These terms apply to registered travel agents, tour operators, and wholesalers booking New Zealand itineraries through Kiwi Grand Tours on a net, non-commissionable basis. They sit alongside our general Terms & Conditions - where the two differ, these trade-specific booking terms take precedence for confirmed trade bookings.
| Milestone | Amount due | When |
|---|---|---|
| Deposit | 25% of total booking value | Within 5 business days of booking confirmation |
| Balance | Remaining 75% | 60 days prior to departure |
| Late bookings (within 60 days) | 100% of total | At time of booking confirmation |
| Non-refundable bookings | 100% of total | At time of booking -- no exceptions |
Our NZD bank account details are provided on each invoice. Please include your booking reference number on all remittances to ensure prompt allocation. Allow 3-5 business days for international transfers to clear.
Once a booking is confirmed and deposit paid, any changes requested by the agent or client will attract an amendment fee:
| Amendment type | Fee |
|---|---|
| Minor change (date, time, name correction) | NZD $50 per service |
| Significant change (new supplier, route change, room type) | NZD $100-$200 per service |
| Major restructure (more than 3 services changed) | NZD $300 per itinerary |
| Peak season amendments (Dec-Jan, Easter, school holidays) | Charged at supplier's actual amendment fee, plus NZD $75 administration |
Amendment fees are in addition to any charges levied by individual suppliers (hotels, transport operators, activity providers) for changes to confirmed bookings. Premium properties and non-refundable rate components cannot be amended -- they can only be cancelled, subject to the cancellation policy in Section 7.
Shared seat-in-coach (SIC) transfers are not available between 9:00pm and 5:00am. Bookings during this window must be upgraded to a private transfer. Confirm specific routes and timing at time of booking -- availability on remote routes (e.g. Milford Sound, Franz Josef) may require private transfers regardless of time.
For private transfers before 6:00am and after 10:00pm, the following surcharge applies per vehicle per way:
For groups larger than 14 passengers, exact surcharges are confirmed at time of booking based on vehicle type required.
On Christmas Day, Boxing Day, New Year's Day, and Waitangi Day, a surcharge applies:
New Zealand has both national public holidays and regional anniversary days (Auckland Anniversary, Otago Anniversary, etc.) which may affect specific routes and services. We will advise at time of booking if a regional holiday affects your itinerary.
The first 60 minutes of waiting time is complimentary for all international arrivals at Auckland (AKL), Christchurch (CHC), and Queenstown (ZQN) airports. After 60 minutes, waiting charges apply:
| Vehicle type | Waiting charge |
|---|---|
| Sedan / SUV | NZD $35 per 30 minutes |
| People Mover / Van | NZD $50 per 30 minutes |
| Mini Bus | NZD $65 per 30 minutes |
We monitor all international arrivals and adjust meet times for delayed flights at no charge, provided we are notified or can independently verify the delay. For domestic connections, please ensure adequate transfer time is built into the itinerary -- we recommend a minimum of 90 minutes.
The Milford Road (SH94) is subject to seasonal closures, rockfall risk, and weather-related delays. Where a road closure or delay results in additional vehicle waiting time or overnight accommodation costs for drivers, these costs will be passed on at cost. We will notify you immediately of any such event and work to minimise impact on the client programme.
All Kiwi Grand Tours private tours are conducted by professional, licensed New Zealand guide-drivers unless a specialist guide (e.g. Maori cultural guide, ornithologist, sommelier) has been separately arranged and confirmed in writing.
| Notice period before departure | Cancellation fee |
|---|---|
| More than 60 days | Loss of 25% deposit only (subject to supplier terms) |
| 31-60 days | 50% of total booking value |
| 15-30 days | 75% of total booking value |
| 7-14 days | 90% of total booking value |
| Less than 7 days or no-show | 100% - no refund |
Group accommodation and excursion components are subject to 100% cancellation charges within 45 days of travel. Individual supplier terms may impose even stricter conditions. Contact your KGT trade contact to discuss group-specific terms and deposit schedules before confirming large group itineraries.
