1. Agreement
By paying the deposit, you enter into a binding contract with The Meeting Tree, operating as a persona física con actividad empresarial in Mexico. These Terms and Conditions govern the Día de Muertos trip from October 24 to November 5 (Mexico City to Oaxaca City). Contact: info@themeetingtree.fr
2. The Meeting Tree as Agent
The Meeting Tree acts as both tour organiser and booking agent for third-party suppliers including hotels, transportation providers, restaurants, and Viva La Calavera. All supplier terms and conditions apply. The Meeting Tree represents Viva La Calavera for this tour organisation.
3. Itinerary Changes
The published itinerary is correct at time of publication but is subject to change due to safety concerns, supplier availability, weather, or local conditions. Participants will be notified of changes as soon as practicable. Start and end dates are fixed.
4. Pricing
All prices are quoted in Australian Dollars (AUD) and calculated for a minimum of 12 participants sharing double occupancy rooms. The tour price includes accommodation, specified meals, ground transportation, activities, and guides as detailed in the itinerary.
Prices may be adjusted if:
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Currency exchange rates fluctuate by more than 10%
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Supplier costs increase significantly
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Participant numbers fall below the minimum of 12
If participant numbers drop below 12, The Meeting Tree reserves the right to adjust the per-person price proportionally or cancel the tour with full refund of deposits (minus any unrecoverable supplier fees).
5. Payment Terms
A non-refundable deposit of AUD 2,000 per person is required to secure your booking. Final payment is due 25 August 2026. The final balance will be automatically charged to the participant's saved payment method via WeTravel's auto-billing system.
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If the auto-billing charge is declined or fails for any reason, both the participant and The Meeting Tree will be notified by email. The participant must resolve the payment failure and complete the outstanding balance within 7 calendar days of receiving that notification. If full payment is not received within 7 days, The Meeting Tree reserves the right to cancel the booking and retain the deposit (AUD 2,000) as a cancellation fee in accordance with the cancellation policy below.
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6. Cancellation Policy
If the participant cancels their involvement in the tour, the following cancellation fees are payable (per participant) and calculated based on the notice period provided:
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180 to 60 days prior to tour commencement: AUD 2,000 (non-refundable deposit)
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59 to 30 days prior to tour commencement: 70% of tour price
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Less than 30 days prior to tour commencement: 100% of tour price
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After tour commencement: 100% of tour price
In addition to the cancellation charge, the participant will remain responsible for any service provider charges which are listed as non-refundable and cannot be transferred or avoided, including but not limited to train tickets, activity admissions, theatre tickets, sale airline tickets, and costs arising from incorrect documentation.
The Meeting Tree will endeavour to issue a refund or credit note for the difference between the amount received from the participant and the applicable cancellation fee (if any). Refunds are processed through WeTravel and may take 5–10 business days to appear on the participant's statement.
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The Meeting Tree reserves the right to cancel a tour under certain circumstances, including numbers dropping below the minimum required. In such cases, participants will receive a full refund or credit voucher at their election.
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7. Amendments
Changes requested by participants incur an AUD 100 administration fee per amendment plus any additional supplier charges. The Meeting Tree reserves the right to modify itineraries due to unforeseen circumstances and will provide suitable alternatives without additional compensation unless the change significantly impacts the tour experience.
8. Travel Documents and Insurance
Participants are solely responsible for obtaining valid passports, visas, vaccinations, and travel insurance. Passports must be valid for at least 6 months beyond the tour end date. A photocopy of the passport information page must be submitted 60 days prior to departure.
Comprehensive travel insurance covering medical emergencies, trip cancellation/interruption, and evacuation is mandatory. Proof of coverage must be provided 60 days before departure.
9. Fitness and Health Requirements
This tour requires medium physical fitness including walking on uneven surfaces, climbing stairs, and standing for extended periods. Participants with medical conditions, disabilities, or special requirements must disclose these at booking. Non-disclosure may result in exclusion from activities without refund.
10. Liability Limitation
The Meeting Tree is not liable for injuries, losses, delays, or damages resulting from: supplier failures, weather conditions, acts of God, government restrictions, strikes, pandemics, or inherent risks of travel. Participants assume all risks associated with international travel.
11. Photography Consent
Participants consent to being photographed or filmed by The Meeting Tree and Viva La Calavera for promotional, archival, and participant sharing purposes across websites, social media, and marketing materials. No compensation will be provided. Participants wishing to opt out must inform the tour manager before photos are taken.
12. Governing Law
This agreement is governed by the laws of Mexico and subject to the jurisdiction of the competent courts in Mexico City, in accordance with the Ley Federal de Protección al Consumidor (LFPC) and Ley General de Turismo.
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13. Consumer Rights
These terms do not affect your statutory rights under Mexican consumer protection laws. Our liability is limited to resupply of services or refund of amounts paid, as permitted by law. The Meeting Tree reserves the right to update these terms; the version applicable at time of booking will govern your contract.
Force Majeure
The Meeting Tree is not liable for failure to perform due to events beyond our reasonable control including natural disasters, war, terrorism, government restrictions, pandemics, or supplier failures.
Complaints
Report issues immediately to the tour manager. Written complaints must be submitted within 30 days of tour completion to info@themeetingtree.fr for resolution.
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