General Terms and
Conditions
These Terms and Conditions govern the
relationship between you, the passenger, and us, Otago LLC, d/b/a VBT
Bicycling Vacations (hereinafter, “VBT”). By booking a trip, you agree to
be bound by these Terms and Conditions. They outline, among other things, our
cancellation policy and certain limitations of liability. These terms affect
your rights to sue, governing law, forum, and jurisdiction; please be sure to
carefully read these terms and make sure you understand your rights and
obligations and our rights and obligations. We strongly recommend you purchase
travel protection.
Reservations & Payments
A deposit of $350 per person ($500 for Bike & Barge Vacations) is required
to secure your reservation. To secure reservations on a trip departing within
90 days, a full payment is required by credit card at the time of booking.
Payment of your deposit indicates your acceptance of these terms and
conditions. Final payment for all trips must be made in full to VBT at least 90
days prior to departure. Reservations will be cancelled if final payment is not
received by the due date and cancellation charges will apply. Tour prices
stated are per person and based on double occupancy. Departure taxes,
surcharges, and government fees are not part of the trip price and will be
billed as a separate item on your invoice. Every effort has been made to
produce pricing information accurately. We reserve the right to correct errors.
Changes in Plans
For any changes you make to your reservation that affect destination, departure
date or program extensions, a $50-per-person administrative charge applies, in
addition to any cancellation penalties or applicable fees imposed by airlines,
hotels or cruise lines. For changes made within 70 days of your original
departure date, our cancellation policies apply. All changes are subject to
availability and cannot be guaranteed.
Late Bookings
Reservations made within 70 days of the tour departure may require 72 hours for
confirmation. There is a late booking fee of $25 when reserving 35 days or less
prior to departure. VBT’s Airfare Package is subject to availability within 95
days of departure and may incur late fees or higher airfare cost.
Cancellations and Refunds
If you must cancel your trip, you must do so in writing. Cancellation refunds
will be calculated as of the date we receive your written cancellation.
All payments for travel services not provided to the passenger shall be
refunded in accordance with these Terms and Conditions and in accordance with
VBT’s cancellation policy.
Processing Fee: There is a non-refundable fee of $150
per person for each program you cancel. This low fee reflects only our costs of
administering a reservation, and is not intended to be punitive in any way. We
realize the majority of those who cancel their reservations do so out of
necessity.
To receive any refund, your air tickets (if applicable) must be returned to
VBT. Refunds will be processed 30 days after our receipt of your written
cancellation and air tickets. Please note that if you cancel on or after the
scheduled date of departure, you will not receive any refund.
Cancellation Charges for Land Tours: Unless otherwise
stated in the catalog, for all cancellations we will refund the cost of
your trip less the following per-person charges. Charges shown include the $150
processing fee.
| CANCELLATION
CHARGES (2008 TOURS) |
| Prior to departure |
Charge |
| 91 days or more |
$150 |
| 90-71 days |
25% of selling price |
| 70-46 days |
50% of selling price |
| 45-30 days |
65% of selling price |
| 29-0 days |
100% of selling price |
| CANCELLATION
CHARGES (BIKE & BARGE VACATIONS) |
| Prior to departure |
Charge |
| 121 days or more |
$150 |
| 120-90 days |
$500 |
| 89-60 days |
50% of selling price |
| 59-30 days |
65% of selling price |
| 29-0 days |
100% of selling price |
Traveler substitutions are considered reservation cancellations and are subject
to the above cancellation fees.
VBT cannot make exceptions to these cancellation policies for any reason,
including personal emergencies and weather. In addition, please refer to the
Air Arrangements section for information on additional cancellation
restrictions. Please note that we do not make any refunds for any unused
portion of your trip.
