Inbound Tour Terms and Conditions

• A 20% deposit of the program fee is required within 60 days of signing the Terms and Conditions.
• The remaining balance of the program fee must be paid no later than 30 days before the program start date.
• All remittance fees associated with payments are the responsibility of the payer.

  Cancellation Policy:

  Timing	Fee
  90+ days before	A partial deposit refund is available for up to 10% of the number of participants from the original booking.
  30–89 days before	Deposit retained only
  15–29 days before	75% of the total fee retained
  0–14 days before	100% of the total fee retained

  This policy applies to full-group and partial cancellations (e.g., reduced numbers).

• GOLD Educational Tours partners with over 70 schools across regions, spanning from Two Rocks to Busselton. Tour groups may use a partner school or a community hub as their base.
• Community Hub Definition: A network of host families in a local area, independent of any specific school, chosen based on proximity to the hub.
• Group sizes per school are capped at 20 students, with a minimum of 15. Groups exceeding 20 will be split between schools, requiring a minimum of 30 students.
• Partner schools provide diverse, interactive learning experiences; timetables may vary by school.
• School buddies can be arranged; however, a 1:1 ratio or same-gender buddy cannot be guaranteed
• Dress Code for School Visits:
  • Uniforms are required.
  • If uniforms are unavailable, appropriate attire must be worn. Jackets/sweaters should be plain black or navy or specified by the Japanese school. Shoes must be loafers or simple black/white sneakers (logos acceptable, avoid bright colors).
• Presentations about Japanese culture by Japanese students are required.
• Bringing a small gift for the hosting school is appreciated but not mandatory.
• Participants are required to respect and adhere to the values and expectations of the host school. Failure to do so may result in the relocation of Japanese students from the school.
• During the program, participants may be asked to visit a nearby primary school to conduct a cultural exchange session on Japanese culture.
• Farewell parties are rare and at the hosting school’s discretion.

• A single placement, with “one student per host family,” is guaranteed only when specifically booked and confirmed.
• For group bookings, both single and double placements may be arranged, depending on host family availability. While preferences will be considered, specific placements cannot be guaranteed. The ratio of single to double placements cannot be requested.
• A Homestay Pairing List, including pairing priority and medical documents, must be submitted at least three months before the program start date. Please note that submitting the pairing list does not guarantee that all preferences will be accommodated, as pairing availability may vary. We are unable to accept pairing lists outside of this timeframe.
• 85% of host families have pets. Pet-free homes require an English medical certificate for students with severe allergies. A doctor must diagnose animal allergies. Severe animal allergies, defined as those causing breathing difficulties or life-threatening symptoms, will require a doctor’s English medical certificate to be submitted. For students with minor symptoms (e.g., itchy eyes, sneezing, etc.) that a doctor has not diagnosed, we will consider the request but cannot guarantee a pet-free home.
• In cases where a medical certificate is required, a certificate in English must be provided. Students with pre-existing medical conditions, excluding food or animal allergies, may also be required to submit a medical certificate based on their symptoms. If a doctor prescribes allergy medications, please ensure that you have an English document detailing the medication and instructions on its use.
• If a student has a medical condition requiring mental health care or medical attention (e.g., ADHD, developmental disorders, heart conditions), please provide written details (symptoms, medication, coping strategies, etc.) along with an English medical certificate from a Japanese doctor at least three months before the program start date.
• If we determine that a student is not able to tolerate a homestay due to their symptoms, we may refuse participation or require the student to stay in a hotel or alternative accommodation.
• Once homestay matching is completed, requests for changes will not be accepted. To ensure appropriate placement, it is essential to submit all relevant information, including health issues or significant communication challenges, at least three months prior to the program start date. Homestay changes will only be considered for valid safety or well-being concerns, such as health issues or significant communication challenges. Preferences regarding family composition, pets, or minor inconveniences will not be accepted as grounds for a change.
• Requests for specific host family characteristics, such as family size, children’s ages, ethnicity, or religion, cannot be accommodated. Host families are selected based on their ability to provide a welcoming environment rather than specific demographic criteria.
• A host family may also have another Japanese student from a different organization.
• High school students primarily use public transport for commuting. GOLD Educational Tours will provide a public transport pass (SmartRider Card). A $100 replacement fee applies if the SmartRider Card is lost or damaged.
• To respect the privacy of our host families, only essential details such as their names, occupations, and general interests will be provided.
• Students who arrive sick must recover in a hotel before being placed with a host family.
• We encourage open communication between participants, chaperones, and host families to address any concerns promptly. If issues arise, please inform the Tour Manager immediately.

