Terms & Conditions

These Terms and Conditions set out the terms on which you contract with us for the arrangement and delivery of travel arrangements for your trip. By making a booking with us, you acknowledge that you have read, understood and agree to be bound by these Terms and Conditions. We reserve the right to change these Terms and Conditions at any time prior to you making a booking request.

“You” and “Your” means all persons named in a booking (including anyone who is added or substituted at a later date). “We”, “us”, “our” and “Railway Adventures” means Off the Rails Pty Ltd. trading as Railway Adventures.

In these Terms and Conditions, the term Force Majeure means an event or events beyond our control and which we could not have reasonably prevented, and includes but is not limited to: (a) natural disasters (including not limited to flooding, fire, earthquake, landslide, volcanic eruption), adverse weather conditions (including hurricane or cyclone), high or low water levels; (b) war, armed conflict, industrial dispute, civil strife, terrorist activity or the threat of such acts; epidemic, pandemic; (d) any new or change in law, order, decree, rule or regulation of any government authority (including travel advisories and restrictions).

Last updated 10 April 2024

For bookings made prior to this update, the terms and conditions stated on the Booking Form you completed will apply.


The services we provide to you are limited to (a) the arrangement and coordination of your travel arrangements; and (b) the delivery of travel arrangements which we directly control. This includes (often significant) work undertaken prior to travel to arrange and coordinate the delivery of your travel arrangements.


Prices stated are in Australian Dollars ($AUD) and are current at the time of publication. All tour prices include accommodation and all meals specified in the brochure.  

In pricing tours, Railway Adventures does everything in its power to predict things like foreign exchange rates and unexpected increases to train costs and track access fees.  However, on some occasions, there may be something out of our control that requires us to amend the published tour price to enable it to proceed.  If this happens, we reserve the right to amend the tour price and we commit to personally advising you of this if it happens.

Generally, prices will not be increased after final payment has been received, although we reserve the right to do so if the unexpected changes require the price to be amended to enable us to deliver the tour.  We will not surcharge for currency fluctuations once full payment has been received by us.

International and domestic airfares and airport/hotel transfers are not included unless specifically stated. Costs associated with passports, visas, vaccinations, insurance, meals (other than those stipulated), emergency evacuation costs, and all items of a personal nature are not included.


All Railway Adventures tours are based on a minimum number of passengers travelling. If a tour fails to satisfy minimum numbers, the tour may be cancelled. If the tour is cancelled, we will notify you prior to the due date of the final payment, and we will at your election refund you all payments made or credit payments towards another tour. We will not be responsible for any other travel arrangements affected by, or any additional costs incurred, as a result of cancellation.


All itineraries are correct at the time of publishing.  However, occasionally, circumstances beyond the control of Railway Adventures make it necessary to change some details, such as a hotel, restaurant or scheduled excursions.  In these instances, Railway Adventures will advise you of the change and commit to providing an alternative of the same standard.


Travel insurance is compulsory for all international tours.  It is a condition of your booking that you are adequately insured for the duration of your trip. We recommend comprehensive travel insurance to cover cancellation, medical requirements, luggage, repatriations and additional expenses. The choice of insurer is yours. We strongly suggest you purchase insurance at the time you pay your deposit. This is because cancellation fees and charges are payable from that time.

While not compulsory for domestic travel, we highly recommend it.


Railway Adventures does not include travel to and from a tour in the cost of our tours.  Contact us if you need assistance booking any travel to and from the tour.

Many of our tours commence with a train journey or finish with one.  Railway Adventures strongly recommends that you allow for last minute changes to these schedules and do not make any travel arrangements to a tour starting point or onward travel on the final day of rail travel that do not provide any flexibility.  

When making travel arrangements for international tours, we usually like to meet at 6pm for welcome drinks at our hotel before going on to the Welcome Dinner, the first arranged gathering for the tour.  We strongly recommend that you arrange your travel to enable you to be at the hotel and checked in by 6pm.


All departure and arrival times are correct at the time of publishing.  However, they are subject to change at any time and, where listed, should be used as a guideline only. You accept that Railway Adventures does not own or control any train, rail equipment, coach, flight or infrastructure and has no control over the operation of any railway tracks. Scheduled passenger and freight trains will at all times have priority over heritage trains and, as such, timetables can change at any time throughout each day of operation.


