Booking Terms & Conditions
All bookings with Bike Adventures are subject to our Booking Conditions. They are available in full here for your information and should be read before making a booking, whether online or by post. Our booking conditions set out our obligations to you when you book with us, and also tell you what we expect from you. Please read them carefully, together with our booking information page, and contact us prior to booking for any clarifications you may require. All holidays are operated subject to the below conditions, and nothing in these conditions affects your statutory rights.
The following Terms shall have the meanings set out below when used in these Booking Conditions:
‘Brexit’: means that during the Term of this Agreement pursuant to Article 50 of the Treaty of Lisbon the UK leaves the European Union.
The Company / We / Us: means Bike Adventures.
Force Majeure: means any circumstances which are unusual and/or unforeseeable and which are beyond the control of the Company, the consequence of which could not have been avoided even if all due care had been exercised, including (but not limited to) war or threat of war; riot; civil strife; hostilities; political unrest; government action; Brexit; industrial dispute; natural or other disaster; nuclear incident; terrorist activity; weather conditions; closure of airports; closure of roads; fire; flood; drought; disease or medical epidemics or outbreaks (including Covid-19); re-scheduling or cancellation of flights or alteration of the airline or aircraft type by an airline and technical problems with transportation and all similar events outside our control.
Fully Supported Holidays: means holidays supplied by the Company where support includes the provision of mechanical and vehicular support, route instructions, entrance to certain places of interest, tour leaders and/or local guides, and certain meals in addition to accommodation.
Independent Holidays: means holidays where the Company’s role is to act as booking agents for accommodation (whether including meal plans or not) and coordinate minor ancillary matters, including bike hire and the provision of written route guides.
2. Booking a Holiday.
All bookings are made subject to the terms set out in these conditions. To make a booking you must be 18 or over and must transmit to us, whether electronically or by post, a completed booking form completed by one person acting for all the people listed on the booking form. The booking form should be sent to us together with a non-refundable deposit of 25% of the cost of the holiday before we will confirm your booking.
Confirmation of the booking will normally be sent by post and/or email within 7 working days. A booking is not accepted nor is a contract deemed to exist between us before the date shown on the confirmation invoice. We reserve the right to refuse a booking without explanation, and will refund in full any monies paid. Any changes made by you after the booking has been confirmed will be subject to a fee of £25.
3. Cooling off Period.
Information provided on our website is given in good faith but due to a lack of space certain information may not be included. All prices quoted are per person sharing, a single supplement is also payable for sole use of a room. When your booking is received, you will be given written confirmation of your booking, including any changes to the price or, as far as can be known at the time of booking, itinerary. If, after receiving this information, you feel the holiday is not suitable for you, or that the changes are unacceptable, then you have the right to cancel the holiday or transfer the deposit to another holiday without any penalty, providing that you do so within 14 days of the date on the confirmation email. After this time normal cancellation rates will apply; clients booking late should ensure that they are satisfied that the holiday is suitable for them, if necessary by requesting a holiday information sheet, before booking.
An invoice will be sent for the remainder of the cost of the holiday and this must be paid no later than 56 days before the departure date. If you book less than 56 days before departure full payment must be made at the time of booking. If the balance is not paid on time we reserve the right to cancel the booking and apply the cancellation charges given below. Please note: for your security in the event that the Company is declared insolvent, all monies paid to the Company are held in a separate client account and only released to the Company following discharge by the Company of its obligations under these Booking Conditions.
5. If You Cancel Your Holiday.
You, or any member of your party, may cancel your holiday arrangements at any time. Written notification by mail (or email to: firstname.lastname@example.org) from the ‘lead name’ on the booking must be received at our office. Since we incur costs in cancelling your travel arrangements, the following cancellation rates will apply:
Period before holiday start date within which notice of cancellation is receive by us in writing
% of total booking price
More than 56 days
Loss of Deposit
Less than 28 days
If you are prevented from travelling on a holiday by circumstances which would normally permit you to make a claim on a travel insurance policy, you may transfer the booking to another person not currently booked on the same trip provided they satisfy all the conditions applicable to, and are suitable for, that holiday. A fee of £25 will be charged for such changes, or £50 if the change is made less than 28 days before the departure date.
Please note: In cases where cancellation charges made by our suppliers are higher than the cost of the deposit, we may pass the charge on to you. Please ask for full details and we will notify you of the specific charges applicable to your booking.
6. If We Change or Cancel Your Holiday.
As our Holidays are planned many months in advance we reserve the right to make changes to and correct errors in holiday details both before and after bookings have been confirmed. We also reserve the right to cancel confirmed bookings at any time, but generally will not do so unless:
i) we are forced to do so by reasons of Force Majeure, or
ii) the minimum number of people required to operate the holiday has not been reached.
