Important

These Booking Terms, Conditions and Waiver (“Terms”) govern all bookings for Ocean Swim Fiji events and form the agreement between the attendee (“you”) and Quantum Events Ltd (“Quantum”).

By making a booking, paying a deposit, paying an instalment, attending an Event, or participating in any Event activity, you acknowledge that you have read, understood and agree to be bound by these Terms.

PART A – BOOKING TERMS:

1. EVENT ORGANISER AND TRAVEL PROVIDER

Quantum Events Limited is the event owner and organiser of Ocean Swim Fiji – Stay & Swim taking place 24 May – 28 May 2027. YOU Travel Takapuna is a New Zealand TANNZ bonded travel agency who manages the sales of all Ocean Swim Fiji event packages and the booking of travel and accommodation.

2. PACKAGE INCLUSIONS

Your package includes only those items specifically listed in your booking confirmation. Any item not specifically included is at your own cost.

3. DEPOSIT PAYMENT

A non-refundable swim registration deposit of NZD $500 per person is to be paid to Quantum Events Ltd to confirm your attendance. Your spot at Ocean Swim Fiji Stay & Swim – May 2027 is only secured when you have paid the swim registration deposit amount. The deposit is included in your full package price.

4. PACKAGE PAYMENTS

The balance of the package price will be due as stipulated below. The payment amounts will be advised by YOU Travel. The payment dates are:

Travel Deposit (following non-refundable swim registration deposit paid):  This includes the cost of airfares and is due at the time of booking confirmation
Package Balance: Due 30 January 2027.

The travel deposit must be paid on or before the listed date or time frame above. If the travel booking is made 30 January 2027, the full package price will be due immediately.

Full payment is required before travel documents are issued.

5. PRICE CHANGES

Package prices may increase due to currency fluctuations, airline pricing changes, fuel surcharges, government charges, supplier pricing changes or circumstances beyond Quantum’s control.

6. PAYMENT PROCESS

Package payments are payable to YOU Travel, the exclusive Travel Agency for Ocean Swim Fiji. Payment will be made to YOU Travel Takapuna. Bank details and payment instructions will be included on your Statement of Account.

Please quote your booking number provided and surname with your payment. Package prices are based on payment by cash, EFTPOS, or direct credit into our bank account. Credit card payments can be made through your YOU Travel consultant. Credit Card payments will incur an additional convenience fee provided at the time of quoting.

Payments are made in NZD with conversion rates at the time of payment. Currency conversion rates may vary with currency rate fluctuations.

7. PACKAGE AMENDMENTS

Any amendment requested by an attendee may incur additional costs, supplier fees or administration fees.

Any increase in package costs resulting from an amendment shall be payable by the attendee.

PART B – CANCELLATIONS:

7. CANCELLATION BY YOU

Due to the costs involved in securing your booking, a cancellation fee will be charged if you choose not to attend Ocean Swim Fiji Stay & Swim – May 2027. In addition to any airline cancellation charges, the cancellation fees are:

Cancellation Dates and Fees (per person)

• Swim registration deposit of NZ$500 and sum of travel deposit.
• Between 30 January and 14 March 2027 an additional fee $1,250 on top of the swim registration deposit and travel deposit.
• From 15 March 2027 Full Package Price

Any payments you have made in excess of the cancellation fee will be refunded to you.

We highly recommend that you take out travel insurance at the time you make the deposit to attend the event.

8. CANCELLATION BY QUANTUM EVENTS

In the unlikely event that Ocean Swim Fiji Stay & Swim – May 2027 cannot be held on the advertised dates for reasons outside of organisers control caused by Acts of God, or force majeure such as (but not restricted to) weather or equipment disruptions, acts of government or other authorities, international border closures, communicable diseases, wars, hostilities, civil disturbances, strikes, riots, pilferage, medical or customs regulations or requirements, the event will be rescheduled or restructured and the deposit and any instalment payments will be transferred in full to this rescheduled or restructured event. If you choose not to attend the rescheduled or restructured event then a NZD $750 cancellation fee per person plus the forfeit of your swim registration deposit and travel deposit will apply (due to airfares not being refundable if these have been booked) plus any non-refundable supplier deposits.  All excess payments will be refunded to you.

We strongly recommend the purchase travel insurance immediately after registering for the event and before first instalment is paid to cover for any unforeseen circumstances preventing the attendance at the event.

PART C – TRAVEL TERMS:

9. PASSPORTS AND VISAS

All travellers require a valid passport. Passports must be valid for at least 6 months from the intended date of departure from Fiji. A copy of the photo and details page of your passport must be provided to YOU Travel prior to the travel documents being issued.

If you are not travelling on a New Zealand passport, please let us know so we can check if a visa is required to enter Fiji. While we can assist, your passport and visa requirements are your responsibility.

10. TRAVEL INSURANCE

Travel Insurance is compulsory for all attendees at Ocean Swim Fiji Stay & Swim – May 2027.

YOU Travel can offer you a Travel Insurance Policy to cover you participating in the Swim Events (plus additional days) that offers protection and peace of mind.

If you reside and are travelling from outside New Zealand, you will need to arrange your own Travel Insurance Policy with a local provider.

Travel insurance must include (at a minimum) cover for cancellations and/or amendments due to unforeseen events, medical costs (including repatriation), ocean swimming events, and lost luggage / money.

