Booking Terms & Conditions

These Booking Terms and Conditions ("Terms") constitute the entire agreement between you (the "Client," "you," or "your") and Olimpia Tour ("we," "us," or "our"). By making a booking and paying a deposit, you confirm that you have read, understood, and agreed to these Terms on behalf of all travellers included in the booking.

Olimpia Tour specialises in curating premium sports tour experiences in Argentina for clubs, academies, schools, and individual athletes. The services to be provided are those referred to in your booking confirmation invoice.

Please note that all proposed itinerary prices are subject to change without notice until your booking deposit has been paid. Itinerary proposals are subject to accommodation, facility, and fixture availability until they are fully confirmed after deposit payments have been received. This confirmation process typically occurs within 5 to 15 business days after we receive your deposit.

By making a booking, the lead contact (the person who makes the booking) agrees on behalf of all persons included in the booking that:

a) They have read these Booking Terms and Conditions and have the authority to, and do agree to be bound by them.

b) They consent to our use of personal data in accordance with our Privacy Policy and are authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions, disabilities, and dietary requirements).

c) The lead contact is over 18 years of age.

d) They accept financial responsibility for payment of the booking on behalf of all persons detailed on the booking.

e) For school and academy group bookings, the lead contact confirms they have obtained the necessary institutional approvals and parental or guardian consents for all participating minors.

A non-refundable deposit of 30% per person of your total booking value, together with a completed booking form and passport details, is required to confirm your tour. The final tour balance is due 90 days before the departure date. If your booking is made within 90 days of the departure date, then the full amount of the itinerary is payable at the time of booking.

We reserve the right to cancel your booking if either the deposit payment or the final payment is not received by the relevant due date. In the event of cancellation due to non-payment, the cancellation conditions set out below will apply.

If there is a specific amount required in addition to these standard deposit amounts — for example, in the case of special accommodation, premium fixture bookings, or tournament entry fees — your Olimpia Tour consultant will notify you at the time of booking.

Deposits are non-refundable but may, at our sole discretion, be transferable to another Olimpia Tour booking.

For group bookings (6 persons or more): A progress payment of 40% is due halfway between the booking date and the final balance payment date, leaving 30% of the total booking value as your final balance.

For bookings that include flights: All airfares included in your itinerary may need to be paid in full at the time of booking confirmation, depending on airline ticketing deadlines. Your consultant will advise you of any such requirements.

Cancellation of reservations must be provided to us in writing (via email to [email protected]) and are subject to the following cancellation fees, calculated as a percentage of the total booking value:

• •More than 90 days before departure — Loss of deposit (30%)
• •89 to 60 days before departure — 50% of total trip value
• •59 to 30 days before departure — 75% of total trip value
• •Within 30 days of departure — 100% of total trip value

Special cancellation charges, which may be higher than those listed above, may apply to tournament entries, premium fixture bookings, specialty accommodation, or arrangements with specific suppliers. These additional charges are set by our suppliers and vary per supplier. Please check with your consultant at the time of booking.

No refunds are payable on unused or partially utilised sections of the tour itinerary where passengers amend, cancel, or otherwise vary arrangements after departure. Olimpia Tour does not authorise any overseas suppliers, including hotel management, to promise refunds on our behalf.

You are strongly advised to obtain comprehensive travel insurance with cancellation cover at the time of booking, which — depending on the reason for your cancellation — may cover some or all of the charges above.

It is unlikely that we will have to make changes to your tour arrangements, as we plan well in advance. However, we reserve the right to make minor changes at any time and will advise you at the earliest possible opportunity.

We also reserve the right to cancel your tour arrangements in the following circumstances:

• •The minimum number of participants required for a particular tour is not reached.
• •Force majeure events (as defined in Section 10).
• •Failure by a supplier to deliver contracted services.
• •Failure by you to pay the final balance by the due date.

If we are unable to provide the booked arrangements, you may either:

a) Receive a full refund of all monies paid; or

b) Accept an offer of alternative arrangements of comparable standard from us, if available (we will refund any price difference if the alternative is of a lower value).

We will not be liable for any additional compensation beyond the refund of monies paid.

If you or any member of your party is prevented from travelling, that person may transfer their place to someone else, subject to the following conditions:

a) The replacement person is introduced by you and satisfies all conditions applicable to the tour (including visa requirements, health standards, and any sport-specific requirements).

b) We are notified in writing not less than 14 days before departure.

c) You pay any outstanding balance, an amendment fee of AUD $150 per person transferring, and any additional fees, charges, or costs arising from the transfer.

d) The transferee agrees to these Booking Terms and Conditions and all other terms of the contract between us.

You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, the cancellation charges set out in Section 4 will apply.

