1. Prices effective 26 August 2016.
2. The price quoted on booking confirmation letter is held firm for 14 days from the date of the letter.
3. A booking made after this time is subject to any price charges.
4. In the case of a price rise for the event, airline, accommodation, Government fees, or other services, we will attempt to inform participants by email, but prices are subject to change without notice. Any price rise will only affect participants who have not already paid for their event and airline tickets in full.
5. All price rises are passed on, until payment has been received in full.

1. Your event reservation is confirmed on receipt of a non-refundable deposit of $500 per person. Your deposit must be received within 14 days of booking or the reservation will automatically be cancelled. Deposit is non-refundable.
2. The balance of payment is due 8 weeks prior to event commencement.
3. The participant is deemed to have read, understood and agreed to these Booking Terms, by paying the deposit.
4. Payment in full is required at time of booking for any reservations made less than 2 months prior to departure from Australia.
5. Our price is a package price. The participant acknowledges that they are aware of the inclusions and exclusions specified in the Kokoda Xtreme documentation for the event.
6. Before paying the deposit the participant:
   1. Acknowledges the hardships, difficulties and potential dangers of competing in any Kokoda Xtreme event across the Kokoda Track, and accepts those conditions.
   2. Agrees to undertake a full medical check up prior to undergoing any exercise or training program in preparation for the event.
   3. Agrees to commit to and implement a suitable training and fitness program specific to requirements necessary for the event in which you are participating. The participant will take all reasonable avenues to obtain specific training advice regarding the fitness requirements to successfully complete the event.
   4. Agrees to ensure all pre-event paper work including Doctor’s Clearance Letter, Assumption of Risk, Participants Information and Travel Insurance is returned to Kokoda Xtreme within the time frame requested by Kokoda Xtreme in the pre-event documentation requests sent to you.

1. The event price does not cover costs and expenses (including the return to your home) if you leave the event of your own volition, or due to illness/accident, or as a consequence of action by the government of PNG.
2. Kokoda Xtreme will provide each participant with a list of inclusions and exclusions, and any mandatory and/or suggested gear list applicable to the event you are participating in.
3. It is the sole responsibility of the participant to provide the items on the mandatory and/or suggested gear list.
4. It is the participant’s responsibility to pay for telephone calls, extra night’s accommodation, extra meals and personal items whilst in PNG.

1. Our price is a package price, which includes pre and post event accommodation only. Accommodation is based on a twin share. Accommodation may be upgraded to a single room, subject to availability, in which case a single price room will be charged to the participant.
2. If due to illness, finishing the event earlier, or for any other reason you change your pre-booked accommodation dates whilst in PNG, you will be responsible for paying for the extra night (s).
3. Hotel management require that accommodation, other than the dates given to the Hotel by Kokoda Xtreme, are to be paid for by the participant at the time of check-in. Kokoda Xtreme provides accommodation the night before the event starts and the night the event finishes.
4. Any extra nights are the responsibility of the participant, and the participant must pay the Hotel upon check-in.
5. Hotel accommodation can be upgraded, but this must be organised by the participant. Kokoda Xtreme provides a package price, which includes the 2 night’s accommodation in total, being one nights’ accommodation pre-event and one nights’ accommodation post-event based on twin share.
6. Upon requesting participants’ accommodation, if the hotel is full, Kokoda Xtreme will organise to the best of its ability for alternative accommodation arrangements. Participants will be notified of hotel changes.
7. Accommodation along the Kokoda Track can vary from campsite to campsite. There is no guarantee that guesthouse accommodation or grassed campsites will be available. Overnight accommodation is on a non-booking system and a first come first served basis. Campsites are allocated and controlled by the landowners along the Kokoda Track, not by Kokoda Xtreme. Kokoda Xtreme will make available to our clients the best accommodation available at the time.

