The reservation constitutes a contract by virtue of which the traveler accepts each of the following conditions, as well as those of the carriers involved It is the traveler’s responsibility to carefully read and understand these terms and conditions, which come into effect at the time of payment. It is also the traveler’s responsibility to:
know the entry and exit conditions of the countries visited or in transit;
Obtain the necessary travel documents for entry and exit from the countries concerned;
Check the various clauses of your travel insurance coverage, particularly in the context of COVID-19 or any other pandemic.
Required Documentation
It is the responsibility of each traveler to obtain, at his or her own expense, all official documents required for travel, which vary according to citizenship status and destination.
Booking and Cancellation
A deposit is due on completion of the Booking Form. Your place on the Vacation will be confirmed as soon as the deposit is received.
The balance is due no later than 90 days prior to commencement of the tour.
If you need to cancel a Vacation the cancellation terms below apply.
More Than 90 Days before departure
50% refund of your deposit or 100% towards a future trip.
89 to 45 Days – Deposit forfeit or 100% towards a future trip.
44 Days or Less – No refund and no future trip credit
*future trip credits can be used to book a tour in the same year as the cancelled tour, or the following year.
Deposit required at time of booking
Final payment must be received by Vacation Velo at least 90 days prior to departure. If the reservation is made less than 90 days before departure, the traveler must pay the full price of the package.
In the event of cancellation, written notice will be required by Vacation Velo . The date of cancellation will be the date of receipt of this written notice by Vacation Velo. This notice will be used to calculate cancellation charges.
Subject to availability, it is possible to change a reservation from one trip to another during the current season, under certain conditions.
Please check your travel insurance details for their policy on late cancellations prior to booking.
We cannot make exceptions to this policy for any reason including personal emergencies, unexpected weather, natural disasters or terrorism. Vacation Velo also reserves the right to cancel any trip using our discretion if the safety of our travellers or staff should be compromised. In the event of cancellation, Vacation Velo is not responsible for any loss incurred for non-refundable travel costs. In this case, a refund of payments received by Vacation Velo will constitute the full and final settlement.
Vacations are subject to reaching the minimum bookings required. We advise you contact us before booking flights or other travel. In the unlikely event of having to cancel a tour, we will endeavor to do so by the date your balance is due (90 days before departure date). You will have the option of transferring to an alternative tour or a refund of all monies paid to us by you. In the case of inadequate group size, Vacation Velo is not responsible for any additional expenses that may be incurred by you in preparation for the tour.
If you book on a general sharing basis (i.e. you do not have a specific rooming partner) we will attempt to place you with rooming partner of the same gender who has booked on a general sharing basis. If no such rooming partner is available, you will be asked to pay the single supplement for a single occupancy room. Share spaces booked individually will be allocated in order of booking so the earlier you book the higher your chance of securing a sharing space.
Vacation Velo may occasionally have to cancel a tour. We will do our utmost to avoid this. If a tour you have booked on does not run, for whatever reasons, you will be notified as early as possible and all monies will be refunded or an alternative tour proposed. Our scheduled tours nearly always run. However, we recommend that you contact us before booking flights or ferries, etc.
Furthermore, the traveler releases Vacation Velo from any liability for damages arising from acts of God or force majeure, including, without limiting the generality of the foregoing terms: pandemics, strikes, government constraints, terrorist acts, war, weather conditions, road conditions. In the event of force majeure, Vacation Velo reserves the right to cancel, change or modify any part of the trip, and will make every effort to offer equivalent services.
Bike and Equipment
It is your responsibility to ensure your bike is in an acceptable condition and suitable for road use and well maintained;
You must bring with you a small personal repair kit every day;
Mechanical assistance will be provided during the day, for anything more serious we will attempt to help you locate and get you to a local bike shop for repairs;
If you are cycling in a country where it is a legal requirement to wear a helmet you must wear a suitable road cycling helmet whilst cycling. We advise you to wear a suitable helmet while cycling on all of our Vacations;
We will have a small supply of spares and equipment available. You will be required to pay for any items used by the end of the following day;
We will be careful when transporting equipment, however will not be responsible for any damage whether this occurs during the Vacation or whilst the equipment is in transit by Vacation Velo Limited or by a third party.
Insurance, Liability and Risk
All cyclists must arrange their own travel insurance for the duration of the tour to cover emergency medical expenses, repatriation and personal accident.
TRAVELER’S RESPONSIBILITY
The traveler releases Vacation Velo Limited from any liability for damages resulting from injuries, accidents, death or loss of use arising from the activity. It is the traveler’s responsibility to be sufficiently healthy and autonomous to undertake the trip. It is also the traveler’s responsibility to check whether any vaccinations are required for the places visited, and to have the necessary proof of vaccinations in his or her possession. It is the traveler’s obligation to respect the sanitary measures put in place (masks, vaccines, health checks) by the various service providers (air transport, transfers, accommodation, catering, etc.). Measures may be modified by suppliers without notice.
For peace of mind, we also recommend that you include, baggage, personal liability and cancellation to your travel insurance cover. You may be required to provide details of a suitable policy.
In the event of an insurance claim, this must be directed to your insurers and not Vacation Velo Limited
Your booking is accepted on the understanding that you realise and accept that participation in cycle touring is at your own risk and that you must rely on your own ability in dealing with all hazards and ride in a manner which is safe for yourself and all others, obeying the rules of the road at all times. You also agree that you are medically fit and able to undertake this activity and that no liability whatsoever shall attach to Vacation Velo in respect of illness, injury, loss or damage suffered by you, in or by reason of the cycle tour, save that caused by wilful neglect of the company.
TRAVELER CONDUCT
In the event of conduct prejudicial to other travellers or service providers, the traveller may be expelled from a trip. Vacation Velo will not reimburse any expenses or losses incurred as a result of such conduct. In addition, Vacation Velo reserves the right to refuse any or all registrations for a trip.
CHANGE IN NUMBER OF OCCUPANTS
In the event of cancellation by one or more travellers sharing the same room, the rate charged to the other member(s) of the group will be increased accordingly, in accordance with the scheduled rate. In addition, travellers who cancel will be required to pay the applicable cancellation fees.
Complaints
In the unlikely event that you should have any complaint or cause for concern, please address the matter in the first instance to a Vacation Velo representative who will do their utmost to resolve the matter there and then. If the matter is not resolved to your satisfaction, please notify us in writing within 14 days of your Vacation finish date with full details of your complaint. We will deal with your complaint fairly and reply to you within 14 days.
General
Customers are required to bring with them any appropriate Health Insurance Cards
It is your responsibility to ensure you arrive at the start of the tour or at a pickup time within a reasonable time as agreed in advance
On occasions we will use imagery and photography taken on tour for marketing purposes and social media engagement. Including pictures taken by associates / employees of Vacation Velo Limited and shared by clients.
Let us know in advance of your Vacation if you have any personal objections to this and we will take this into account
Disclaimer
We endeavour to ensure all published content (online and offline) is factually correct at the time of creation. However, information is subject to change, including (but not limited to) schedule of holidays, prices, inclusions, exclusions and terms. Vacation Velo reserves the right to make any changes deemed suitable without prior consultation or communication. Information on the website (www.vactionvelo.com) normally takes precedence over information found in printed material or other media channels.