In the latter case you will be advised no less than 14 days before the departure date. If we cancel a tour before its commencement you will be offered an alternative holiday if possible. If this is not acceptable then a full refund will be given. However we will not be liable to refund any incidental expenses you may have incurred such as visas, vaccinations, or additional travel arrangements including non refundable connecting flights and accommodation bookings, and no compensation will be paid. You are strongly advised not to make associated travel arrangements until you receive written confirmation from us that the Holiday booked is confirmed to run.
7. Minimum Number.
If the number of people booked on a Fully Supported Holiday is less than the minimum number required to run the holiday, and would normally cause us to cancel the trip, we reserve the right to reduce the number of staff accompanying the group rather than cancel the holiday. This may mean that there is no tour leader cycling with the group, however other aspects of the holiday will not be affected, and you will be advised of any changes prior to the start of the trip.
8. Price Guarantee.
The cost of holidays featured on this website may be changed due to changes in exchange rates, transport or accommodation costs, or government action etc. Prices may be changed at any time up until a booking has been confirmed. Once a confirmation invoice has been issued we guarantee that the price shown will not be increased other than in the following circumstances:
If, as a result of changes in exchange rates used to calculate the cost of your holiday or in the event of Brexit, the Company considers that such an event materially increase the costs of it performing its obligations under this Agreement and/or otherwise adversely affects the benefit it derives from this Agreement, the Company may give notice to the other of the same and issue a surcharge invoice. If any surcharge is greater than 10% of the cost of your Holiday you will be entitled to cancel your booking and receive a full refund (excluding bank charges, if any). Should you wish to cancel your holiday in these circumstances you must give the Company notice in writing within 14 days of the surcharge invoice date.
Any information or advice provided by the Company on matters such as visas, vaccinations, climate, clothing, equipment etc is given in good faith but we cannot be held responsible for any errors or omissions. The client is entirely responsible for obtaining any necessary medical vaccinations or other preliminary travel arrangements, including visas or permits, and any additional costs incurred. The Company cannot accept any responsibility for the consequences should visas or vaccinations not be obtained before the departure of the trip.
You are required to have comprehensive travel insurance to participate in any of our holidays. This does not apply to UK holidays for British Nationals where insurance is optional (although holiday cancellation and cycle theft insurance is always advisable) and you should always ensure that you are covered for personal and 3rd party liability while cycling on the holiday. Where mandatory, for all clients on foreign trips and for all non-UK clients, travel insurance must include adequate cover for baggage, personal liability, damage and theft of cycling equipment, cancellation and medical expenses and the cost of repatriation should you become too ill to continue with the holiday. Flights are not included in your holiday and you should ensure your travel insurance covers any potential issues with your flight. Bike Adventures recommends that clients take out specialised cycle touring travel insurance of the type offered by Citybond Suretravel. The Company does carry limited insurance for the carriage of clients’ cycles in our vehicles to and from the start/end of our holidays ONLY, although PLEASE NOTE that CMR rules strictly limit cover when crossing EU borders. Any claims concerning matters for which you are insured must be made directly with your insurance company.
11. Travel Arrangements.
Any travel arrangements booked by the Company, on your behalf, to or from a holiday are subject to the conditions of the airline, ferry or bus company concerned, (the “Carrier”) which in general limits the Carrier’s responsibility in accordance with international law and conventions. The Company is not responsible for any problems with the Carrier (including delays, alterations to schedules, a failure or refusal of the Carrier to transport you or your cycle, or any loss or damage to your luggage including cycles), or their results, including the consequent curtailment or amendment of planned itineraries. Any claim should be made directly to the Carrier or your insurer. Cycles are sometimes transported as part of the passenger’s general luggage allowance, but clients are responsible for ensuring that the Carrier’s conditions for the carriage of cycles are adhered to, and shall be liable for any additional charges that the Carrier shall make for the carriage of their cycle.
Airport and other transfers are only included if you make all your travel arrangements through us and travel with the main group from the UK. Otherwise you will be responsible for making your own way to the start of the tour. If you fail to arrive at the agreed place at the agreed time we shall not be responsible for any additional costs incurred by you to meet up with the group.
13. Your Responsibilities.
By paying your deposit, you certify your agreement that:
- Any special requests you may have will be communicated in the Booking Form; such requests may include dietary restrictions, medical requirements and room preferences. If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the tour, you must advise us of this at the time of booking. You understand and agree that we will do all we can to accommodate special requests but cannot guarantee they will be possible.
- You have selected a tour that suits your cycling experience, level of fitness, and state of health and that you have a valid passport and all visas, certificates, permits, permissions, and vaccinations required for travel. Your level of fitness and health must allow you to complete each day’s cycling by a time adjudged reasonable by the Tour Leader. If you are unable to complete your day’s cycling by the aforementioned time, it will be the Tour Leader’s decision whether you are sufficiently fit to complete the tour. In this respect, our tour vehicles are designated to assist clients experiencing mechanical problems or short-term medical difficulties – our vehicles cannot act as taxis for clients unable to complete the daily rides.
- You will read our pre-trip information concerning bike suitability/maintenance, clothing, medical requirements, and culture-specific etiquette.