We suggest you purchase Travel Insurance when you make your deposit payment to ensure you receive the benefit of the cancellation and curtailment section of the travel insurance. We advise that there is no cover for carrier / operator / supplier or agent default.

All attendees must provide a copy of their travel insurance policy to Quantum Events prior to their departure date.

11. THIRD PARTY TRAVEL SUPPLIERS

Airlines, accommodation providers, ferry operators, resorts, transport providers, tour operators and other suppliers operate independently of Quantum.

Quantum will exercise reasonable care in selecting suppliers but does not control their operations.

PART d – EVENT TERMS:

12. EVENT DEFINITION

The Event includes:

(a) official swim events;

(b) official briefings;

(c) presentations and prizegivings;

(d) training clinics;

(e) official social functions; and

(f) organised transport arranged by Quantum for official Event activities.

The Event does not include personal sightseeing, recreational activities or activities undertaken independently outside the official programme.

13. ACKNOWLEDGEMENT OF RISK

Attendance at the Event involves inherent risks including travel, transport, marine activities, weather conditions, physical exertion, medical emergencies, equipment failure, the acts or omissions of other attendees, and risks that may remain despite the implementation of reasonable safety measures by Quantum Events Ltd and its contractors.

You voluntarily accept and assume those risks.

14. PERSONAL RESPONSIBILITY

You agree to:

(a) follow all Event rules and directions;

(b) behave responsibly and safely;

(c) provide relevant medical information;

(d) take reasonable care for your own safety and the safety of others.

15. EVENT CHANGES

Quantum may change Event locations, schedules, swim courses, activities and programme elements where reasonably required for safety, operational or logistical reasons.

PART E – SWIMMING PARTICIPANT TERMS:

16. APPLICATION

Clauses 18–22 apply only to attendees participating in swim events.

17. FITNESS TO PARTICIPATE

You confirm that you are adequately trained, medically fit and capable of completing the swim(s) entered.

18. OPEN WATER SWIMMING RISKS

You acknowledge that open water swimming involves inherent risks including drowning, fatigue, currents, tides, marine life encounters, collisions, equipment failure and medical emergencies.

19. EVENT SAFETY

Safety measures reduce but cannot eliminate risk.

20. SAFETY BRIEFINGS

Participants must attend and comply with all safety briefings and instructions.

21. COURSE CHANGES

Swim courses and formats may change due to weather, tides, safety or operational requirements.

PART F – LEGAL TERMS:

22. RELEASE

To the maximum extent permitted by law, attendees release Quantum Events Ltd and its directors, officers, employees, contractors, volunteers, Event officials and agents from claims arising directly from the inherent risks associated with attendance at and participation in the Event, including risks that remain despite the implementation of reasonable safety measures and procedures by Quantum Events Ltd and its contractors.

Nothing in these Terms excludes or limits any rights or remedies that cannot lawfully be excluded under applicable law.

23. INDEMNITY

Attendees indemnify Quantum Events Ltd and its directors, officers, employees, contractors, volunteers, Event officials, agents, sponsors, venue operators, transport providers and Event partners against claims, losses, costs, damages and expenses arising directly or indirectly from:

(a) the attendee’s wilful misconduct, reckless behaviour, negligent conduct or deliberate breach of these Terms;

(b) the attendee’s failure to follow reasonable directions or safety instructions issued by Quantum Events Ltd or its Event officials;

(c) injury, loss or damage caused to another person or property by the attendee; or

 (d) the attendee’s participation in the Event, including claims arising from the negligence of Quantum Events Ltd, its contractors, Event officials, suppliers, venue operators, transport providers, sponsors and Event partners, except to the extent that such liability cannot lawfully be excluded, released or indemnified under applicable law.

23. MEDICAL TREATMENT

Attendees authorise medical treatment where they are unable to provide consent and acknowledge responsibility for associated costs.

24. PHOTOGRAPHY AND MEDIA

Attendees consent to the use of their name, image, voice and likeness for Event promotion, reporting, broadcasting and marketing purposes.

25. EVENT PHOTOGRAPHY

Attendees consent to contact from official Event photographers.

26. PERSONAL PROPERTY

Attendees remain responsible for their personal belongings.

27. PRIVACY

Personal information will be handled in accordance with the Privacy Act 2020 and Quantum’s Privacy Policy.

28. EVENT COMMUNICATIONS

Attendees consent to receiving Event communications and may unsubscribe from marketing communications at any time.

29. GOVERNING LAW

These Terms are governed by the laws of New Zealand.

30. DISPUTE RESOLUTION

The parties agree to attempt good faith discussions followed by mediation before commencing court proceedings where practical.

31. SEVERABILITY

If any provision is invalid or unenforceable, the remaining provisions remain in full force and effect.

32. ENTIRE AGREEMENT

These Terms constitute the entire agreement between Quantum and the attendee relating to the Event and supersede all prior discussions, representations and understandings.

PART G – ACKNOWLEDGEMENT:

33. ACKNOWLEDGEMENT

By completing a booking, paying a deposit, attending the Event or participating in any Event activity, you acknowledge that:

(a) you have read and understood these Terms;

(b) you understand the risks associated with attendance;

(c) if participating in a swim event, you understand the risks associated with open water swimming;

(d) you agree to be bound by these Terms.

34. AGE REQUIREMENT

You confirm that you will meet the minimum age requirements specified for the Event.