Whitsundays terms and conditions

Bookings can be made by phone, fax or e-mail. Bookings will be confirmed by return fax or e-mail within 24 hours. For phone bookings, should written confirmation be required, please advise our reservations department at the time of booking.

Fuel Surcharge

Please a fuel surcharge of $15.00pp is applicable to all tours. Payable directly to Hamilton Island Aviation/ HeliReef

Minimum numbers

All tours are sold on a per seat basis. Almost all flights are confirmed with a minimum of 2 passengers unless otherwise stated. Single passengers are welcome, however the flight is not confirmed until a second passenger is travelling. Maximum numbers vary per tour. Please enquire as we are flexible.

Information required

Date of tour
Tour name
Pax names and first initial
Number of passengers.
If children are travelling please specify age.
Passenger weight — this is a Civil Aviation Safety Authority legal requirement.
Passenger Hotel — for courtesy transfer (Hamilton Island only).
Your reference number — this will appear on our correspondence to you.
Payment method — Account, Voucher, Charge to Company Card, Pay on the spot etc.
Flight details if transfer flights. i.e.: If passengers are arriving from a commercial jet flight to connect with a Hamilton Island/ HeliReef transfer flight to another location, please advise arriving/ departing jet details.
Departure point — i.e.: Ex Hayman Island, or ex Hamilton Island.

Special requests

Please advise us if your guests' have any special requirements — i.e.: Vegetarian. (Please provide specific details i.e.. Lacto Ovo or no red meat will eat fish, etc).
Please advise if your guests' wish to book a Scuba Dive, the level of their certification i.e.: Qualified or Resort/ Beginner Diver.
Please advise if the guests' are celebrating a special event — birthday/ honeymoon etc. We will do everything we can to make their experience extra special.

Disabled passengers

Please advise the level of assistance required and whether the passengers are in a wheelchair, so that we can accommodate their needs with ease. Please note that wheelchairs can be carried on the aircraft, providing they are collapsible. Staff are not permitted to lift any passengers.

WHAT ABOUT KIDS?

Child Age/ Infant Policy

Infants are classified as 0-2 years, and may travel free of charge, on their parent's lap. Please note that only one infant may travel unrestrained within an aircraft.
Children are classified as 3-12 years of age inclusive, and must be accompanied by an adult on the flight. The minimum age for flights with doors off is 12 years of age.

Weight Restrictions/ Luggage Restrictions

For legal and safety reasons, all passengers are weighed prior to boarding - individual weights in excess of 110kg/250lb/18st may incur a surcharge.
Luggage is restricted to cabin sized, soft luggage only and a weight limit of 15 kilograms per person. Suitcases and additional luggage will incur an additional fee of $5.50 per kg, if it is possible to carry the luggage on board. If not, luggage will be transported at an additional cost to the client.

Cancelling a reservation

When cancelling a reservation, the following charges apply:

CANCELATION ON DAY OF TOUR 100% Cancellation charge applies
CANCELLATION 24 HOURS PRIOR TO TOUR 50% Cancellation charge
CANCELLATION MORE THAN 24 HOURS PRIOR No charge applies

Guest no show

In the event of a guests' non-appearance for a pick up, a 100% cancellation fee applies. The tour company will be contacted immediately in writing to advise of the no-show, and subsequent applicable charges.

Due to Bad Weather

All our tours, in the interest of safety, operate weather/tidal pending and are only restricted under extreme weather conditions such as low cloud, fog, gusty winds, adverse tidal conditions or electrical storms. Flights can still operate in wet weather.
Should guests wish to cancel their tour because of bad weather and flights are still able to operate, a 100% cancellation fee will apply. All flights cancelled by Hamilton Island Aviation/HeliReef will not incur any cancellation charge and all endeavours will be made to re-schedule the flights to another time or day to suit the guest's needs.

Guest illness

We understand that the unfortunate situation of guest illness does occasionally occur, and all efforts will be made to reschedule the guest to an alternative day, subject to availability. However no refund applies if guests are unable to reschedule to an alternative time, if cancellation due to illness is made on the day of the tour. Naturally if cancellation is made with more than 24 hours notice, no cancellation charge applies. Hamilton Island/ HeliReef advises guests to take out Travel Insurance.