Terms of Service

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If you have any questions about our Terms and Conditions, please contact us at coates@iinet.net.au

Terms and Conditions

The following terms and conditions apply to all bookings made with Adina Nominees Pty Ltd (ACN 075 427 324) as trustee for the Grove Family Trust trading as Coates Wildlife Tours. We reserve the right to amend these conditions from time to time. N/B The words “we, our or us” in this form means Coates Wildlife Tours.


By Coates Wildlife Tours duty to provide and maintain a touring environment and workplace that is free of known hazards, we have implemented a policy that will help ensure the health of our customers and visitors, our employees, and the community at large from infectious diseases, such as COVID-19, that may be reduced by vaccinations.
All customers, employees and visitors are required to be fully vaccinated one month before the commencement of their booked tour unless they hold a reasonable exemption that any relevant authority has approved.

A Certificate of Vaccination for COVID-19 or a copy of a letter of accommodation will be required to be provided before commencing the tour.

Where a person does not comply with this policy, the person will not be permitted to join the tour, premises, event, or service. In such circumstances;

For customers, the company’s refund and/or credit policy may apply. 

Your booking with Coates Wildlife Tours is confirmed when:

We have received your completed booking form and any other additional forms that may be required.
Your deposit has been paid and received by us.
When you have received our written confirmation advice.

Deposits – please refer to the appropriate tour’s trip dossier.
N/B International or domestic flights that form part of your itinerary, permits and any accommodation that requires pre-payment must be paid for in full at the time of deposit and are non-refundable. Airline seats are limited, prices are subject to change and not guaranteed until full payment is received. Flight confirmation is subject to availability.

Final Payments – In most cases, final payment is required at least 30 days before departure. However, some tours may require payment up to 4 months before departure. Please refer to the tour’s trip dossier for specific details.

Credit Card Payments attract a levy of 1.5%. We accept Visa and Master Cards.

Recreational Services
Each Coates Wildlife Tour’s Tour includes recreational services. We exclude and will not be liable for any accident, injury, sickness, delay, irregularity, or damage caused or arising during any tour under its management or otherwise. Tours are often safari trips to isolated areas; they may include off-road driving, bushwalking, snorkelling, swimming and other activities. These, along with wildlife interactions, planned or otherwise involve a certain degree of risk. All travel involves some measure of personal risk that each Passenger has to determine and accept.

Passengers should have a reasonable fitness level as our tour itineraries contain guided walks on bush tracks to natural attractions. Walking trails vary in length, and some have sections of uneven rocky ground. Please refer to the tour’s Trip Dossiers for more details. All walks are optional, and if you choose not to participate, alternative arrangements will be made with adequate provision for your comfort and safety.

You must notify us if you have any pre-existing medical conditions that might reasonably affect your participation on tour. You release Coates Wildlife Tours from any liability for anything relating to a pre-existing health condition.

On arrival to join a tour, should you have cold or flu-like symptoms, you will be required to undergo and receive a negative result from a quick COVID-19 test. The cost of the test will be at your own expense.

Refusal to undertake the test or receiving a positive result will prevent you from joining the tour. A full refund (less any expenses already paid plus a CWT administration fee) will be provided to any person who tests positive to the test. Refusal to take the test will result in the loss of the total tour cost.

If required, a self-testing kit will be provided by our staff.

Passengers are required to be able to board and alight the vehicles. Due to vehicle space restrictions, we cannot accommodate passengers who require wheelchairs or walkers. Our vehicles are not equipped with wheelchair ramps or lifters. Passengers requiring physical or mental assistance must be accompanied by a paying companion who is willing and capable of providing such assistance.

A local facility will provide any necessary medical attention required while on tour at the passenger’s expense. Coates Wildlife Tours is not responsible or liable for any losses or costs incurred due to medical services obtained while on tour or for the quality of the care or services provided.

Remote Areas
Passengers accept that some itineraries include visits to and sometimes many overnight stays in remote areas located some distance from hospitals, medical centres or other forms of professional medical facilities. Any medical evacuation costs incurred will be at the passenger’s expense.

Passengers accept that tours include participation in recreational services and activities which may involve certain risks and dangers beyond the control of Coates Wildlife Tours. Such activities containing risks include but are not limited to bushwalking, swimming, and travelling in remote, undeveloped locations. The Passenger acknowledges that all recreational services and activities connected to the tour are undertaken of free will and at the passenger’s own risk. In the tour leader’s opinion, passengers will not be permitted to continue on tours when the passenger’s safety is at risk.

Refusal of Carriage
Coates Wildlife Tours retains the right to remove passengers from our tours for reasons that impact the enjoyment or safety of other passengers, such as but not limited to, the physical, medical or mental inability of customers to undertake the arrangements of the tour, unsocial or unruly behaviour, or the carriage of prohibited substances or materials. Onward travel arrangements will be at the expense of the traveller removed from the tour.

