Terms and Conditions
Each participant must agree to these terms and conditions in their entirety in order to participate in any BIKEHIKE Adventures tour.
A non-refundable deposit of $500 USD (insurable) is required at the time of booking to secure a space. BIKEHIKE will send a detailed itinerary, invoice and pre-departure package that includes “what to bring” packing list upon receipt of The Participant’s deposit. The balance is due 75 days prior to trip departure. Prices quoted are based on “twin share” travelling and land costs in effect at the time of printing. Prices are subject to change without notice.
Land cancellation fees (days prior to departure): 75 days or more: $500 USD non-refundable deposit. 46 to 74 days: 50% of land cost is non-refundable. 31-45 days: 75% of land cost is non-refundable. 0-30 days: 100% non-refundable. No refunds on no-shows or unused portions of trips. All prepaid airfare is subject to at least a $400 cancellation fee. Once the ticket is issued, the cancellation fee depends upon the airline cancellation policy.
IF A TRIP CANCELS
BIKEHIKE reserves the right to cancel or postpone any trip for force majeure or any other circumstances beyond its control. BIKEHIKE also reserves the right to cancel any trip if sign-up is inadequate and group size does not meet the 2, 3 or 4 person minimum. In these cases, BIKEHIKE will work to offer a future date for the same or comparable trip. When BIKEHIKE is able to postpone the trip to a new date, a full tour credit will be offered to the participant for a future trip date within one year of the original date. In the event that this force majeure or other uncontrollable circumstance leads the participant to choose to cancel the trip rather than accept BIKEHIKE credit for a future trip, BikeHike's standard refund terms and conditions will become applicable. When a participant's cancellation is last minute and the trip is deemed 100% non-refundable according to booking terms, BIKEHIKE will work with suppliers in an attempt to recover some costs but BIKEHIKE cannot guarantee any refunds or credits. Any partial refund will take into account administrative costs and supplier costs that cannot be recovered. For full coverage, participants are encouraged to have insurance coverage that covers all scenarios.
Participants wishing to cancel any BikeHike adventure are required to provide BIKEHIKE with written notification of cancellation.
TRANSFERRING A TRIP
Participants who cancel more than 75 days prior to departure, and who did not purchase cancellation insurance on their deposits, may apply their $500 US deposit to another BikeHike adventure within one year from the date of cancellation, less a $200 US administration fee. Participants are only permitted to transfer once.
COVID POLICY ON TRIPS
Participants who show symptoms for COVID-19 on their trip, will need to test themselves and if the test is positive, they will need to isolate from the group and leave the trip. Participants will need to isolate from the group until their tests come back negative and then they can rejoin the trip. This will be at the Participant’s own expense (hotel, transfer costs, covid tests, etc) and there are no refunds for unused days of the trip. This is why travel cancellation insurance is vital for travel in today's uncertain world climate. At BIKEHIKE, we expect travelers to understand they are taking a risk traveling at this time and that BIKEHIKE is not financially responsible for any extra travel costs incurred from a COVID-19 infection.
BIKEHIKE does not give any refunds for missed or unused hotel rooms, meals, flights, internal transportation, entrance fees or activities. Land cost is quoted as a package. Credits or refunds are not given for services unused.
CATCH UP FEES
It is the sole responsibility of The Participant to cover any costs to catch up and join a group departure in the event that The Participant is delayed as a result of international flight cancellations or delays.
BIKEHIKE reserves the right to alter or modify its trip itineraries, tour prices or Terms and Conditions at any time without notice.
THE BOOKING CONTRACT
The Participant must provide all outstanding required information forms and waivers, signed and completed in full, as requested by BIKEHIKE, along with first payment. The Participant agrees to provide full, complete and accurate information when completing the required information forms and waivers. A booking is confirmed and these Terms and Conditions apply when BIKEHIKE, or an authorized agent on BIKEHIKE’s behalf, has received the tour deposit and required forms from The Participant and The Participant has received written communication from BIKEHIKE that that the booking is confirmed. A booking cannot be confirmed by BIKEHIKE until all requested booking forms are received, and deemed complete, by BIKEHIKE.
YOUR OBLIGATION AS A TRIP MEMBER
By participating on a BikeHike adventure you assume certain obligations to BIKEHIKE and the other trip members. It is your responsibility to:
• Understand the conditions implied on the BIKEHIKE trip grading system Select a trip (with the help of the BIKEHIKE staff) that is appropriate to your interests and abilities.
• Prepare for the trip by familiarizing yourself with the trip itinerary and preparation materials sent by BIKEHIKE.
• Bring appropriate gear and clothing as advised by BIKEHIKE.
• Obtain all necessary visas, vaccinations, necessary entry paperwork and ensure that your passport is valid for six months beyond the completion date of the trip.
• Act in an appropriate and courteous manner befitting to the customs of countries you visit.
• Refrain from all non-medical, non-prescription drug use for the entire duration of your BikeHike Adventure tour.
• Respect the countries visited by using environmentally safe products, staying on established travel routes and not littering.
