Terms & Conditions

The Trustee for the RCKC Family Trust trading as Rob Coad Adventures
ABN: 85 601 135 707
Email: rob@athleticahq.com.au

Effective date: 9 August 2026
Last updated: 9 August 2026

1. About These Terms & Conditions

1.1 These Terms & Conditions apply to all adventures, tours, trips, retreats, expeditions, activities and experiences offered by The Trustee for the RCKC Family Trust trading as Rob Coad Adventures ("Rob Coad Adventures", "we", "us" or "our").

1.2 Our Adventures may include, but are not limited to, active adventures, hiking and trekking, historical and battlefield tours, paranormal experiences, overnight adventures, domestic and international travel, private group experiences, day activities and customised experiences.

1.3 These Terms & Conditions apply regardless of whether an Adventure is hosted directly by Rob Coad Adventures or includes services, activities or arrangements provided by third party operators or suppliers.

1.4 Before booking, customers should carefully read:

  • the information provided on the relevant Adventure page;

  • the price and inclusions and exclusions;

  • the minimum and maximum participant numbers;

  • the deposit and payment requirements;

  • the applicable cancellation conditions;

  • any stated fitness or experience requirements; and

  • any other information specifically provided for that Adventure.

1.5 The specific information published for an Adventure forms part of the agreement between the customer and Rob Coad Adventures.

2. Definitions

For these Terms & Conditions:

Adventure means any trip, tour, retreat, activity, experience, expedition, event or other service offered or organised by Rob Coad Adventures.

Adventure Page means the webpage or other written information describing a particular Adventure, including its dates, price, itinerary, inclusions, exclusions and booking conditions.

Booking means a confirmed reservation for an Adventure.

Customer or Participant means the person who makes a Booking or participates in an Adventure.

Deposit means the amount specified for the relevant Adventure that is required to secure a Booking.

Third Party Provider means any independent operator, guide, accommodation provider, transport provider, venue, activity provider, tour company, contractor or other supplier engaged in connection with an Adventure.

Terms means these Terms & Conditions together with the applicable Adventure Page and any other booking information expressly incorporated into the Booking.

3. Booking and Acceptance

3.1 A Booking may be made through our website, online booking system, application form, email, telephone or another method approved by Rob Coad Adventures.

3.2 A Booking becomes confirmed when Rob Coad Adventures has accepted the Booking and the required Deposit or other payment has been received, unless we have confirmed otherwise in writing.

3.3 By making a Booking, the Customer confirms that they have read and agree to these Terms and the specific booking conditions applicable to the Adventure.

3.4 Where an online Booking is made, acceptance of these Terms may be recorded electronically.

3.5 The Customer is responsible for ensuring that all information supplied to Rob Coad Adventures is accurate and complete, including names, contact details, emergency contacts, passport information and any other information reasonably required to arrange the Adventure.

3.6 If a Customer is under 18 years of age, participation is subject to the requirements of Rob Coad Adventures and, where required, the consent of a parent or legal guardian.

4. Adventure Specific Booking Conditions

4.1 Because our Adventures vary considerably, the commercial conditions may differ between Adventures.

4.2 The applicable Adventure Page may specify:

  • the price;

  • the Deposit;

  • minimum participant numbers;

  • maximum participant numbers;

  • the final payment date;

  • the cancellation deadline;

  • payment plans;

  • travel insurance requirements;

  • fitness or experience requirements;

  • inclusions and exclusions;

  • itinerary details; and

  • other Adventure specific conditions.

4.3 These details form part of the Customer's Booking.

4.4 Where an Adventure Page contains a specific condition that differs from a general provision of these Terms, the Adventure specific condition will apply to the extent of that difference.

5. Prices and Payments

5.1 The price payable for an Adventure will be displayed on the relevant Adventure Page or otherwise provided to the Customer in writing.

5.2 Deposits vary between Adventures and will be clearly stated before a Booking is made.

5.3 A Deposit may reflect, among other things, costs and commitments associated with securing accommodation, transport, activities, permits, third party services or other arrangements for the Adventure.

5.4 The Customer must make all payments by the dates specified for the Adventure.

5.5 Unless otherwise stated, the Customer is responsible for ensuring that payment is received by the applicable due date.

5.6 Failure to make a required payment by the due date may result in the Booking being cancelled after reasonable notice and the application of the applicable cancellation conditions.

5.7 Any payment plan agreed with Rob Coad Adventures must be confirmed in writing and does not alter these Terms unless expressly agreed.

