Please read thoroughly before booking as you will be required to acknowledge your reading and acceptance before the booking process can be completed.
These terms and conditions cover, among other points, yours and
BAS Enterprises Ltd., (a State of Washington corporation) d/b/a
Virginia Bicycling Adventures responsibilities, governing law, booking, deposits and final payment requirements, meals and lodging, travel arrangements, our cancellation and refund policies, and health issues and insurance.
You should carefully read this information and gain a complete understanding of your rights and obligations and our rights and obligations.
Each person participating in a tour must sign a Release and Waiver of Liability prior to the start of the tour. A parent or legal guardian must execute such a release for any minor participating in a tour.
As Virginia Bicycling Adventures acts in the sole capacity of an agent for its clients in obtaining lodging and meals from suppliers and organizing, promoting, selling its tours and arranging for the services of lodging and meal suppliers. Virginia Bicycling Adventures is not responsible for any negligent or willful act, or failure to act, of any supplier or third party providing services to tour participants. Each participant is fully responsible for
their transportation to and from the tour sites as well as their safety during the tour.
Virginia Bicycling Adventures is not responsible for injury, death, damage, loss, or delay in any means of transportation to, from or during the tour, or any event beyond the actual control of Virginia Bicycling Adventure or due to force majeure.
This booking contract is between Virginia Bicycling Adventures and the person traveling, or intending to travel, on a tour operated by Virginia Bicycling Adventures. The contract, including all matters arising from it, is governed by Virginia law, excluding its conflict of laws provisions. Venue for any cause of action shall be proper only in the Circuit Court of Shenandoah County, Virginia. A booking request is not accepted and final until Virginia Bicycling Adventures sends a dated confirmation. Virginia Bicycling Adventures has the sole right to change brochure prices at any time prior to the confirmation date.
Virginia Bicycling Adventures requires a completed booking form and the necessary deposit to initiate the booking process. The requesting client (always assumed to be the first named person) must be over 18 years of age. The person signing (or being deemed to sign) the booking form, regardless of it being submitted on-line or by fax, warrants that he/she has full authority to do so on behalf of all persons whose names appear on the booking form and confirms that all named persons are fully aware of and accept these conditions.
A deposit of $200.00 per person is required at the time of booking for our 6 day/ 5 night tours and $125 per person for our weekend tours. Full payment is due 30 days prior to departure. If the tour start date is within 30 days, full payment is required at the time of booking. The price of each tour is per person based on double occupancy and includes those items mentioned in the itinerary. Single rooms must be requested at the time of booking and require a supplemental charge. A reservation is made by completing Virginia Bicycling Adventures' online booking form or faxing the form. If you prefer, you can pay by credit card via PayPal.
If the requested tour cannot be booked as represented for any reason including lodging availability, you will not be charged. You may be offered alternatives which you can accept or decline. If you wish to pay your deposit by check, then a reservation will not be made until the check is received.
Your final payment is due 30 days prior to your tour start date. It can be made by check, money order or credit card. You will receive a notice in the form of a final invoice that reflects your deposit in advance of the final payment due date.
If the final balance is not paid by the due date, Virginia Bicycling Adventures has the right to cancel your booking and to apply cancellation charges. Any check that is not honored by the bank will incur a $30 fee and will be considered as non-payment until made good.
Full payment, by credit card, check or money order, is due within 24 hours of confirmation for any tour booking that is within 30 days of its start date. If we do not receive payment within 24 hours, then the tour is subject to cancellation.
Accommodations are generally booked with bed and breakfasts, country inns or three star motels or hotels when B&B's or inns are unavailable. If circumstances necessitate booking into a lesser or higher category accommodation, you will be informed of the change and its impact, if any, on the tour price and given a choice of accepting or rejecting the change, as well as any difference in tour price. If you reject the change, your sole remedy will be a refund of your deposit.
All rooms are double occupancy. Any single occupancy accommodations will require a supplemental charge. Although we prefer to book accommodations in bed and breakfast establishments there may be situations where private bath facilities are not available for a particular room. Where there is a mix of baths, private baths are first assigned as evenly as possible.
Meal packages vary with the tour. Breakfast is always included in the price of the tour. Gratuities and taxes for lodging are included in the tour package, but not for meals and beverages.
A $50 administrative fee shall be charged, in addition to any cancellation penalties or applicable fees imposed by hotels or inns, for any changes you make to your reservation that effect the length or dates of your tour or lodging reservations. For changes made within 30 days of your original start date, our cancellation policies apply. All changes are subject to availability and cannot be guaranteed.
