Booking Terms & Conditions

Needlework Tours: Key Booking Terms at a Glance

This is a summary only — the full Terms and Conditions below govern your booking.

• Deposit: Due at time of booking (or full payment if booking within 90 days of departure)
• Cooling-off: Full deposit refund if you cancel in writing within 48 hours of paying (bookings made more than 90 days out). After this, your deposit is non-refundable but can be converted to a credit until final payment is due.
• Final balance: Due 90 days before departure
• If you cancel:
  • More than 90 days out — deposit becomes a 3-year Future Credit; any early balance payment refunded
  • 46–90 days out — 50% cancellation fee
  • 45 days or fewer — 100% cancellation fee, no refund or credit
• Price: Locked once your final balance is paid

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Booking Terms and Conditions

Company: Needlework Tours Pty Ltd ABN: 19 667 708 447 Effective date: 1st September 2026

By paying a deposit or making any payment toward any tour, cruise, workshop, retreat, convention or other event (each, an "Experience") operated by Needlework Tours ("we", "us", "our"), you agree to be bound by these Terms and Conditions.

Nothing in these Terms and Conditions excludes, restricts or modifies any statutory rights or consumer guarantees under the Australian Consumer Law (ACL).

These Terms explain how bookings, payments, cancellations and participation in our Experiences are managed. Please read them carefully before booking.

1. Definitions and General Terms

Commencement The first scheduled calendar day of the Experience.

You / Your The person making a booking, and each individual named on that booking. Where a booking includes more than one traveller, the person making the booking warrants that they have authority to accept these Terms on behalf of every named traveller, and agrees to ensure each named traveller is made aware of these Terms.

Privacy and Website Terms Personal information is handled in accordance with our Privacy Policy at www.needleworktours.com.au/pages/privacy-policy. Website access is governed by our Website Terms of Use.

2. Bookings and Cooling-Off Period

2.1 Booking Confirmation A booking is confirmed upon our receipt of the required deposit cleared in full.

2.2 48-Hour Deposit Cooling-Off Period If you book more than 90 days before Commencement and cancel in writing via email within forty-eight (48) hours of paying your initial deposit, calculated from the payment timestamp, you will receive a 100% refund of that deposit to your original payment method. The 48-hour cooling-off period does not apply to bookings made 90 days or fewer before Commencement, nor does it apply to final balance payments or instalments.

3. Deposits and Payments

3.1 Deposit Requirement Except during the cooling-off window (see Clause 2.2), deposits are non-refundable to your original payment method due to advance supplier commitments. Deposits may be converted to a Future Credit in accordance with Clause 4.2.

3.2 Payment Timeline

Bookings made more than 90 days before Commencement Initial deposit due at booking. Final balance due 90 days before Commencement.

Bookings made 90 days or fewer before Commencement Full payment is due immediately upon booking confirmation. The cooling-off period (see Clause 2.2) does not apply. Any cancellation is governed by the Cancellation Fee Scale in Clause 4.2.

Early Payments Balance payments made prior to their due dates are managed strictly in accordance with Clause 4.2.

3.3 Default on Payment If your final balance is not paid by the due date, we may cancel your booking. The cancellation fee tier under Clause 4.2 is determined by the payment due date, not the date we process the cancellation, and any outstanding cancellation fee remains payable.

4. Cancellations and Credits

4.1 Notice of Cancellation Cancellation requests must be submitted in writing via email to . The cancellation fee tier under Clause 4.2 is determined by the date and time the email is sent.

4.2 Cancellation Fee Scale and Refunds Due to advance supplier commitments, cancellation charges are calculated as a percentage of the total price, based on when written notice is received.

Notice before Commencement

Cancellation treatment

More than 90 days

100% of the deposit converts to a Future Credit valid for three (3) years from the date we receive your written cancellation. Any portion of the final balance paid early will be refunded in full to your original payment method.

46–90 days

A cancellation fee equal to 50% of the total price applies. If you have paid more than 50% of the total price, we will refund the excess to your original payment method. If you have paid less than 50% of the total price, the shortfall will be invoiced to you.

45 days or fewer

A 100% cancellation fee of the total price applies. No refund or credit is provided. Any unpaid balance owed will be invoiced.

4.3 Re-Cancellation of Credit-Funded Bookings If you apply a Future Credit toward a new Experience booking and subsequently cancel that second booking:

• More than 90 days before Commencement: Funds revert to Future Credit without resetting or extending the original three-year expiry timeline. The replacement Experience must still commence prior to its original expiry date.
• 90 days or fewer before Commencement: The Cancellation Fee Scale in Clause 4.2 applies against the total price of the new booking to calculate the cancellation fee. Any amount that would otherwise be refunded in cash under Clause 4.2 is instead returned as Future Credit.
• Re-cancelling a credit-funded booking never produces a monetary refund — any amount not retained as a cancellation fee is returned as Future Credit, subject to the expiry rules above.

4.4 Unused Services and Voluntary Departure No refunds or credits are available for unused services, including missed meals, accommodation, transport, workshops or admissions. Early voluntary departures are entirely at your own expense.