6. Minimum and Maximum Participant Numbers

6.1 Some Adventures require a minimum number of participants to operate.

6.2 The minimum and maximum numbers for an Adventure will be stated on the relevant Adventure Page.

6.3 Where an Adventure is subject to minimum numbers, Rob Coad Adventures may specify a date by which the minimum number must be achieved.

6.4 If minimum numbers are not achieved, Rob Coad Adventures may, where reasonably necessary:

  • cancel the Adventure;

  • postpone or reschedule the Adventure;

  • offer an alternative Adventure;

  • offer a transfer or credit; or

  • offer another reasonable solution.

6.5 Where Rob Coad Adventures cancels an Adventure because minimum numbers have not been achieved, any refund or other remedy will be dealt with in accordance with the applicable law and the circumstances of the cancellation.

6.6 Maximum participant numbers may be imposed because of safety, accommodation, transport, permits, third party operator requirements or the nature of the Adventure.

7. Customer Cancellation

7.1 A Customer who wishes to cancel must notify Rob Coad Adventures as soon as reasonably possible and, where possible, in writing.

7.2 Each Adventure may have its own cancellation deadline and cancellation conditions. These will be displayed on the relevant Adventure Page before Booking.

7.3 Cancellation charges may vary according to the Adventure, the timing of cancellation and costs or commitments incurred by Rob Coad Adventures.

7.4 Where a Customer cancels, Rob Coad Adventures will take into account amounts already paid, costs and commitments incurred, amounts that are reasonably recoverable, and whether the place can reasonably be resold or transferred.

7.5 The Customer is responsible for any cancellation costs that are properly payable under the applicable cancellation conditions.

7.6 A Deposit may be non-refundable where this is clearly stated before Booking and is reasonable having regard to the costs and commitments associated with the Adventure.

7.7 Nothing in this clause limits any rights the Customer may have under the Australian Consumer Law or other applicable legislation.

8. Changes to a Booking and Transfers

8.1 A Customer may request a change to their Booking, including a change of name, date or other booking detail.

8.2 Changes are subject to availability and may incur costs imposed by airlines, accommodation providers, Third Party Providers or other suppliers.

8.3 Rob Coad Adventures may charge a reasonable administration fee where additional work or costs are incurred in processing a requested change.

8.4 A Customer may request to transfer their place to another person. A transfer is not guaranteed and is subject to:

  • availability;

  • the requirements of the Adventure;

  • the requirements of relevant Third Party Providers;

  • any name change or booking fees; and

  • the replacement participant satisfying any applicable eligibility or fitness requirements.

8.5 A transfer does not remove any amount already due or payable under the original Booking unless agreed otherwise in writing.

9. Changes to an Adventure

9.1 We make reasonable efforts to provide the Adventure substantially as described.

9.2 Adventures may involve circumstances where changes are reasonably necessary, including changes arising from:

  • weather;

  • safety considerations;

  • environmental conditions;

  • road, track or venue closures;

  • availability of accommodation or activities;

  • transport disruptions;

  • supplier or operator changes;

  • government requirements;

  • local conditions;

  • changes to permits or access;

  • operational requirements; or

  • other circumstances beyond our reasonable control.

9.3 Where reasonably necessary, Rob Coad Adventures may modify the itinerary, accommodation, activities, transport arrangements, locations, sequence of activities or other components of an Adventure.

9.4 We will make reasonable efforts to communicate significant changes to Customers as soon as practicable.

9.5 We will not make a material change to an Adventure for the purpose of avoiding our obligations to the Customer.

9.6 Where a significant change materially affects the Adventure, Rob Coad Adventures will consider what reasonable options or remedies are available in the circumstances, having regard to the nature of the change and applicable law.

10. Third Party Providers

10.1 Rob Coad Adventures may use Third Party Providers in connection with an Adventure.

10.2 Third Party Providers may include specialist adventure operators, guides, transport providers, airlines, accommodation providers, venues, activity operators, local operators and other suppliers.

10.3 Third Party Providers may vary between Adventures and may change from time to time.

10.4 Where part of an Adventure is provided by a Third Party Provider, that provider may have its own terms, conditions, safety requirements, cancellation conditions and operational procedures.

10.5 Customers agree to comply with reasonable requirements imposed by Third Party Providers in connection with the Adventure.

10.6 Rob Coad Adventures will make reasonable efforts to select and coordinate appropriate Third Party Providers. Nothing in these Terms excludes or limits any rights or remedies that cannot lawfully be excluded or limited.

11. International Travel

11.1 Customers participating in an international Adventure are responsible for ensuring that they have:

  • a valid passport;

  • any required visa or entry permission;

  • any required vaccination or health documentation;

  • appropriate travel insurance;

  • sufficient funds and access to funds;

  • any required permits or documentation; and

  • any other documentation required for their travel.

