i) Prices effective 01August 2008. Prices are subject to change without notice.
ii) In the case of a price rise for trek, airline or personal porters, trekkers will be informed by writing. This price rise will affect all who have not paid their trek/airline tickets in full.
iii) Price quoted on the Booking Confirmation Letter is held firm for 14 days from date of letter. A booking made after this time is subject to new price charges.
i) Your trek reservation is confirmed on receipt of a non-refundable deposit of $500 per person, per trek. Deposit must be received within 14 days of booking or the reservation will automatically be cancelled. Deposit is nontransferable and non-refundable.
ii) The balance of payment is due 49 days (7 weeks) prior to departure.
iii) With payment of deposit, it is SMCS’s understanding that the client has read and understood the Booking Terms and Conditions, and has accepted them.
iv) Payment in full is required at time of booking for reservations made less than 49 days prior to departure from
v) Our price is a package price. Accommodation is on a twin share basis. If you wish to vary the package then you are liable for any accommodation, flight, travel, food or other variations not agreed in writing with SMCS.
The client acknowledges that they are aware of the inclusions and not included items in their package as seen in the SMCS documentation.
vi) With payment of deposit, it is SMCS’s understanding that the client understands the hardships, difficulties and potential dangers of trekking across the Kokoda Track and accepts those conditions.
vii) With payment of deposit, it is SMCS’s understanding that the client will undertake a full medical check up prior to undergoing any exercise or training program in preparation for trekking the Kokoda Track in PNG.
viii) With payment of deposit, it is SMCS’s understanding that the client will ensure that they will commit and implement to a suitable training and fitness program specific to requirements necessary for trekking the Kokoda Track in PNG. The client will take all reasonable avenues to obtain specific training advice regarding the fitness requirements to successfully complete the trek across the Kokoda Track in PNG.
ix) With payment of deposit, it is SMCS’s understanding that the client will ensure all pre trek paper work including Doctors Clearance Letter, Assumption of Risk, Trekker Information and Travel Insurance is returned to SMCS five (5) weeks prior to their trek departure and within the time frame requested by SMCS in the pre trek documentation requests sent to the client.
x) With payment of deposit, it is SMCS’s understanding that the client understands that the trek they have booked including date, direction, is nominated on their confirmation letter.
i) The trek price does not cover costs and expenses, if you leave the trek at your volition, or due to illness/accident, or as a consequence of official action by the government of the country visited.
ii) SMCS will provide each person with a list of “what’s included” and “what’s not included”. It is the
iii) It is the trekker’s responsibility to pay for telephone calls, extra night’s accommodation, extra meals and personal items whilst in PNG.
i) Accommodation is based on a twin share room. Accommodation may be upgraded to a single room, subject to availability, a single price room will be charged to you.
ii) Due to illness, finishing Kokoda Trail earlier, or for any other reason you change your accommodation whilst in PNG, you will be liable to pay for the extra night(s).
iii) Gateway Hotel Management requirements are: for accommodation other than the dates given to the Gateway by SMCS will be paid for by the client at the time of check-in. SMCS provides night before trek starts and the night the trek finishes.
iv) Any extra nights are the responsibility of the client, and client must pay Gateway upon check-in.
v) Hotel accommodation can be upgraded to a different hotel, but will be organised by client. SMCS
vi) Upon requesting client’s accommodation at the Gateway Hotel, if the Hotel is full, SMCS will organise for alternative accommodation arrangements. Clients will be notified of Hotel changes.
vii) Accommodation along the Kokoda Track can vary from campsite to campsite. There is no guarantee that Guesthouse accommodation or grassed campsites will be available. Overnight accommodation is on a non booking system and a first come first served basis Campsites are allocated and controlled by the Landowners along the Kokoda Track not by the trekking company. SMCS will make available to our clients the best accommodation available at the time.
i) Trekkers should have a high level of physical fitness and mobility and should be able to negotiate uneven surfaces, river crossings, and climb stairs as the program requirement.
ii) All treks involve high levels of physical activity every day over the 9 days trekking.
iii) Trekkers are required to send in a Doctors Clearance Certificate/Letter no later than five (5) weeks before departure date. In the case of a Doctors Clearance Certificate/letter not being provided to SMCS 5 weeks before the departure date, SMCS has the right to refuse a trekker participation in a proposed trek.
iv) SMCS will provide each trekker with a letter to take to their Doctor to sign and return to the SMCS office.
v) It is the trekker’s responsibility to consult their doctor for a Doctor Clearance Letter and vaccination
vi) SMCS Pty Limited reserves the right to refuse participation or retire any trekker/s that is deemed to be unfit or unprepared to complete the journey.
vii) With payment of deposit, it is SMCS’s understanding that the client understands the hardships,
viii) With payment of deposit, it is SMCS’s understanding that the client will undertake a full medical check up prior to undergoing any exercise or training program in preparation for trekking the Kokoda Track in PNG.
ix) With payment of deposit, it is SMCS’s understanding that the client will ensure that they will commit to and implement a suitable training and fitness program specific to requirements necessary for trekking the Kokoda Track in PNG. The client will take all reasonable avenues to obtain specific training advice regarding the fitness requirements to successfully complete the trek across the Kokoda Track in PNG.
x) With payment of deposit, it is SMCS’s understanding that the client will ensure all pre trek paper work including Doctors Clearance Letter, Assumption of Risk, Trekker Information and Travel Insurance is returned to SMCS five (5) weeks prior to their trek departure and within the time frame requested by SMCS in the pre trek documentation requests sent to the client.
You are required to have a current passport.
