Terms & conditions

A note about Wakatobi

Many thanks for considering Wakatobi and / or Pelagian as a destination for your forthcoming vacation.

We are continually enchanted by the richness of the natural environment around us, and our desire to share this pristine destination with the world has meant that over the last quarter-century we have been working extraordinarily hard to develop the infrastructure of the very remote island we call home.

Unlike a city-hotel where all public utilities are provided to the doorstep by the municipal council, we began with a blank slate, and as our small company has developed and evolved, we have been able to install myriad improvements.

The first seven years of our existence enabled us to develop the essentials: the basic buildings; the installation of a reliable 24 hour electricity supply; a water-reclamation plant; our waste-water processing gardens and waste management systems; and of course, the collaborative community agreements to protect and preserve the precious natural environment into perpetuity.

To these solid foundations we have since added a 5-star kitchen; a fleet of boats to ensure a reliable supply chain; more luxurious accommodations; and even our own private mile-long paved airstrip to facilitate easy arrival and departure for you, our valued guests.

Over time, the elaborate platform we have built has been complemented by well-honed service delivery and additional luxuries, and we are now incredibly proud to be able to deliver the most guest-centric dive vacations that money can buy.

We have chosen to keep our operation small and exclusive. While a higher guest capacity could potentially lead to economies of scale becoming easier for us, we feel higher guest numbers would detract from the tranquility of this island hideaway.

The trust you place in us by securing your booking in advance, and following the payment schedule detailed on your invoice enables us to maximize our limited occupancy, and thereby maintain the viability of our small business.

Any payment made prior to service delivery constitutes acceptance of the stated terms and conditions.

Flight dates, package prices and terms and conditions are subject to change at any time without prior notice.

All inclusions are subject to substitutions.

1.0 TERMS AND CONDITIONS FOR INDIVIDUAL BOOKINGS

1.1 Payment Terms:

Individual Bookings are subject to the following Payment Terms:

Upon placing a booking, an invoice will be issued for the Resort / Yacht package, the Diving and/or snorkelling inclusions, and the round trip air transfers*
In the event the Pelagian Package may embark or disembark in a port other than Wakatobi, and use Public Air Transfers, the air transfers may be invoiced at a later date.

• A deposit payment of 25% of the total value of the booking will be required within 10 days of issuing the invoice.
• The remaining balance payment will be due to arrive with us no later than 90 days prior to the package departure date.

We offer an incentive (worth 2% of the invoice total) to those clients who meet the payment schedule, and settle by (international) bank transfer.

All Payments should be transacted in US Dollars, except by prior arrangement.

We are unable to block spaces indefinitely without the security of timely payments.

As such, in certain circumstances, in the event payments are not settled by the payment due date (as outlined above), we retain the right to amend / cancel a reservation, without refund.

1.2 Early Payment terms

Individual Bookings are entitled to the following Early Payment Incentives for settling ahead of the usual payment schedule, (as outlined above):
Early Payment Incentives are offered to those clients who settle in full, in one single transaction by a pre-agreed payment due date, and settle by (International) Bank Transfer.

Early Payment Incentives are offered on the costs of the Resort / Yacht package, the Diving and/or snorkeling inclusions, and the round trip air transfers*
Air transfers for Pelagian Cruises starting / ending outside of Wakatobi may be invoiced at a later date.

• We offer an incentive worth 5% of the package price (inclusions as above) for any payments received in full more than 12 months prior to the package departure date.
• We offer an incentive worth 4% of the package price for any payments received 9 – 12 months prior to the package departure date.
• We offer an incentive worth 3% of the package price for any payments received 6 – 9 months prior to the package departure date.
• To those guests who choose not to pay in advance, and benefit from the early payment incentives outlined above, we offer an incentive worth 2% of the package price. This reduction is offered to guests who settle the 25% confirmation deposit on time, and transfer the balance payment to arrive with us no later than 90 days prior to travel. (This incentive applies to payments made by (International) Bank Transfer only, and is offered instead of the 3%, 4% or 5% reductions outlined above (for an early payment) This 2% reduction is not offered in addition to the 3%, 4% or 5%.)