11.2 Rob Coad Adventures may provide general information about travel requirements but the Customer remains responsible for checking the requirements applicable to their nationality and circumstances.

11.3 The Customer is responsible for ensuring that their passport and other travel documents remain valid for the required period.

11.4 Rob Coad Adventures is not responsible for a Customer being refused boarding, refused entry to a country or unable to participate because the Customer does not hold the required documentation.

11.5 International Adventures may involve long periods of travel, different standards of accommodation, local customs, language differences, weather conditions and facilities that differ from those commonly available in Australia.

12. Travel Insurance

12.1 Where travel insurance is stated as a requirement for an Adventure, the Customer must obtain appropriate insurance before participating.

12.2 For international Adventures, comprehensive travel insurance is strongly recommended and may be mandatory for particular Adventures.

12.3 Depending on the Adventure, appropriate insurance may include cover for cancellation, medical expenses, emergency assistance, evacuation, repatriation, baggage and the activities involved.

12.4 Customers are responsible for checking that their insurance actually covers the activities, destinations and circumstances relevant to their Adventure.

12.5 Travel insurance does not replace the Customer's rights under Australian law.

13. Fitness, Health and Participation

13.1 Adventures vary significantly in physical difficulty.

13.2 The relevant Adventure Page will identify, where appropriate, the expected fitness level, experience, physical requirements or other participation requirements.

13.3 Customers are responsible for honestly considering whether they are capable of participating safely.

13.4 Customers must advise Rob Coad Adventures of any relevant health, mobility, dietary or other requirements where reasonably necessary to enable appropriate planning and safety arrangements.

13.5 Customers remain responsible for carrying and managing any medication they require, unless another arrangement has been expressly agreed.

13.6 Rob Coad Adventures may reasonably restrict or refuse participation where a person's condition, conduct or circumstances create a significant safety risk to that person, other participants, staff, contractors or members of the public.

13.7 Nothing in these Terms requires a Customer to disclose information beyond what is reasonably necessary for the safe and appropriate provision of the Adventure.

14. Participant Acknowledgement, Risk and Release

14.1 Before participating in an Adventure, Customers may be required to accept the Rob Coad Adventures Participant Acknowledgement, Risk, Release and Consent.

14.2 The separate Participant document explains the inherent and particular risks associated with participating in Adventures and forms part of the Booking where acceptance is required.

14.3 Adventures may involve physical activity, outdoor environments, remote locations, uneven surfaces, weather exposure, travel, water activities, trekking, hiking, historic locations, paranormal investigations, darkness, confined spaces or other activities depending on the particular Adventure.

14.4 Customers must follow reasonable safety instructions given by Rob Coad Adventures, its guides, contractors, staff, volunteers or Third Party Providers.

14.5 Nothing in these Terms or the Participant Acknowledgement excludes, restricts or modifies any right, guarantee, remedy, liability or obligation that cannot lawfully be excluded, restricted or modified.

15. Behaviour and Participant Conduct

15.1 Customers are expected to behave respectfully and responsibly towards:

  • other participants;

  • Rob Coad Adventures staff and representatives;

  • guides and contractors;

  • Third Party Providers;

  • accommodation providers;

  • local communities;

  • property and venues; and

  • members of the public.

15.2 Customers must follow reasonable safety instructions and applicable laws, rules and venue requirements.

15.3 Rob Coad Adventures may require a participant to cease participation or leave an Adventure where reasonably necessary because of serious or repeated:

  • unsafe behaviour;

  • abusive or threatening behaviour;

  • harassment;

  • unlawful behaviour;

  • significant disruption;

  • failure to follow reasonable safety instructions; or

  • intoxication or drug affected behaviour creating a safety concern.

15.4 Where a participant is removed for serious misconduct or unsafe behaviour, they may be responsible for their own additional accommodation, transport and other resulting costs, subject to applicable law.

16. Accommodation, Property and Equipment

16.1 Accommodation arrangements will be described on the relevant Adventure Page where applicable.

16.2 Customers are responsible for complying with reasonable rules imposed by accommodation providers and venues.

16.3 Customers are responsible for damage they intentionally or negligently cause to property, subject to applicable law.

16.4 Customers are responsible for their own personal belongings and equipment unless loss or damage results from circumstances for which Rob Coad Adventures is legally responsible.

16.5 Customers participating in active Adventures are responsible for bringing appropriate clothing, footwear, equipment and personal items specified for the Adventure.

17. Medical and Emergency Assistance

17.1 Customers acknowledge that some Adventures may take place in locations where immediate medical assistance is not available.