You will require a Visa entry into PNG. These can be obtained on arrival in
i) An adult must accompany children under the age of 18. Adult supervision is required at all times.
ii) Adult accompanying child (ren) will be responsible for any behavior deemed not acceptable by SMCS staff.
iii) If a child (ren) requires a “Medical/Emergency Evacuation” an adult must accompany the child (ren).
i) SMCS Pty Limited accepts no responsibility for any damage caused by clients whilst on the Kokoda Trail, whilst at the Gateway Hotel, transfer transportation etc.
ii) Any trekker/s that has caused damage will be required to pay for damage, and SMCS staff will assess this.
i) Early departure from the trek including evacuation (i.e. less than the days specified) will incur the cost of extra staff, transportation, administration costs including phone calls and all other expenses incurred in returning you back to
ii) The client is responsible for organising accommodation and must pay the Hotel directly for their stay. The trekker will be responsible for these extra costs.
iii) If you require or request a helicopter lift out you will be liable for these costs. SMCS will invoice you
i) In the event of an emergency whilst on the Kokoda Trail, SMCS staff will assess the situation and they will act accordingly.
ii) If a helicopter is needed SMCS will contact your “Next of Kin”, as stated in your Trekker Information
iii) All costs relating to a “Medical/Emergency Evacuation” will be charged to the Trekker including and not limited to administration costs, phone calls, staff wages assisting in the evacuation etc.
iii) If a child (ren) requires a “Medical/Emergency Evacuation” an adult must accompany the child (ren).
iv) Accommodation required due to the evacuation is the responsibility of the client and must be paid directly to the Hotel.
i) SMCS will provide each trekker with a “trekking gear list” as a recommendation on what to take while
ii) In the case of excess baggage on international or an internal flight in PNG or
i) SMCS hires gear to their trekkers for the purpose of the Kokoda Trail only.
ii) If a trekker is hiring gear from SMCS, it is a requirement to fill out a Hire Gear Terms and Conditions
iii) Any damages as per the agreement will be at the trekker’s expense.
i) It is mandatory for each trekker to have a suitable personal travel insurance policy prior to your departure from
ii) The policy must cover the unforeseen cancellation of your trip, the loss of personal items, the cost of emergency evacuation by air from any point along the Kokoda Trail to
iii) SMCS requires all details of your Travel Insurance no later than five (5) weeks before departure. Details will include your full name, policy number, dates of travel, destinations, the Travel Insurance Company’s 24 hour emergency phone number, etc.
iv) SMCS has the right to refuse to organise the medical evacuation if the client has not provided their
iii) All baggage and personal effects are at all times and in all circumstances at the risk of the client. Baggage insurance is recommended.
iv) SMCS is not responsible for the loss or late arrival of any baggage.
v) Clients acknowledge that their trekking equipment, personal items, medical and other gear is essential for their trek across the Kokoda Track and will pack in their cabin luggage the essential items such as boots medications etc essential to them. This is subject to aircraft rules and laws.
vi) Clients acknowledge that they are responsible for all costs associated with joining the trek at a later date due to their late arrival to the trek or late arrival of baggage.
i) Application for any refunds due to any of these unforeseen circumstances must be made in writing.
ii) Any claim must be limited to the cost of the service. SMCS does not accept liability for any additional
iii) In the event of any legal action against SMCS the client/travel agent agrees where and/or accepting travel document that such action will take place under the terms of the laws of the independent nation of
iv) PNG has been referred to as “the land of the unexpected’. It is a developing nation and as such we cannot accept responsibility for accident, loss injury, disappointment, and delay in irregularity in flight, accommodation, transportation and other services provided on your trip.
v) Trek Masters and Australian Guides nominated for certain treks can vary due to changing schedules, sickness, injury or other unforeseen circumstances. SMCS will allocate the best available Trek Master and Australian Guide for this trek.
SMCS reserves the right to vary the trek itinerary/schedule in the event of unforeseen circumstances.
Cancellations Notices and Charges
i) Cancellation of confirmed bookings is to be in writing.
ii) The following cancellation fees will be applied per person for treks paid in full:
Between 31 & 60 days – 50% of the total booking cost.
Between 30 days or less – 75% of the total booking cost
For this reason SMCS strongly recommends that your travel insurance policy includes cover for cancellation charges in the event of cancellation due to illness or other circumstances. This may result in a delay in processing any refund due as we await advice of cancellation charges by airlines, hotels and ground operators.
iii) Deposit is non refundable and non transferable.
i) The trek price is subject to change at any time due to currency fluctuations, or Australia/PNG airport tax departure variations and other charges.
ii) Clients are responsible for any price rises due to charter plane & airline cost increases, accommodation increases or costs
in Porters or other related costs.
ii) A minimum of six (6) trekkers is required for a trek to go ahead, unless agreement for less numbers has been negotiated with SMCS in writing.
iii) You will be notified of trek price change in writing.
i) The maximum number of trekkers per group is 16, this excludes personal porters and excludes SMCS staff.
ii) The maximum number of trekkers may vary with private groups and is negotiable with SMCS.
iii) SMCS reserves the right to have more than one trek going out at the same time, same date and going in the same direction on the same itinerary.
iv) The minimum number of trekkers per group is 6, or via prior arrangement with SMCS.
i) If you choose to have a personal porter, SMCS must be informed six (6) weeks prior to your trek starting date.
ii) A personal porter is an extra cost on top of SMCS trek price. The cost of a personal porter is $600 and it is non-negotiable.
iii) Payment for a personal porter must be sent to the SMCS office six (6) weeks prior to departure date.
iv) In the event that a trekker requires a personal porter once he/she has arrived in PNG or at any stage throughout the trek, the trekker will be charged an extra 20% on top of the $600 quoted price, now totaling $720 (as this is an inconvenience).
v) An invoice will be sent and must be paid within 7 days of finishing your trek.