Railway Adventures is not responsible for any schedule changes imposed by airlines. Whilst we will do our best to reschedule your touring and accommodation, Railway Adventures is not responsible for any additional costs nor services missed as a result of an airline-imposed schedule change.


A Railway Adventures tour is for independently minded travellers with good levels of mobility. We don’t put specific age limits on our tours but we do impose a firm policy on the level of fitness required by all our clients. This is to ensure your safety, and the safety of other travellers. Because of this, we reserve the right to refuse bookings if we feel that the requirements of the tour are too demanding.

All of our tours require a MODERATE level of age-appropriate fitness for the overall benefit of the group and the amenity of the tour.  An average Railway Adventure tour requires you to be able to (including but not limited to); 

  1. negotiate your way through airports and railway stations without wheelchair assistance
  2. use combined shower/bath facilities if walk-in showers are not available
  3. undertake walking tour of 1-2 hours duration, including using stairs, walking over cobblestones and other uneven surfaces
  4. stand for periods of time in museums and historical/architectural sites, etc.
  5. embark/disembark coaches, trains and other methods of transportation without assistance
  6. handle your own luggage.

Your booking form requires you to provide information about your general health and fitness, specifically in relation to standing, walking, using stairs, handling your luggage, or any hearing and vision impairment.  It is your responsibility to provide honest answers.

Railway Adventures reserves the right to ask you to leave a tour if you have misrepresented your general health and fitness level to the extent your requirements cannot be easily accommodated or the impact on the rest of the group is too significant.

It is also important to note there can be limited medical facilities in remote areas.


Passengers must inform us of any medical conditions which may affect your ability to fully participate in the tour, or the possibility that you will require medical attention while travelling.  You are responsible for managing any existing medical conditions, your medication and any medical equipment that you may need when on tour. 

It is your responsibility to ensure that you are aware of any health requirements for your travel destinations and to ensure that you carry all necessary vaccination documentation and proof of prescription medication for International travel.

We strongly suggest you plan for contingencies and take extra medication, dietary supplements and/or fully charged batteries for medical equipment if your health and safety depend on these. You should also travel with the correct power adaptor for your destination to ensure you can charge your equipment.  Railway Adventures does not take any responsibility for damage caused to you or your equipment due to power failures at any of the destinations the tour travels to.

If you are travelling as part of a couple, we request that you ensure your travel partner is fully versed on your requirements.  If you are a solo traveller, you may wish to confidentially advise your Tour Leader of any specific medications/instructions you have should something happen.

At our discretion we, including the service provider, can exclude you from a tour or in any activity if we consider that you are unable to safely participate in that tour or activity or if we consider your participation may place the safety of other guests at risk. 

We reserve the right to cancel your booking if any changed or non-disclosed medical conditions mean that you will require special assistance from our personnel which we cannot reasonably provide. We strongly suggest that your travel insurance policy includes comprehensive cancellation coverage.

In the case of any medical incident on tour, your Tour Leader will apply basic First Aid and call an ambulance, have you transferred to the nearest hospital, advise them of as much as they know about your condition, and call your emergency contact immediately.  Railway Adventures does not accept any liability for any outcome related to medical staff not having the appropriate information to treat you accordingly.

We will not be liable for any damage, injury, death or loss of any kind arising from your failure to fully disclose relevant medical information or resulting from any pre-existing medical condition.


Your booking form requires you to provide information about your dietary requirements.  It is your responsibility to provide honest and fully informative answers.   It is essential that life threatening allergies be identified separately and clearly from food intolerances and/or dietary preferences.

Once informed, Railway Adventures will make every effort to organise meals to suit your requirements while on tour.  Catering to meet dietary requirements is done on an ‘as required’ basis.   If you have not advised us, we may not be able to make alternative arrangements at short notice.  Railway Adventures is not liable for any outcome that results from a food allergy that was not disclosed in the booking form.  

We strongly recommend you research dietary alternatives, as not all destinations may be able to offer suitable food substitutes.  Railway Adventures is not liable for any allergy contracted at a meal of your own choosing during free times in the itinerary.