- Cycling on or off the highway is a potentially dangerous activity and all persons participating in a cycling holiday of any type do so at their own risk and should be aware of the potential hazards involved.
- The itineraries outlined for each holiday must be taken as an aim and not a contractual obligation on the part of the Company. Changes to the itinerary may be caused by reasons of Force Majeure and it is a fundamental condition of joining any of the Company’s holidays described in this brochure/website that you accept the potential hazards and the need for flexibility, and acknowledge that delays and alterations and their results, such as inconvenience, discomfort or disappointment, are possible. Group holidays invariably involve compromise to accommodate myriad desires, travel goals, personalities, and physical abilities of all group participants.
- You agree to observe local laws and customs, and abide by the authority of any tour leader. If you commit any illegal act while on tour, or, if in the opinion of the tour leader your behaviour is causing or likely to cause danger, distress or offence to others you may be asked to leave the tour without the right to a refund.
When booking your holiday with us, you acknowledge and agree that:
It is your responsibility to check current UK Foreign and Commonwealth Office (“FCO”) and UK Department of Foreign Affairs & Trade (“DFA”) guidance on travel to the country and location you intend to visit. For your protection, and the protection of our staff and contractors, services and facilities supplied by ourselves or our suppliers may be subject to alteration and closure at short notice. We reserve the right to implement recommended sanitisation measures (including, for example, cleaning, wearing of masks, health screening procedures, and social distancing). It remains your responsibility to understand and comply with Covid-19 safety policies put in place by Government Authorities, ourselves, or our service suppliers.
In booking your holiday with us, you, and anyone else travelling on your booking, agree to not hold us, our contractors and/or our suppliers responsible for any loss or damage suffered, including loss or damage arising from or in relation to any changes or cancellation of your holiday in whole or part resulting from accommodation closures, or countrywide or regional restrictions/closures put in place by the Government of the country you are travelling to or in, or travelling against FCO or DFA advice.
It is a requirement of joining a Bike Adventures holiday that each participant complete and sign a Client Covid-19 Self Declaration & Waiver.
Developing Covid-19 symptoms during your holiday:
If you develop symptoms whilst on holiday, you must leave the trip, self-isolate and arrange a Covid-19 PCR test immediately (our vehicles carry a limited supply of the Covid-19 rapid ‘lateral flow’ tests for use where a client is NOT displaying symptoms, and such tests are also widely available in pharmacies and other community hubs). You must notify your leader and accommodation provider of your symptoms immediately. If you are sharing a room with another, they must also self-isolate and take appropriate action based on your test result. You will only be permitted to rejoin the trip when you have returned a negative Covid-19 test result.
Testing positive for Covid-19 during your holiday:
You will be required to leave the trip immediately. If you feel well enough to travel, you should return home as quickly and directly as you can, using private transport. It is important that you do not use public transport. If you feel so unwell that you cannot travel, or if you cannot avoid using public transport, you should continue to self-isolate and call 111 (UK) for further advice. Please note that accommodation providers are not obliged to provide self-isolating facilities so you will be liable for any additional costs incurred. You must self-isolate for at least 10 days from when your symptoms started.
No refund or compensation will be given for any unused portions of the holiday, including travel arrangements, accommodation, food and services, should a customer be unable, or choose not to complete a tour or remain with the group. On Independent Holidays we act as booking agents for any accommodation and cannot be held responsible should there be a failure of any establishment to provide the accommodation booked.
Fully Supported Holidays: if you have a complaint regarding a Fully Supported Holiday you should make it known to the tour leader who will normally take the appropriate action. However if, at the end of the tour, you feel that your complaint was not dealt with properly you must notify us of your complaint in writing within 28 days of your scheduled date of return. Please give us full details of your complaint and all other relevant information. This will assist us to quickly identify your concerns and speed up our response to you.
Independent Holidays: any complaint concerning accommodation should be made to the owners or manager of the establishment concerned at the time of your stay and a letter outlining the complaint sent to us within 28 days of your return.
17. Data Protection/Privacy.
The Company shall not be held liable for any damages caused by the total or partial failure to carry out the contract if such failure is: i) attributable to the client/you, or ii) unforeseeable or unavoidable and attributable to a third party unconnected to the Company, or iii) as a result of reasons of Force Majeure, or iv) a result of an event that even with all due care and attention we could not foresee or forestall, or v) due to the theft of bicycles or injury as a result of cycling either on or off road, and in particular injuries received as a result of either negligent/unsafe cycling, inadequately maintained and serviced personal equipment, including privately owned bicycles, or the failure to wear appropriate safety equipment, notably cycle helmets, gloves etc. Where the Company is found to be liable for damages in respect of its failure to carry out the contract, the maximum amount of such damages will normally be limited to the price paid for the tour.
By booking on our holidays you agree to accept all these conditions and by accepting your booking we agree to carry out our obligations as defined in these booking conditions and other information supplied to you. This agreement is made subject to, and must be interpreted and enforced according to English law in an English court.