1.3 Cancellation policy:

Once in a while, circumstances in the lives of our guests may prevent their travel at short notice. Due to the way our operations work, we are invariably unable to re-sell such spaces, and depending on the notice offered with a cancellation, we levy a graded cancellation charge.
While we sympathise with guests, we are not in a situation where we can be held responsible should a problem befall our guests in advance of travel. Rare is the case our guests are left nursing a financial loss as in almost all cases, a comprehensive travel insurance policy can be called upon to reimburse any such expenses.

• Cancellations made after payment of the initial 25% confirmation payment has been received, and in advance of 91 days prior to the package departure date are subject to a cancellation charge of 50% of all monies received. (50% of all monies received should equal 12.5% of the invoice total).
• Cancellations made between 46 – 90 days prior to departure are subject to a cancellation charge of 25% of the invoice total (25% of the invoice total should be equal to the value of money received at the time the booking was placed).
• Cancellations made 45 days or fewer prior to the package departure date forfeit all monies paid.

We strongly recommend that all guests protect their investment by securing a fully comprehensive travel insurance policy.

We pledge that we will invest all funds the company receives through cancellation charges into our Ground Breaking Collaborative Reef Conservation Programme.

2.0 TERMS AND CONDITIONS FOR GROUP BOOKINGS

2.1    Definition of a Group

• Group Bookings are defined as bookings of a minimum of nine (9) and a maximum of twenty (20) participants, booking as a single, cohesive unit.
• Group Bookings will be invoiced as a Group; Invoices will be sent to an appointed Group Leader; All payments must be collected by the Group Leader, and then forwarded to us.
• Group Bookings are entitled to one complimentary Resort / Pelagian package for every nine full paying guests. A complimentary activity inclusion will also be included for nine guests paying for an activity. The complimentary package(s) will be in the lowest category of accommodation and/or activity booked.
• Additions to Group Bookings will be charged at prevailing rates.
• Bookings for Groups of more than 20 participants may be subject to case-specific terms.

2.2    Group Payment Terms

Group Bookings are subject to variable payment terms depending on how far in advance bookings are placed, prior to the package departure date.

Early Bird Group Payments.

Early Bird Groups are defined as a booking of 9 – 20 participants who book 15 months or more in advance of travel.

Standard Group Payments.

Standard Groups are defined as a booking of 9 – 20 participants who book 10 – 15 months prior to travel.

Short Lead-time Group Payments.


Late-booking Groups are defined as a booking of 9 – 20 participants who book fewer than 10 months in advance of travel.

Early-Bird Group Payments.

Early Bird Groups are defined as a booking 9 – 20 participants who book 15 months or more in advance of travel, and are subject to the following payment schedule:

• An initial payment of USD 350 per space is required within 10 days of the invoice being issued.
• In the event the group booked 18 months or more prior to departure, a second payment of USD 350 per space is required no later than 15 months prior to travel
• No later than 12 months prior to travel, 25% of the full invoice total should have been paid.
• The final balance payment is due to arrive with us no later than 90 days prior to travel.

Standard Group Payments:

Standard Groups are defined as a booking of 9 – 20 participants who book 10 – 15 months prior to travel, and are subject to the following payment schedule:

• An initial payment of USD 350 per space is required within 10 days of the invoice being issued.
• The balance payment to make up a full 25% deposit is required within 45 days of the initial invoice being issued (generally within 45 days of placing the booking).
• The final balance payment is due to arrive with us no later than 90 days prior to travel.

Short Lead-time Group Payments:

Short Lead-time Groups are defined as a booking of 9 – 20 participants who book fewer than 10 months in advance of travel, and are subject to the following payment schedule:

• An initial non-refundable payment of 25% of the invoice total is required within 10 days of the invoice being issued.
• The balance payment is due to arrive with us no later than 90 days prior to travel.

All groups who meet the payment schedule for their initial deposit, any interim payments (as applicable) and the balance payment are eligible for a prompt payment reduction (worth 2% of the invoice total) providing the funds arrive with us on time, by international wire transfer.

