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Trip Cancellation Policy

MULTI-DAY, OVERNIGHT TRIPS

Bike & Saddle Trip Guarantee Policy
Bike & Saddle Tours are guaranteed to run once 5 or more guests book, excepting only in cases of force majeure (including but not limited to natural disasters, war, or the failure of third parties—such as hotels or campgrounds—to honor their reservations) in which case all payments received to date will be refunded, which constitutes full settlement.

Bike & Saddle is not responsible for expenses that are incurred in preparation for any canceled trips, such as airline tickets, or for costs that are incurred due to travel delays, flight cancellations or illness.

Trip Cancellation Policies

  1. Rates are quoted per trip per person, in USD, and are inclusive of all taxes.
  2. Bike & Saddle reserves the right to alter or amend rates and trip details at any time.
  3. In the event of a cancellation see hereunder.
  4. In the event of a “no-show” or cancellation see hereunder.
  5. Please note that the cancellation must be made in writing.
  6. The owners and management of Bike and Saddle cannot be held responsible for any loss or damage to the property or for any possessions of the guest participating in a trip.
  7. Please note that departure hours are not flexible; therefore, kindly ensure you or your guests are familiar with the trip departure location and time as provided in the detailed trip description or quote. If you must cancel your reservation, your cancellation fee will be determined according to the policy outlined below. Exceptions to our cancellation policy cannot be made for any reason, including weather, terrorism, civil unrest or personal emergencies. There is no refund for arriving late or leaving a trip early. Private room and internal air charges are considered part of the total trip and are subject to cancellation fees. Percentage charges are calculated on total trip cost.

Transfers: You may transfer from one trip to another up to 95 days before trip departure without penalty – except on our Special Departures *, where you can transfer up to 125 days before trip departs – after which time our cancellation policy applies.

Release of Liability: Guests are required to provide a signed “Release of Liability, Assumption of All Risks, and Arbitration Agreement” form and a completed Personal Information Form prior to trip departure; you will receive these materials shortly after reserving a trip. We are unable to allow guests to participate in any aspect of a Bike & Saddle Tour without a signed release form.

*Special Departures are as follows: South Africa, Multi-day Trips and others noted by your Trip Consultant prior to reservation.

CANCELLATION FEES (PER PERSON)
DAYS PRIOR TO TRIP START SCHEDULED TRIPS SPECIAL DEPARTURES* PRIVATE TRIPS CUSTOM TRIPS
156+ days $200** $200** $600 30%
126-155 $200** 20% 30% 30%
96-125 days $200** 30% 50% 50%
61-95 days 30% 50% 75% 75%
31-60 days 60% 75% 100% 100%
0-30 days 100% 100% 100% 100%
DEPOSIT & PAYMENT TERMS (PER PERSON)
156+ days $600 $600 $600 Varies
155 days $600 Final payment Final payment Final payment
125 days $600
95 days Final payment

* View our Special Departures at www.bikeandsaddle.com.
** Rather than paying the cancellation fee, you may choose to keep your trip deposit ($600) in a holding account to use on a future Backroads trip with no expiration date.

Child Policy

Our Family Trips are designed with families in mind and offer kid-appropriate routes and activities as well as longer options for adults and teens while kids are in the company of our Kids Activity Expert. Some trips have age-restricted activities that are often less than half a day and can be opted out of easily without impacting the enjoyment of the trip.

We strongly encourage families to join our Family Trips, designed with kid– and adult–friendly features. While we don’t see many families with very young children, we do have a minimum age requirement of 4 years for our scheduled dates (we occasionally accommodate younger kids on Private Trips). Other than that, we do not restrict Family Trips to a minimum age except in the rare case of a hotel age restriction. For safety reasons, children need to be at least 7 years old (9 years old in some destinations) to ride their own bike. See below for details on each trip.

“Effective 1 June 2015, children traveling in and out of South Africa, will be required to carry an unabridged birth certificate, as well as a valid passport. The regulations will apply to all travelers under the age of 18 regardless of nationality. An unabridged birth certificate is an official, signed and stamped certificate with full details of both parents. If the unabridged birth certificate is in a language other than English it must be accompanied by a certified English translation.”

 

Transferring to another trip after having already made a reservation

In most cases, you may transfer from one trip to another up to 95 days before trip departure without penalty, after which time our cancellation policy applies. For special departures, you may transfer up to 125 days before trip departure without penalty, after which time our cancellation policy applies. When transferring to a different date or trip, if the trip costs more than your original trip, you must pay the difference.

DAY & SHORT TRIPS

Cancellation & Refund policy:

  1. Rates are quoted per trip per person, in USD and converted to South African Rand at the current exchange rate, and are inclusive of Value Added Tax.
  2. Bike & Saddle reserves the right to alter or amend rates and trip details at any time.
  3. Cancellations must be received 48hours prior to the scheduled trip departure time to avoid penalties; We issue a 100% refund (less 2.5% processing fee) if these cancellation terms are met; beyond the cut-off time, guests forfeit 100% of the trip fee. No exceptions can be made.
  4. In the event of a “no-show” or cancellation see point 3 above.
  5. Please note that the cancellation must be made in writing and has not been deemed received by Bike & Saddle unless confirmed in writing by Bike & Saddle.
  6. The owners and management of Bike and Saddle cannot be held responsible for any loss or damage to the property or for any possessions of the guest participating in a trip.
  7. Please note that departure hours are not flexible; therefore kindly ensure guests are familiar with the trip departure location and time.
  8. NOTE: Quote details, including rates quoted cannot be guaranteed prior to payment received. Final confirmation can only be provided once full payment has been made.

The Cancellation fee will be determined according to the policy outlined above. Exceptions to our cancellation policy cannot be made for any reason, including weather, terrorism, civil unrest or personal emergencies. There is no refund for arriving late or leaving a trip early.

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