TERMS & CONDITIONS
Last updated: 17 August 2026
1. ABOUT THESE TERMS
These Terms and Conditions apply to bookings made with Arcadia Women Adventures Pty Ltd (“Arcadia”, “we”, “us” or “our”).
By completing a booking, making a payment or participating in an Arcadia experience, you confirm that you have read and accepted:
• These Terms and Conditions.
• The Cancellation & Transfer Policy.
• The Privacy Policy.
• Any Participant Waiver or Risk Warning applicable to your experience.
• The itinerary and information provided for your chosen adventure.
The services included in your booking are those described on the relevant adventure page and in your booking confirmation.
2. ELIGIBILITY
Participants must be at least 18 years old.
There is generally no maximum age. However, every participant is responsible for selecting an adventure that suits their current health, fitness, experience and confidence.
Arcadia may ask for further information where reasonably necessary to assess participant safety or suitability.
3. MAKING A BOOKING
To make a booking, you must:
• Complete all required booking fields.
• Provide accurate personal and contact information.
• Disclose relevant medical, dietary and accessibility requirements.
• Accept the applicable booking conditions.
• Pay the required deposit or full price.
A place is not secured until Arcadia has received the required payment and issued a booking confirmation.
Providing incomplete or inaccurate information may affect your ability to participate and may result in additional costs or cancellation.
4. PRICES
Prices are shown in Australian dollars unless otherwise stated.
The advertised price includes only the services specifically listed in the adventure inclusions.
Flights, additional accommodation, personal equipment, insurance and other expenses are not included unless expressly stated.
Arcadia may correct an obvious pricing or administrative error. If a material price change is required before your booking is confirmed, you may choose whether to proceed.
5. PAYMENTS
The payment schedule depends on the selected experience.
Day adventures and Hike Club bookings may require full payment at the time of booking.
Multi-day and international adventures may require:
• A non-refundable deposit to secure your place.
• Payment of the remaining balance by the date stated in your confirmation.
• Full payment at least 60 days before departure unless otherwise stated.
Failure to pay by the required date may result in cancellation under the Cancellation & Transfer Policy.
6. PAYMENT PLANS
Payment plans may be available for selected weekend, overnight or multi-day adventures.
Payment plans must be agreed with Arcadia in writing. A deposit may still be required to secure your place.
Entering a payment plan does not change the total price or applicable cancellation conditions.
7.PARTICIPANT INFORMATION
You must provide complete and accurate information relevant to your participation.
This may include:
• Emergency contact details.
• Medical conditions or injuries.
• Allergies and dietary requirements.
• Medication requirements.
• Fitness or activity experience.
• Passport and visa information for international experiences.
• Travel insurance details where required.
You must notify Arcadia promptly if this information changes before departure.
8. HEALTH AND FITNESS
Outdoor activities may be physically demanding and take place in remote or unpredictable environments.
You are responsible for:
• Reading the itinerary and grading information.
• Assessing whether the experience is appropriate for you.
• Obtaining medical advice where necessary.
• Preparing appropriately for the activity.
• Informing the guide if you feel unwell or become injured.
Arcadia can explain the expected requirements but cannot provide medical advice or guarantee an individual’s suitability.
9. ACCEPTANCE OF RISK
Arcadia experiences may involve inherent risks, including:
• Uneven or steep terrain.
• Slips, trips and falls.
• Water-based activities.
• Exposure to heat, cold, wind or rain.
• Wildlife and natural hazards.
• Remote locations with limited communications.
• Delayed access to medical or evacuation services.
• Physical or emotional discomfort.
• Loss of or damage to personal property.
By participating, you acknowledge that outdoor and adventure activities cannot be made entirely risk-free.
You agree to follow reasonable safety instructions provided by Arcadia guides and activity providers.
10. PARTICIPANT WAIVER
Participants may be required to complete and sign an Arcadia Participant Waiver and Risk Warning before an experience begins.
Third-party activity providers may require additional waivers.
Failure to complete a required waiver may prevent participation. The applicable cancellation conditions will still apply.
11. GUIDE AUTHORITY AND PARTICIPANT CONDUCT
The guide’s decision is final on matters affecting the safety, welfare or operation of the group.