All Payments should be transacted in US Dollars, except by prior arrangement.

In order to ensure we operate with a viable occupancy, we are unable to block group spaces indefinitely without the security of timely payments in adherence to the payment schedule as described on the invoice. As such, in certain circumstances, in the event payments are not settled by the payment due dates, we retain the right to amend / cancel a reservation, without refund.

2.3 Group Cancellation Policy

We recognise that the structure of a group booking can sometimes change between the time the booking is placed, and the date of departure.

We offer graded adjustment / cancellation charges, depending on the scale of any changes made, and how far in advance of the date of departure such changes occur.

Should an adjustment in the number of participants result in group numbers falling below the complimentary space criterion, the offered comp-spot entitlement will no longer apply.

Groups are strongly recommended to seek insurance coverage to protect against the group size reducing in size / the outright cancellation of the group.

a) Early-Bird Groups and Standard Groups are subject to the following terms:

Adjustments to the allocation made 12 months in advance of date of departure:

• Adjustment of the allocation incurs no charges if changes are made more than 12 months in advance of travel (changing room types, reducing numbers of spaces taken).

Adjustments to the allocation made 6 – 12 months in advance of date of departure:

• Adjustments / Returned spaces of no more than an accumulative total of 25% of the total booking are accepted, without charge. Funds already received will be credited in full to the remaining spaces in the group booking.  
• A reduction of between 25% – 50% of the total booking allocation will forfeit 12.5% of the total invoice value for those spaces returned. These funds are not transferable to other bookings in the group.
• A reduction of more than 50% of the total booking allocation will result in total loss of all funds paid to this point. These funds are not transferable to other bookings in the group.

Adjustments of the allocation that are made between 3 – 6 months prior to departure:

• Adjustments made 3 – 6 months prior to departure result in the loss of 25% of the invoice value for those spaces returned. These funds are not transferable to other bookings in the group.

Adjustments of the allocation made between 45 – 90 days prior to departure:

• Adjustments made between 45 – 90 days prior to departure will result in forfeiture of 50% of the invoice value for those spaces returned. These funds are not transferable to other bookings in the group.

Adjustments made fewer than 45 days prior to departure:

• Adjustments made fewer than 45 days prior to departure result in full forfeiture of the invoice value of all spaces returned. These funds are not transferable to other bookings in the group.

b) Short Lead-time Groups are subject to the following terms:

Adjustments to the allocation made 3 – 10 months in advance of date of departure:

• Adjustments made 3 – 10 months prior to departure result in the loss of 25% of the invoice value for the spaces that are returned. These funds are not transferable to other bookings in the group.

Adjustments of the allocation made between 45 – 90 days prior to departure:

• Adjustments made between 45 – 90 days prior to departure will result in forfeiture of 50% of the invoice value of any spaces returned. These funds are not transferable to other bookings in the group.

Adjustments made fewer than 45 days prior to departure:

• Adjustments made fewer than 45 days prior to departure result in full forfeiture of the invoice value of all spaces returned. These funds are not transferable to other bookings in the group.

We pledge that we will invest all funds the company receives through cancellation charges into Our Ground Breaking Collaborative Reef Conservation Programme.

Terms and conditions for promotions and incentives

• The validity of the promotion is absolute – bookings placed after the stated expiry date will be ineligible for the incentive.
• Promotional incentives are non-transferrable, unless otherwise stated, and have no cash value.
• Promotional incentives in the form of credit are offered once for each complete room booked, unless otherwise stated.
• Accommodation upgrade vouchers are offered one for each complete room booked, unless otherwise stated.
• Promotional incentives cannot be applied retroactively to bookings already deposited.
• Peak-season bookings (Christmas and New Year) are excluded from the period of validity.
• Specific promotional incentives cannot be used in conjunction with any other offer.
• Wakatobi Dive Resort reserves the right to alter / substitute / retract / withdraw a promotional offer at any time.

Terms and Conditions are subject to change.

Liability waiver

Our liability waiver form may be downloaded here