Booking & payment

To confirm your booking you are required to pay a non-refundable deposit of 25% of the final cost. Your balance must be paid by the due date shown on your invoice; failure to do so may result in a cost increase, or even cancellation. Once we receive your deposit and having accepted your group booking form, the contract between us will become binding and we will send you an invoice and payment date for the balance. The final balance payment must be made no later than three months before departure. All moneys due in relation to the hire of bikes will be added to the tour cost and will be payable in accordance with the Beyond Biking booking conditions.

Website prices are quoted in euros. However, payment can also be accepted in the local currency of your destination (details available from our office).

Cancellation by you

Unfortunately, cancellations do happen, sometimes within the period of time where we can’t offer a refund. We often see las-minute cancellations due to illness or injury of the participant or a family member, all of which is covered by our recommended travel insurance policies. In many of these instances, trip cancellation insurance covers forfeited, non-refundable deposits or payments up to the limits purchased.

Any cancellation must be notified in writing by the person who made the group booking. If you cancel your holiday:

• more than three months prior to the start of your holiday, you will only be charged your deposit.
• between one and three months prior to the start of your holiday, you will be charged 50% of the holiday cost
• less than one month before the start of your holiday, or on or after the commencement of the holiday, you must pay the full price.

We appreciate that wholly unforeseen events may result in cancellation. Therefore, we strongly advise you to take out insurance against irrecoverable cancellation costs.

If the minimum number of clients required for the trip is not fulfilled, due to a cancellation of one or more members of your private group, we reserve the right to cancel the holiday, or change any of the facilities, services or prices described on our website.

Cancellation by us

Beyond Biking will only cancel your trip if is forced to do so by unusual or unforeseeable circumstances, such as war, civil unrest, natural disasters, or because the minimum number of bookings required to operate the tour has not been reached. In all cases, we reserve the right to cancel the holiday.

In case of war, civil unrest, natural disasters or other circumstances amounting to force majeure, we will endeavour to refund all sums as yet unpaid by us to our suppliers, however, it is your responsibility to claim the remainder of any irrecoverable payments and charges from your travel insurer.

If, due to a cancellation by one of the participants in your private group, the minimum number of clients for a holiday tour, as shown on our website, is no longer met, we reserve the right to cancel the tour and/or make significant modifications to the tour and/or the tour price. The cancellation price policy will be the same as described in the chapter ‘Cancellation by you’.

Changes by us

It is unlikely we will have to make any changes to your holiday, and when forced to do so, changes tend to be very minor. But if a change becomes necessary, we will inform you as soon as reasonably possible if there is time before your holiday begins. For instance, accommodation could change based on availability at the time of booking.

This type of adventure holiday will sometimes be subject to changes in itinerary and it is a fundamental condition of your booking that you accept this. Beyond Biking and its agents reserve the right to alter tours and itineraries due to weather or road conditions. All programs can be changed or cancelled at any moment during the trip to assure the safety of the clients and staff.

Client & adventure travel responsibility

On-tour-flexibility. It is a fundamental booking condition that you accept the hazards involved in this sort of trip and you accept that in visiting remote and mountainous regions there is an element of on-tour flexibility. The itinerary stated in the trip dossier is only indicative, and not a guarantee that a particular route will be followed or a particular place will be reached. You must acknowledge that delays and alterations, and any resulting inconvenience or discomfort, are possible where unforeseen circumstances arise. You must accept that the website dossiers are there to give you a guide as to what to expect from your holiday but that there will still be considerable flexibility when on the tour. You will not be refunded for any services not utilised as a result of these possible unforeseen circumstances.

Behaviour. You must abide by the authority of your tour leaders. If they believe that your behaviour presents any risk to the safety of the group, you may be asked to leave. You will not be entitled to any refund.

Fitness. You must have a level of fitness commensurate with your chosen trip and you are responsible for bringing the appropriate equipment, details of which will be sent to you at the time of booking. Any information provided by Beyond Biking on such matters as climate, clothing, baggage, travel, accommodation, special equipment etc. is given in good faith but without responsibility on the part of Beyond Biking. If, in the opinion of the our guides or staff, your fitness or equipment may compromise the safety of a trip, we reserve the right to cancel or terminate your holiday. In these circumstances you will not be entitled to a refund nor any compensation.

Contract details. Details of exactly what is and is not included in your contract with the Company are shown in the current tour itinerary. You should be familiar with the details of this before booking.

Medical conditions. If you are affected by a medical condition which may affect your or other people’s enjoyment of the holiday, you must advise us at the time of booking. Similarly please also advise us of any dietary requirements at the time of booking.

Independent travel. We will not be responsible or liable for your actions or your safety for any independent travel you undertake before, during (if you choose to leave) or after the holiday. All air transport is undertaken entirely at your own risk. The same for any independent arrangements you make which are not part of the trip.

Accidents. Beyond Biking does not assume responsibility for accidents or death that can be traced to the participant´s negligence, acts of third parties or exterior circumstances such as weather, natural occurrences, war or other similar causes.

Unforeseen circumstances. Beyond Biking shall not be liable for any damage caused by the total or partial failure to carry out the holiday if such failure is: attributable to anyone other than the Beyond Biking’s executive staff; unforeseeable or unavoidable and attributed to a third party unconnected to us; a result of unusual or unforeseeable circumstances, reasonably beyond the control of Beyond Biking; a result of an event which Beyond Biking or any of its agents, even with all due care, could not foresee. Beyond Biking cannot be held responsible for any mishap to yourself or your property, and in particular for the consequences of flight cancellations, change of flights, delays, vehicle accidents, strikes, sickness, negligence, weather, war, government, customs or police intervention or other such happenings amounting to force majeure. By signing our booking form you acknowledge that we have taken all reasonable steps to safeguard any liability in this respect.

Your bike. If you are bringing your own bike we strongly recommend that you have it looked over at a reputable bike shop prior to departure. Most bikes now have proprietary parts such as the derailleur hanger and we can’t guarantee that our spare parts will be compatible, so travel with your own spares.

Bike hire. The client must return the bicycle and any accessories in the same condition in which it was hired, or to make a payment, immediately on demand, sufficient to return the cycle to that condition. Beyond Biking shall not be liable for any damage or loss arising from the clients use of the equipment. The client shall indemnify Beyond Biking against any claim howsoever arising as a result of the client’s use of the cycle during the period of hire. In the event that the cycle and/or any accessories are lost or stolen the client shall indemnify Beyond Biking for the costs of replacing those items. Should the equipment subsequently be returned in a satisfactory condition these moneys will be repaid.

Losses. No responsibility is accepted for losses. You are solely responsible for your valuables. You should not leave anything of value unattended, as it is tempting theft. You are solely responsible for the security of the bike you are using, including those clients riding rental bikes. You should not leave bikes unattended and should ensure that they are safely stored and locked up to meet your bike insurance policy specifications.

Complaints. All complaints must reach Beyond Biking within five days of departure from your destination. Otherwise, any possible compensation is invalid.

Your financial protection

Your financial security is guaranteed. We only work with local partners who licensed and bonded. This means that in the unlikely event of bankruptcy before departure, the appropriate bond will be applied to the refund of your trip payments. If the trip is underway, the bond will be applied to complete the trip or, if this is not possible, you will be repatriated.

Variation of booking conditions

When you sign the booking form you agree to accept all these booking conditions, and when we accept your booking we agree to carry out our obligations to you as defined in holiday information provided to you. Both sides of this agreement are made subject to, and must be interpreted and enforced according to Belgian Law in a Belgian Court.

Travel insurance is mandatory.
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