Please review the following information before booking an Outback Beds Tour. It covers health and fitness requirements, travel insurance, bookings, payments, cancellations, luggage limits and important information for Australian and international tours.
Health and Fitness
Adventure travel can involve exercise, physical activity, remote locations and periods of extreme heat or humidity. To get the most from your tour, you should be physically prepared, mentally flexible and willing to adapt when conditions change.
It is your responsibility to make sure you meet the fitness and activity requirements of your chosen tour. Complete appropriate preparation and training before departure and consult your doctor to confirm that you are medically fit for the activities involved.
Travel and Health Insurance
Adventure travel can involve unexpected changes, illness or injury. Comprehensive travel insurance is therefore required for all tours.
Before purchasing a policy, confirm that it covers:
- The destinations included in your tour
- The activities you plan to undertake
- Medical treatment and emergency evacuation
- Trip cancellation and interruption
- Natural disasters and other events outside your control
- The conditions outlined in our cancellation policy
We can provide information about a travel insurance provider offering cover suitable for many of the activities included in our tours. Please contact us for details.
Tour Availability
Most Australian tour departure dates are flexible. Subject to availability and seasonal conditions, we can arrange a private tour for you, your family or your travelling group.
Private tours are tailored to your group. In some cases, you may choose to make places available to other travellers to help reduce the cost. We will only discuss this option after your booking and only when you have expressed an interest.
Some tours, particularly international tours, operate on fixed departure dates and are open to individual travellers. Many of these itineraries can also be arranged as private tours on alternative dates, subject to availability and seasonal restrictions.
Our tour calendar shows fixed departures and general availability. As several members of our team may operate tours at the same time, a private tour may still be possible when another tour appears on the calendar.
Please contact us if your preferred dates are unclear. Email is our preferred method of communication because we are often conducting tours or travelling outside mobile coverage.
How to Book
Our tours are small, independent and often include services provided by accommodation operators, transport providers and other local businesses. For this reason, we do not offer instant online bookings.
To enquire or book, complete the contact form on our website as early as possible. We will confirm the availability of accommodation, transport and other services before accepting your booking.
Once we receive your enquiry, we will discuss your interests, preferred dates and travel requirements. Depending on the tour, we may also ask about:
- Your preferred activities
- Your travel experience
- Your health and fitness
- Your cycling or diving experience
- Dietary and accessibility requirements
- Equipment hire
This process helps us create a safe, well-organised and memorable tour.
Payments
- Payment can be made by electronic bank transfer.
- Visa and Mastercard payments incur a 1.5% surcharge.
- A 50% deposit is required to secure your booking.
- Final payment is due six weeks before departure.
Your final payment date will be confirmed once your itinerary and booking arrangements have been finalised.
Cancellation by the Traveller
All cancellations must be submitted in writing by email.
- More than six weeks before departure: 10% of the full tour fare
- Between two and six weeks before departure: 50% of the full tour fare
- Within two weeks of departure: 80% of the full tour fare
We strongly recommend travel insurance that covers cancellation costs.
Cancellation or Changes by Outback Beds Tours
Minimum Participant Numbers
Some fixed-departure tours, including selected Japan, South Africa and Austrian Alps tours, require a minimum number of participants. This is generally between six and twelve people, depending on the tour.
If the minimum number is not reached, we reserve the right to cancel the departure. We will make this decision as early as possible, generally around four weeks before departure.
If we cancel a tour because minimum numbers have not been reached, all payments made to Outback Beds Tours will be refunded. No additional claims can be made against us.
Weather, Natural Events and Closures
We reserve the right to cancel, alter or modify a tour when it is affected by a natural disaster, road closure, local flooding, fire, extreme conditions or another event outside our control.
Normal wet weather or heat is not automatically considered grounds for cancellation. Tours, including mountain bike and scuba diving activities, may continue with amended departure times, routes or activities.
For example:
- A route may change because of a road closure or local flooding.
- An alternative activity may be arranged if a national park, mountain bike park or cultural tour is unavailable.
- A replacement activity may be offered if sea conditions prevent diving.