Participants must:
• Follow reasonable instructions.
• Treat guides, participants, communities and environments respectfully.
• Comply with applicable laws and regulations.
• Avoid behaviour that endangers or significantly disrupts the group.
• Consume alcohol responsibly.
Arcadia may remove a participant whose conduct threatens safety or the wellbeing of the group. No refund will be provided for unused services in these circumstances, except where required by law.
12. EQUIPMENT
Participants must bring the equipment listed in the pre-departure information.
Arcadia may inspect personal equipment to ensure it is appropriate for the activity.
A participant may be prevented from completing an activity if essential equipment is missing or unsuitable and participation would create an unreasonable safety risk.
13. DIETARY REQUIREMENTS
Arcadia will make reasonable efforts to accommodate genuine medical, allergy and dietary requirements when notified at least two weeks before departure.
Due to group catering and remote environments, Arcadia cannot guarantee an entirely allergen-free environment or accommodate every individual food preference.
Participants with severe allergies should contact Arcadia before booking.
14. TRAVEL ARRANGEMENTS
Unless expressly included, participants are responsible for arranging:
• Transport to and from the meeting point.
• Flights.
• Visas and passports.
• Additional accommodation.
• Travel insurance.
• Personal expenses.
Arcadia is not responsible for missed departures caused by delayed or cancelled personal travel arrangements, except where required by law.
15. TRAVEL INSURANCE
Appropriate travel insurance is strongly recommended.
Insurance may be mandatory for selected multi-day or international adventures. Where required, it should cover medical treatment, evacuation, repatriation, cancellation and personal belongings.
Participants may be required to provide evidence of coverage.
16. ITINERARY CHANGES
Outdoor travel requires flexibility.
Routes, schedules, activities, accommodation, transport and suppliers may change because of weather, safety concerns, local conditions or events outside Arcadia’s control.
Arcadia will make reasonable efforts to provide an appropriate alternative where a significant change is necessary.
17. CANCELLATIONS AND TRANSFERS
All cancellations and transfer requests are governed by the Arcadia Cancellation & Transfer Policy.
Requests must be submitted in writing by email. Social media messages will not constitute formal notice.
18. THIRD-PARTY PROVIDERS
Arcadia may engage accommodation providers, guides, transport operators and activity providers to deliver part of an experience.
These providers may impose their own terms, safety requirements and waivers.
To the extent permitted by law, Arcadia is not responsible for acts or omissions outside its reasonable control.
19. PHOTOGRAPHY AND VIDEO
Arcadia may take photographs or videos during experiences.
Identifiable images will only be used for promotional purposes where appropriate consent has been provided.
You can advise Arcadia if you do not wish to appear in marketing content.
20. PERSONAL INFORMATION
Arcadia handles personal information in accordance with its Privacy Policy.
Relevant information may be shared with guides, service providers or emergency professionals where reasonably necessary to deliver an experience or protect participant safety.
21. COMPLAINTS
If a concern arises during an adventure, please raise it with the guide as soon as possible so they have an opportunity to assist.
If the issue is not resolved, submit your complaint in writing within 30 days after the experience.
Arcadia will review and respond within a reasonable timeframe.
22. CONSUMER RIGHTS
Nothing in these Terms and Conditions excludes, restricts or modifies any consumer guarantee, right or remedy that cannot lawfully be excluded under the Australian Consumer Law.
23. LIABILITY
To the maximum extent permitted by law, Arcadia is not liable for indirect or consequential loss arising from participation, cancellation or changes to an experience.
Nothing in these terms excludes liability where it cannot legally be excluded.
Any recreational activity risk warning or waiver will operate only to the extent permitted by applicable law.
24. GOVERNING LAW
These Terms and Conditions are governed by the laws of Queensland, Australia.
The parties submit to the jurisdiction of the courts of Queensland.
25. CHANGES TO THESE TERMS
Arcadia may update these Terms and Conditions when its services, systems or legal obligations change.
The version applicable to a booking will generally be the version accepted when that booking was made, unless a change is required by law or agreed with the participant.
26. CONTACT
Arcadia Women Adventures Pty Ltd
Running Creek, Queensland, Australia
Email: info@arcadiawomenadventure.com
Phone: 0427 002 303