Final tour documentation is distributed approximately 2 weeks prior to departure.  The documents are always sent digitally and generally, a hard copy is also posted to you via Australia Post or given to you at the start of a tour.

Other travel documents may include, but not be limited to, things such as airline tickets, travel insurance,  airport transfer vouchers, or vouchers for pre and post accommodation you may have requested.

Travel documents are subject to individual conditions and/or restrictions. These can include being non-refundable, non-date-changeable and subject to cancellation and/or amendment fees. All travel documents are non-transferable. 

All airline tickets must be issued in the identical name of the passport/driver’s licence holder, as airlines are at liberty to deny carriage if the name varies, and the booking may be cancelled. Any related fees to amend incorrect travel documents will be at the traveller’s own expense.  


For International Travel your passport must have at least 6 months validity from the date of your planned return to Australia.  Railway Adventures is not responsible for any travel restrictions that may be placed on you as a result of your passport not being valid.


Many destinations require a valid Visa for entry.  In the majority of cases, Visas can be quickly secured online.  Railway Adventures will provide you with the information you require, including the  earliest possible date you can apply and a link to the recommended digital site to complete the  application.  While Railway Adventures will provide support and assistance, it is ultimately the passport holder’s responsibility to secure their Visa to travel.  Railway Adventures is not responsible for any travel restrictions placed on travellers for not having the correct Visa.


A booking request is accepted when we issue a written booking confirmation and you have paid your deposit(s) as stated on the received invoice. It is at this point that a contract between us and you comes into existence subject to these Terms and Conditions. We reserve the right to decline any booking at our discretion. No employee of ours other than a Company Director has the authority to vary or omit any of these Booking Conditions or to promise any discount, refund or credit.


A guarantee of full payment is required at the time of booking for all bookings received within 4 weeks of departure.


If a single room is required, then a single room surcharge will apply. The applicable surcharge is clearly stated in the tour price on the brochure.  


We understand that many of our clients may have children or grandchildren. Children 16 years and over are welcome on our tours. 


If you place a booking on behalf of another party, you represent and warrant us that you are duly authorised to provide the agreement and consent of the other party to be bound by these Terms and Conditions. You agree that you will be responsible for any loss or damage we incur if this is not the case.


A deposit of between $250 to $1000 Per Person, depending on the tour, is required with 7 days (unless otherwise stated) to reserve your place on a Railway Adventures tour.  The deposit represents a fee payable to us for services associated with the processing and confirmation of your booking and any consultations on travel arrangements that we may provide to you. Your place on the tour is not confirmed until the deposit has been received.  If your deposit is not received, and our attempts to secure it have failed, Railway Adventures reserves the right to cancel your booking and offer your place to another traveller.


Payments can be made by credit card, cheque, cash, or electronically to Railway Adventure’s bank account.  Payment details are provided on the invoice sent to you.

We accept Visa, Mastercard and American Express credit cards.  Credit card merchant charges apply to all credit card transactions. No fees apply to other forms of payment.


We reserve the right to cancel a tour for any reason such as a failure to reach the minimum passenger number, or if a supplier advises they are no longer able to provide the service, or in the event of force majeure.  


Force Majeure – Prior to travel

If in our reasonable opinion we (either directly or through our employees, contractors, suppliers or agents) consider that your travel arrangements cannot safely or lawfully proceed due to a Force Majeure Event then we at our discretion may elect to:

  1. reschedule your travel arrangements (in whole or in part); and/or
  2. cancel your travel arrangements (in whole or in part), in which case our contract with you will terminate (in whole or in part).

If we cancel any of your travel arrangements due to Force Majeure, neither of us will have any claim for damages against the other for the cancelled arrangements. However, we will refund payments attributable to the cancelled travel arrangements less: (a) unrecoverable third party costs and other expenses incurred by us for the cancelled travel arrangements; (b) overhead charges incurred by us relative to the price of the cancelled travel arrangements; and (c) fair compensation for work undertaken by us in relation to the cancelled travel arrangements until the time of cancellation and in connection with the processing of any refund.

Force Majeure – During travel

If due to Force Majeure we cancel travel arrangements after your trip has commenced, we will provide you with a refund of recoverable third party costs for cancelled travel arrangements only.

