Port Douglas Tropical Fitness Adventure

Frequently Asked Questions

• What you carry

  You will be required to carry a day pack of approximately 5-7kg.

  Your pack will include the following items: minimum of 2-3 litres water, sunscreen, swimmers(definitely), lunch, camera, hat and any items of a personal nature, including personal first aid/medications.

  A comprehensive gear list will be supplied and explained once your booking is confirmed.

   

• Fitness Level

  This adventure is graded Moderate.

  We recommend that you have at minimum a high level of fitness for this adventure. You should be able to walk consecutive days over challenging terrain and be comfortable with extensive rock hopping. You will also need a high level of cardio fitness.

  Our goal is to give you the best adventure possible.

  We know, from experience and feedback, that the fitter you are, the more you will enjoy the adventure. You are also less likely to sustain an injury.

  Hike Training is included as part of the adventure. The program has been developed by Women’s Fitness Adventures, based on years of experience and qualifications in both the fitness industry and hiking in the outdoors.  

  Brisbane participants have the option of attending monthly hike training sessions. Non Brisbane residents have a monthly call and a training plan written if desired. With plenty of advance notice of the trip and time to train, those with a current moderate level of fitness will find this an achieveable goal – provided you put in the training. 

  Please refer to the section above regarding Training.

• Weather

  As much as we would like to, we have no control over the weather.

  Daytime temperatures are around the early thirties with a  “relatively” low humidity of 68% for the region.

  This time of year is perfect for hiking – not too hot or humid.

  Night time temperatures are a balmy 20 degrees making it perfect dining out weather. Rainfall generally falls at night.

  It’s important to come along with an open mind ready for an awesome experience whatever the weather.

  It is very important you bring the right gear for the conditions. With our comprehensive gear list and briefing sessions, you will be more than prepared.

  In the event of extreme weather conditions, the adventure may vary from the itinerary. The itinerary for this trip may be altered according to the weather to place each hike on the best possible day for hiking in each area for our safety and pleasure.

  Please be aware of this and accept this as part of the adventure. Your personal safety is our highest priority.

• Booking Terms & Conditions

  Booking Terms and Conditions

  (Including cancellation policy)

   

  Please read carefully the terms and conditions of this contract.

  These should also be read in conjunction with the website Terms and Conditions. 

  In completing and submitting the Booking Form, you agree to be bound by these conditions which constitute the agreement between Women’s Fitness Adventures ABN 99 126 975 880 and you.

  No purported variation of these conditions will be effective unless in writing and signed by a person so authorised by Women’s Fitness Adventures. In these terms and conditions reference to “Women’s Fitness Adventures representatives” means staff of Women’s Fitness Adventures and its officers, employees, agents, licensees, guides and other third parties and representatives and the land management authorities in each country in which the tour is conducted, or any of them.

  Women’s Fitness Adventures reserves the right to update the Booking Terms and Conditions at any time and will advise you in writing of any changes ahead of time.

  For International Adventures please note a passport is required for all international travel and a minimum 6 months validity is required on your passport.

  Final Itineraries and gear lists and other relevant information will be emailed no later than 14-21 days prior to adventure departure date.

   

  Prices

  All prices are subject to availability and can be withdrawn or varied without notice. The price is only guaranteed once paid for in full by you.

  Price changes can occur between the time you make a reservation and the date of full payment. Therefore pricing is subject to change until final payment has been received.  

  Factors influencing price changes can be currency fluctuations, fuel surcharges, taxes and other provider increases outside of our control. Please be aware of this.

  Note you must be a financial member AT THE TIME OF YOUR ADVENTURE DEPARTURE to access the member price. If you are not a financial member at the time of your adventure departure you will need to pay the difference between the member and non member price for this adventure.

   

  Payment Terms and Cancellation Policy

  Please note the payment terms including the cancellation policy.

  • An initial non refundable payment of 35% is required to secure your place on this adventure.
  • Once a booking is confirmed, payment must be received within the payment terms as advised by Women’s Fitness Adventures in the table below.
  • Failure to pay within the deadline will result in automatic cancellation of your booking.
  • Payments are accepted by direct deposit, PayPal or by credit card. There are no credit card surcharges for bookings made through the Women’s Fitness Adventures website
  • When your credit card is processed by Women’s Fitness Adventures you agree to not have your payment ‘charged back’ or reversed by your credit card provider where the services have been provided.
  • Direct Deposit payments can be made to the following account with the adventure and your initials as the reference:      Women’s Fitness Adventures    BSB 084-447    Account: 837616982

  If paying this way, please email a screen shot of your payment to the office 

   

  Payment Terms and Cancellation Policy

   

  Payment Terms and Cancellation Policy for Members

   

  All cancellations must be in writing and emailed to [email protected] Your cancellation date is the date when written notification is received.