Where practical, we will discuss available alternatives with you.
Events Outside Our Control
Outback Beds Tours accepts no responsibility or liability for injury, loss, damage, inconvenience or itinerary changes caused directly or indirectly by events outside our control. These may include:
- Fire, flood or other natural events
- Industrial action
- Commercial flight disruptions
- Road, park or attraction closures
- Acts or omissions by independent service providers
Hotels, accommodation providers, attractions, airlines, transport companies and other third-party operators provide their services independently. Outback Beds Tours is not liable for their acts, omissions, negligence or service changes.
These risks should be covered by your travel insurance.
Luggage Limits
Australian Tours
Vehicle storage is limited. Each traveller may bring:
- One medium soft-sided bag weighing less than 20 kg
- One daypack or small hand-luggage bag weighing less than 5 kg
Soft sports or duffle bags are preferred. Please do not bring large hard-shell suitcases.
Luggage limits are enforced on every tour. Excess luggage may need to be left behind. All luggage is carried at the passenger’s own risk.
International Mountain Bike Tours
Please limit your luggage to:
- One bag weighing less than 16 kg
- One backpack
- One bike bag when travelling with your own bicycle
For Japan bike tours involving the Shinkansen and other rail services, we recommend sending your bike bag by courier to and from the start and finish locations. Japanese railway stations can be extremely busy and have limited space for large luggage. We can assist with courier arrangements.
International Scuba Tours
Please limit your luggage to:
- One bag weighing less than 16 kg
- One backpack
- One dive gear bag when bringing your own equipment
Australian Tours
Best Time to Travel
Spring, winter and autumn are generally the best seasons for travelling through Outback Australia.
Summer suitability depends on the destination and activity. Northern outback areas, including parts of the Corner Country, can be too hot for comfortable touring. Summer can, however, be suitable for scuba diving and selected mountain bike tours in southern areas.
During warm weather, we may adjust the itinerary, start earlier or finish activities before the hottest part of the day.
Weather
The regions visited on our Australian tours generally experience hot to very hot, dry summers and mild winter days. Winter nights can be cold, so warm clothing is essential.
Conditions can change quickly. Pack clothing suitable for heat, cold, wind and rain, even when those conditions are not forecast.
Phone and Internet Coverage
Mobile phone and Wi-Fi coverage is limited in some remote areas. Where Wi-Fi is available, it may be slow or have restricted data limits, particularly when services rely on satellite connections.
Make sure your mobile phone plan or travel SIM includes sufficient data. When using accommodation Wi-Fi, please limit your use to messages and basic online searches.
Telstra generally provides the broadest mobile coverage across Outback NSW. On most Australian tours, you can expect access to mobile or Wi-Fi coverage at some point during each day, although this cannot be guaranteed.
Money
Credit card payments are widely accepted throughout Outback NSW and south-west Queensland. It is still useful to carry a small amount of Australian cash for smaller businesses or locations where electronic payment systems are unavailable.
ATMs are available in most larger towns.
What to Bring
Australian Outback Beds Tours are generally all-inclusive. Unless otherwise stated in your itinerary, meals are provided and accommodation includes linen and towels.
In addition to your clothing, toiletries, personal medications and travel documents, we recommend bringing:
- A broad-brimmed sun hat
- Sunscreen and moisturiser
- Insect repellent
- A fly net if you are particularly bothered by flies
- Swimming clothes
- Sturdy walking shoes
- Sandals or thongs
- Lightweight, sun-smart clothing for warm weather
- Warm layers for winter evenings
- A waterproof jacket
- A small torch
- A camera
- Personal electronic devices and portable chargers
- Headphones, music, podcasts or audiobooks
- A neck pillow, if preferred
Bring your enthusiasm, curiosity and sense of adventure. Some tours require a general level of health, while specialist tours may require a higher level of fitness or experience.
Please limit your luggage to one bag, or two small bags, with a combined weight of no more than 20 kg, plus one daypack.
Travel insurance is required.
For the health and comfort of all guests and staff, smoking is not permitted in tour vehicles or accommodation.
