Skip to content

Groups Policy

We’ve created this concise version of our terms and conditions to assist you with Group Bookings and preparations, providing an easy reference for all the key details. If you need any further information, please feel free to reach out to our Group Reservations Manager.
 
As a small family business, we value goodwill and personal connections. However, we’ve also had to put clear guidelines in place to prevent misunderstandings and ensure everything runs smoothly.
 
We hope this document helps make your group booking experience seamless!
 
 

1. DEFINITIONS

Group 
  • 10 pax = applies to small charter planes only. 1 x FOC pilot (minimum 2 x 10 pax groups per season)
  • 20-39 pax = group rate + 1 x FOC host/driver

  • 40+ pax = 2 x FOC host/driver (Experiences). 50% rate x 1 host (Holidays)

Group booking
Refers to group booking made for guests booked on the same experience or holiday package.
 
Group rate

A group rate refers to an agreed rate, as quoted at the time of booking by Outback Pioneers’ Group Reservations Manager.

Group organiser

The key contact responsible for making and liaising with Outback Pioneers’ Group Reservations Manager or crew member.

Group leader

The host or appointed person who accompanies the group before and during travel.

FOC (excluding holiday packages)
Refers to an approved ‘free of charge’ guest. This may be a group leader or coach driver. 

Experiences: 1 x FOC guest applies when booking 20-39 guests. 2 x FOC applies for 40+ guests.
Holidays: Groups 40+ pax receive 50% rate x 1 host.

 

2. HOW TO REQUEST A GROUP BOOKING

Contact Outback Pioneers’ Group Reservations Manager on 1300 819 968 or email us.
 
To submit a group travel request, you can either complete the form on our website or request one to be sent via email. We will respond within 24-36 hours.
 
Group travel quotes and rates are provided at the discretion of Outback Pioneers. Once your request is approved, we will notify you in writing of the group rate we can offer.
 

3. CONFIRMING YOUR GROUP BOOKING

You will receive a quotation via email. Once you accept the quotation we will email you a booking confirmation confirming the costs. Your final payment is due in full 30 DAYS before the start of your experience or holiday package.
 
Please note your group may be joining other paid guests on their booked experience.
 
Your appointed group organiser is required to finalise all guest details including dietary requirements 30–45 days before arrival.
 

4. ALLOCATIONS

We review your allocations 120 and 90 days before arrival, but we might reach out at other times to discuss your approved allocation. Your specific review dates will be included in your initial confirmation and may change as needed.

Once your allocation is fulfilled, any additional requests will depend on availability.
 

IMPORTANT MILESTONES

Prior to arrival
  1. Allocation check-in:  120 days and 90 days
  2. Final allocation review: 60 days
  3. Final guest numbers, names and dietaries: 45 days
  4. Final invoice issued: 44-30 days
  5. Full payment due: 30 days

5. PAYMENT

We need full payment to continue holding your booking. If there are exceptional circumstances, please get in touch in advance of the due date.
 

6. CANCELLATIONS

If your group size drops below minimum numbers, new rates and conditions may apply.
 
For any cancellations made within 30 days of arrival in Longreach guests may need to seek reimbursement through their travel insurance.
 

7. CANCELLATIONS DUE TO BAD WEATHER

Normally our winter season is a great time of year for experiencing the outback but if we have rain or storms that could endanger our guests, crew or horses, we will cancel an experience. In this case we will offer your guests the choice of a wet-weather alternative or an alternative date. If this is not acceptable or the fixed itinerary does not allow for alternative dates, your guests will need to claim a refund for lost components on their travel insurance. In this instance Outback Pioneers will provide a ‘Statement of Cancellation’ letter.
 

8. CHANGES TO THE BOOKING

If you would like to change an aspect of a booking, please contact us as soon as possible. We can’t promise we can change things but we’ll do our best to help. We will pass on any applicable price increase for the change. We can transfer the booking to an alternate date (if available) or issue a credit note.
 

9. IMPORTANT GUEST DETAILS

At least 45 DAYS before the start of the holiday or tour package commences, you must provide our Groups Reservations Manager with all your guests’ details. This is a legal requirement before we can provide services. For each guest please supply:
 
  • Name
  • Mobile number
  • Mobility issues
  • Dietary information and allergies.

10. DIETARY REQUESTS

We are happy to cater for vegetarian, vegan and gluten-free diets. For other special dietary requests or if a serious allergy is involved, please let us know and we will consult with our chef to see what is possible. The cut-off date for our menu-planning is 30 days before a tour starts.
 

11. THIRD PARTY SUPPLIERS

When your travel itinerary includes services provided by a third party (an Independent Supplier) that we do not directly control, our role is to select a reputable supplier and coordinate those bookings on your behalf. Independent Suppliers may include airlines, rail services, attractions such as museums, restaurants, and other providers included in our package holidays.
 
Please be aware that these third parties operate under their own terms and conditions. If any changes affect your booking—whether initiated by you or the supplier—any applicable fees and charges will be added to your booking and must be paid when the changes are confirmed.
 

12. DISABILITY ACCESS

We are keen to welcome people with disabilities and to make our experiences accessible to everyone. Some of the experiences by their nature are not ideal for those with mobility or other impairments. We are still auditing and reviewing how we can best improve access for a wide range of disabilities. Please get in touch if we can help give additional information that will make a potential guest’s decision easier.
 
All mobility challenges and assistance animals must be emailed in advance, providing thorough details to the Group Reservations Manager.
 

13. WHEELCHAIR ACCESS

We can assist guests who can transfer from a wheelchair to our Paddlewheeler. The toilets at Starlight’s river camp are wheelchair accessible.
 
Accommodation Our accommodation currently does not have wheelchair-accessible rooms, but this will be available in the next stage of development. Please note that both The Stables and The Coach Inn rooms have 1-2 steps at the entrance. Guests with limited mobility will have flat-surface access to the facilities inside their rooms. For specific needs, please consult our friendly reservations team.
 

14. GUESTS WITH REDUCED MOBILITY

The experiences and tours require minimal walking between sites. At the riverbank site for the Starlight’s Cruise Experience and on the Nogo Station Experience, the ground can be uneven on unsurfaced tracks. Please encourage your guests to ask for a supporting arm or extra help if they need it.
 

15. ASSISTANCE ANIMALS AND PETS

Certified assistance dogs and service animals are welcome in our accommodation and on our experiences, provided they are properly trained, certified, and carry appropriate identification. Handlers are responsible for ensuring their animals do not interfere with our livestock or create safety risks. In the event of any disruption, we may request relocation to protect the wellbeing of guests, staff, and animals.

Please note, no other pets or animals are permitted in our accommodation or on our tours due to safety, hygiene, and guest comfort.

16. FORCE MAJEURE

In the event of circumstances beyond our reasonable control (including but not limited to natural disasters, fire, flood, severe weather events, pandemics, government restrictions, labour disputes, or other emergencies), we reserve the right to cancel, postpone, or modify group tour bookings without liability. In such cases, we will work with the group organiser to reschedule or offer credit towards a future booking where possible.

17. UPDATES TO GROUPS BOOKING POLICY

We may update or amend our Group Booking Policy from time to time. Any updates will be published on our website and will take effect 60 days after being issued. We recommend that group organisers review the latest policy before confirming a booking to ensure they have the most up-to-date information.