17.2 In an emergency, Rob Coad Adventures may arrange or request reasonable emergency assistance, including first aid, ambulance services, medical assistance, evacuation or other emergency support.

17.3 Customers authorise Rob Coad Adventures and its representatives to provide reasonable assistance in an emergency where the Customer is unable to make or communicate the necessary arrangements themselves.

17.4 Customers remain responsible for medical, ambulance, evacuation and other personal expenses except to the extent that those expenses are legally required to be met by Rob Coad Adventures or another responsible party.

18. Itineraries and Adventure Information

18.1 Adventure itineraries are provided as a guide to the planned experience.

18.2 Timing, sequence, locations and activities may change where reasonably necessary.

18.3 Photographs, illustrations and descriptions used on the website are intended to provide a representation of the Adventure but may not always depict the exact accommodation, location, equipment or conditions that will apply.

18.4 Where a particular feature, activity, accommodation or service is expressly stated as included, Rob Coad Adventures will make reasonable efforts to provide it or an appropriate alternative where circumstances require a change.

19. Cancellation or Postponement by Rob Coad Adventures

19.1 Rob Coad Adventures may cancel, postpone or reschedule an Adventure where reasonably necessary, including because of:

  • insufficient participant numbers;

  • safety concerns;

  • weather or environmental conditions;

  • government restrictions;

  • closure or unavailability of a venue, track or destination;

  • failure or cancellation of a key supplier;

  • significant transport disruption;

  • illness or unavailability of key personnel;

  • natural disasters;

  • war, terrorism or civil unrest;

  • or other circumstances beyond our reasonable control.

19.2 Where Rob Coad Adventures cancels an Adventure, we will communicate the available options to affected Customers as soon as reasonably practicable.

19.3 Depending on the circumstances, available options may include:

  • transferring to a rescheduled departure;

  • transferring to another Adventure;

  • receiving an Adventure Credit; or

  • receiving a refund or other remedy where required by law or otherwise offered by Rob Coad Adventures.

19.4 Where a refund is legally required, we will provide the applicable refund.

19.5 Nothing in this clause limits the Customer's rights under the Australian Consumer Law.

20. Circumstances Beyond Our Reasonable Control

20.1 Rob Coad Adventures will not be responsible for delay, interruption or failure to perform an obligation to the extent caused by circumstances outside our reasonable control.

20.2 Such circumstances may include severe weather, natural disasters, fires, floods, pandemics, government action, border restrictions, war, terrorism, civil unrest, strikes, transport disruption, supplier failure, infrastructure failure, track or venue closure or other events that could not reasonably have been prevented or avoided.

20.3 Where such circumstances occur, Rob Coad Adventures will take reasonable steps to minimise disruption and will communicate material changes as soon as practicable.

20.4 This clause does not exclude any consumer guarantee or other right that cannot lawfully be excluded.

21. Responsibility for Personal Travel Arrangements

21.1 Unless expressly included in the Adventure, Customers are responsible for arranging and paying for their own flights, transport to departure points, accommodation before or after an Adventure and other personal travel arrangements.

21.2 Customers are responsible for arriving at designated meeting points on time.

21.3 Rob Coad Adventures is not responsible for costs incurred because a Customer arrives late, misses a departure or fails to follow reasonable arrival instructions, except where otherwise required by law.

22. Privacy and Personal Information

22.1 Rob Coad Adventures collects and handles personal information in accordance with its Privacy Policy and applicable privacy laws.

22.2 Personal information may be provided to Third Party Providers where reasonably necessary to arrange or deliver an Adventure.

22.3 Information may also be used for administration, customer communication, emergency management, payment processing, insurance or other purposes reasonably connected with providing the Adventure.

22.4 Customers should refer to the Rob Coad Adventures Privacy Policy for further information about how personal information is collected, used and handled.

23. Photography, Video and Media

23.1 Rob Coad Adventures may photograph or record Adventures for documentary, promotional and media purposes, including for websites, YouTube, social media and other Rob Coad Adventures channels.

23.2 Customers may notify Rob Coad Adventures in writing before an Adventure if they do not wish to be identifiable in promotional photography or video, and we will take reasonable steps to accommodate that request.

23.3 Nothing in this clause requires Rob Coad Adventures to remove material already published where doing so is not reasonably practicable, subject to applicable law.

23.4 Customers must not intentionally record or publish material involving other participants in a manner that is inappropriate, defamatory, threatening, invasive of privacy or otherwise unlawful.

24. Intellectual Property

24.1 All website content, branding, logos, photographs, videos, written material, graphics, itineraries, documents and other material created or owned by Rob Coad Adventures remain the property of Rob Coad Adventures or its licensors.

