TERMS AND CONDITIONS
2026 Australian Business Delegation Visit to Shenzhen — Host City of APEC 2026
Shenzhen and Greater Bay Area Programme | 7–13 November 2026
1. Organiser and contract documents
1.1 Organiser. These Terms and Conditions are issued by Excellenz Pty Ltd, trading as Terratide Events ("Terratide", "we", "us" or "our").
ABN: 546 537 530 87
Registration and cancellation email: info@terratide.com.au
Telephone: 0477907770
Privacy notice and contact: info@terratide.com.au
1.2 Participant. "You" means the individual participant identified in the Booking Summary. Your name must match your travel document. A company or another person paying your fee does not automatically become the participant or acquire the right to use your place.
1.3 Contract documents. Your contract comprises these Terms and Conditions, your completed Booking Summary, the Programme Schedule and any amendments agreed in writing. Material changes require written agreement, except where applicable law permits or requires otherwise. Advertising and promotional material cannot be used to unilaterally reduce a substantive service we have expressly promised.
1.4 China-based partners. Shenzhen Huajun Group (深圳市华君集团) assists with coordination of business visits and events in China. Qualified Chinese travel agencies arrange group coaches and licensed guides. We will verify the relevant qualifications. Where Chinese law requires the identity, licence details, contact information or consent relating to a travel agency or receiving agency to be included in the contract, we will provide the required information before acceptance. The use of local partners does not remove our obligations to you under this contract or applicable law.
2. Programme dates and included services
2.1 Service period. The included China-based programme runs from 7 to 13 November 2026. Services begin with the designated group airport transfer and end with the designated group airport departure transfer, subject to the arrangements below. Travel to and from Australia is independently arranged and is not included.
2.2 Accommodation. Your fee includes six nights at The Langham, Shenzhen (深圳东海朗廷酒店), checking in on 7 November and checking out on 13 November 2026. Your selected room type and occupancy are recorded in the Booking Summary. King-bed and twin-bed arrangements must be confirmed before payment. Hotel breakfast is included on 8–13 November; breakfast before arrival on 7 November is not included.
2.3 Included lunches and dinners. The fee includes the following group meals, including the meals served as part of the signature events:
Lunch is included for 8-13 November, and Dinner is included for 7-12 November.
This comprises six lunches and six dinners, in addition to the six hotel breakfasts. Meal venues and formats are specified in the Programme Schedule. Changes to a venue do not, by themselves, remove an included meal. Additional orders, drinks and room charges are payable by you unless expressly included in the Programme Schedule.
2.4 Business visits and signature events. The fee includes the enterprise visits, business programme and the following four events described in the Programme Schedule:
Australian Business Delegation Opening Dinner — 7 November.
China–Australia Welcome Luncheon — 8 November.
China–Australia Economic and Trade Cooperation Forum and Trade Promotion — 10 November, including the associated group dinner.
Greater Bay Area–Australia Exchange Evening — 12 November, including dinner.
These dates are planned programme dates. Venues, speakers, guests and receiving enterprises remain subject to the confirmed Programme Schedule. Candidate enterprises are not guaranteed unless expressly confirmed as a contracted service. Any material change is handled under clause 10.
2.5 Group transport. Included transport consists only of:
the designated Shenzhen airport arrival transfer on 7 November;
shared group transport listed in the formal programme on 8–12 November; and
the designated Shenzhen airport departure transfer on 13 November.
3. Airport transfers and independently booked travel
3.1 Designated flights. Group airport transfers at Shenzhen Bao'an International Airport are scheduled around China Southern flight CZ3072 arriving on 7 November and CZ3071 departing on 13 November 2026. Flight times remain subject to the airline's actual operations. We will provide the group meeting time, location and contact details before departure.
3.2 Other flights. If you take another flight, you may join the same transfer only if you can attend the designated meeting point within the stated collection window, a seat is available and we confirm the arrangement in writing beforehand. We are not required to arrange an additional vehicle or delay the group transfer for a different flight.