Coates Wildlife Tours accepts no responsibility or liability for any injury, loss, damage, change of itinerary or inconvenience caused either directly or indirectly as a result of events that are outside of our control (Force Majeure), including but not limited to: fires, floods, acts of God, unusually severe weather, riot, war, invasion, medical outbreak or contamination of any kind, material change in legislation or government directions, industrial action or commercial flight disruptions. We will not be responsible for any loss, damage, claim or expense caused by the acts or omissions of yourself, of any other third party not connected with the provision of the travel arrangements or services, or due to an event of Force Majeure. While we endeavour to meet scheduled arrival and departure times, we cannot guarantee this. Coates Wildlife Tours and its employees or contractors cannot guarantee exact arrival and departure times and are not liable for any failure to make connections with any other services. Whilst all care is taken, we do not accept liability for loss or damage to baggage, sickness or injury, or additional expenses caused by factors beyond our control.

Passengers are advised that some service provided by Coates Wildlife Tours is for the booking and packaging of goods and services provided by other operators such as hotels, motels, attractions, cruise lines, airlines and other transportation companies. Coates Wildlife Tours will not be liable for any loss, damage, omission or act of negligence or otherwise committed by these operators, their assignees or agents.


Cancellations related to COVID-19
The customer shall comply with all current and future Government (Federal and State) COVID-19 vaccination or testing requirements for entry into any state where Coates Wildlife Tours are conducting a tour or to access the operator’s tour, property, event or service.

Where the customer does not meet a vaccination or testing requirement:

(a) before departure from the customer’s home location, the customer will forfeit any monies paid; or 

(b) for entry to the event or venue or access to the service, the customer will not be granted entry and will forfeit any monies paid. 

Where the customer cancels due to travel restrictions other than vaccination or testing requirements, the customer will be contacted and offered a refund or credit note (to be used at a later date), where such an offer is at the absolute discretion of the operator. The operator reserves the right to withhold some monies to cover administrative expenses and other expenses already incurred, depending on when the customer gives notice of cancellation.

Cancellations by You
If you cancel your booking with us, you must notify Coates Wildlife Tours in writing or email to coates@iinet.net.au. 

Some tours have specified cancellation times and penalties, and this specific information is available on the respective tour’s trip dossier. Where no specific cancellation time or penalties are in place, the following levies plus any costs charged by other parties involved with the tour will apply:-  

(a). The initial deposit is non-refundable. 
(b). Sixty days or less before departure; 100% of the total tour cost is non-refundable.

Cancellations by Coates Wildlife Tours
If an event occurs that is outside of our control and not reasonably foreseeable or preventable by our business, and this event leads to the suspension or cancellation of your tour booking (Force Majeure), we may elect to reschedule your travel arrangements or issue you with a credit equal to amounts paid.
Any credit note issued by us:
(a). Must be redeemed within three years.
(b). Is redeemable on any future Coates Wildlife Tour.
(c). Is not redeemable for cash.
(d). Is not redeemable against independent suppliers or travel insurance.

If we cancel your travel arrangements for reasons beyond Force Majeure, you will be offered a refund of all funds paid.

Coates Wildlife Tours shall not be held liable for amounts that cannot be retrieved from third parties.

Tour Amendments by Coates Wildlife Tours
Before Travel
Occasionally, we may need to change the itinerary and its inclusions, and you acknowledge our right to do this. If the changes to your itinerary or its inclusions before the commencement of your trip (where the trip can still proceed) are considered significant by us, we will notify you within a reasonable time and give you a choice to accept the change, to receive a refund of the land portion of your trip or to accept an alternative trip if offered.

During Travel
Should Coates Wildlife Tours deem it desirable for climatic or other reasons whatsoever to amend the itinerary, we may do so by shortening or varying the trip, in which case the participant will not object or claim compensation.

We strongly recommend that you take out travel insurance against the imposition of cancellation fees, baggage loss or damage, and extra costs arising from injury or illness.

Transport will be by an air-conditioned custom built 4WD tour coach, minibus or 4WD vehicle, whichever is appropriate for the tour. We provide suitable camping equipment on our camping tours, except sleeping bags and pillows. A second vehicle may accompany the group on tours to remote areas. In the case of breakdown or other unforeseen circumstances affecting the vehicle or guide, the operator reserves the right to substitute vehicles and guides other than those specified, to ensure the operation of a tour.

Seat allocations onboard Coates Wildlife Tours vehicles operate with a daily seat rotation system to ensure passengers enjoy different seating positions whilst on tour.

Our vehicles are all entirely smoke-free. Passengers are not permitted to smoke (including e-cigarettes) while onboard.

Please note that due to health and safety requirements, luggage on tour is limited to one medium-sized, soft-sided bag weighing no more than 15 kg per person. A small day pack is also permitted. International tours and some other tours luggage limits may vary; please see the respective tour’s trip dossier for specific weight maximums.
Coates Wildlife Tours cannot guarantee flora and fauna sightings as stated in our itineraries as they occur in the wild, and their presence is beyond our control.

Coates Wildlife Tours respects your privacy and will only use your personal information in accordance with the Privacy Act 1988.

Original Document 25th October 2021
Last updated 18 Nov 2021 with pre-tour testing requirements added.


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