Travel insurance is not included in the price of your tour. It is a mandatory condition of travelling with Olimpia Tour that every participant has comprehensive travel insurance for the full duration of the journey. This policy must include, at a minimum:

• •Unlimited medical expenses cover
• •Unlimited repatriation/evacuation expenses cover
• •Sports injury cover appropriate to the activities included in your tour
• •Personal liability cover

It is strongly recommended that you extend your coverage to include:

• •Trip cancellation and curtailment cover
• •Loss, damage, or theft of personal belongings and equipment
• •Travel delay and missed departure cover
• •All other expenses that may arise as a result of loss, damage, injury, delay, or inconvenience while travelling

Proof of valid travel insurance must be provided to Olimpia Tour no later than 30 days before the departure date. Failure to provide proof of adequate insurance may result in the cancellation of your booking, and standard cancellation charges will apply.

Olimpia Tour will not be held responsible for any costs, losses, or damages incurred by any participant who travels without adequate insurance, or whose insurance does not cover the specific activities or circumstances of their tour.

We are able to advise you on request about suitable travel insurance packages. However, you are solely responsible for obtaining the appropriate insurance cover as set out above.

For school and academy groups: The lead organiser is responsible for ensuring that every student and staff member on the tour holds valid travel insurance meeting the above requirements. We recommend that schools arrange group travel insurance policies to ensure consistent coverage across all participants.

It is your responsibility to ensure that all passports have appropriate validity (at least 6 months beyond the end of your tour), and that all visas, travel permits, health certificates, and other documentation required for your tour are obtained and in order.

As of 2026, Australian, New Zealand, UK, US, and EU citizens do not require a visa for stays in Argentina under 90 days. If a participant holds a passport from a different region, we can provide guidance on specific consular requirements.

You are responsible for any additional costs incurred by either us or you as a result of any failure to comply with passport, visa, or immigration requirements. Olimpia Tour accepts no responsibility if you cannot travel because you have not obtained the necessary documentation.

A minimum level of fitness appropriate to the sport and tour activities is required. Participants must be physically capable of participating in the scheduled training sessions, matches, and cultural activities included in their itinerary.

You must inform us at the time of booking, or no later than 30 days before departure, of any medical condition, injury, disability, or dietary requirement that may affect your ability to participate or that may require special arrangements. This includes any pre-existing conditions, allergies, or medications.

We exclude all liability for any illness, injury, or aggravation of a pre-existing condition sustained during your tour. We will not be responsible for, and you agree to release us from, any liability arising from any medical condition, illness, or injury that you suffer during or as a result of your tour.

You should consult your doctor or a travel medicine specialist before travel regarding any inoculations, medications, and other health precautions.

For school groups: The lead organiser must ensure that all medical information forms and parental consent forms have been completed for every student participant before departure. This information must be shared with Olimpia Tour in advance.

We will not be liable or pay compensation if our contractual obligations to you are affected by events beyond our control ("Force Majeure"). Force Majeure includes, but is not limited to:

• •War, civil unrest, terrorism, or threat thereof
• •Natural disasters (earthquakes, floods, volcanic eruptions, severe weather)
• •Epidemics, pandemics, or significant public health risks
• •Government actions, travel bans, or border closures
• •Industrial disputes, strikes, or labour action
• •Failure of essential utilities or infrastructure
• •Significant risks to safety as advised by the Australian Department of Foreign Affairs and Trade (DFAT)

If we or our service providers are affected by a Force Majeure event, we may vary or cancel any itinerary or arrangement as we consider necessary without incurring liability to you. In such cases, we will endeavour to offer alternative arrangements or a refund of monies paid for services not yet delivered, but we will not be liable for any additional compensation, expenses, or consequential losses.

By making a booking, you acknowledge and accept all risks inherent to international sports travel, including but not limited to:

• •Risks associated with sporting activities, training sessions, and competitive matches
• •Risks associated with travel in a foreign country
• •Risks associated with cultural and recreational activities

Olimpia Tour acts as an intermediary between you and third-party service providers including, but not limited to, airlines, hotels, transport operators, sporting facilities, coaching staff, and local tour operators. These service providers are not our agents or employees and are not under our direct control.

We do not accept liability for any injury, illness, death, loss, damage, costs, or expenses arising from:

a) The acts or omissions of any third-party service provider.

b) Your own actions, negligence, or failure to follow safety instructions.

c) Events beyond our reasonable control (see Force Majeure, Section 10).

Our total liability, in all circumstances, shall not exceed the total amount paid by you for your tour booking.

You agree to indemnify Olimpia Tour against all actions, proceedings, claims, demands, expenses, and costs (including legal costs) arising from your participation in the tour or the actions of any member of your party.

All prices are quoted in Australian Dollars (AUD). Olimpia Tour operates tours to Argentina, and our costs are subject to fluctuations in the AUD/ARS (Argentine Peso) exchange rate, as well as changes in supplier pricing.

Prices are confirmed at the time of booking deposit. However, if exchange rate movements or supplier cost increases beyond our reasonable control result in a significant increase in tour costs prior to final payment, we reserve the right to pass on those increases. We will notify you in writing of any such surcharge no later than 30 days before departure.

If a surcharge increases the total tour price by more than 10%, you will have the right to cancel your booking and receive a full refund of all monies paid, excluding any non-recoverable third-party costs already incurred on your behalf.