5. Booking Changes and Transfers

5.1 Customer-Initiated Date Transfers and Price Adjustments

More than 90 days before Commencement Paid deposit funds convert to a Future Credit under Clause 4.2 and are applied to another Experience. You are responsible for paying any price difference if the new Experience is higher in price. No refunds are issued if the new Experience is lower in price; remaining credit balances remain on account until the original expiry date.

90 days or fewer before Commencement Requests to move a date or make itinerary selections within 90 days of Commencement are treated as a cancellation and re-booking, subject to Clause 4.2.

5.2 Transfer of Booking — Substitute Participant You may request in writing to transfer your booking to a suitable replacement participant up to sixty (60) days prior to Commencement. Transfers are granted at our sole operational discretion and are subject to:

• A non-refundable administration fee of $100 AUD per participant;
• Payment of all third-party supplier amendment fees, price adjustments or non-transferable component costs, such as airfares, rail tickets or cruise berths;
• The replacement participant agreeing to these Terms and Conditions; and
• The replacement participant completing all pre-commencement requirements under Clauses 10 and 11.2.

If transferring a seat in a twin-share booking, the replacement participant must be acceptable to the remaining roommate, or the price difference under Clause 6.2 applies.

Transfer requests submitted 59 days or fewer prior to Commencement are not permitted and will be treated as a customer cancellation under Clause 4.2.

6. Accommodation and Rooming

6.1 Rooming Structure A price difference applies between private single-room and shared twin or double room occupancy, as published for each Experience.

6.2 Companion Cancellations If two paired guests book a twin-share room and one guest subsequently cancels, a replacement roommate may be added under the standard Transfer of Booking process (Clause 5.2).

If no replacement has been confirmed by the time transfers are no longer permitted under Clause 5.2, the remaining guest must pay the price difference for private occupancy.

6.3 Guest Access and Unauthorised Occupants Only registered participants may attend Experience accommodation, transport, workshops or private sessions. Bringing an unregistered companion into Experience accommodation or facilities constitutes a material breach of contract. We reserve the right to require the immediate removal of the unregistered individual and/or invoice you for any additional room charges, occupancy fees and supplier surcharges incurred.

7. Cancellation and Variation by Us

7.1 Insufficient Bookings Experiences operate subject to minimum participant numbers and venue/instructor availability, confirmed no later than sixty (60) days prior to Commencement. If we cancel due to insufficient bookings, you may choose:

• a 100% refund of all monies paid to your original payment method; or
• a 100% credit toward a future Experience.

Adaptations: Operating with a smaller group size post-confirmation or replacing a leader or tutor with another suitably qualified person does not constitute a material alteration or trigger refund rights.

7.2 Cancellation of Credit-Funded Bookings by Us If we cancel an Experience due to insufficient bookings, and your booking was paid in whole or in part using a pre-existing Future Credit:

Credit restoration The credit portion is restored to your account. The deadline for the replacement Experience to commence under Clause 4.2 will be set to whichever date is later: (a) an additional 12 months beyond its original expiry date; or (b) 12 months from the date of our cancellation notice.

Additional payments Any additional new funds paid for the cancelled Experience will be 100% refunded to your original payment method, or converted to credit at your election.

7.3 Itinerary, Schedule, Tutor and Activity Variations We reserve the right to substitute accommodation, transport, venues, tutors, leaders, excursions, attractions, dining experiences or scheduled activities with alternatives of comparable value. Good-faith itinerary adjustments or omissions made due to safety considerations, weather conditions, sudden venue or market closures, operational logistics or local disruptions do not constitute a service failure or entitle participants to financial compensation.

8. Force Majeure and Third-Party Suppliers

8.1 Force Majeure and Refund Limitations If an Experience is cancelled, delayed or shortened due to Force Majeure — events beyond our control including natural disasters, extreme weather, civil unrest, epidemics or government travel bans — our liability, refunds and credits are limited to net funds successfully recovered from third-party suppliers, less direct administrative expenses incurred.

8.2 Travel Advisories — DFAT / Smartraveller Official travel advisories serve as a primary reference. We reserve the right, acting reasonably, to alter itineraries or cancel Experience dates based on safety directives. If an official travel advisory changes prior to Commencement and you elect not to travel while the Experience remains operational, your withdrawal is treated as a voluntary customer cancellation under Clause 4.2. We will provide supporting documentation for your travel insurance claim.

8.3 Third-Party Suppliers and Optional Activities In arranging flights, rail, cruises or independent activities, we act solely as a booking agent subject to the underlying provider's terms. To the maximum extent permitted by law, we accept no liability for third-party supplier insolvency or independent optional activities booked outside our contract.

8.4 Overseas Disclosure of Personal Information To deliver your Experience, we disclose personal information to overseas suppliers such as airlines, hotels and guides. We cannot ensure these overseas recipients handle your information in line with Australian privacy standards. By booking, you consent to this disclosure and acknowledge that, to the extent it involves an overseas recipient, we will not be accountable under the Privacy Act 1988 (Cth) for how that recipient handles your information, and you may not have redress under that Act for their handling of it. Further detail is in our Privacy Policy.