It is the responsibility of each Participant to ensure that BIKEHIKE is advised, at the time of booking, of any medications and medical conditions or issues. BIKEHIKE guides have the right to disqualify anyone at any time during the trip if they feel the trip member is mentally or physically incapable of continuing and/or if a trip member’s continued participation jeopardizes the group or his/her own safety. Under these circumstances, refunds are not given. Medical insurance is mandatory for all Participants on any BikeHike adventure. BIKEHIKE is not a medical provider or facility and has no responsibility regarding medical advice, medications or inoculations that you or your doctor deem necessary for your safe participation. Hospital facilities for serious problems are often unavailable and evacuation can be prolonged, expensive and difficult. BIKEHIKE assumes no liability regarding provision of medical care. By signing this Trip Reservation & Terms and Conditions Waiver, you agree to pay for emergency evacuation and emergency medical care. A Confidential Medical Report must be completed, signed by a Doctor and submitted to BIKEHIKE if The Participant is 70 years of age or older, or if The Participant has a serious, pre-existing medical condition.
WAIVERS AND DOCUMENTS
All Participants must provide BIKEHIKE with the following forms completed and signed at time of deposit to confirm The Participant’s space on the tour. The Participant’s space is not confirmed until the following forms are received, and deemed completed in full, by BIKEHIKE: 1. Trip Reservation & Terms and Conditions Waiver 2. Release and Waiver . BIKEHIKE reserves the right to refuse any Participant at any time without a refund or compensation if The Participant fails to provide BIKEHIKE with any of these signed and completed releases prior to departure.
Tour prices are based on land costs and do not include international airfare. All prices are in US dollars unless otherwise indicated. Some destinations are subject to Government Sales Tax (“GST”). Tour prices may be subject to change at any time.
If the full payment is not received by 75 days prior to departure, BIKEHIKE reserves the right to treat The Participant’s booking as cancelled.
The Participant understands that during the trip there may be opportunities to participate in activities that do not form part of the BikeHike Adventures itinerary. The Participant understands that BIKEHIKE makes no representation about the safety or quality of these additional activities, or the standard of the operator running them. The Participant also understands that BIKEHIKE is in no way responsible for the safety of The Participant should they elect into such optional activities.
The client must communicate at the earliest opportunity, in writing, to BIKEHIKE in the event of any loss, death, injury or illness caused by the negligent acts and/or omissions of BIKEHIKE or any third party suppliers of any services that form part of The Contract. BIKEHIKE limits its liability, where applicable, through any terms and conditions expressly incorporated in this Contract. The Participant must submit the complaint in writing to BIKEHIKE no later than 30 days after the completion of trip.
The itineraries presented in BIKEHIKE’s literature or on BIKEHIKE’s website are subject to modification and change by BIKEHIKE at any time without notice. Every reasonable effort will be made to operate programs as planned, but alterations may still occur after final itineraries are sent.
Custom trips may require a higher deposit or full payment at time of booking and cancellation penalties may vary from those of our standard BikeHike cancellation penalties.
BIKEHIKE strongly recommends that The Participant does not book international flights, extra hotel reservations, apply for visas or get specific travel-related vaccinations until BIKEHIKE has confirmed The Participant’s booking and BIKEHIKE has confirmed The Participant’s itinerary and dates.
It is important to note that for BikeHike Adventure tours in Cuba that travellers confirm that their travel insurance policy will cover their Cuba Travels. Many insurers exclude coverage in Cuba.
SHARING AND SINGLE SUPPLEMENTS
All of BIKEHIKE’s group tour prices are based on double occupancy. There is no single supplement fee for single travellers booking on group departures. Single travellers booking extensions are subject to single supplement fees. Private single occupancy rooms can be requested on group tours for an extra charge.
Neither BIKEHIKE nor its authorized agents shall pay any additional refunds or discounts for missed our unused hotel rooms, meals, flights, internal transportation, entrance fees, activities or missed itinerary days due to no fault of BIKEHIKE, its agents or representatives. Additionally, no refunds or credits will be provided to The Participant in the event that The Participant’s participation in the tour is terminated due to The Participant’s own fault, negligence or breach of these Terms and Conditions.
SUPPLIER AND ACCEPTANCE OF RISK
Accommodation, transportation, activities and excursions or other constituent elements of a BikeHike Adventures tour will be arranged by BIKEHIKE with suppliers local to the region where BIKEHIKE’s tour product operates, and these suppliers may themselves engage the services of local operators and/or subcontractors. BIKEHIKE will at all times endeavour to appoint reputable and competent local suppliers to comply with all the applicable laws and regulations concerning health and safety in the regions where BIKEHIKE operates tours. The terms and conditions of all suppliers of BIKEHIKE’s tour components will be applicable to the tour component provided by such supplier and are expressly incorporated into these Terms and Conditions. These may limit and exclude liability of the supplier. The liability of BIKEHIKE will not exceed that of any supplier of any tour component. The components that make up each BIKEHIKE tour shall be regarded as having been satisfactorily performed and delivered solely in reference to the regulations and laws concerning health and safety in the applicable jurisdiction where a tour component is operated.
In the event that any term or condition herein is unenforceable or void by operation of law or as being against the public policy or for any reason then such term or condition shall be deemed severed from these Terms and Conditions or amended accordingly only to such extent necessary to allow all remaining terms and conditions hereof to survive and continue as binding. If any provision of these Terms and Conditions is found to be so broad as to be unenforceable such provision shall be interpreted to be only so broad as is enforceable. The invalidity or unenforceability of any provision hereof shall in no way affect the validity of any other provision.
PHOTOGRAPHIC AND VIDEO RECORDS
BIKEHIKE reserves the right to take photographs or video footage of any of its trips, and to use such photographic or video material for promotional and/or commercial purposes.
CONSUMER PROTECTION ACT
BIKEHIKE is a licensed Travel Organization, in good standing with British Columbia Business Practices and Consumer Protection Authority. BC retail registration No. 31706.