All participants are expected to conduct themselves in an orderly, respectful, and responsible manner throughout the tour. This includes compliance with:

• •Local laws and regulations of Argentina
• •Rules and policies of sporting facilities, clubs, and accommodation providers
• •Instructions from Olimpia Tour staff, coaches, and local representatives
• •Responsible consumption of alcohol (where applicable and legally permitted)

If, in the opinion of Olimpia Tour, any hotel manager, coach, or other person in authority, the behaviour of any participant is causing or is likely to cause distress, danger, or annoyance to others, damage to property, or disruption to the tour, we reserve the right to terminate that person's participation immediately. In the event of termination:

• •Our liability ceases immediately.
• •No refunds will be given for unused arrangements.
• •The participant will be responsible for all costs associated with their early departure, including flights.
• •The participant (or their parent/guardian, in the case of minors) will be liable for any damage or losses caused.

For school groups: The lead organiser and accompanying staff are responsible for the behaviour and supervision of all students at all times. Olimpia Tour staff provide coordination and logistical support but do not assume duty-of-care responsibilities for minors.

Amendments to confirmed itineraries may be possible depending on supplier availability. When alterations are requested after bookings are confirmed, an administration fee of AUD $75 per amendment may apply, plus any additional costs incurred in arranging the alteration.

Alterations will be made at our discretion and may not always be possible, particularly close to the departure date. Certain arrangements (e.g., flights, tournament entries, fixture bookings) may not be changeable after confirmation, and any alteration request could incur charges up to 100% of that component.

Cultural excursions, stadium tours, and other recreational activities included in your itinerary are arranged through local third-party providers. While we carefully vet all suppliers, these activities are provided by the operators under their own terms and conditions.

Any additional excursions or activities that you choose to book independently while on tour are not part of your Olimpia Tour package. Your contract for such activities will be directly with the operator, and Olimpia Tour accepts no responsibility for their provision or for anything that happens during such activities.

By making a booking, you consent to Olimpia Tour and its representatives photographing and filming participants during the tour for the purposes of marketing, promotion, social media, and other business communications.

If you do not wish to be photographed or filmed, you must notify us in writing before departure. We will make reasonable efforts to accommodate your request, however we cannot guarantee exclusion from all group photography.

For school and academy groups: The lead organiser is responsible for ensuring that appropriate parental or guardian consent has been obtained for the photography and filming of all minor participants prior to departure.

We endeavour to ensure that all your tour arrangements proceed smoothly. If a problem arises during your tour, it is essential that you:

• •Immediately notify the Olimpia Tour representative on the ground so the issue can be resolved locally.
• •If the issue is not resolved, contact us directly via email or WhatsApp during the tour.

If you fail to raise an issue during the tour, any subsequent claim for compensation may be reduced or denied, as we will have been deprived of the opportunity to investigate and resolve the matter on the spot.

If you have an unresolved complaint after returning home, you must submit it in writing to [email protected] within 30 days of the conclusion of your tour, including your booking reference and all relevant supporting documentation. We aim to acknowledge all written complaints within 14 days and provide a full response within 28 days.

Your booking with Olimpia Tour is protected under the Australian Consumer Law (ACL), which forms Schedule 2 of the Competition and Consumer Act 2010 (Cth). Under the ACL, you are entitled to certain guarantees in relation to the services we provide. Nothing in these Terms limits or excludes any rights you may have under the ACL.

We strongly recommend all clients purchase comprehensive travel insurance at the time of booking.

Any personal information that we collect about you will be used for purposes associated with the operation of your tour and to communicate with you about Olimpia Tour services and offers.

We will not share your personal data with third parties for marketing purposes. Information may only be disclosed to our agents, service providers, and suppliers to the extent necessary to operate your tour (e.g., sharing passport details with airlines and accommodation providers).

We comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) in our handling of personal information.

For school group bookings, parental consent for the collection and use of student data is the responsibility of the lead organiser.

All payments to Olimpia Tour can be made by the following methods:

• •Direct Bank Transfer — We require payment to clear into our account prior to confirming any urgent services. Our bank details are provided on your invoice.
• •Credit Card — We accept Visa and Mastercard payments. A credit card processing surcharge applies to all card payments. The applicable surcharge will be clearly advised to you prior to payment being processed and will not exceed 2% of the transaction value.

All prices are quoted in Australian Dollars (AUD) unless otherwise stated.

These Booking Terms and Conditions are governed by the laws of the State of Victoria, Australia. Any dispute, claim, or other matter arising between us in connection with your booking will be dealt with by the courts of Victoria, Australia.

Olimpia Tour reserves the right to update these Booking Terms and Conditions at any time. The version in effect at the time of your booking will apply to your contract with us.

For all booking enquiries, amendments, cancellations, or complaints:

Olimpia Tour Email: [email protected] Phone: +61 481 259 627 WhatsApp: +61 424 841 847 Website: olimpiatour.com.au ABN: 58260568148