Travel Protection Plan
Occasionally unforeseen circumstances may arise which may cause you to either
cancel or interrupt your vacation. We are committed to providing the best value
for your travel dollar. That is why we include an insurance program on your
invoice.
| Schedule of Coverages |
Maximum Benefit Amount |
| Trip Cancellation & Interruption |
Tour Cost |
| Trip Delay ($100 maximum per day) |
$500 |
| Baggage & Personal Effects |
$1,000 |
| Baggage Delay |
$100 |
| Medical Expense |
$50,000 |
| Emergency Medical Transportation |
$50,000 |
| Accidental Death & Dismemberment |
$25,000 |
| Travel Guard® Assist* |
Included |
| LiveTravel* |
Included |
| Concierge Services* |
Included |
| *This is a non-insurance service provided by Travel Guard. |
| Tour Cost Per Person |
Plan Cost Per Person |
| $1,001-$1,500 |
$122 |
| $1,501-$2,000 |
$162 |
| $2,001-$2,500 |
$201 |
| $2,501-$3,000 |
$242 |
| $3,001-$3,500 |
$272 |
| $3,501-$4,000 |
$302 |
| $4,001-$4,500 |
$337 |
| $4,501-$5,000 |
$357 |
| $5,001-$5,500 |
$419 |
| $5,501-$6,000 |
$441 |
Please Note: The rates shown are per-person and are subject to change, and
include coverage for the air portion of your itinerary if VBT Bicycling
Vacations is arranging your air transportation. The Travel Protection Plan
cannot be purchased after you have made your final payment or once you are
inside the penalty period, whichever comes first. The cost of your Travel
Protection Plan is non-refundable.
Pre-Existing Medical Condition Exclusion waived if purchased within 14 days of
initial trip payment.
Insurance is underwritten by National Union Fire Insurance Company of
Pittsburgh, Pa., a Pennsylvania Insurance Company (NAIC #19445) with their
principal place of business at 70 Pine Street, New York, NY 10270.
National Union is a member of the AIG Companies® and is currently authorized to
transact business in all states and the District of Columbia. The
Policies will contain reductions, limitations, exclusions and termination
provisions, and are detailed in the Travel Insurance Certificate which will be
sent to you after you reserve your trip.
All coverages may not be available in all states.
Click here for more information.
Medical Issues
You must advise us 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. If you fail to disclose
any such conditions, VBT may refuse to allow you to take the trip and you will
forfeit the trip cost; and in such event we shall have no liability, financial
or otherwise.
If you are so challenged, you must bring and be responsible for all necessary
items related to your condition. If any such condition arises after the trip is
booked, you must advise us in writing immediately. Failure to advise us shall
release VBT and all professional personnel from any liability related to such
condition or its treatment.
We cannot accommodate women past their sixth month of pregnancy. We also cannot
accommodate passengers requiring wheelchair assistance, as most features of VBT
trips are not wheelchair-accessible.
Children
Children 16 years or older are welcome on any of our International tours if
accompanied by an adult. For North America the minimum age is 13. A copy of a
certified birth certificate will be required.
Health and Fitness
We will send you information on the physical requirements for your trip with
your pre-trip materials. In some cases, you may want to discuss these with your
doctor. Your health and safety during your trip are our first concern, but VBT
is not a medical facility. You should be in good health to participate in our
active vacations.
VBT reserves the right to decline any trip participant whose condition, in our
opinion, may affect the health, safety or enjoyment of other participants.
VBT is not responsible for the costs of any medical treatment you may require
during the trip. Under no circumstances is VBT responsible for the quality of
medical care, or lack thereof, you may receive while on the trip. We strongly
recommend that you obtain medical and dental insurance that will cover the cost
of any medical and dental assistance you may require during your trip.
Air Arrangements
VBT has contracted with our partner airlines to provide you with the
lowest possible airfares. These fares can be quite restrictive and carry
cancellation charges imposed by the airline ranging from 25% to 100%. Any
penalties resulting from flight changes after your trip is confirmed will be
your responsibility. There is a minimum flight change fee of $200. We regret
that we cannot accept changes to air reservations less than 45 days prior to
departure. If you cancel your trip after receiving your tickets, you must
return your tickets to VBT before your refund can be processed.
Most international programs offer Business Class upgrades, subject to
availability. Routings, carriers and scheduling may differ for Business Class
travel compared to non-Business Class arrangements.
Breakaway Travel at the end of your stay is available on some programs. This
option enables you to travel on your own wherever you choose, within 30 days of
your U.S. departure date.