Mountain Bike Tours
Bike Hire
You are welcome to bring your own mountain bike or hire one through us when rental bikes are available.
Our Australian mountain bike hire fleet may include recent-model dual-suspension Norco Fluid bikes and Merida eOne-Sixty 500 electric mountain bikes.
Rental bikes generally include:
- A helmet
- A water bottle
- A navigation system
- A bike lock
- Flat pedals
We do not hire cycling clothing or cycling shoes. Sturdy, flat-soled sports shoes are suitable for most mountain bike activities.
You may bring your own pedals or saddle, which we can fit to your rental bike.
International Tours
Passports, Visas and Travel Documents
Visa requirements depend on your passport, destination and length of stay. Many travellers from Australia, New Zealand, Canada, Japan, the United States and European Union countries may receive visa-free entry for tourist visits of up to 90 days in countries included in our tours.
Entry requirements can change. You are responsible for checking current passport, visa, customs, health and travel requirements before departure.
You are solely responsible for complying with all legal and travel-document requirements in Australia and overseas.
When crossing international borders, you may be required to leave checked luggage unlocked or make it available for customs inspection.
Japan Bike Tours
Best Time to Visit
Our Tokyo, Kyoto and Nara extensions can generally be undertaken throughout the year. Hiking tours on the Kumano Kodo, Koyasan and Nakasendo trails are also available across much of the year, subject to local conditions.
Road and gravel cycling tours are generally not operated during winter because of snow in mountain areas.
Where suitable, short snow-biking or winter sports activities may be combined with a city or cultural tour for travellers visiting during the Japanese winter.
Food and Dietary Requirements
Japan has very high standards of food quality and hygiene. Tap water is generally safe to drink unless otherwise labelled.
Traditional Japanese food is varied, flavoursome and generally healthy. During gravel bike tours, you may stay in traditional Japanese ryokans where meals can include:
- Sashimi
- Tempura
- Sukiyaki
- Rice, grilled fish, pickles and miso soup
Fruit and toast may also be available at breakfast.
For meals not included in the itinerary, a general allowance is:
- Lunch: JPY 1,000–1,500
- Dinner: JPY 2,000–3,000
Affordable noodle dishes are widely available, including soba, udon and ramen. Okonomiyaki, convenience-store food, snacks and vending machines are also common, including in many regional areas.
Coffee is widely available, although espresso coffee may be less common outside major cities.
Vegetarian meals can usually be arranged. Please identify all dietary requirements, allergies and intolerances on your booking form.
Accommodation
Where possible, we stay in traditional Japanese ryokans to provide a more authentic cultural experience.
Rooms usually include private facilities, although shared bathrooms may be used in some remote locations. Sleeping arrangements commonly include a single futon placed on a tatami-mat floor.
Ryokans generally provide towels, disposable toothbrushes, shavers and a yukata, which is a casual kimono commonly worn after bathing.
Cycling Experience and Fitness
Our Japan bike tours and short hiking extensions are generally graded as moderate. Grading considers:
- Terrain conditions
- Altitude
- Mountain passes
- Daily distances
- The overall length of the tour
These tours are not suitable for beginner cyclists or young children. You should be a competent cyclist with a good level of fitness and be able to ride for approximately four to six hours each day.
Typical daily distances range from 65 to 90 kilometres. Most days include climbs and may involve riding on public roads.
A support vehicle accompanies the tour. Guests who need a break may travel in the support vehicle when space and conditions allow.
If you cannot meet the physical or mental requirements or complete the required daily distances, you may need to partially or completely withdraw from the tour.
We recommend completing a medical check with your doctor before booking.
No refund will be provided if you withdraw because of inadequate fitness, accident, theft, equipment failure or a natural event such as extreme heat, rain, flood, fire or earthquake.
You must be properly prepared and hold comprehensive travel insurance covering all planned activities.
Age Requirement
Participants must generally be at least 16 years old.