Certain rates and products are offered on a non-refundable basis (marked NR on confirmations). 100% payment is required at the time of booking. These bookings cannot be amended or cancelled for any refund. A 100% no-show charge applies if the client does not travel.
Individual suppliers (accommodation, activity operators, scenic flight companies) hold their own cancellation policies which apply in addition to KGT's policy above. Where a supplier retains a cancellation fee, that amount is deducted from any refund due to the agent. We will provide full documentation of supplier deductions.
New Zealand's outdoor activities - including helicopter flights, scenic cruises, and some hiking experiences -- are subject to weather cancellation by the operator. Where an activity is cancelled by the operator due to weather or safety conditions, a full refund or reschedule of that specific activity is provided. No other compensation or consequential costs are covered. We strongly recommend travel insurance including weather disruption cover.
We strongly recommend -- and for some premium programmes require - that all travelling clients hold comprehensive travel insurance covering:
Kiwi Grand Tours is not liable for any losses, costs, or claims that would have been covered by appropriate travel insurance. We can recommend NZ-registered travel insurance brokers on request.
Kiwi Grand Tours is not liable for delays, changes, or cancellations arising from circumstances beyond our reasonable control, including but not limited to:
Where a force majeure event affects a confirmed booking, we will work with you and our suppliers to rebook, credit, or partially refund affected services, subject to individual supplier terms. We cannot guarantee recovery of non-refundable supplier costs in force majeure circumstances.
It is the responsibility of the booking agent and the travelling client to ensure all required documentation is held before departure, including:
Kiwi Grand Tours can provide a supporting itinerary letter and DMC invitation letter for visa applications on request at no charge for confirmed bookings. We are not a licensed immigration adviser and do not guarantee visa approval. See our Visa Information guide for current NZ requirements by nationality.
Kiwi Grand Tours operates as a destination management company arranging services provided by independent third-party suppliers (accommodation, transport, activity operators, restaurants). We act as agent for these suppliers in arranging your clients' programme.
While we take care to select reputable suppliers and monitor service quality, we are not directly liable for any loss, injury, damage, or disappointment arising from the acts or omissions of independent suppliers, including cancellations, service failures, or accidents.
The Consumer Guarantees Act 1993 provides statutory guarantees for services provided to consumers in New Zealand. Where services are acquired by a business for the purpose of resale or as part of a trade or business (i.e. bookings made by registered travel agents), these guarantees may not apply. By booking on a registered trade basis, you confirm that the booking is made in the course of a business. End consumers retain their rights under the Consumer Guarantees Act in relation to services provided directly to them.
Kiwi Grand Tours complies with the Fair Trading Act 1986. All product descriptions, pricing, and inclusions are accurate to the best of our knowledge at the time of quotation. Where a material discrepancy exists between a description and the actual service provided, please notify us promptly.
To the fullest extent permitted by New Zealand law, Kiwi Grand Tours' liability for any claim arising from a booking is limited to the total amount paid by the agent for the specific service giving rise to the claim. We are not liable for indirect, consequential, or economic loss, including but not limited to flights, pre-booked connecting travel, visa costs, or lost business.
We are committed to resolving any concerns quickly and fairly. The following process applies:
These Booking Terms and Conditions are governed by the laws of New Zealand. Any disputes arising from these terms or a booking made under them are subject to the exclusive jurisdiction of the New Zealand courts, consistent with our general Terms & Conditions.
By submitting a booking request or confirming a booking -- whether by email, WhatsApp, booking form, or trade portal -- you accept these Booking Terms and Conditions in full on behalf of your agency and your travelling clients.
These terms supersede any previous version and may be updated from time to time. The version published on this page at the date of booking confirmation is the version that applies to that booking.
Send us your client brief -- dates, interests, group size, and budget. We return a full itinerary proposal within 48 hours.
Send a Trade Enquiry