CANCELLATION & TRANSFER POLICY
Last updated: 17 August 2026
1. ABOUT THIS POLICY
This policy applies when a participant cancels or requests to transfer a booking made with Arcadia Women Adventures Pty Ltd.
Cancellation conditions vary depending on the type and duration of the experience. Please read the conditions applicable to your booking before completing payment.
A cancellation or transfer request is only effective once received in writing at info@arcadiawomenadventures.com. Messages sent through social media will not be considered formal cancellation requests.
Nothing in this policy excludes or limits any rights available under the Australian Consumer Law.
2. HIKE CLUB, DAY AND WEEKEND ADVENTURES
Tickets for Hike Club, day adventures, overnight hikes and weekend adventures are non-refundable when a participant cancels or can no longer attend.
If you wish to move your booking to another available date:
• Your request must be received more than 30 days before departure.
• A transfer fee of $20 may apply.
• The transfer must be made to the same or an equivalent adventure, subject to availability.
• Transfers are not available within 30 days of departure.`
If you arrive late, fail to attend or leave after an adventure has begun, no refund or credit will be provided.
3. MULTI-DAY AND INTERNATIONAL ADVENTURES
A non-refundable deposit is required to secure your place on a multi-day or international adventure.
Unless otherwise stated on the adventure page:
• The standard deposit is $500.
• The remaining balance is due 60 days before departure.
• Failure to make the final payment by the due date may result in the booking being treated as cancelled.
If you cancel more than 60 days before departure, Arcadia will retain the non-refundable deposit. Any additional amount paid will be refunded, less any unrecoverable third-party costs where permitted by law.
If you cancel 60 days or fewer before departure, the full amount paid is non-refundable, as accommodation, activities and supplier commitments will generally have been confirmed.
If you fail to join the adventure, arrive after departure or leave before completion, no refund will be provided for unused services.
4. TRANSFERRING A MULTI-DAY BOOKING
A request to transfer a multi-day booking must be received more than 60 days before departure.
The following conditions apply:
• A transfer fee of $50 plus GST may apply.
• The new departure must have availability.
• The transfer should be made to the same adventure on a later date where possible.
• Any difference in price must be paid by the participant.
• Transfers are not available within 60 days of departure.
A booking may only be transferred once unless otherwise agreed by Arcadia in writing.
5. ILLNESS, INJURY AND PERSONAL CIRCUMSTANCES
If illness, injury, bereavement or another personal circumstance prevents you from attending, please notify us by email as soon as possible.
The standard cancellation conditions will apply. Depending on the circumstances and timing, Arcadia may allow your place to be transferred to another eligible participant.
The replacement participant must meet the requirements of the adventure, complete all required participant and medical forms, accept the applicable Terms and Conditions and pay any additional costs associated with the transfer.
We strongly recommend purchasing appropriate travel insurance that includes cancellation cover.
6. WEATHER AND ITINERARY CHANGES
Arcadia adventures generally continue in wet or changing weather conditions.
For safety or operational reasons, Arcadia may change an activity, route or meeting point, adjust the itinerary or schedule, substitute an activity or supplier, or delay or postpone an experience.
A change to the itinerary does not automatically entitle a participant to a refund.
If conditions such as electrical storms, fire, flooding, extreme weather or another safety risk make the adventure unsafe, Arcadia may postpone or cancel it. Participants will be contacted by email and, where necessary, by phone.
7. CANCELLATION BY ARCADIA
Arcadia may cancel an adventure because of unsafe conditions, government restrictions, insufficient participant numbers, guide illness or unavailability, supplier cancellation or events outside Arcadia’s reasonable control.
Where Arcadia cancels an experience before it begins, we may offer:
• A transfer to a replacement departure.
• An Arcadia credit.
• A refund of the applicable amount paid.
The available remedy will depend on the circumstances, recoverable supplier costs and your rights under the Australian Consumer Law.
Arcadia is not responsible for incidental expenses such as flights, accommodation, visas, travel insurance or personal equipment, except where required by law.
8. FORCE MAJEURE
Arcadia is not responsible for delays, changes or failure to perform an obligation caused by an event outside its reasonable control.
Such events may include severe weather, natural disasters, fire, flood, epidemics, pandemics, government restrictions, transport disruption, industrial action or civil unrest.
Where possible, Arcadia will offer a reasonable alternative in accordance with the booking conditions and applicable law.
9. TRAVEL INSURANCE
Travel insurance is strongly recommended for all adventures and may be mandatory for selected multi-day or international experiences.
Where insurance is mandatory, proof of appropriate cover may be requested before departure.
10. CONTACT
To request a cancellation or transfer, please contact:
Arcadia Women Adventures Pty Ltd
Email: info@arcadiawomenadventures.com
Phone: 0427 002 303
Please include your full name, booking reference, adventure name and departure date.