8.5 Sharing Contact Details with Tutors Where a tutor is engaged to deliver a class or workshop, we may share your name and email address with that tutor so they can contact you about the class. This may include tutors located overseas, in which case Clause 8.4 applies.

9. Flights and Transit

Unless explicitly included, airfares and transit to the Experience location are not included. Do not purchase non-refundable travel tickets until we confirm the Experience will proceed under Clause 7.1. You are responsible for arriving at the published meeting point on time. Any catch-up expenses resulting from travel delays or missed departures must be covered independently or claimed through travel insurance.

10. Passports, Visas and Health Responsibilities

Passports and Visas You are strictly responsible for holding valid passports, visas, transit permits and entry approvals required for your destination. We accept no liability for boarding denial, entry refusal or deportation resulting from passport or visa deficiencies.

Health and Fitness Participants must possess adequate physical fitness to complete the published schedule. Pre-existing medical conditions or mobility restrictions must be declared on your Pre-Commencement Booking Form.

11. Travel Insurance, Health and Authority

11.1 Mandatory Travel Insurance — International Experiences Holding valid overseas medical and emergency evacuation insurance is compulsory for international Experiences. Proof of insurance, including policy number and 24/7 hotline, must be submitted at least 30 days prior to Commencement, or immediately upon booking if you book within 30 days of Commencement. Comprehensive insurance covering cancellation, baggage and personal liability is strongly recommended for all bookings.

11.2 Illness, Injury and Tour Authority

Illness / Injury If you fall ill or sustain an injury on-tour, the schedule will proceed as planned. Medical, isolation and catch-up costs are your responsibility.

Authority of Experience Leader Our Experience Leader or Host may make reasonable decisions affecting the safety and smooth operation of the Experience. Participants must comply with those directions.

Pre-Commencement Booking Form and Waiver You agree to submit our mandatory Pre-Commencement Booking Form, including Health Declaration and Liability Waiver, no later than 30 days prior to Commencement.

12. Code of Conduct and Removal

Verbal abuse, physical violence, harassment, discrimination, intoxication or substance misuse, illegal activity or persistent disruption is strictly prohibited. For severe or illegal conduct, the Experience Leader or Host holds ultimate operational authority to require your immediate removal from the Experience without prior warning. Removed participants forfeit all unused tour portions and remain responsible for their own onward travel and any property damage caused.

13. Price Adjustments and Currency Fluctuations

We aim to honour quoted prices and absorb normal cost fluctuations. This clause exists to protect against significant, unforeseen cost increases beyond our control, not for routine price changes.

Once your final balance is paid (or from 90 days before Commencement under Clause 3.2), your price is locked and will not increase.

Before your final balance is due, we may adjust your price to pass on verified cost increases beyond our reasonable control — such as exchange-rate movements, supplier rate increases, government taxes or levies, and fuel surcharges.

• Increases of 5% or less are added to your final balance; no cancellation right applies.
• Increases above 5% trigger seven (7) days' written notice, within which you may: (a) pay the increase; (b) transfer to another available Experience, paying or receiving any price difference; or (c) cancel for a full refund of all monies paid to date. If we don't hear from you within seven (7) days, the price increase is deemed accepted and will be added to your final balance.

If your booking was paid using Future Credit, any refund under this Clause is returned as Future Credit on its original expiry terms, not as a cash refund.

14. Marketing Photography and Media

Grant of Rights You grant us a non-exclusive, royalty-free licence to capture, retain and publish promotional photos and videos taken during the Experience in which you appear, strictly for marketing, advertising, website and social media purposes.

Commercial Protection We will never sell, transfer or licence photos and videos to unrelated third parties.

Opt-Out Process If you do not wish to appear in promotional media, you must notify us in writing prior to Commencement or inform your Experience Leader or Host at the start of the Experience. We will make all reasonable efforts to ensure opted-out participants are excluded from commercial media.

15. Intellectual Property Rights

Course materials, workshop notes, curricula, patterns, templates and digital packs ("Workshop Materials") remain the exclusive intellectual property of Needlework Tours or the engaged tutors. Workshop Materials are provided strictly for personal, non-commercial use. You must not copy, digitise, sell, licence or publish Workshop Materials, nor use patterns to manufacture commercial products for sale without prior written consent.

16. Dispute Resolution and Complaint Procedure

If you experience dissatisfaction during an Experience, you must inform the Experience Leader or Host immediately to allow real-time rectification. If unresolved post-tour, formal written notice must be emailed to within twenty-eight (28) days of your Experience completion date. Both parties agree to attempt to resolve any complaints through good-faith negotiation prior to initiating formal legal or tribunal proceedings.

17. Limitation of Liability and Governing Law

To the extent permitted by law, our liability is limited to the remedies available under the Australian Consumer Law (ACL) and, where permitted, to the total amount paid by you for the Experience. We accept no liability for indirect, consequential or economic losses. Nothing in these Terms and Conditions excludes, restricts or modifies any statutory rights or guarantees where prohibited by Australian Consumer Law. These Terms and Conditions are governed by the laws of New South Wales, Australia, and the parties submit to the non-exclusive jurisdiction of the courts of New South Wales.