If you make your own domestic flight arrangements, VBT will not be responsible
for any loss resulting from cancellations or changes in international
gateways or travel dates. We recommend that you do not purchase tickets with
high penalty charges for changes. If you make your own domestic flight
arrangements and you miss your international flight for any reason, VBT can
assist with alternate flight arrangements; however, you are responsible for the
cost of an alternate flight to your destination, as well as any other expenses
incurred prior to joining up with your tour group.
Air routings are subject to availability. Routings cannot be guaranteed, and
are subject to change at any time. VBT is not responsible if an airline cancels
or delays a flight. If that occurs, you should work with the airline to ensure
you arrive at your destination. VBT will not provide any refund for portions of
trips missed due to cancelled or delayed flights.
Responsibility
The responsibility of VBT and its affiliated companies is strictly limited. As
a tour operator, VBT organizes, promotes, and sells tour programs consisting of
certain travel services, including surface, air, and water transportation,
sightseeing excursions, and cruise/barge/hotel accommodations that VBT
purchases or reserves from various suppliers (collectively, “Suppliers”). VBT
does not own or operate any of these Suppliers. The Suppliers providing travel
services for VBT’s tour programs are independent contractors and are not agents
or employees of VBT.
As such, VBT is not responsible for any negligent or willful act or failure to
act of any Supplier or of any third party. Some tours include visits to shops
and merchants. VBT is not responsible for any purchases you make during your
trip, whether that merchant is part of the scheduled itinerary or not. By
utilizing the travel services of the Suppliers, you agree that you will look to
such Suppliers for any accident, injury, property damage, or personal loss to
you or to those traveling with you, and that neither VBT nor any representative
of VBT shall be liable.
Without limitation, VBT is not responsible for any injury, loss, or damage to
person or property, death, delay, or inconvenience in connection with the
provision of, or failure to provide, any goods or services occasioned by or
resulting from — but not limited to — acts of God or force majeure, acts of war
or civil unrest, insurrection or revolt, strikes or other labor activities,
criminal or terrorist activities of any kind, overbooking or downgrading of
accommodations, mechanical or other failure of airplanes or other means of
transportation or for the failure of any transportation mechanism to
arrive or depart on time, sanitation problems, lack of medical care, or for any
other cause beyond the direct control of VBT.
To the extent that VBT is involved in booking air, barge and/or cruise
transportation for you, VBT acts as your agent and not as an agent of the air
carrier and/or cruise line. For all other purposes, VBT does not act as an
agent for any party whatsoever.
VBT reserves the right to correct promotional or pricing errors at any time, or
to increase the program price in the event of cost increases due to changes in
airfares, cruise fares, barge fares, currency fluctuations, park fee increases,
taxes, or fuel surcharges. VBT reserves the right to decline to accept or
retain any person as a member of any tour or to cancel or alter the tour
without notice, in which event your sole remedy shall be a prorated refund for
any unused portion of the trip. Hotels and other accommodations are subject to
change.
California law requires certain sellers of travel to have a trust account or
bond. This business has a trust account. This business is not a participant in
the California Travel Consumer Restitution Corporation.
VBT reserves the right to take photographic or film records of any of its
tours, and to use any such photographic or film records for promotional and/or
commercial purposes.
Applicable Law
This relationship shall be governed by the laws of the State of Vermont. Any
claims against VBT must be brought in the Federal or State Courts located in
the State of Vermont, to the exclusion of the Courts of any other state and
country.
Single Travelers
Most programs offer a limited number of single rooms, subject to availability
and hotel space. Please see individual rate charts in this catalog for costs.
Roommate Matching
If you are on a program where sharing is possible and you would like to share a
twin-bedded room with another single traveler of the same gender, we will do
our best to match you with a roommate. We will charge you only 50% of the
single supplement; if a match is available, we will refund the single
supplement after you return.
Minimum Participation
All VBT trips and their extensions are limited to no more than 20 passengers
(with the exception of our Bike & Barge Vacations). All trips and trip
extensions require a minimum number of participants to operate. VBT reserves
the right to change the departure date of any trip, as well as cancel any trip
or optional extension that does not reach a minimum level of
participation.
If VBT changes a departure date for any program to another departure date that
departs within 14 days from the original departure, cancellation penalties as
described in this document still apply should you subsequently decide to
cancel.