What to Carry While Riding
While cycling, you should carry:
- A waterproof jacket
- Sunglasses
- Personal medication
- Money
- A camera or phone
- Sunscreen
- A sun cap for use when off the bike
A small backpack or handlebar bag is suitable. During cooler months, we also recommend carrying a lightweight thermal jacket.
Support and Equipment
A support vehicle is available throughout the tour and carries luggage, spare equipment and riders who are tired or injured.
Basic tools are carried in the vehicle, and the tour leader will assist with minor mechanical problems.
Riders may also be provided with:
- GPS devices
- Maps
- A smartphone tracking application showing rider locations
Rental bikes may include high-performance Cannondale SLATE carbon gravel bikes and Yamaha electric hybrid bikes. Indicative rental is JPY 20,000 for the full tour, subject to availability and confirmation.
A basic bike fit will be completed at the beginning of the tour, including minor adjustments to saddle height and handlebar position.
You may bring your own saddle and pedals. We will request your height and other measurements before departure to help arrange the correct bike size.
Money in Japan
Japan remains more dependent on cash than many visitors expect. Credit cards are accepted by many larger businesses, but smaller shops, rural businesses and local services may only accept cash.
Currency exchange options can be limited outside cities. We recommend obtaining Japanese yen before travelling or withdrawing cash in a major centre.
European and Alpine Mountain Bike Tours
Best Time to Travel
Mountain crossings are generally only possible during the European summer because of snow and severe weather at other times of the year.
Our scheduled departure is generally held in August. Private tours are best arranged between June and early September, subject to conditions.
Who These Tours Suit
These tours are designed for experienced mountain bike riders.
You should currently ride a mountain bike as a sporting activity, rather than only as a means of transport. We expect participants to ride at least once or twice a week and preferably have previous experience with multi-day cycling tours.
Riding may continue in wet weather, so appropriate waterproof clothing is required.
These tours suit enthusiastic riders who want to experience challenging routes and outstanding landscapes while developing their skills and endurance.
Physical Fitness
You must be capable of completing daily routes of up to 80 kilometres with approximately 1,600 metres of elevation gain.
Routes can include rough trails, long climbs and consecutive days of demanding riding. Regular cycling and hill-climbing preparation are essential.
You should expect to feel tired at the end of each day while still being fit enough to ride again the following morning.
Technical Riding Ability
Although much of the riding is on trails and minor roads, a good level of technical ability is required.
You should be comfortable riding:
- Narrow paths
- Uneven surfaces
- Trails containing stones, roots and other obstacles
- Small steps and short technical sections
There may be places where you need to dismount and push your bike for a short distance.
Most experienced, regular mountain bike riders should already have an appropriate skill level.
If you cannot meet the physical or mental requirements or complete the required daily distances, you may need to partially or completely withdraw from the tour.
We recommend a medical check before booking. No refund will be provided if you withdraw because of inadequate fitness, accident, theft, irreparable equipment damage or natural events such as heat, rain, flood, fire or earthquake.
You must be fully prepared and comprehensively insured for all planned activities.
Age Requirement
Participants must generally be at least 16 years old.
Bike Rental
Most participants bring their own mountain bike and common spare parts.
If you prefer not to travel with your own bike, we may be able to help arrange a suitable rental bike through an independent provider. Availability, specifications and rental conditions are subject to the third-party supplier.
Accommodation
Accommodation generally includes traditional guesthouses, small hotels and family-operated pensions.
Properties are comfortable and selected for their location and suitability, but they are not five-star luxury hotels. In some villages, accommodation choices may be limited.
Some rooms include ensuite bathrooms, while shared facilities may be required at certain properties.
Before You Depart
Before your tour, please make sure you have:
- Read your final itinerary
- Confirmed your health and fitness for the planned activities
- Completed appropriate training
- Purchased comprehensive travel insurance
- Checked passport and visa requirements
- Advised us of dietary, medical and accessibility requirements
- Complied with the applicable luggage limit
- Confirmed any equipment hire
- Paid the final tour balance by the due date
Please contact Outback Beds Tours if you have any questions about your tour, the required fitness level, equipment, travel insurance or booking conditions.