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TERMS & CONDITIONS

Booking Terms, Conditions and Waiver

These Booking Terms, Conditions and Waiver (“Terms”) govern all bookings for the Tour of Fiji cycling event (“Event”) and form the agreement between the attendee, rider, or accompanying traveller (“you”) and Samoa Events Ltd (“Samoa Events”).

By making a booking, paying a deposit, paying an instalment, attending the Event, or participating in any Event activity, you acknowledge that you have read, understood, and agree to be bound by these Terms.

 

PART A – BOOKING TERMS

 

1. Event Organiser

Samoa Events Ltd is the event owner and organiser of the Tour of Fiji.

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2. Package Inclusions

Your package includes only those items specifically listed in your booking confirmation. Any item not specifically included is at your own cost.

This may include, where stated in your booking confirmation, event registration, accommodation, meals, airport transfers, official Event transport, ride support, and selected Event activities.

Flights, airfares, airline baggage, and bicycle carriage are not included in the package unless expressly stated in your booking confirmation.

Bicycle hire, mechanical services, spare parts, nutrition, personal equipment, and optional activities are included only where expressly stated.

 

3. Deposit Payment

A non-refundable Tour of Fiji registration deposit of NZD $500 per person must be paid to Samoa Events Ltd to confirm your attendance.

Your place at the Tour of Fiji is secured only when Samoa Events has received the registration deposit. The deposit is included in the full package price.

 

4. Package Payments

The balance of the package price will be due on the date specified in your booking confirmation or Statement of Account.

If your booking is made after the package-balance due date, the full package price must be paid immediately.

Full payment is required before Event confirmation or travel documents, where applicable, are issued.

 

5. Price Changes

Package prices may increase due to currency fluctuations, government charges, supplier pricing changes, accommodation changes, or circumstances beyond Samoa Events’ reasonable control.

Samoa Events will notify you as soon as reasonably practicable of any price change affecting your booking.

 

6. Payment Process

All package payments are payable to Samoa Events Ltd.

Bank account details and payment instructions will be included on your booking confirmation or Statement of Account. Please quote your booking number and surname with every payment.

Package prices are based on payment by bank transfer, direct credit, or another payment method advised by Samoa Events. Credit-card payments may incur an additional convenience fee, which will be advised at the time of quoting.

Payments are made in New Zealand dollars. Currency-conversion rates may vary depending on the exchange rate at the time of payment.

 

7. Package Amendments

Any amendment requested by an attendee may incur additional costs, supplier fees, accommodation fees, or administration fees.

Any increase in package costs resulting from an amendment must be paid by the attendee.

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PART B – CANCELLATIONS

 

8. Cancellation by You

Due to the costs involved in securing your booking, a cancellation fee will apply if you choose not to attend the Tour of Fiji.

In addition to any accommodation, supplier, or other third-party cancellation charges, the following cancellation fees apply:

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On or before the package-balance due date - Tour of Fiji registration deposit of NZD $500.

After the package-balance due date and before the final cancellation date advised by Samoa Events - Tour of Fiji registration deposit, plus NZD $1,250 per person.

From the final cancellation date advised by Samoa Events - Full package price.

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Any payments made in excess of the applicable cancellation fee will be refunded to you, subject to any non-refundable costs incurred by Samoa Events, accommodation providers, or other suppliers.

Travel insurance is compulsory. You should purchase travel insurance at the time you pay your deposit to ensure you are eligible for cancellation and curtailment cover.

 

9. Cancellation, Postponement or Restructuring by Samoa Events

In the unlikely event that the Tour of Fiji cannot be held on the advertised dates for reasons outside Samoa Events’ reasonable control, including force majeure events such as severe weather, natural disasters, road closures, equipment or transport disruptions, acts of government or other authorities, border closures, communicable disease, war, hostilities, civil disturbance, strikes, riots, theft, medical or customs requirements, or any other event beyond Samoa Events’ reasonable control, Samoa Events may postpone, reschedule, restructure, or cancel the Event.

Where the Event is rescheduled or restructured, your registration deposit and any instalment payments will, where practicable, be transferred in full to the rescheduled or restructured Event.

If you choose not to attend the rescheduled or restructured Event, a cancellation fee of NZD $750 per person will apply, together with forfeiture of the Tour of Fiji registration deposit, plus any non-refundable accommodation, supplier, or other third-party costs. Any payments remaining after those deductions will be refunded to you.

Samoa Events strongly recommends that you purchase travel insurance immediately after registering and before paying any instalment, to cover unforeseen circumstances that may prevent you from attending the Event.

 

PART C – TRAVEL TERMS

 

10. Passports and Visas

All travellers must hold a valid passport. Your passport must be valid for at least six months from your intended date of departure from Fiji.

A copy of the photograph and details pages of your passport must be provided to Samoa Events before Event confirmation or travel documents, where applicable, are issued.