3.3 Flights and connections. You arrange and pay for your international flights, domestic connecting travel and all travel to and from Australian airports. You are responsible for checking travel documents, flight connections and the airline's booking, cancellation and change conditions. This does not exclude remedies available where a loss is caused by our breach or another matter for which we are legally responsible.
4. Services and expenses not included
Unless expressly included in your Booking Summary or Programme Schedule, the fee excludes:
return international flights between Australia and China;
domestic airfares, high-speed rail and train tickets, public bus and other public transport tickets, and ferry or boat tickets in either country;
personal taxis, rideshare, parking and transport outside the included group arrangements;
passport, visa and other travel-document expenses;
travel insurance and medical insurance;
personal medical treatment and emergency medical transport;
hotel security deposits, laundry, telephone charges, minibar, room service and other room charges;
additional food and drinks, shopping, excess baggage and personal expenses;
free-time activities and any optional paid activities identified in the Programme Schedule; and
additional expenses arising from your personal arrangements or activities outside the contracted programme.
The exclusion of personal transport tickets does not exclude the shared group coaches and airport transfers expressly included in clauses 2 and 3. A hotel security deposit is payable to the hotel and is handled under its applicable deposit conditions.
5. Participation fee, registration and payment
5.1 Individual price. Your agreed participation fee, applicable GST, total payable, room type and any fixed single-occupancy supplement are shown in the Booking Summary and invoice. The total including any applicable GST must be established before you accept and pay. We will not add an undisclosed compulsory charge after acceptance. A price change requires your written agreement.
5.2 Full payment. Payment is due in one instalment by the deadline in the Booking Summary. Instalment payments are not offered. You must provide accurate registration information and accept these Terms and Conditions and the completed schedules by the stated deadline.
5.3 Booking confirmation. Your place is confirmed when we accept your registration in writing and receive the full amount due. The delegation itself remains subject to the minimum group confirmation process in clause 9. Two-person bookings must also satisfy clause 6. We will provide a receipt and booking confirmation within two business days of receiving full payment.
5.4 Payment account and transfer fees. Pay only to the account on our official invoice and Booking Summary. Any account change must be sent from our established notification email and verified through our previously supplied telephone number. You are responsible for international remittance and intermediary-bank fees associated with your chosen payment method, so that the net AUD amount received equals your total payable. We will not add an undisclosed internal processing fee.
5.5 Short payments and delays. If intermediary charges cause a short payment, we will provide evidence of the amount received and allow two business days to pay the difference. If a payment has been sent on time but is reasonably delayed by normal banking processing, we will review reliable payment evidence before cancelling the place. For an overdue payment, we will issue a written reminder allowing two business days to remedy it before releasing an unconfirmed place. Release of an unpaid place does not itself create a cancellation charge; any money already received is dealt with under these Terms and applicable law.
5.6 Refund processing. Once the amount refundable has been established, refunds will generally be processed within 10 business days to the original payment account. If that account cannot receive the refund, we will verify another account belonging to the same payer and confirm it in writing. Refunds will not be sent to an unverified third-party account.
6. Two-person rate and shared-room arrangements
6.1 Same room required. The two-person rate applies only to two named participants sharing the same room. Each participant must accept the contract separately. Both contracts must be accepted, both fees must be paid in full by the common deadline and we must confirm the pair in writing before the two-person price and room booking take effect. One person's acceptance or payment does not secure the two-person rate.
6.2 If only one person completes registration. If the other person has not accepted and paid by the common deadline, we will promptly notify the paid participant. That participant may accept a new single-occupancy quote in writing or receive a full refund of the amount paid. They are not responsible for the other person's unpaid fee or cancellation charges unless they expressly agree otherwise.