Force Majeure – General

If we provide you with any alternative services or assistance where travel arrangements are cancelled or rescheduled due to Force Majeure, then you agree the amount to be refunded to you will be reduced by the value of these services and assistance.

You acknowledge that the terms in this section are reasonably necessary to protect our legitimate business interests. We strongly encourage you to purchase travel insurance that adequately responds to cancellation and rescheduling risks associated with Force Majeure events.

Other cancellations by us

If we cancel your travel arrangements for reasons other than Force Majeure, you will be offered (at your election) a refund of all funds paid, or the offer of a trip of substantially equal quality if appropriate.

We will not be responsible to you for any other expenses or loss you incur if your travel arrangements are rescheduled or cancelled whether or not due to Force Majeure.


If you cancel your booking on a departure, the following terms apply. 

We take the day on which you cancel as being the day on which we receive written confirmation of your cancellation.  You can provide this information be emailing [email protected]

Any promotional discounts such as Early Bird discounts will not be applied to cancellations.  

(For all bookings received prior to May 1st 2024, the terms and conditions on your booking form will apply.)


Final payment is required 45 days prior to the tour departure date.  If payment is not received, Railway Adventures reserves the right to offer your place to another traveller.


If you decide to cancel your booking the following charges will apply:

  • More than 45 days before departure – Fully refundable
  • 31-45 days prior to departure  – your deposit is non-refundable and we will refund 50% of the balance paid 
  • 0-30 days prior to departure – no refund available 


Final payment is required 60 days prior to departure.  If payment is not received, Railway Adventures reserves the right to offer your place to another traveller.


If you decide to cancel your booking the following terms apply:

  • More than 90 days prior to tour departure – Fully refundable 
  • 61-90 days prior to tour departure – your deposit is non-refundable but can be credited to another Railway Adventures tour departing within 12 months of the original tour you booked.  
  • 0-60 days prior to tour departure – no refund


If you depart on a tour but are required to leave it for some reason, or elect not to participate in a portion of the tour, we are unable to provide  refunds for any unused portions of the tour, such as meals, entry fees, accommodation, flights or transfers.

If a tour has departed but is then has to be abandoned due to Force Majeure, Railway Adventures will do everything in its power to secure as many refunds as possible from our suppliers and return whatever monies it can to you.  It is important to note here that once a tour is in progress, our suppliers are not required to provide refunds in the case of the tour being cancelled for any reason.



For security reasons, airlines and our overseas suppliers require names to be given exactly as stated in your passport. If you do not advise the correct information and we have to re-issue airline tickets or other documentation, then you will be responsible for any fees charged (such as airline cancellation charges or re-issue fees) in addition to our own reasonable administration fees.

TAXES (International Tours) 

Certain taxes are mandatory in various countries. There may also be additional local taxes charged at some airports or at hotels. In pricing our tours, taxes and service charges are included in the price.  However, all taxes are subject to change without notice.


When on tour, you may be offered the opportunity to engage in optional activities not included in the itinerary or tour price. You acknowledge and agree that such activities are at your own expense and may be inherently risky.  Railway Adventures will not be responsible to you for any loss, damage, injury or accident that may occur as a result of your participation in an optional activity.


Unless advised otherwise, passengers may not bring and consume their own alcohol on board any train. Passengers found to be doing so may have such beverages confiscated and returned to them at the conclusion of the journey.

Unless included in the itinerary, alcohol consumed on tour is at the passenger’s own expense. 

Drunken behaviour will not be tolerated on any Railway Adventures tour.  Railway Adventures reserves the right to ask you to leave a tour if your alcohol consumption is creating discomfort for the Tour Leader or other passengers.  


All trains booked by Railway Adventures have appropriate toilet facilities on board.  However, many heritage trains largely retain their original bathroom/toilet facilities and are either traditional lavatory or pull-down pan type. Should these facilities receive heavy use they may from time to time run out of water and therefore be put out of service. The Tour Leader,  together with the train operator, will endeavour to have the train water tanks refilled at the next available opportunity. You accept that heritage equipment is being used and may from time to time experience a failure of one type or another. The Tour Leader will endeavour to rectify such issues as soon as is practicable and keep you informed throughout.