If VBT cancels any optional extension for which you are booked, cancellation
penalties as described in this document still apply should you subsequently
decide to cancel the base (main) portion of your trip.
VBT will not reimburse for any personal expenses due to changes in itineraries
or tour cancellations, such as prepaid hotel expenses or airline tickets.
Passports
All international programs require a valid passport. All information on your
passport including name, passport number and expiration date are needed at time
of booking. Non-U.S. citizens should contact the appropriate consular office
for any requirements pertaining to their trip; VBT is not responsible in any
way for your failure to do so.
What's Included
Your tour price includes lodging, all breakfasts, selected lunches, and most
dinners (check individual tour itineraries for specifics), VBT leader service,
gratuities for the inns, taxes, custom-designed VBT bicycle
with helmet, a VBT water bottle, a VBT T-shirt, cycling maps with
written route directions, and a fully equipped support van.
Details
Gratuities
Gratuities for hotels and the food portion of your tour are paid by VBT;
gratuities for alcoholic drink servers are not. Gratuities for VBT leaders are
always appreciated but are entirely at your discretion.
Accommodations
Tour prices are based on double occupancy rooms. Solo travelers will be
assigned a roommate of the same gender. Single rooms are available on a limited
basis with a single supplement fee. We may not be able to honor private room
requests during certain peak periods. For late bookings (less than 70 days
prior to departure), solo travelers will be charged a single supplement fee
that will be refunded if a roommate is later assigned. Single rooms are often
smaller than double rooms. Although rooms typically vary in size, layout and
style, private baths are guaranteed every night in Europe. On all other tours
where there is a mix of baths, private baths are assigned as evenly as
possible.
Getting to Your Tour
Most VBT tours may be purchased as part of an air-inclusive package. Please ask
your tour consultant for details. When we confirm your reservation we will send
you specific travel information.
VBT Good Buy Plan
Earn up to a 10% discount with VBT’s Good Buy Plan Discount! The earlier
you pay, the more you save with VBT’s exclusive Good Buy Plan Discount. First,
this exclusive plan earns you a price reduction on your vacation — up to a 10%
discount for the portion of your trip you have paid for by cash or check only!
For greatest savings, simply pay in full by check within 14 days of making your
reservation. Second, your Good Buy Plan Discount guarantees that the land,
cruise, and international airfare portions of your trip will not be increased
(except for air tax increases, air surcharges, and fuel surcharges that go into
effect prior to your departure).
-
$ (trip price – required deposit and any voucher, credit, and
certificate payments) x 0.10 (ten percent) = $ (a)
-
(a) ÷ 365 days = (b)
-
Number of days between the date your final payment check is received and your
final payment due date: (c)
-
(b) x (c) = _____ (your per-person savings)
Example
-
$2995 (trip price) – $350 (required deposit)
x 0.10 (ten percent) = $264.50
-
$264.50 ÷ 365 days = 0.7246
-
Number of days between the date your final payment check is received and your
final payment due date: 170 days
-
0.7246 x 170 = $123
(your per-person savings)
VBT’s Good Buy Plan Discount is prorated on a daily basis and is not applicable
to payments received after your final payment due date. Your entire balance
after your initial deposit must be paid by cash or check only to qualify; any
reservations with any additional payments by credit card are ineligible to earn
Good Buy Plan Discounts. Vouchers, credits, and certificates are non-cash
payments and can be combined with cash or check payments, but are not included
when calculating the Good Buy Plan Discount. Travel Protection Plan not
included in trip price.
VBT Group Travel Discount*
Travel FREE with our generous Group Plan. Save 50% off the cost of one trip
when 8 friends or family members join you on a VBT Vacation! Earn one FREE trip
when 10 or more people join you. And when 16 or more people join you on a
vacation, you earn one and a half FREE trips plus your tour will be private (24
required on our Bike & Barge vacations). It’s a great idea for birthdays,
anniversaries and reunions! Call our Group Specialist at 1-800-245-3868, for
more details.
* Not eligible with any other discount.
VBT Frequent Traveler Credits
Travel with VBT and you will earn a 5% Frequent Traveler Credit toward your next VBT vacation. Frequent Traveler Credits expire on December 31 of the year following your travel date. For example, if you travel in June of 2009, your credits will expire on December 31, 2010.
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