Terms and Conditions

  1. Background
    • ROAM Experiential Learning Pty Ltd (ROAM) provides study tours to students who have been accepted by ROAM to participate in a tour.
    • Students are selected on the basis of an application submitted to ROAM. The application is assessed on the basis of the mandatory criteria set out in clause 3.2 and the availability of places on the tour selected by the student.  Note that applications are assessed on a rolling basis so the study tour may fill prior to the cut-off date.
  2. Purpose of this document
    • This document sets out the terms and conditions about:
      • submitting an application to ROAM to participate in a study tour;
      • offers by ROAM to participate in a study tour and the acceptance of that offer;
      • participating in the study tour;
      • variations to, and cancellation of, the study tour; and
      • payments and refunds.
    • An offer to participate in a study tour is made by ROAM on the terms and conditions set out in this document.
    • By accepting an offer to participate in a study tour, You are agreeing to the terms and conditions set out in this document in relation to your participation in the study tour relevant to your application.
  3. Your application to participate
    • Program outlines for the study tours offered by ROAM are available here.
    • You may apply to participate in a study tour by completing the application form available here, if You:
      • are at least 18 years of age;
      • are medically, physically and mentally fit to participate in the activities described in the study tour program;
    • A completed application form must be provided to enable ROAM to assess your application. Applications which are missing information will not be assessed by ROAM.  All information provided in your application must be accurate and complete.
    • An application must be received by ROAM no later than the closing date for the relevant study tour as set out on the program specific page (late applications may be accepted at the discretion of ROAM Program Coordinators). Note that applications are assessed on a rolling basis so the study tour may fill prior to the cut-off date.
    • You may notify ROAM of individual dietary needs or preferences when submitting an application and ROAM will provide this information to third party providers where applicable. ROAM, however, accepts no liability if individual dietary needs or preferences are not catered for by these third party providers or are otherwise not available.
    • Prior to submitting an application You should:
      • read these terms and conditions; and
      • be aware that:
        • you are responsible for ensuring that you have a valid passport and visas required for the study tour;
        • You are responsible at your own expenses for seeking the advice of a travel health professional regarding travel to the location of the study tour and obtaining any recommended vaccinations;
        • You are responsible for carrying any prescription medication which You require during the study tour and a letter from your doctor detailing what the medication is, the prescribed dosage and indicting that the medication is for personal use;
        • medical care or treatment required by study tour participants will be provided by local providers at the location of the study tour at the participant’s expense;
        • some study tour programs include travelling or walking over rough terrain, cobblestone streets, uneven pavement and stairs;
        • third party providers of services and amenities for study tours are independent of ROAM and ROAM cannot control the acts or omissions of these providers;
        • the possession or use of illegal drugs will not be tolerated by ROAM and will result in exclusion from the study tour;
        • You are responsible for organising and meeting the costs of travelling to the departure point for the study tour and for all travel after the conclusion of the study tour;
        • ROAM Trip Managers may take photographs or video during a study tour and You are taken to have consented to these photos or footage being used by ROAM for promotional purposes; and
        • all study tour participants must comply with the laws of all countries in which a study tour occurs.
  4. Applicants with special needs
    • ROAM welcomes applications from students with physical, medical or other special needs, provided that:
      • the nature of the special need must be disclosed to ROAM in the application;
      • all participants in a study tour must be medically, physically and mentally fit to travel and participate in the activities described in the study tour program; and
      • the applicant acknowledges that ROAM does not provide personal devices (eg wheelchairs) or personal services (eg carers, translators).
    • An applicant with special needs requiring personal services may be accompanied by a companion capable of providing those personal services. The cost of the companion accompanying a participant on a study tour must be paid for by the participant.
    • ROAM cannot guarantee that third party providers of services and amenities in relation to a study tour will provide disability access, accommodation or other amenities for participants with special needs.
  5. Our offer for You to participate
    • If you meet the criteria for participating in the selected study tour, and there are places available on that study tour, ROAM will offer You a place on that tour by notifying you in writing.
    • The notice will include:
      • a description of the study tour;
      • program outline;
      • departure point;
      • departure date;
      • duration dates;
      • due date for acceptance of the offer;
      • fees for the study tour, their due date for payment and instructions for payment;
      • deposit payable to accept the offer;
      • acceptance of offer form;
      • a reminder that the Pre-Departure Modules for the study tour must be completed in your Profile at least 14 calendar days prior to the departure date of the study tour; and
      • A reminder that a certificate of currency of your travel insurance for the study tour must be provided to ROAM at least 7 calendar days prior to the departure date of the study tour