• Venue-specific requests (e.g., meal spaces or reserved seating) must be submitted in advance and may incur additional charges.
• Hotels listed in the quotation/itinerary may include the Ambassador Hotel, Good Earth Hotel, or equivalent.
• Transport arrangements, including charter vehicles, are determined by GOLD Educational Tours. Specific requests, such as one vehicle per class, must be made during the quotation stage.
• When traveling with multiple vehicles, some vehicles may not have a coordinator on board. For example, only vehicles 1 and 3 in a three-vehicle trip will have a coordinator.
• Japanese teachers or tour chaperones are prohibited from discussing or consulting directly with the host school regarding the program. Any such discussions must occur in the presence of a GOLD Educational Tours staff member.
• Coordinators are either Japanese nationals or Japanese-speaking Australians, and their availability may vary day-to-day.
• Youth leaders must be local high school age or older and their availability may vary day-to-day.
• If students wish to enter a toll facility while accompanied by a youth leader, the student or school will be responsible for the youth leader’s costs.
• Local school visit and activity dates may change according to the local school’s schedule.
• When visiting multiple local schools, it may not be possible for all students to attend on the same day, depending on the school’s schedule.
• The island bus on Rottnest Island can carry 42 passengers, but depending on the number of passengers, some may be required to stand.
• The content of STEM experiments is subject to availability at Curtin University.
• The cost of transport between the hotel and the meeting point for Japanese teachers or tour chaperones is not included in the quotation. UBER arrangements should be made by the teacher or chaperone. GOLD Educational Tours will only arrange transport on your behalf if the Japanese teacher is unable to speak English. In such cases, a handling fee of 15% will be added to the transport cost.
• A $100 replacement fee applies for any lost or damaged SmartRider card.
• Japanese teachers or tour chaperones are required to bring a mobile phone with an Australian number for emergency contact purposes. Please note that our staff and host families will not be able to contact you through apps such as LINE.

If students are staying in the South West region or any other location, the chaperone is required to stay in the same area.

Gold Educational Tours reserves the right to make adjustments to the itinerary due to unforeseen circumstances or situations beyond our control:

• Before the Program: Clients will be notified of significant changes, such as changes in accommodation arrangements, major activity cancellations, or significant itinerary alterations. Options include accepting the changes, selecting an alternative program (subject to availability), or receiving a partial refund for affected services.
• During the Program: Adjustments may be necessary due to unforeseen factors such as weather, operational issues, or safety concerns. Gold Educational Tours will endeavour to provide suitable alternatives of comparable value.

Behavioral Expectations:

• Participants must comply with all program rules, local laws, host family guidelines, and instructions from the coordinator.
• Prohibited behaviors include, but are not limited to, illegal activities (e.g., drug use, theft), disruptive conduct (e.g., verbal abuse, harassment), vandalism, unauthorized departure from the group, and excessive alcohol consumption.
• Termination of Participation: Gold Educational Tours reserves the right to terminate a participant’s involvement without refund for behavior that endangers others, causes damage to property, or violates program rules. In such cases, the Client is responsible for arranging and covering the costs of the participant’s return home.
• Chaperone Responsibility: Chaperones must actively supervise participants, ensure they adhere to rules, address behavioral issues promptly, and act as the primary point of contact between the participants and Gold Educational Tours.

Comprehensive travel insurance covering medical expenses, emergency evacuation, trip cancellations, and personal liability is strongly recommended for all participants.

Participants must disclose all pre-existing medical conditions and provide appropriate documentation, including medication requirements and emergency contact information.

It is the Client’s responsibility to ensure participants are fit for travel and have any necessary vaccinations or health clearances.

Ensuring valid passports, visas, and any other required travel permits is the responsibility of the Client. Participants are responsible for keeping those documents.

In the event of a medical emergency, Gold Educational Tours will facilitate access to appropriate medical care. All associated costs are the responsibility of the Client or their insurance provider.