6.3 If a confirmed roommate withdraws. We will notify the remaining participant of the available options, the fixed single-occupancy supplement and the response deadline. Within seven calendar days of that notice, and no later than check-in on 7 November, the remaining participant must choose in writing to:
arrange an eligible replacement roommate whom we accept, subject to clause 8;
pay the single-occupancy supplement stated before acceptance; or
accept a suitable same-gender participant proposed by us, where sharing with an organiser-arranged roommate was expressly agreed at registration and the specific new roommate is confirmed in writing.
We will not place an unfamiliar person in your room without the required agreement. Silence is not consent.
6.4 If no arrangement is agreed. We will put forward the final practicable arrangement and its cost in writing, allowing at least two calendar days to respond where reasonably possible and no later than check-in. If you expressly withdraw because of the roommate issue, the cancellation date is when we receive that decision, not your original roommate's withdrawal date. We will refund the balance after deducting reasonable, incurred and unrecoverable costs directly attributable to your place, with a calculation; the refund will not be less than the amount payable under clause 7 on your withdrawal date. Failure to respond does not automatically forfeit your fee. We will send a further reminder and address the booking according to the accommodation actually available and applicable law. If we cannot provide an accommodation arrangement you have agreed to, we will offer a reasonable alternative or the remedy required by law; this is not treated as your voluntary cancellation.
7. Participant cancellations, illness and entry refusal
7.1 Written notice. Send cancellation requests to our registration and cancellation email in clause 1. The relevant date and time are when that email is received by us, measured in Sydney local time, including daylight saving where applicable. Percentages apply to your total participation fee actually paid.
All cancellation deadlines are based on Sydney local time and when we receive your cancellation notice.
If we receive your notice by 11:59:59 pm on 9 October 2026, you will receive a full refund of the participation fee paid.
If we receive your notice between 12:00 am on 10 October and 11:59:59 pm on 22 October 2026, 50% of the participation fee will be retained and 50% refunded; alternatively, you may apply to transfer your entire place under clause 8.
From 12:00 am on 23 October 2026 until the programme ends, the participation fee is generally non-refundable for personal cancellations, and transfers of the entire place are generally no longer accepted, subject to applicable law and the qualifications below.
7.2 Statutory rights and recoverable costs. These personal cancellation arrangements do not apply to an organiser cancellation under clause 9 and do not remove rights that cannot lawfully be excluded. We will retain records supporting reasonable preparation costs, services already supplied and incurred or non-refundable supplier charges. Charges must not be excessive or unfair under applicable law. Where costs are actually avoided or recovered, we will fairly calculate any additional balance refundable. We will not recover the same cancellation cost twice.
7.3 Visa, flight and health issues. If you cannot attend because of your visa or travel documents, an independently booked flight being cancelled or delayed, illness or another personal health issue, the cancellation timetable generally applies. Illness does not automatically remove costs already reasonably incurred. You may provide a certificate from a qualified medical practitioner confirming that you were unfit to travel or participate on the relevant dates; detailed diagnoses are not normally required. We will review supplier refunds and costs that can be avoided or reused and return any recoverable net amount above the refund otherwise due, with a calculation summary. Other legal remedies remain available where applicable.
7.4 Refusal of entry. Chinese authorities decide whether you may enter China. If entry is refused for a reason unrelated to our performance, promptly contact us, your airline, insurer and relevant authorities. The cancellation timetable generally applies from receipt of your written notice, with the cost review in clause 7.3. We will provide reasonable assistance using genuine invitation letters, accommodation records and other information we hold, and assist with contacting the authorities, carrier and insurer. We do not guarantee admission, a full participation-fee refund or reimbursement of independently booked flights and return travel. This does not exclude responsibility where our incorrect documents, breach or other legally attributable conduct caused the problem.
7.5 Insurance documents. For an insurance claim, we will provide accurate records we hold, including the contract, invoice, payment receipt, cancellation confirmation and refund or non-refundable-cost information. We may provide relevant information to an insurer after verifying its identity and obtaining any required authorisation. We do not prepare medical evidence, represent you in describing an insurance event or guarantee a claim outcome.