24.2 Customers must not reproduce, commercially exploit, modify or distribute Rob Coad Adventures intellectual property without written permission.

25. Customer Responsibility for Loss or Damage Caused by Them

25.1 A Customer is responsible for loss, damage, costs or expenses caused by their intentional, reckless or negligent conduct, to the extent permitted by law.

25.2 This may include reasonable costs arising from damage to accommodation, equipment, vehicles or other property.

25.3 Nothing in this clause requires a Customer to compensate Rob Coad Adventures for loss or damage that was not caused by the Customer or that cannot lawfully be recovered from the Customer.

26. Liability and Australian Consumer Law

26.1 Rob Coad Adventures will provide its services with the care and skill required by applicable law.

26.2 Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy that cannot legally be excluded, restricted or modified.

26.3 To the maximum extent permitted by law, Rob Coad Adventures is not responsible for loss or damage caused by circumstances outside our reasonable control or by the acts or omissions of a Customer or another person not under our reasonable control.

26.4 Where Rob Coad Adventures is legally responsible for a loss or claim, our liability will be determined in accordance with applicable law.

26.5 Where the law permits a limitation of liability in relation to a particular service, Rob Coad Adventures may rely on that limitation to the extent it is fair and reasonable to do so.

26.6 Nothing in these Terms limits liability for matters that cannot legally be limited or excluded.

26.7 Our services come with guarantees that cannot be excluded under the Australian Consumer Law. For major failures with the service, you are entitled:

  • to cancel your service contract with us; and

  • to a refund for the unused portion, or to compensation for its reduced value.

You are also entitled to be compensated for any other reasonably foreseeable loss or damage.

If the failure does not amount to a major failure, you are entitled to have the problem with the service rectified within a reasonable time. If the problem is not rectified within a reasonable time, you may be entitled to cancel the service contract and obtain a refund for the unused portion.

27. Dispute Resolution

27.1 If a Customer has a concern or complaint, they should contact Rob Coad Adventures as soon as reasonably practicable so that we have an opportunity to investigate and resolve the matter.

27.2 We will make reasonable efforts to resolve genuine disputes promptly and fairly.

27.3 Nothing in this clause prevents a Customer from exercising any statutory right, making a complaint to an appropriate authority or commencing proceedings where legally entitled to do so.

28. Electronic Communications

28.1 Customers consent to Rob Coad Adventures communicating with them electronically, including by email, website messaging, online booking systems or other electronic communication methods.

28.2 Customers are responsible for ensuring that the contact information they provide remains current.

28.3 Customers should regularly check communications relating to their Adventure, particularly where an Adventure is approaching.

28.4 Rob Coad Adventures may establish private WhatsApp groups or other group communication channels for participants of an Adventure.

These groups may be used for trip information, updates, meeting arrangements, itinerary information, photographs, general communication and coordination between participants.

Participation in a group communication channel may be subject to the terms and privacy practices of the relevant platform. Customers should avoid sharing sensitive personal information in group conversations.

Rob Coad Adventures may remove or restrict a participant's access to a group where reasonably necessary because of inappropriate, abusive, unsafe or disruptive behaviour.

Important booking, payment or cancellation information will be communicated through the official communication method nominated by Rob Coad Adventures and should not be relied upon solely through a WhatsApp group.

29. Governing Law

29.1 These Terms are governed by the laws of South Australia, Australia.

29.2 Subject to any rights a Customer may have under applicable law, the parties submit to the jurisdiction of the courts and tribunals of South Australia.

30. Severability

30.1 If any provision of these Terms is found to be invalid, unlawful or unenforceable, that provision will be read down or severed to the extent necessary without affecting the remaining provisions.

30.2 The remaining provisions will continue to operate to the fullest extent permitted by law.

31. Entire Agreement and Updates

31.1 These Terms, together with the applicable Adventure Page and any other documents expressly incorporated into the Booking, form the agreement between Rob Coad Adventures and the Customer concerning the Adventure.

31.2 Any material variation to the terms of an existing Booking must be communicated to the Customer and accepted where required by law.

31.3 Rob Coad Adventures may update these Terms from time to time for future Bookings.

31.4 The version of the Terms applicable to a Customer will generally be the version accepted at the time their Booking is made, unless a later variation is expressly agreed or required by law.

32. Contact

For questions regarding these Terms, an Adventure or an existing Booking, please contact:

Rob Coad Adventures
The Trustee for the RCKC Family Trust
ABN: 85 601 135 707
Email: rob@athleticahq.com.au

© Rob Coad Adventures. All rights reserved.