1. Participants must have a high level of physical fitness and mobility and should be able to negotiate uneven surfaces, river crossings, and climb stairs.
2. The Kokoda Xtreme events involve high levels of physical activity every day.
3. Kokoda Xtreme will provide each participant with a letter to take to their Doctor to sign and return to the Kokoda Xtreme office.
4. It is the participants’ responsibility to consult their doctor for a Doctor’s clearance letter and vaccination requirements.
5. Participants must provide the Doctor’s clearance letter no later than 4 weeks before departure date. If the Doctor’s clearance letter is not provided to Kokoda Xtreme 4 weeks before the departure date, Kokoda Xtreme reserves the right to refuse a participant participation in the event.
6. Kokoda Xtreme reserves the right to refuse participation to or to retire any participant who is deemed to be unfit or unprepared to complete the journey.
7. By paying the deposit, you acknowledge that you:
   1. Acknowledges the hardships, difficulties and potential dangers of competing in any Kokoda Xtreme event across the Kokoda Track, and accepts those conditions.
   2. Agrees to undertake a full medical check up prior to undergoing any exercise or training program in preparation for the event.
   3. Agrees to commit to and implement a suitable training and fitness program specific to requirements necessary for the event in which you are participating. The participant will take all reasonable avenues to obtain specific training advice regarding the fitness requirements to successfully complete the event.
   4. Agrees to ensure all pre-event paper work including Doctor’s Clearance Letter, Assumption of Risk, Participants Information and Travel Insurance is returned to Kokoda Xtreme within the time frame requested by Kokoda Xtreme in the pre-event documentation requests sent to you.

All participants need to have a current passport. Your passport needs to be valid for at least 6 months after your return date from PNG.

PNG VISA NOTICE

A Visa can be obtained on arrival into PNG. You can however apply for a Visa prior to travelling to PNG.

Information for Australians obtaining a visa for PNG from the consulate:

A visa application for PNG takes 5-7 days to be processed (process starts once documents are received) providing all paperwork is complete

PNG Consulates are located in Sydney, Brisbane and Canberra. A new Consulate office will open in Cairns in the near future.

The application form and requirements remain the same
1 x passport photo
Copy of travel itinerary
Completed application form

http://www.pngcanberra.org/visas/ (website)

http://www.pngcanberra.org/pdf/application.PDF
(form)

Cost for a visa will remain the same
$0 – Tourist Visa (no application fee)
$215 – single entry business visa
$435 – Multiple Entry Business visa (12 months period commences on first arrival)
BRISBANE
Consulate-General of Papua New Guinea
Level 3, 344 Queens Street
GPO Box 220
Brisbane 4001
Tel: (07) 3221 7915
Fax: (07) 3229 6084
Email:pngcg@kundubne.orgNote: New Office Location – Level 3, 344 Queens Street)
SYDNEY
Consulate-General of Papua New Guinea
Level 2, Clarence Street
Sydney NSW 2000
PO Box A2273
Sydney South, NSW 1235
Tel: (02) 9283 9020 Fax: (02) 9283 5424
Email:pngcg@kundusyd.org
CANBERRA
Consulate-General of Papua New Guinea
Ph: 612 62 733 322
Fax: 612 62 733 732
Email:kundu@pngcanberra.org

If you do not hold an Australian Passport, please contact the Papua New Guinea Consulate for their advice.

CHILDREN

Kokoda Xtreme events are only available to persons over the age of 18. Children under the age of 18 will not be accepted to participate in any Kokoda Xtreme events.

1. Kokoda Xtreme accepts no responsibility for any damage or loss suffered by participants whilst on the Kokoda Trail, whilst at the hotel accommodation, or in the course of transfer, transportation etc.
2. Any participant who has caused damage will be required to pay for damage in full.

1. Retiring from the event or early departure from the event, including evacuation (i.e. less days than the event dates specified on participants Booking Confirmation letter) will incur additional cost of extra staff to return the participant back to Port Moresby safely, transportation, administration costs (including satellite phone calls, international and mobile phone calls) and all other expenses incurred in returning you back to Port Moresby.
2. Participants are not entitled to any refund on early departure from the nominated event dates for any reason.
3. Early departure from the event will automatically forfeit post event accommodation. The participant is responsible for organising accommodation and must pay the hotel directly for their stay. The participant will be personally responsible for these extra costs.
4. If you require or request helicopter evacuation you will be liable for all costs associated with the procedure.
5. Kokoda Xtreme will invoice you for these extra costs. It is your responsibility to organise any payment claims through your travel insurance company.
6. If a participant leaves the Track for any reason they are not able to rejoin the event at a later date.