    • The offer will remain open for 7 calendar days commencing from the date stated in the offer.
    • The offer is made subject to these terms and conditions and your acceptance of the offer is your acceptance that you will be bound by these terms and conditions.
    • The information provided to you with the offer will reflect the information available to ROAM at the time the offer is made. Alterations to a study tour, however, may occur due to circumstances outside of ROAM’s control and will be dealt with under clause 10 of these terms and conditions.
  6. Your acceptance of the offer and compulsory pre-departure Requirements
    • You may accept an offer to participate in the offered study tour at any time up to, and including, the date for acceptance by:
      • Logging onto your Profile in the Student Portal section of the ROAM website and completing and submitting to ROAM the acceptance of offer form; and
      • paying the deposit of AUD$300 using the payment method in your Profile.
    • If the deposit is not a paid by the date for acceptance, then ROAM’s offer to You will lapse.
    • Your acceptance of an offer to participate in a study tour is an acceptance of these terms and conditions.
    • At least 14 calendar days prior to the departure date of your study tour, you must:
      • complete the pre-departure modules in your Profile on the ROAM website; and
      • upload a copy of the certificate of currency evidencing your travel insurance, valid passport, visas (if required), flight itinerary, medical declaration and next of kin.
    • If you fail to complete either of the compulsory pre-departure requirements set out in the above clause 6.4 by the due date specified, then your participation in the study tour may be cancelled. The cancellation provisions set out in clause 10 will apply.
  7. Payment
    • The fee for the study tour covers:
      • accommodation for the duration of the study tour on a twin share basis, unless otherwise requested;
      • travel to and from accommodation, activities and venues as described in the study tour program;
      • some meals and beverages as described in the study tour program;
      • entrance fees as described in the study tour program;
    • Payment for the study tour must be made to ROAM by direct debit in accordance with the instructions provided on the offer to participate in the study tour. Full payment is required 21 days prior to the departure date.
    • Study tour documentation will only be provided to You once full payment has been received by ROAM.
    • If full payment for the study tour is not made by the due date, then your participation in the study tour will be cancelled. The cancellation provisions set out in clause 10 will apply.
    • You agree that you are not entitled to a refund of any amount paid to ROAM in respect of any aspect of the study tour in which You decide not to participate.
  8. Additional expenses
    • You are responsible for all costs other than those listed in clause 7.1 including, but not limited to:
      • cost of passport, visas and any airport taxes, landing fees, flights to and from your home country or other charges payable on entry into, or exit from, a study tour country;
      • travel insurance;
      • any medical expenses;
      • costs due to damage to, or excess cleaning required for, your accommodation or transport;
      • meals and beverages other than those referred to in the study tour program;
      • laundry;
      • phone calls;
      • excess baggage; and
      • excursions, entertainment and entrance fees, other than as referred to in the study tour program.
  1. Alterations your study tour booking by You
    • You may notify ROAM in writing that You want to transfer to an alternative study tour no later than 21 days prior to the departure date for the study tour You have booked.
    • ROAM will use its best endeavours to accommodate your request, subject to the availability of places on the alternative study tour. If the request cannot be accommodated, then you will be notified and the cancellation of your study tour booking will be dealt with in accordance with clause 10.
    • If the request can be accommodated then ROAM will offer You a place on the alternative study tour. ROAM will notify You of any difference between the fee for the original study tour and the alternative study tour.
    • You may accept the place on the alternative study tour by:
      • completing and submitting to ROAM the acceptance of offer form; and
      • paying a transfer fee of minimum $150 AUD change fee, plus any additional expenses in changing travel arrangements and any cost difference in new tour.
    • Your deposit and any fee paid by You to ROAM will be credited to the alternative study tour on your acceptance of the offer.
    • You will be liable for any additional amounts payable by ROAM in respect of You transferring to the alternative study tour (eg airline booking variation fees). Any such amount must be paid to ROAM up front.
    • The offer made to You to participate in the study tour is personal to You. Your study tour booking may not be transferred to another person.
  2. Adjustments to a study tour program
    • You agree that ROAM may need to adjust the study tour program in the best interests of the study tour group or to practically respond to circumstances.
    • ROAM may adjust aspects of a study tour program such utilising alternative modes of transport during the study tour, providing alternative accommodation or substituting tours presenters at any time. ROAM will use its best endeavours to provide services and amenities comparable to those included in the study tour offer.
  3. Cancellation of the study tour booking by You
    • You may notify ROAM in writing that You want to cancel the booking.
    • You acknowledge that ROAM will have incurred costs to third party providers which may be partially recoverable or not recoverable, and administration expenses in the administration in respect of your booking for the study tour.
    • If You cancel your study tour booking You will forfeit your deposit and if the cancellation occurs:
      • less than 21 days prior to the departure date then You will forfeit moneys paid to ROAM for the study tour and are not entitled to a refund.
  1. Alteration or cancellation of the study tour by ROAM