8. Transfers and missed programme services
8.1 Whole-place transfer. From 10 to 22 October 2026, you may request in writing to transfer your entire place to an eligible replacement. The replacement must supply the required documents, accept the applicable participation terms and obtain our written approval by 22 October, 11:59:59 pm Sydney local time. The full fee paid is credited to the replacement's equivalent booking and the 50% cancellation charge is not additionally imposed. Any actual and previously disclosed name-change costs, room changes, third-party charges or applicable price difference are payable separately.
8.2 Unsuccessful and late transfers. If the transfer fails and you cancel, the applicable refund is determined by when we receive your cancellation notice. From 23 October, transfers are generally not accepted; an application that we are legally required to consider will be handled according to applicable law. This does not permit substitutes for individual activities once the programme has begun.
8.3 Personal non-attendance. Your place and included services are for your personal use. If you voluntarily miss an enterprise visit, event, transfer, meal, accommodation or another service that we have arranged or provided as contracted, including because of lateness or personal plans, that unused portion is not separately refundable, transferable to another service or available for later use. You may not nominate a colleague, relative or other representative to attend or use your place for the missed portion. These restrictions do not affect remedies where the service was not supplied as contracted or a remedy is otherwise legally required.
9. Minimum group size and organiser cancellation
9.1 Group confirmation. The minimum group size is 10 participants who have accepted and paid in full, including completed shared-room pairs. We will notify registered participants in writing of the final decision by 5:00 pm on 16 October 2026, Sydney local time. Expected future registrations do not count as confirmed participants.
9.2 If the delegation is not confirmed. If the minimum is not reached, or we do not confirm the delegation by the deadline unless you agree in writing to an extension, we will promptly contact participants and refund the full participation fee received within 10 business days of the decision or expired deadline. No preparation fee will be deducted and a voucher will not be compulsory. If you cancelled between 10 October and the confirmation decision and we retained 50%, that retained amount will also be returned if the delegation ultimately does not proceed under this clause.
9.3 Withdrawals after confirmation. Once we confirm the delegation, a subsequent fall below 10 participants does not automatically cancel it. We will generally continue the contracted programme and will not cancel solely because reduced participation lowers our profit.
9.4 Cancellation by us. If we cancel the entire confirmed programme for reasons attributable to us, we will notify you promptly, refund the full fee received and deal with other proven losses as required by applicable law. We will not apply the participant's personal cancellation charges to an organiser cancellation. Airline refunds or changes should be requested from the carrier, without excluding any additional compensation to which you may legally be entitled. External events are addressed separately in clause 10.
10. Programme changes and events beyond reasonable control
10.1 Programme adjustments. Enterprise reception arrangements, venues, speakers, guests, weather and transport conditions may change. We will make reasonable efforts to provide comparable arrangements and promptly communicate material changes. We will not substantially reduce the contracted services and simply retain the original price. Where a change materially reduces the service, defeats the programme's main purpose or otherwise requires a legal remedy, we will discuss alternatives, a price adjustment or a refund, subject to your statutory rights.
10.2 External events. If government measures, border restrictions, major natural disasters, transport disruptions or another event beyond reasonable control affects the programme, we will notify you, take reasonable steps to limit losses, review supplier refunds and reasonably recoverable amounts, and provide a written proposal for postponement, alternative services or refunds. Rights and obligations depend on the contract and applicable law. An event described as force majeure does not automatically exclude every refund or service obligation.
11. Passports, visas and insurance
11.1 Travel-document responsibilities. Check requirements according to the passport and travel document you will actually use, including Chinese entry or transit conditions, visa or visa-free eligibility and your right to return to Australia. Recheck official requirements before travel.
11.2 Australian passport holders. Under the official policy checked on 30 September 2026, eligible holders of valid ordinary Australian passports may enter China visa-free for permitted purposes, including business, tourism and exchange visits, for up to 30 days, with the published policy extending to 31 December 2026. Eligibility and admission remain subject to the official conditions and border assessment. Australian permanent residency does not, by itself, give a holder of another country's passport Australian-passport visa-free eligibility.