   

  Payment Terms

   

  Payment Due Date	Amount
  On Booking (35% non-refundable payment)	$1383 (35% non-refundable payment)
  May 1st 2023	$1975
  July 24th 2023	$592

   

  Cancellation Policy

   

  Notification Received by Women’s Fitness Adventures	Cancellation Charge
  Before May 1st 2023	Total loss of payment
  Between May 1st & July 24th 2023	85% of full adventure cost
  Between & Including July 24th & Departure Date	100% of full adventure cost
  After Scheduled Adventure	100% of full adventure cost

   

  Payment Terms and Cancellation Policy for Non-Members

   

  All cancellations must be in writing and emailed to [email protected] Your cancellation date is the date when written notification is received.

   

  Payment Terms

   

  Payment Due Date	Amount
  On Booking (35% non-refundable payment)	$1785 (35% non-refundable payment)
  May 1st 2023	$2550
  July 24th 2023	$765

   

  Cancellation Policy

   

  Notification Received by Women’s Fitness Adventures	Cancellation Charge
  Before May 1st 2023	Total loss of payment
  Between May 1st & July 24th 2023	85% of full adventure cost
  Between & Including July 24th & Departure Date	100% of full adventure cost
  After Scheduled Adventure	100% of full adventure cost

   

  No refunds are provided should you have to leave the adventure early.

   

  As our adventures are so popular, please be aware that if you cancel your place, it will most likely be taken by someone else so you should consider this carefully.

   

  Travel Insurance

  It is your responsibility to ensure you have travel insurance which is suitable for your booked adventure and that it covers those travel arrangements. You warrant that you have made appropriate enquiries and sought advice on your specific travel insurance requirements.

  A checklist for your adventure will be provided which outlines the MINIMUM Travel Insurance you are required to hold to adventure with Women’s Fitness Adventures.

  Please note that some credit card providers will provide the card holder with travel insurance. Where you are paying for all or any part of the services arranged through us by credit card and you intend to use travel insurance provided by the credit card provider you acknowledge that Women’s Fitness Adventures has advised the minimum Travel Insurance requirements needed to participate in this adventure and that your credit card insurance complies with these minimum requirements

  You acknowledge that Women’s Fitness Adventures has advised on the MINIMUM  travel insurance  required and that you waive any claim against Women’s Fitness Adventures in respect of any loss or damage you may suffer as a result of you failing to take out any or adequate travel insurance.

  • • Travel insurance must be taken out within five (5) days of making your initial booking, or the next available business day if it is a weekend.  A copy of your Travel Documentation is required to be supplied along with your completed Participant Document to guarantee your place.
    • Please make sure that you read, understand and accept all of the fine print contained within your insurance policy before purchase to ensure it covers all of your personal requirements.
    • Please ensure your Travel Insurance covers you for amendment,  cancellation, medical and repatriation expenses, personal injury and accident, death, loss of personal baggage and money and personal liability insurance. It is also important to read the fine print in relation to what is included/excluded from your policy.

  • Please ensure you have cancellation and amendment coverage.

  • Please ensure that you have Covid coverage 

  • If using your credit card insurance, please check the terms and conditions on this before booking with us and provide us with a copy of your credit card insurance policy.

   

  Women’s Fitness Adventures and its partners are not liable for any out of pocket expenses that insurance will not cover and will not be held responsible financially or in kind should your insurance not cover your personal circumstances.

   

  Adventure Inclusions

  • Note that prices are per person.
  • Prices are fully inclusive of taxes, levies and government charges current at the time of publication.
  • As per the itinerary

   

  Adventure Exclusions

  • Airfares/transport to meeting point for adventure
  • Meals unless specified
  • Alcohol
  • Gratuities
  • Souvenirs or items of a personal nature
  • Items not specified on itinerary
  • Travel Insurance

   

  Itineraries and Brochures

  Itineraries and other details are published in good faith as statements of intention only and reasonable changes in the itinerary and related items may be made where deemed necessary or advisable by Women’s Fitness Adventures.

  The information contained in Women’s Fitness Adventures website, Facebook Pages, brochures, itineraries, and any other published content, is to the best of Women’s Fitness Adventures knowledge, correct at the time of publication.