1. In the event of an emergency whilst on the Kokoda Track, Kokoda Xtreme staff will assess the situation and act accordingly.
2. If Kokoda Xtreme considers helicopter evacuation is required for a participant, Kokoda Xtreme will put emergency procedures in place. Your nominated next of kin may be contacted by either Kokoda Xtreme or your travel insurance company.
3. The participant understands and acknowledges that when requesting an emergency evacuation with the participant travel insurance company, Kokoda Xtreme are required to provide the travel insurance company with the participants private details.
4. All costs relating to a “Medical/Emergency Evacuation” will be charged to the participants (including and not limited to administration costs, phone calls, staff wages assisting in the evacuation etc.). .
5. Accommodation required due to an evacuation is the responsibility of the participant, and must be paid directly to the hotel.

1. It is mandatory for each participant to have affected a suitable personal travel insurance policy prior to your departure from Australia. A participant will not be allowed to commence the event without adequate travel insurance.
2. The policy must cover the unforeseen cancellation of your trip, the loss of personal items, the cost of emergency evacuation by air from any point along the Kokoda Trail to Port Moresby or Australia if necessary, and medical/hospital treatment within PNG and/or Australia.
3. Kokoda Xtreme requires all details of your travel insurance no later than one month before departure. Details will include your full name, policy number, dates of travel, destinations, the travel insurance company’s 24-hour emergency phone number, etc.
4. All baggage and personal effects are at all times and in all circumstances at the risk of the participant. Baggage insurance is strongly recommended.
5. Kokoda Xtreme is not responsible for the loss or late arrival of any baggage.
6. Participants acknowledge that their racing/trekking equipment, personal items, medical and other gear is essential for their event across the Kokoda Track, and should pack in their cabin luggage any essential items such as boots, medications etc essential to them (subject to aircraft rules and laws).
7. Participants acknowledge that they are responsible for any additional costs associated with joining the event at a later date due to their late arrival to the trek or late arrival of baggage.
8. We highly recommend you immediately take out personal travel insurance upon booking and paying for your event.

1. Application for any refunds due to any unforeseen circumstances must be made in writing.
2. Any claim will be limited to the cost of the service. Kokoda Xtreme does not accept liability for any additional costs for airline or transportation delays.
3. In the event of any legal action against Kokoda Xtreme the client agrees that such action will be determined under the terms of the laws of Queensland, Australia.
4. PNG has been referred to as “the land of the unexpected’. It is a developing nation and we cannot accept responsibility for accident, loss injury, disappointment, and delay or irregularity in flight, accommodation, transportation and other services provided on your trip.

1. Kokoda Xtreme reserves the right to vary the trek itinerary/schedule in the event of unforeseen circumstances.

1. Cancellation of confirmed bookings must be in writing.
2. The following cancellation fees will be applied (per person) for cancelled event paid in full or part:
   1. Cancellations more than 60 days prior to event – $500 cancellation fee and full loss of deposit.
   2. Cancellations between 31 & 60 days prior to event – 50% of the event price, full loss of deposit.
   3. Cancellations less than 30 days prior to event – 100% of the total event/package price.
3. Deposit is non refundable.
4. Deposit (full or part payments) cannot be transferred from one person to another person.
5. Kokoda Xtreme strongly recommends that your travel insurance policy include cover for cancellation charges in the event of cancellation due to illness or any other circumstances. There may be a delay in processing any refund due, as we await advice of cancellation charges by airlines, hotels and ground operators.

1. Event prices are subject to change at any time due to currency fluctuations, or Australia/PNG airport tax departure variations and other charges.
2. Participants are responsible for any price rises due to charter plane cost increases, accommodation increases or costs in porters or other related costs until your event and airline tickets are paid for in full.
3. Participants will be notified of event price changes in writing.