11.3 Australian permanent residents. Check that the travel facility on your permanent visa permits your return to Australia. Where necessary, arrange an appropriate Resident Return visa or other permission before travel.
11.4 Supporting documents. We may provide genuine invitation, accommodation and programme documents consistent with the actual business-visit purpose. These documents are not a visa or an entry guarantee. The purpose of travel must be represented truthfully. Our responsibility for incorrect information or documents is determined by applicable law.
11.5 Personal insurance. You should arrange travel insurance covering departure from Australia, the China programme and your return, including overseas medical treatment, emergency transport, cancellation and interruption. Check exclusions for existing conditions, age and planned activities with your insurer. We are not an insurer and do not guarantee cover or claims. Where a Chinese travel agency provides reception services, we will verify its legally required travel-agency liability insurance; this does not replace your personal travel or medical insurance.
Official information:
12. Conduct, leaving the group and personal safety
12.1 Group conduct. Comply with applicable Chinese laws, venue rules, reasonable meeting times and staff safety instructions. Safeguard your travel documents and possessions and take reasonable care of your health and personal safety. Where applicable, comply with restrictions on unauthorised separation from an inbound tour group.
12.2 Leaving the group. Do not leave a group activity or transfer without first communicating with the designated programme coordinator. Tell us your departure time, destination, contact details and expected return time, and obtain a recordable confirmation of the rejoining location and transport arrangements. We will reasonably accommodate personal arrangements without unjustifiably restricting your freedom of movement. In an emergency or where prior contact is impracticable, notify us as soon as safely possible.
12.3 Independently arranged activities. Assess the risks of your private activities and pay your personal transport, medical and other related expenses. We do not arrange or supervise those activities. You are legally responsible for losses caused solely by your personal arrangements or conduct. Where our incorrect information, unreasonable arrangements, failure to provide contracted services or other legally attributable conduct contributes to a loss, responsibility will be determined according to the cause and applicable law. We will provide reasonable coordination and emergency-contact assistance where practicable; this is not a promise of continuous accompaniment or payment of private expenses.
12.4 Health and accessibility. Tell us at registration or before departure about relevant mobility assistance, dietary allergies and reasonable support needs affecting safety or arrangements. We will consider these needs and explain whether the requested arrangements are available. In an emergency, we will reasonably assist with contacting emergency services, your insurer and emergency contact. Medical decisions and costs are handled under applicable law and insurance arrangements.
12.5 Serious misconduct. We may require conduct that seriously threatens group safety or breaches local law to stop. If termination of participation is justified under the contract and applicable law, we will explain the reason and assist with a safe transition where reasonably practicable. Consequences, costs and refunds will be determined lawfully. This clause does not exclude our negligence, breach or statutory obligations.
13. Privacy and photography
13.1 Necessary information. We collect only information reasonably needed for registration, hotel and transport bookings, enterprise visits, event lists, cancellation verification, insurance documentation and emergency assistance. This may include your name, travel-document details, contact information, dietary needs and relevant health or accessibility information.
13.2 Handling and sharing. Access to medical documents is restricted. Information will be securely handled, retained and deleted under our privacy notice and applicable law. We will explain the purposes, recipients, storage and access or correction arrangements. Necessary information may be shared with China-based hotels, transport providers and event partners. We and those partners must comply with applicable Australian privacy and Chinese personal-information requirements, including any required separate consent and other procedures for sensitive information or information transferred out of China.
13.3 Publicity. Acceptance of these Terms does not automatically authorise public promotional use of your identifiable photographs or video. Any such permission will be separately offered for your choice. We do not use registration information for unrelated marketing or disclosure without the required lawful basis.
14. Consumer rights, complaints and governing law
14.1 Consumer rights. We will organise the contracted services with reasonable care and skill, accurately disclose material arrangements and provide remedies required by applicable law. Nothing in these Terms excludes, restricts or modifies a guarantee, right or remedy that cannot lawfully be excluded, including under the Australian Consumer Law. Neither overseas performance nor the use of suppliers is, by itself, a complete release from liability.