  Route changes, Postponement, Cancellation or Delay

  Women’s Fitness Adventures reserves the right to:

  • Cancel or modify any routes within the adventures or objectives set out in the itinerary; or
  • Substitute different or equivalent routes within the adventures in place of canceled or modified routes, or
  • Postpone, cancel or delay (either in relation to the departure or arrival times or the duration of the adventures) any such aspect of the tour if, at the absolute discretion of Women’s Fitness Adventures, it is necessary to do so due to inclement weather, snow or icy conditions or conditions that are otherwise likely to be hazardous or dangerous or due to any other adverse or threatening conditions whether political or military or terrorist or otherwise or if, in the absolute discretion of Women’s Fitness Adventures there is a likelihood of any such event occurring which may impact upon the safety of the participants, or if an act or omission of a third party prevents the tour or the aspect of the tour being undertaken in accordance with your booking or for any other reason considered necessary by Women’s Fitness Adventures.
  • In the event of any change, modification, cancellation postponement or delay under this condition, you acknowledge that you will have no right of refund of the adventure price (whether in whole or in part) and no right to claim compensation for any injury, loss or damage or other additional expenses incurred by virtue of the change, modification, cancellation postponement or delay.
  • Women’s Fitness Adventures also reserves, at its absolute discretion, the right to cancel any tour due to any government travel warning or advice, or any change in such warning or advice. Travel insurance may compensate you depending on the circumstances.

   

  Cancellation by Women’s Fitness Adventures

  Women’s Fitness Adventures reserves the right to cancel a departure and will advise you of such cancellations no later than 14  days before the adventure departure date.

  Women’s Fitness Adventures reserve the right either before or during the course of the adventure to refuse to carry or accommodate any client which it reasonably considers, in the light of the best interests of all participants within the adventure group and crew, to be unsuitable by reason of physical or mental condition or unruly behaviour.

  Force Majeure 

  Women’s Fitness Adventures will not be liable for any delay in, change to or cancellation of trips due to ‘Force Majeure’. ‘Force Majeure’ definition means a circumstance beyond the reasonable control of Women’s Fitness Adventures and includes, but is not limited to, war or threat of war, riot, civil strife, terrorist activity, industrial dispute, disease, industrial or nuclear disaster, adverse weather conditions, fire and strikes.

  If due to ‘Force Majeure’ or government travel advice, Women’s Fitness Adventures reserves the right to cancel a departure at any time. With any form of cancellation, Women’s Fitness Adventures will do its best to offer you alternative arrangements if available, and if the price of your alternative adventure is of lower value than the original booking we will refund the difference to you. If you do not accept alternative arrangements  we will provide you with a Travel Credit for the amount you have paid to Women’s Fitness Adventures, (in case of ‘Force Majeure’ or government travel advice refunds will be less any unrecoverable costs). Women’s Fitness Adventures will not be liable for any additional costs incurred by you.

   

  Cancellation due to small adventure numbers

  Women’s Fitness Adventures reserves the right to cancel any adventure at any time  prior to departure in the event that there are too few people booked on the adventure. In this case, you will be given a full refund of the amount already paid by you. You will not be entitled to claim any additional amounts or seek any compensation for any injury, loss, expenses or damage (either direct or consequential) or for any loss of time or inconvenience which may result from such cancellation (including but not limited to visa, passport and vaccination charges, or departure, gear purchases, airport and airline taxes or annual leave).

  We require a minimum of 10 trekkers for the Port Douglas Tropical Fitness Adventure. If numbers do not reach this level we reserve the right to cancel, or change the dates of the adventure or refer you to another existing adventure.

  Adventure numbers are regularly reviewed and we will notify you of any cancellations no later than 14 days prior to your selected trek.

  Vaccinations and COVID-19 Proof of Vaccination

  Certain Australian states,  Countries and Principals require that travellers be FULLY vaccinated against specific infection (including but not limited to COVID vaccinations) and/or diseases.

  Women’s Fitness Adventures strongly recommends that you check with your doctor and the Embassies of countries to which you are travelling to with respect to any health requirements.

  As Governments and Principals start to open and accept clients their requirements for Covid vaccinations, PCR Tests and other requirements are constantly evolving.  Whilst Women’s Fitness Adventures may assist you in navigating these travel requirements you are ultimately responsible for all medical & travel-related documentation required by state, federal or international authorities that allow entry or exit into their state, territory, return to Australia or overseas travel from Australia to another country.  You should ensure that you have satisfied yourself that you have all the required documents before booking your travel and keep yourself up to date on any changes to these requirements.

