BOOKING TERMS AND CONDITIONS 2025-2026

Baird Bay Coastal Safari PTY LTD trading as Baird Bay Experience

Important Information – Please read these Booking Conditions carefully as they contain important information about your agreement with Baird Bay Experience and relate to all Tours and Accommodation.

INTERPRETATION
Operator: Baird Bay Experience.
Guest: ‘Guest’ means the person or company making a reservation or booking with the Operator, and if there is more than one person or company making the booking, these Booking Conditions bind them jointly and severally.
Children: Guests aged 15 or younger. Infant: Guests aged 2 or younger.
Tour: Any experience tour offered by the Operator, including but not limited to the Sea lion and Dolphin Swim (swimming or non-swimming), private tours, and fishing charters.
Accommodation: Any overnight stays in one/both of the Operator’s Seaside Villas.

CHILDREN
Accommodation
Children aged 3-15 years on the date of arrival attract a Child rate.
Infants aged 0-2 years on the date of arrival attract no charge.
One cot and baby bath per Villa are available free of charge.
Tours
Infants are not permitted to swim, and the Operator reserves the right to refuse other Children swimming on reasonable grounds, including but not limited to consideration of ocean and weather conditions. Minimum age for swimming is 3 years old.
Children must be accompanied by an Adult with a supervision ratio not greater than 2 Children to 1 Adult.
Subject to the above, Adults are ultimately responsible for determining the appropriate supervision ratio, acknowledging that Children with lower swimming ability and/or higher needs may require a ratio of 1 Child to 1 Adult.

FOOD & BEVERAGE
All meals and personal bar are included in Accommodation rates.
Additional food and beverage options are available for purchase at an additional cost.
The Operator endeavours to cater for a variety of dietary requirements but cannot guarantee options for all.
Guests should inform the Operator at time of booking of any allergies or dietary requirements or preferences, enabling the Operator to prepare ahead of time where possible.

RESERVATIONS & PAYMENT
Reservations can be made through the Operator’s official website, authorised third parties, or by contacting the Operator directly.
Full names and contact phone number must be provided at time of booking.
All-inclusive Accommodation:
Rates are per person per night based on a minimum two-person occupancy, two-night stay unless stated otherwise
25% Deposit is required at the time of booking
Balance is due 45 Days prior to arrival
For bookings made 44 days or less from the arrival date, full payment must be paid within 7 days
Festive Period – 15 December – 15 January
50% Deposit is required at the time of booking
Balance is due 60 Days prior to arrival
For bookings made 60 days or less from the arrival date, full payment must be paid within 7 days
A valid credit/debit card guarantee is required before or upon arrival to cover incidental expenses.

CHANGE OR CANCELLATION BY GUEST
If Guest cancels 90 days prior to arrival – all monies will be refunded
If Guest cancels 46 to 89 days (inclusive) prior to arrival – 25% cancellation fee
If Guest cancels 45 days or less prior to arrival date, or no-shows on the arrival date -100% cancellation fee

Festive Period – 15 December – 15 January
If Guest cancels 121 Days prior to arrival – all monies will be refunded
If Guest cancels 61 to 120 days (inclusive) prior to arrival – 50% cancellation fee
If Guest cancels within 60 days or less prior to arrival, or no-shows on the arrival date -100% cancellation fee

AMENDMENT OF TRAVEL DATES
Amendments to confirmed travel dates are subject to availability and must be requested in writing. While every effort will be made to accommodate changes, we cannot guarantee availability on alternative dates
Amendment requests made more than 60 days prior to arrival may be permitted without penalty, subject to seasonal rate differences
Amendments made within 60 days of arrival will be treated as a cancellation and rebooking, and may incur cancellation fees as per our standard cancellation policy
Any increase in the total package cost due to seasonal rate changes, or additional services will be payable at the time of amendment confirmation.
Only one date amendment per booking is permitted. Additional changes may be subject to further conditions or fees.

CHANGE OR CANCELLATION BY THE OPERATOR
The Operator reserves the right to cancel/change a booking on reasonable grounds at any time.
Where the Operator cancels a booking, a full refund will be provided.
Bookings received through third parties/travel agents/online channels may be subject to varying cancellation, change and refund policies.
The Operator is not liable for losses incurred through Operator changes/cancellations or booking via a third-party agent, including any communication failures about cancellation or changes between the Agent and Guest.

REFUNDS
Refunds will be processed via the same method as the payment was received, including via a third-party Agent.
The Operator’s liability is limited to costs of Tours and Accommodation.
The Operator highly recommends travel insurance to cover unforeseen changes/cancellations.

WEATHER
The Operator will not be liable for any loss of enjoyment, financial loss, damage, cost or expense (including without limitation any property damage or personal injury) suffered by the Guest resulting from adverse weather conditions or other circumstances outside The Operator’s influence.

MEDICAL CONDITIONS
It is the Guest’s sole responsibility to take all appropriate medical advice prior to departure as to whether the Guest is fit enough to undertake the trip and as to the vaccines, medications and other precautions appropriate to the trip.
The Guest acknowledges that medical services and facilities may not be readily available during the trip, and that no medically qualified personnel will accompany the trip.
Guests must inform the Operator at the time of making a reservation (or any stage thereafter should the guest become aware of a medical condition) of any medical conditions, which may affect the Guest’s ability to participate in the trip.
Guests acknowledge and agree that the Operator and its Suppliers may in their sole discretion exclude the Guest from the trip or any activity if the Operator or a Supplier considers that the Guest is unable to safely participate in the tour or activity as a result of a medical condition.
Guests will be asked to sign a waiver on or before arrival to acknowledge that while all precautions are taken, all activities have inherent risk.

TRAVEL INSURANCE

• The Operator strongly recommends that Guests have comprehensive travel insurance. Insurance should cover, but not be limited to, cancellation fees and loss of deposit or balance of payment, damage to and loss of baggage and money, medical and hospitalisation expenses, repatriation or curtailment expenses due to illness, the need to return home because of an unexpected death or illness in the immediate family, evacuation expenses and accidental death or disability.
• It is the Guest’s sole responsibility to obtain the appropriate insurance cover.
• The Operator is not liable for any loss or costs incurred due to the Guest’s failure to obtain adequate travel insurance, and the Guest understands and accepts The Operator’s full cancellation fees under these Booking Conditions.

GUEST RESPONSIBILITIES

Guests are not permitted to host parties unless they have booked exclusive use of the entire site and have express permission from the Operator.

• Guests must not create excessive noise or disturbance to other Guests or staff.

• The Operator reserves the right to terminate the Guests’ accommodation at any time without any refund, should the Guest not comply with these Terms and/or clear and reasonable requests by the Operator.

• Should the Guest damage the Villa/s, or any property at Baird Bay Experience, intentionally or through recklessness, the Operator reserves the right to charge the Guest’s credit card with a reasonable cost for repair/replacement.

PRIVACY

Click HERE to access our Privacy Policy.