14.2 Complaints. Send complaints to the email in clause 1, including the relevant events, dates, available evidence and remedy sought. We will acknowledge receipt within 10 business days and provide a substantive response within 7 business days. We will first seek a good-faith resolution. You may approach an Australian consumer body or court with jurisdiction, or a relevant Chinese authority in relation to China-based services, as permitted by law.
14.3 Governing law and service stages. This contract is governed by New South Wales law and applicable Australian federal law. Registration, payment and personal cancellation or transfer requests made in Australia through 6 November 2026 are generally dealt with under this contract and those laws. For services supplied in China on 7–13 November, applicable Australian obligations continue and the relevant Chinese laws also apply to the China-based services. China-based preparation undertaken before 7 November must also comply with the Chinese rules applicable to that activity. These dates identify service stages; they do not create an absolute switch between legal systems or override a mandatory law determined to apply by a competent authority or court.
14.4 Electronic acceptance and severability. Electronic signatures and recorded electronic acceptance may be used, subject to applicable law. If a provision is invalid or unenforceable, the remaining provisions continue to the extent legally permissible.
Schedule A — Programme and service details
Complete before acceptance; attach a detailed daily itinerary.
Programme dates and accommodation. The programme runs from 7–13 November 2026. Accommodation is at The Langham, Shenzhen, with check-in on 7 November and check-out on 13 November, comprising six nights. Hotel address: 7888 Shennan Blvd, Futian District, Shenzhen, Guangdong, China.
Meals. Hotel breakfast is included on 8–13 November. Lunch and dinner are included as stated in clause 2.3. Details of meal formats, venues and any included drinks will be provided in the pre-departure information pack.
Enterprise visits. Visits are planned for 9 November, the morning of 10 November, 11 November and the morning of 12 November. Details of confirmed enterprises, visit content and timings will be provided in the pre-departure information pack.
Signature events. The programme includes the signature events stated in clause 2.4. Details of confirmed venues, dates and event content will be provided in the pre-departure information pack.
Group transport. Included group transport operates on 8–12 November. Details of daily routes, collection points and departure times will be provided in the pre-departure information pack.
Airport transfers. Group airport transfers are arranged for the arrival of CZ3072 on 7 November and the departure of CZ3071 on 13 November. Details of meeting points, collection times and contact details will be provided in the pre-departure information pack.
Free time. Scheduled free-time periods will be detailed in the pre-departure information pack. No optional paid activities are included in the programme. Expenses incurred during independently arranged activities are your responsibility.
China-based coordination. Coordination in China is provided by Shenzhen Huajun Group. Details of the actual receiving entity and its emergency contact will be provided in the pre-departure information pack.
Travel and receiving agency. Any required consent relating to the receiving agency will be recorded separately, where applicable.
Guide services. Guide services will be provided during the scheduled programme, with guide fees included in the participation fee.
Local emergency contact. Name, telephone number and other relevant contact details:
Police: 110
Ambulance / Medical Emergency: 120
Fire and Rescue: 119
Traffic Accidents: 122
Proposed enterprises and promotional itineraries are subject to confirmation. The completed Programme Schedule must identify the core services contracted and must not omit paid core services without the applicable change process.
Schedule B — Participant Booking Summary
This schedule is for reference only and outlines the details to be provided or updated in your Booking Summary.
Booking and participant details: Booking reference; participant’s full name as shown on their travel document; email, telephone number and address; and company payer or invoice name, if applicable.
Fees and accommodation: Base participation fee; GST, if applicable; total payable in one instalment; room type and occupancy; named roommate, if applicable; and single-occupancy supplement, if applicable.
Payment details: Registration and full-payment deadline in Sydney local time; common payment deadline for both shared-room participants, if applicable; official payment account and payment reference; and invoice reference.
Contact and privacy information: Cancellation and complaint email; privacy notice; and relevant contact details.