Circumstances beyond ROAM’s control

  • Circumstances may arise which are beyond the control of ROAM which may require the alteration or cancellation of the study tour. These circumstances may include, but are not limited to, acts of war, insurrection or terrorism, natural disasters, the occurrence or likely occurrence of health or environmental risks and actions or omissions of third party providers contributing services or amenities for the purposes of the study tour.
  • If circumstances such as these arise then ROAM will notify you of the circumstances and the consequences for the study tour.
  • Where a study tour is altered in response to notified circumstances, then ROAM will use its best endeavours to provide an alternative itinerary which is comparable to the original itinerary.
  • Where a study tour is cancelled in response to notified circumstances, prior to the commencement of the study tour, ROAM will use its best endeavours to offer You a comparable study tour. You may choose to accept the alternative study tour and will not be charged any transfer fees.  Alternatively, You may cancel your study tour booking by notifying ROAM in writing and you will receive a full refund of moneys paid for the study tour.
  • Where a study tour is cancelled in response to notified circumstances, after the commencement of the study tour, ROAM will escort the study tour group to the departure point and provide all reasonable assistance to participants in relation to ensuring they are able to organise a return flight to Australia in accordance with their travel insurance.

Cancellation due to your conduct

  • You agree that ROAM may exclude You from participating in the study tour or aspects of the study tour at ROAM’s discretion either prior to or after the commencement of the study tour if:
    • your conduct diminishes the study tour experience for other participants or causes, or seems likely to cause, a threat to the health, safety or welfare of other study tour participants or ROAM’s staff or contractors; or
    • You are found to possess or use illegal substances during a study tour.
  • If your participation in a study tour is cancelled under clause 12.6:
    • You will not be entitled to any refund of moneys paid to ROAM in respect of the study tour;
    • You will be responsible for your costs from the time your participation is terminated, including the costs of repatriation; and
    • You release ROAM from any claim for loss suffered by You, or on your behalf, as a result of the cancellation and will indemnify ROAM for any loss or claim by any person relating to the cancellation.
  1. Liability
    • You agree that you participate in a study tour at your own risk. You release and indemnify ROAM, its employees, contractors or agents from any claim by You or any other person for death, injury or loss of property arising from, or in relation to, your participation in a study tour.
    • You acknowledge and agree that ROAM will have no liability to You for action taken by ROAM in accordance with these terms and conditions, other than as expressly provided in these terms and conditions.
    • To the maximum extent permitted by law, ROAM will have no liability to You for direct or indirect loss, death, injury or damage arising from your participation in the study tour.
  2. Insurance
    • You must ensure that you obtain, from the time of accepting the offer to participate in the study tour, adequate travel insurance to cover You in relation to personal injury, death, medical expenses, repatriation expenses, evacuation expenses and loss of property, as well as any cancellation of the study tour by ROAM under these terms and conditions.
    • You are responsible for ensuring the adequacy of the insurance for the study tour and any other activity which you may engage in over the period of the study tour. ROAM will not be responsible for any loss which you suffer due to a failure to obtain adequate insurance.
  3. Complaints
    • If you have a complaint about the application process under these terms and conditions, then You should contact us at feedback@roamlearning.com in writing setting out the details of the complaint within 28 days of the circumstances relevant to the complaint.
    • If you have a complaint about the study tour You should inform the ROAM Trip Manager. If the matter has not been resolved by the ROAM Trip Manager during the study tour, you should contact feedback@roamlearning.com in writing setting out the details of your complaint within 28 days of the conclusion of the study tour.
  4. Privacy
    • ROAM will collect and hold personal information about you for the purpose of organising and conducting the study tour. This personal information may be provided to third party service providers, contractors and agents of ROAM for the purposes of the study tour.  Some of these providers, contractor and agents operate outside of Australia in the location in which the study tour will be conducted.
    • By submitting an application to ROAM you agree to the use and disclosure of your personal information as described in this clause 16.
    • Further details of ROAM’s privacy policy is available here.
  5. Child Protection
    • ROAM is committed to promoting the safety and protection of children from all forms of abuse and exploitation and a copy of ROAM’s Child Protection Policy is available here.
    • By submitting an application to ROAM you agree that you are responsible to us for preventing and reporting any child abuse or exploitation or suspected child abuse or exploitation as part of your participation in a study tour and for the duration of your engagement with ROAM and that you will, at all times:
      • Treat children with dignity and respect regardless of ethnicity, race, colour, gender, age, language, religion, political or other opinion, disability or other status;
      • Conduct yourself in an appropriate manner in all of your dealings with children;
      • Comply with ROAM’s Child Protection Policy regarding the safety of children
    • You must advise ROAM immediately in writing if you are accused of or charged with, arrested for, or convicted of, criminal offences relating to child abuse or exploitation. ROAM may suspend the assessment of your application or participation in a study tour during formal investigations relating to child abuse or protection.
  6. Miscellaneous
    • You warrant that all information You have provided to ROAM in relation to your application and participation in the Study Tour is accurate and complete.
    • These terms and conditions form the entire agreement between ROAM and You in relation to applying for, and participating in, a study tour. To the extent permitted by law, any term of condition which would by operation of law be implied into these terms and conditions is excluded.
    • Any provision of these terms and conditions which is held to be void, invalid or otherwise unenforceable will be deemed to be removed from the terms and conditions. This will not affect the validity or enforceability of the remaining terms and conditions.
    • These terms and conditions are governed by the laws of South Australia. The courts of South Australia and courts with jurisdiction to hear appeals from these courts have exclusive jurisdiction to determine matters arising under these terms and conditions.