Virginia Bicycling Adventures provides all services on a "ground only" basis. The client is solely responsible for arranging their own travel to, from and during the tour. Virginia Bicycling Adventures shall not be liable for any delay, failure, or cancellation of your transportation. No refunds shall be given under those circumstances.
Should the client wish to cancel, cancellation charges will be imposed. These are calculated from the day written notification is received by Virginia Bicycling Adventures as a percentage of the total tour price, including surcharges as follows:
- More than 45 days before your tour begins - retention of entire deposit
- 30 days or less before tour commencement - 100% of total tour price.
Without exception, including weather or other factors beyond our control, no refunds are available once the trip commences. Virginia Bicycling Adventures reserves the right to cancel any tour prior to departure for any reason, in which case a full refund will be processed. Virginia Bicycling Adventures recommends that you consider purchasing a travel insurance policy to protect against unanticipated and incurred cancellation fees.
Refunds and compensation payments will not be paid in circumstances beyond our control or our supplier's control. In these conditions "force majeure" means any event which we or the supplier of services in question could not, even with all due care, foresee or avoid. This includes but is not limited to changes due to war, threat of war, acts of terrorism, civil strife, strikes, natural disaster, fire, adverse weather or other acts of God.
Virginia Bicycling Adventures can provide bicycles for renting. However, our clients generally prefer to use their own bicycles for assured comfort and better trip enjoyment. They know their bicycle inside and out, which leaves less adjustment as they take on a new terrain. The client assumes full responsibility that their equipment is in a suitable condition for participation in a tour. Responsibility for maintenance of bicycles rests with the client. Virginia Bicycling Adventures cannot guarantee that correct tools and spares will be available, given the wide range of bikes, equipment and parts that exist. Tour materials for each day may provide information on the locations of bicycle repair shops that are in that day's area of travel.
Virginia Bicycling Adventures does not provide any instructions in bicycle use. Participants assume all risks associated with any aspect of the tour they have booked. Each participant affirms they are familiar with the operation of a multi-speed bicycle
and are familiar with the rules of the road for Virginia bicyclists. No participant will be permitted to participate in any biking activity without wearing a properly fitting bicycle helmet that complies with the standards of the U. S. CPSC.
Virginia Bicycling Adventures provides very limited "emergency services". Examples of reasons to call for assistance are: an inoperable, broken down bicycle (other than flat tire); minor injury/illness that hampers or prevents continued cycling; (serious injuries must first be reported to emergency medical responders via a 911 call). This service is only available during daylight cycling hours. Hotel and inn staff is available for other non-emergency related matters outside of your cycling activities. If you experience a problem you may call this service to seek help. A resolution will be attempted in a timely manner.
If you choose to not use this service before making changes on your own you assume full responsibility for any added costs you may incur as well as forfeiting any potential refunds. Problems must be brought to the attention of Virginia Bicycling Adventures during the trip.
Virginia Bicycling Adventures must be advised in writing, at or prior to booking, of any physical, emotional or mental condition which may require professional attention during the trip or may require the use of special equipment. In such situations you must bring and be fully responsible for all necessary items related to your condition. If any such condition arises after the trip is booked, you must advise Virginia Bicycling Adventures in writing immediately.
Virginia Bicycling Adventures shall not be liable for any such condition or its treatment or any delay in the tour caused by such condition. Cancellation charges shall apply, as indicated above.
Since your health and safety during your trip are our first concern, Virginia Bicycling Adventures, at its sole discretion, reserves the right to prohibit a person from participating in a tour if the person may be a danger to themselves, or to others in the group, or adversely affect their enjoyment. In such a situation, the entire cost of the trip will be forfeited; and, Virginia Bicycling Adventures shall have no liability, financial or otherwise.
Virginia Bicycling Adventures provides information on the physical requirements for your trip with its tour materials and web site descriptions. Your physical health should be sufficient to allow you to participate. If you are concerned, Virginia Bicycling Adventures strongly suggests you discuss your tour plans with your medical practitioner. Virginia Bicycling Adventures bears no responsible for the costs of any medical treatment you may require while participating in its tours or for the quality of medical care, or lack thereof, while on the tour. Virginia Bicycling Adventures strongly recommends that you obtain medical and dental insurance that will cover the cost of any medical and dental assistance you may require while participating on your tour.
By completing this booking you affirm that you have read and understand the terms and conditions and that you and all participants are in good health and capable of engaging in all the activities associated with the tour you are booking.