If you are not travelling on a New Zealand passport, please advise Samoa Events so that visa requirements can be checked. While assistance may be provided, obtaining and holding a valid passport and any required visa remains your responsibility.

 

11. Travel Insurance

Travel insurance is compulsory for all attendees at the Tour of Fiji.

You must arrange travel insurance that covers your participation in the Tour of Fiji and associated travel. If you reside or are travelling from outside New Zealand, you must arrange your own travel-insurance policy with a provider in your country of residence.

At a minimum, your travel insurance must include cover for:

  • Cancellation or amendment of your booking due to unforeseen events;

  • Medical expenses, emergency evacuation, and repatriation;

  • Participation in cycling events and associated travel;

  • Lost, stolen, or damaged luggage, personal belongings, and money.

You should purchase travel insurance when you pay your deposit to obtain the benefit of cancellation and curtailment cover. There may be no cover for carrier, operator, supplier, or agent default.

All attendees must provide a copy of their travel-insurance policy to Samoa Events before their departure date. Samoa Events may refuse Event participation, or cancel a booking without refund, if proof of compulsory travel insurance is not provided.

 

12. Race Insurance

Race insurance is highly recommended for all riders and their bicycles.

Travel insurance may not cover every risk associated with competitive or recreational cycling, including bicycle damage, bicycle theft, mechanical failure, race-day incidents, personal injury, third-party liability, or loss of entry fees.

Riders should consider race insurance that provides cover for:

  • Personal accident or injury while riding;

  • Bicycle damage, loss, theft, or mechanical failure;

  • Third-party property damage or personal injury;

  • Event-entry-fee protection;

  • Emergency evacuation and medical expenses arising from a cycling incident.

It is your responsibility to ensure that your insurance policy covers your intended cycling activities, including any race, timed ride, training ride, or supported ride you intend to enter. Samoa Events does not provide race insurance unless expressly stated in your booking confirmation.

 

13. Third-Party Suppliers

Accommodation providers, transport providers, ferry operators, resorts, tour operators, bicycle-transfer providers, and other suppliers operate independently of Samoa Events.

Samoa Events will exercise reasonable care in selecting suppliers but does not control their operations and is not responsible for their acts, omissions, services, or failures.

 

PART D – EVENT TERMS

 

14. Event Definition

The Event includes:

  • Official cycling events, rides, races, and timed segments;

  • Official briefings, registrations, and rider check-in;

  • Presentations, prize-givings, and awards;

  • Training rides, clinics, or skills sessions;

  • Official social functions;

  • Organised transport arranged by Samoa Events for official Event activities;

  • Official mechanical, medical, safety, and course-support services where expressly provided.

The Event does not include personal sightseeing, independent recreational activities, private training, unauthorised rides, or activities undertaken independently outside the official Event programme.

 

15. Acknowledgement of Risk

Attendance at and participation in the Tour of Fiji involve inherent risks, including travel and transport risks, road and traffic hazards, weather conditions, heat, humidity, fatigue, dehydration, physical exertion, mechanical failure, bicycle defects, collisions, falls, medical emergencies, the acts or omissions of other riders, road-surface conditions, animals, and risks that may remain despite reasonable safety measures implemented by Samoa Events and its contractors.

You voluntarily accept and assume those risks.

 

16. Personal Responsibility

You agree to:

  • Follow all Event rules, road rules, traffic laws, and directions from Samoa Events, ride marshals, commissaires, safety personnel, medical personnel, and Event officials;

  • Ride responsibly, safely, and within your ability;

  • Wear an approved bicycle helmet whenever required;

  • Ensure your bicycle is roadworthy and suitable for the Event;

  • Provide relevant medical information where requested;

  • Take reasonable care for your own safety and the safety of other riders, spectators, volunteers, and road users;

  • Not participate while under the influence of alcohol, drugs, or any substance that may impair your ability to ride safely.

 

17. Event Changes

Samoa Events may change Event locations, routes, distances, start times, schedules, course formats, support arrangements, activities, and programme elements where reasonably required for safety, weather, road, traffic, operational, regulatory, or logistical reasons.

Where reasonably practicable, Samoa Events will notify participants of material changes before or during the Event.

 

PART E – CYCLING PARTICIPANT TERMS

 

18. Application

Clauses 19 to 24 apply to all attendees participating in cycling events, rides, races, or other on-bike Event activities.

 

19. Fitness to Participate

You confirm that you are adequately trained, medically fit, and capable of completing the cycling event, ride, or distance for which you have registered.

If you have a medical condition, injury, or other circumstance that may affect your ability to participate safely, you should seek appropriate medical advice before registering or participating.

 

20. Cycling Risks

You acknowledge that road cycling and Event riding involve inherent risks, including collisions with other riders, vehicles, pedestrians, objects, or animals; falls; punctures; mechanical failure; brake, wheel, tyre, or component failure; road hazards; poor visibility; weather; heat; dehydration; fatigue; and medical emergencies.