Railway Adventures does not have any direct control or influence over where or when station platform toilet facilities are open and available. 


We recommend you don’t bring more with you on tour than you need. Heritage trains often have limited space for luggage, in which case large suitcases cannot be accommodated. Additionally, some internal flights included in the itinerary have luggage restrictions relevant to the size of the aircraft.  Lastly, you must be able to handle your own luggage. Ideally, for all these reasons, we recommend travellers limit their packing to one small suitcase each. 


While on tour with Railway Adventures, the person in charge is the Tour Leader.  By travelling as part of the group, you agree to respect all instructions and decisions made by the Tour Leader on behalf of the group.


When joining a group tour, you undertake to conduct yourself in a manner conducive to good group dynamics.

All passengers are expected to behave in a respectful and courteous manner toward other passengers, Railway Adventures staff and any of our suppliers with whom passengers have contact during the tour.  There are some behaviours that will not be tolerated, including but not limited to, physical or verbal assault of another person; drunkenness that impacts the amenity of others; harassment (sexual or otherwise); racially driven offensive language and/or behaviour; bullying. 

Depending on the seriousness of the situation, Railway Adventures reserves the right to require an offending passenger to leave the tour as soon as practicable. In such circumstances, no refund for unused services or other financial compensation is payable, and you will be responsible for any additional costs you incur.

IMAGE RELEASE (Photo and Video)

While on tour, your Tour Leader and/or other travellers may take photographs or make video recordings of you that may identify you.  If you have not specifically advised otherwise in writing prior to the tour departure, Railway Adventures reserves the right to use any and all photographs and/or recordings made on tour for promotional and marketing purposes. In using such images, we undertake not to reveal your name, contact details or other personal information. You consent to the use of such images or recordings by Railway Adventures and you acknowledge that you will not be entitled to payment or any other compensation for the use of such images or recordings. 


Railway Adventures is happy to arrange travel and accommodation requirements outside the advertised tour dates.  This may include accommodation, independent touring, and private tour extension arrangements provided by a third party.

Your Railway Adventures Consultant will conduct the necessary work to complete the arrangements for you.  

Should you cancel the arrangements, the following cancellation fees apply:

  1. A fee not greater than 15% of the booking value to compensate us for work performed up until the time of cancellation; and
  2. A fee not greater than 5% of the booking value to compensate us for processing the cancellation and any associated refund.

Please note that these are our fees only. The principal suppliers of Pre & Post accommodation, Independent Travel, Tour Extensions and the suppliers of any other third party arrangements may also impose cancellation fees in accordance with their own terms and conditions.



If due to any illness, suspected illness or failure to satisfy any required medical tests or country specific vaccination requirements: 

  1. an airline or other common carrier refuses you carriage; or
  2. a hotel or vessel refuses to accommodate you; or
  3. we or our suppliers (acting reasonably) exclude you from the trip

and you are consequently prevented from commencing or continuing your trip, then:

  • if you have already commenced your trip, we will provide you with reasonable assistance to arrange alternative travel arrangements or to continue the trip. This will be at your cost.
  • if you have not commenced your trip then we regret we will not be in a position to provide such assistance and our normal cancellation fees will apply.

We will not be liable to refund the cost of your trip (or any part of it) because we would have already paid (or committed to pay) suppliers and we would have already performed significant work preparing for the delivery of your trip and servicing your booking. 

We will not be responsible for any other loss or loss you incur in connection with your booking (for example, airfares and visa expenses) if you are prevented from commencing or continuing your trip in these circumstances.


Railway Adventures is not responsible for any additional activities or excursions which are not included in the booked itinerary or which we sell as an agent for the principal operator. Any advice or recommendation made by a guide or local representative does not make us responsible.


Where a third party over whom we have no direct control (Independent Supplier) is the supplier of travel arrangements that form part of your trip, you acknowledge that our obligations to you are limited to taking reasonable steps to select a reputable Independent Supplier and arranging for them to provide those travel arrangements to you. Independent Suppliers over whom we have no direct control include but are not limited to airlines, railway and cruise operators, hoteliers, independent transport companies (i.e., vehicles not operated by us) and common carriers.

