Terms without affecting the validity of the remainder of the Terms and shall not affect the enforceability, legality or application of any other provision of these Terms.
h. You authorise Kiwi Journeys to contact any source or to provide your contact details in order to check, exchange or provide information relating to you for the purpose of providing services to you. Kiwi Journeys will only use the personal information you provide or it obtains from other sources in connection with the provision of services to you. You may
request, at any time, to have access to the personal information held by Kiwi Journeys about you and to request correction of that personal information.
i. These Terms constitute the entire agreement between the parties about its subject matter and any previous agreements, understandings and negotiations on that subject matter has no effect.
j. These Terms are governed by the laws of New Zealand and the parties submit to the nonexclusive jurisdiction of the New Zealand courts.

21. Casual Release Form

All clients will be required to register and agree to bike hire / casual release / health & safety on the day or prior to departure.

Terms and Conditions:

I/We understand and accept all risks involved in cycling and take full responsibility for our own safety.
I/We agree that any compensation for reckless damage or loss (theft) of any hire equipment will be paid in full to Kiwi Journeys.
I/We understand that it is NZ law to wear a cycle helmet whilst cycling in New Zealand
I/We understand that Kiwi Journeys do not condone or encourage excessive use of alcohol whilst cycling
I/We understand and will adhere to the biking code of conduct: Stick to purpose built tracks. No riding on footpaths (except on trail), beaches or through salty water / alert people when approaching from behind / comply with all traffic laws and ride with caution – keep left and signal where possible / Do not attempt tricks or jumps on Trail Bikes.
I acknowledge and agree that by its very nature cycling has inherent risks and that I accept the increased dangers and risks associated with my participation in the activity that may lead to my injury, death or property loss and release Kiwi Journeys of its liabilities to the extent permitted by law.

I have fully read and understood the terms and condition and take full responsibility for my safety and the hire equipment whilst in my possession

Signature ……………………………………

22. Definitions

Additional Fees means the fees specified in clause 13.
Force Majeure Event means any act of God, war, terrorism, fire, flood or any other extreme weather conditions, loss of power, epidemics or pandemics, industrial disputes, slow-downs or other strike activities, riots or civil disturbances, acts of government, semi government or other authorities, inability to obtain any necessary license or consent and delays caused by sub-contractors, suppliers or other third parties, including telecommunications carriers, material shortages or other disruption to any tour or other travel arrangements.
GST means as applicable, any goods and services or value added tax in terms of the Goods and Services Tax Act 1985 (New Zealand), at the rate prevailing from time to time and includes any reassessment thereof.
Other travel arrangements mean any travel plans not defined as a “tour” in respect of which Kiwi Journeys have provided services, for example, any independent holiday, transport or vehicle hire.
Price means the price quoted by Kiwi Journeys for any tour or other travel arrangement, or amendment thereof, in the relevant booking confirmation, or amendment thereof.
Terms means these terms and conditions and, for the avoidance of doubt, includes any additional terms and conditions relating to your booking as advised by your booking agent at the time of booking.
Tour means any coach or other special tour organised by Kiwi Journeys.
Travel departure date means, in respect of any tour or other travel arrangement, the first date in which pre-booked arrangements made by Kiwi Journeys commence.
Variation Fee means the fee payable in accordance with clause 10, as applicable.