You acknowledge that these risks may result in serious injury, permanent disability, or death.

 

21. Bicycle and Equipment

You are responsible for the roadworthiness, maintenance, safety, and suitability of your bicycle, helmet, clothing, lights, and other equipment.

Your bicycle must be in safe working order before participation. Samoa Events, Event officials, and mechanics may refuse participation, or require a bicycle to be withdrawn from an Event activity, if they consider it unsafe or unsuitable.

Samoa Events is not responsible for loss, theft, damage, or mechanical failure of bicycles, components, accessories, or personal equipment, except where caused by Samoa Events’ negligence and to the extent liability cannot lawfully be excluded.

 

22. Event Safety

Safety measures, marshals, medical support, route markings, support vehicles, and communications reduce but cannot eliminate risk.

Participants must attend and comply with all safety briefings, rider instructions, route briefings, and directions issued by Samoa Events or its Event officials.

 

23. Course Changes

Cycling routes, courses, distances, timings, and Event formats may change due to weather, road conditions, traffic, safety concerns, emergencies, or operational requirements.

 

24. Support and Retirement

If you withdraw from, are unable to complete, or are directed to stop a ride or race, you must follow the instructions of Event officials, safety personnel, or medical personnel.

Samoa Events does not guarantee that sweep vehicles, mechanical support, medical support, or transport will be immediately available at all points along the route.

 

PART F – LEGAL TERMS

 

25. Release

To the maximum extent permitted by law, attendees release Samoa Events Ltd and its directors, officers, employees, contractors, volunteers, Event officials, agents, sponsors, venue operators, transport providers, and Event partners from claims arising directly from the inherent risks associated with attendance at and participation in the Event, including risks that remain despite the implementation of reasonable safety measures and procedures.

Nothing in these Terms excludes, restricts, or modifies any rights or remedies that cannot lawfully be excluded, restricted, or modified under applicable law, including rights under the New Zealand Consumer Guarantees Act 1993 or Fair Trading Act 1986 where those laws apply.

 

26. Indemnity

Attendees indemnify Samoa Events Ltd and its directors, officers, employees, contractors, volunteers, Event officials, agents, sponsors, venue operators, transport providers, and Event partners against claims, losses, costs, damages, and expenses arising directly or indirectly from:

  • The attendee’s wilful misconduct, reckless behaviour, negligent conduct, or deliberate breach of these Terms;

  • The attendee’s failure to follow reasonable directions or safety instructions issued by Samoa Events or its Event officials;

  • Injury, loss, or damage caused to another person or property by the attendee;

  • The attendee’s participation in the Event, including claims arising from the negligence of Samoa Events, its contractors, Event officials, suppliers, venue operators, transport providers, sponsors, or Event partners, except to the extent that such liability cannot lawfully be excluded, released, or indemnified under applicable law.

 

27. Medical Treatment

Attendees authorise Samoa Events, Event officials, and medical personnel to obtain and administer medical treatment where the attendee is unable to provide consent.

Attendees acknowledge that they remain responsible for any costs associated with medical treatment, ambulance transport, evacuation, repatriation, or hospital care, subject to the terms of their travel or race insurance.

 

28. Photography and Media

Attendees consent to the use of their name, image, voice, likeness, and Event results for Event promotion, reporting, broadcasting, social media, and marketing purposes.

 

29. Event Photography

Attendees consent to contact from official Event photographers and acknowledge that photographs or video taken during the Event may be used for promotional purposes.

 

30. Personal Property

Attendees remain responsible for their personal belongings, bicycles, components, helmets, cycling equipment, luggage, and valuables at all times.

 

31. Privacy

Personal information will be collected, held, used, and disclosed in accordance with the Privacy Act 2020 and Samoa Events’ privacy policy.

 

32. Event Communications

Attendees consent to receiving Event communications, including safety information, schedule changes, and operational updates. Attendees may unsubscribe from marketing communications at any time.

 

33. Governing Law

These Terms are governed by the laws of New Zealand.

 

34. Dispute Resolution

The parties agree to attempt good-faith discussions, followed by mediation where practicable, before commencing court proceedings.

 

35. Severability

If any provision of these Terms is invalid or unenforceable, the remaining provisions remain in full force and effect.

 

36. Entire Agreement

These Terms constitute the entire agreement between Samoa Events and the attendee in relation to the Event and supersede all prior discussions, representations, and understandings.

 

PART G – ACKNOWLEDGEMENT

 

37. Acknowledgement

By completing a booking, paying a deposit, attending the Event, or participating in any Event activity, you acknowledge that:

  • You have read and understood these Terms;

  • You understand the risks associated with attendance at the Event;

  • If participating in a cycling event, you understand the risks associated with road cycling and Event riding;

  • You agree to be bound by these Terms.

 

38. Age Requirement

You confirm that you will meet the minimum age requirements specified for the Event.

If you are under 18 years of age, a parent or legal guardian must review and accept these Terms on your behalf where required.

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