  If provided by you, you authorise Women’s Fitness Adventures to store a copy of all relevant COVID vaccination certificates and forward a copy to any of our Adventure Partners, as reasonably required for your specific adventure.

  Medical Disclosure

  It is your responsibility and you must advise women’s Fitness Adventures of any pre-existing medical condition and/or disability that might reasonably be expected to increase the risk of you requiring medical attention while on our tours. Women’s Fitness Adventures or our suppliers may require additional medical assessment by a medical practitioner. Women’s Fitness Adventures reserves the right, at its reasonable discretion, to cancel your booking and refund the money paid by you, less any unrecoverable costs. Women’s Fitness Adventures also reserves the right to cancel your participation in a trip at any time, including after the commencement of your trip, with no right of refund if your medical condition and/or disability could be reasonably expected to affect the normal conduct of the trip and the enjoyment of other trip members.

  Disclaimer for disease, virus or other illness:  We ask that all our participants take their own individual precautions regarding their own medical and health safety, particularly with the spreading of such viruses as COVID-19. If, for example, you suffer from ill health or are an ‘at risk’ individual, you are responsible for ensuring you take all appropriate precautions including wearing a mask and keeping a safe distance from other participants when participating in our Services. 

  If you believe you have been in contact with or have been or suspect you may have been  exposed to anyone who may have exhibited COVID-19 symptoms, we request that you do not attend our adventures, immediately contact your medical professional and remain in isolation. 

  Should you have COVID-19 and need to cancel your place, you will need to provide the necessary documentation. We recommend that you urgently contact your Travel Insurance provider to determine your course of action in lodging a claim.  We do not test participants attending our adventures and you are responsible for ensuring the safety of yourself and others.  

  We are at no time responsible for any illness, virus, disease or any other medical condition you believe you may have been exposed to or contracted on or during any of our experiences or while using our Services. You are solely responsible for your own health and ensuring you follow safe practices for managing any public health issue in accordance with relevant mandated guidelines.

   

  Privacy: We only collect the information we need in order to safely and effectively perform our fitness adventure tour services (“Services”). We comply at all times with the Privacy Act 1988 (Cth) and the Health Records (Privacy and Access) Act 1997 which regulates how personal information is handled including all your health details which are sensitive information. We will not disclose your personal information without your consent unless required due to a medical emergency, injury, health risk or similar and we will only do so to a qualified professional who is under the same duty of confidentiality.

   

  The personal information you are providing is true and correct at the time you are providing it to us. You will notify us with any changes and keep it updated on a regular basis while you are using our Services. You can access your personal information by request at any time.

   

  We keep your personal information secure and do not use it for any purposes unrelated to our services. All our employees and any staff who may have access to this personal information are under a strict duty of confidentiality and privacy practices are adhered to. Please note: we securely destroy all your personal information after the regulated and legislated time period if you have ceased using our Services.

   

  **We use all reasonable means to protect the confidentiality of your health, medical and other personal information (together ‘Personal Data’) while in our possession or control. For full information on how we protect your Personal Data, please see our Privacy Policy on our website.

   

  In order to preserve the group’s safety, if you do not answer the above truthfully and correctly, or otherwise act in a way that neglects group safety you may be asked to leave the adventure at your own expense.

   

  We strongly recommend you obtain your own insurance for the adventures. The policy should cover personal liability, cancellation, and curtailment and loss of personal effects, coverage for medical expenses including emergency evacuation.

• Inclusions & Exclusions

  The following items are INCLUDED as part of the adventure

  • Transfers from Cairns airport to our private accommodation in Port Douglas and return
  • All transfers that form part of the daily activities whilst on the adventure
  • 6 breakfasts, 4 lunches, 7 dinners and all delicious snacks on the trail
  • Nightly accommodation – twin share in a 5 star beach front house
  • Your Women’s Fitness Adventures C.R.E.W Leader
  • All necessary permits and licences
  • Public Liability Insurance
  • Comprehensive First Aid kit and emergency communications equipment
  • Local hiking guides experienced in the area

   

  The following items are NOT INCLUDED as part of the adventure

  • Tips and gratuities
  • Travel Insurance
  • Transfers other than specified
  • Alcohol
  • Airfares or travel/transport to Cairns
  • Souvenirs, gifts
  • Meals & food not specified on the itinerary
  • Rest day activities
  • Entrance fees unless specified