Gold Educational Tours will endeavour to accommodate reasonable special requests where possible, including:

• Dietary restrictions (e.g., vegetarian, vegan, allergies)
• Medical needs (e.g., wheelchair assistance, access to medication)
• Rooming preferences (e.g., single room, shared room with a friend)
• Accessibility requirements for transportation and activities

Special requests must be submitted in writing 90 days before the program and may incur additional charges. Requests are confirmed only when acknowledged in writing by Gold Educational Tours.

The participant agrees to bring any tour-related complaints to Gold Educational Tours as soon as possible in order to provide Gold Educational Tours with the opportunity to address such complaints promptly and effectively.

The participant agrees to inform a Gold staff member at the earliest opportunity in a composed and respectful manner. Gold Educational Tours assumes no liability for complaints that are not properly brought to attention with sufficient notice to resolve or attempt to resolve guest complaints.

Any complaint made after the completion of a tour must be received in writing as soon as possible after the tour. The participant acknowledges and agrees that Gold Educational Tours will not accept any liability for claims received after the tour. Gold Educational Tours will attempt to resolve any issues brought forward on tour where reasonable and they are able to do so.

Gold Educational Tours acts as an intermediary and arranges services with various third-party providers (e.g., transportation, accommodation, activities). While we take care in selecting reputable providers, we are not liable for:

• Acts, omissions, or negligence of third-party service providers (unless it can be demonstrated that Gold Educational Tours contributed to the negligence).
• Loss or damage to personal property, unless caused by the negligence of Gold Educational Tours.
• Injuries or illnesses to participants, unless caused by the negligence of Gold Educational Tours.
• Incidents arising from the participant’s failure to comply with safety instructions or program rules.

Optional Activities: Participation in optional activities is at the participant’s own risk. Gold Educational Tours assumes no liability for incidents arising from such activities unless caused by our negligence.

Disclaimer: Participation in the Program may involve inherent risks and activities with varying levels of physical exertion. By participating, the Client and Participants acknowledge these inherent risks and agree to take necessary precautions for their safety and well-being.

We ask that the agent who signs this document is authorised to do so on behalf of the participant and that both parties acknowledge the terms and conditions as stated above.  The agent is responsible for all tour payments and agrees to provide accurate information to all participants relating to the program. Any amendments to these booking terms and conditions must be in written agreement with Gold Educational Tours. The agent who completes and signs this document is solely responsible for their participant, and everyone agrees to these booking terms and conditions.

We ask that the parent/guardian who signs this document is authorised to do so on behalf of the participant and that both parties acknowledge the terms and conditions as stated above. He or she must be over 18 years of age. The parent/guardian is responsible for all tour payments and agrees to provide accurate information to all participants relating to the tour package. Any amendments to these booking terms and conditions must be in written agreement with Gold Educational Tours. The parent/guardian who completes and signs this document is solely responsible for their participant, and everyone agrees to these booking terms and conditions.

I have fully read these booking terms and conditions and accept and agree to all conditions listed.

Governing Law: These T&Cs are governed by and construed in accordance with the laws of Western Australia. Any dispute arising out of or relating to these T&Cs will be subject to the exclusive jurisdiction of the courts of Western Australia.

Force Majeure: Gold Educational Tours is not responsible for any cancellations, delays, changes to the Program, or inability to perform its obligations under these T&Cs due to Force Majeure events. In such circumstances, we will endeavor to minimize disruption and provide alternative arrangements where possible. However, we will not be liable for any refunds, compensation, or additional costs incurred due to Force Majeure.

Intellectual Property

All intellectual property rights in any materials provided by Gold Educational Tours (e.g., itineraries, brochures, maps) remain the property of Gold Educational Tours. These materials may not be reproduced, distributed, or used for any commercial purpose without our written consent.

Confidentiality

Gold Educational Tours will treat all personal information collected from the Client and Participants as confidential and will only use it for the purpose of providing and managing the Program. We will comply with all applicable data protection laws and regulations.

Images and Likeness

Gold Educational Tours may take photographs or videos during the Program. By participating in the Program, the Client and Participants grant Gold Educational Tours the right to use these images and likeness for promotional purposes (e.g., website, brochures) unless specifically requested otherwise in writing.