To the fullest extent permitted by law, we will not be responsible to you for any loss, damage, personal injury or delay attributable to the actions or omissions of an Independent Supplier.  Any claims you have in this regard must be made against the Independent Supplier. You acknowledge that the Independent Supplier’s liability to you may be limited by their own terms and conditions. 

Under circumstances where liability cannot be excluded, such liability is limited to the value of the purchased travel arrangements. We do not accept any liability in contract, tort or otherwise for any injury, damage, loss (including consequential loss), delay, additional expense or inconvenience caused directly or indirectly by force or any other event which is beyond our control which is not preventable by reasonable diligence on our part.


To the extent only that we are the principal supplier to you of travel arrangements or other services which we control, then we will provide those travel arrangements and services with reasonable skill and care.

We will only be responsible for our employees in the course of their employment, and for our agents and suppliers (where we are not the supplier’s agent or where the supplier is not an Independent Supplier) if they were carrying out the work we had asked them to do.

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. We will not be responsible for any loss or additional expenses you incur for any missed connections/services attributable to delays.

You acknowledge that travel arrangements or services which comply with local laws and regulations will be deemed to have been properly performed, even if this would not be considered the case in Australia.

Australian Consumer Law and corresponding legislation in State jurisdictions in certain circumstances imply mandatory conditions and warranties into consumer contracts (“Consumer Warranties”). These Booking Conditions do not exclude or limit the application of the Consumer Warranties. Other than the Consumer Warranties, we disclaim all warranties.

To the fullest extent permitted by law, our maximum liability to you under these Terms and Conditions, in tort (including negligence) or at law is limited to arranging for the travel arrangements to be resupplied or payment of the cost of having them resupplied.


You acknowledge that travel involves personal risks which may be greater than those present in your everyday life. You acknowledge that your choice to travel is made by you alone and you accept any additional personal risks associated with your travel. To the fullest extent permitted by law, we disclaim any liability for these risks.


In the event of a problem with any aspect of your travel arrangements you must tell us or make the Tour Leader or our local supplier aware of such problems immediately.

We will only consider and be responsible for claims made against us where we or our suppliers have had the opportunity to put things right on the ground. If you notify us of a problem during travel and we haven’t resolved it to your satisfaction, then you must make any claim in writing within 30 days from the end of your travel arrangements. Any complaints will be fully investigated and feedback provided to you. You understand that making a claim does not guarantee any financial compensation.



The contract between Off the Rails Pty Ltd trading as Railway Adventures and you is governed by the laws of the State of New South Wales. Any disputes shall be dealt with by a court with the appropriate jurisdiction in New South Wales.

If any provision of these Booking Conditions is found to be unenforceable, then to the extent possible it will be severed without affecting the remaining provisions.


Railway Adventures are committed to protecting the privacy and confidentiality of personal information.  Any personal information you provide to us will be collected, stored, used, protected and shared in accordance with Australian Privacy Principles, and our Privacy Policy, which is published here.


Railway Adventures do not accept any liability whatsoever for the acts, omissions or default, whether negligent or otherwise, of third-party providers over whom we have no direct control.Railway Adventures will use all reasonable endeavours to provide the tour you have booked in accordance with the advertised itinerary. However, due to the nature of travel, it may not always be possible for the Railway Adventures to adhere strictly to the original itinerary. When circumstances beyond the control of Railway Adventures occur, they reserve the right to make alterations to the tour or itinerary accordingly, before or after the commencement of the tour. Any changes to the itinerary will be notified to you via phone, email or via your Tour Leader.

To the maximum extent permitted by law, you agree that the Facilitator is not liable to you for, and you release the Facilitator from, any cost, claim, loss, damage or expense whatsoever arising either directly or indirectly in connection with any alteration to your itinerary or substitution carried out in accordance with this clause. This includes without limitation any claim for distress, disappointment or loss of enjoyment arising from the alteration(s). This is also applicable to any personal expenses incurred by you including food, beverages and personal items or costs associated with any other travel arrangements affected by the changes, including any costs and expenses incurred by you for cancelling or changing those other arrangements or arising from a failure to meet a connection.

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