A few important things you should know about.
These Terms and Conditions govern the relationship between you, the passenger, and us, Xanterra Adventure Companies, LLC, d/b/a VBT Bicycling Vacations (“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 and Payments
A deposit of $350 per person ($500 for boat tours) is required to secure your reservation. To secure reservations on a trip departing within 120 days, full payment may be required by credit card at the time of booking. Payment of your deposit indicates your acceptance of these terms and conditions. Final payment for boat tours must be made in full to VBT at least 120 days prior to departure; all other destinations require payment in full to be made at least 90 days prior to departure. VBT reserves the right to cancel your reservation 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. Pricing for air inclusive packages includes all airline surcharges and government taxes and fees. We reserve the right to correct inadvertent pricing or other errors.
Changes in Plans
For any changes you make to your reservation that affect destination, departure date or program extensions, a $100-per-person administrative charge applies, in addition to any cancellation charges or applicable fees imposed by hotels or cruise lines. We will waive this fee for changes made within the first two weeks of booking for 2020 departures and we will waive this fee until 1/15/2021 for 2021 departures. For changes made within 121 days of your original departure date, our cancellation policies apply. All changes are subject to availability and cannot be guaranteed.
Reservations made within 95 days of the tour departure may take up to 5 business days for confirmation. Airfare and hotels are subject to availability within 95 days of departure and may incur late fees or higher costs.
Cancellations and Refunds
If you need to cancel your trip, you must do so in writing. Cancellation fees and refunds will be calculated as of the date we receive your written cancellation.
Please visit our Travel Alerts page for our 2020 cancellation policy.
For 2021 departures booked prior to January 15, 2021, your deposit will be fully refundable if you cancel for any reason prior to January 15, 2021. Please note, for cancellations made within 121 days of your original departure date, our cancellation policies apply.
For departures booked after January 15, 2021, the following fees apply: processing fee: there is a non-refundable fee of $250 per person for each boat tour program you cancel and $150 for all other destinations. 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.
Refunds will be processed 30 days after our receipt of your written cancellation. 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
Prior to departure charge
- 91 days or more: $150 plus any previously agreed fees
- 90-61 days: 25% of selling price plus any previously agreed fees
- 60 days or less: 100% of selling price plus any previously agreed fees
Cancellation charges for boat tours
Prior to departure charge
- 121 days or more: $250 plus any previously agreed fees
- 120 to 61 days: 50% of sell price plus any previously agreed fees
- 60 days or less: 100% of sell price plus any previously agreed fees
Traveler substitutions can be accommodated for an administrative fee of $250 per person, plus any additional costs and previously agreed fees. Any changes will be subject to availability. Travel Protection cannot be transferred to a replacement traveler and confirmed flight reservations are not transferable. 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.
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 – please contact us directly for more information.
Children 16 years or older are welcome on any of our International tours if accompanied by an adult. For North America (USA and Canada) the minimum age is 13. A certified copy of a birth certificate will be required. Children ages 17 and under will be required to share a room with an adult. Self-Guided tours can accommodate a wider range of ages, please call to confirm if your child can travel on a specific Self-Guided tour.
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.
VBT has contracted with our partner airlines to provide you with the lowest possible airfares. The terms related to these fares can be quite restrictive and can carry cancellation charges imposed by the airline ranging up to 100%. Any costs and fees resulting from flight changes after your flights are confirmed will be your responsibility. We regret that we cannot accept changes to air reservations less than 90 days prior to departure
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.
Custom Air is available on most programs. This option enables you to travel on your own wherever you choose, within 30 days of your U.S. departure date. Please note: There is an additional charge besides the standard fee for this option.
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 fees or 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.
Federal law forbids the carriage of certain hazardous materials, such as aerosols, fireworks, and flammable liquids, aboard the aircraft. If you do not understand these restrictions, contact your airline or go to http://www.faa.gov/about/initiatives/hazmat_safety/.
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. VBT accepts and assumes responsibility for its own negligent or reckless conduct. You accept and assume responsibility for your own negligent or reckless conduct while participating in the tour program. Please refer to the Participation Agreement for further details: https://www.vbt.com/content/uploads/2020/06/VBT-Guest-Participation-Agreement-Form.pdf
Furthermore, you acknowledge and assume all risks associated with the COVID-19 pandemic. VBT is attempting to reduce some of these risks, but VBT does not and cannot take responsibility for guests’ health and you recognize and accept that.
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.
VBT strives to maintain the each trip as originally advertised. On occasion, conditions beyond the control of VBT may necessitate changes, modifications, or alterations to the trip itinerary; the substitution of accommodations; or the omission or substitution of specific advertised activities. VBT may make such decisions in its sole discretion and is not responsible or liable for any expenses or losses that may result from those decisions. VBT additionally reserves the right to restrict participation in any activity associated with the trip in the event it determines that participation may affect, impede, or endanger your welfare, or the welfare or enjoyment of another participant. VBT is not responsible for any losses or costs that may result from exercising this right.
United States Tour Operators Association $1 Million Travelers Assistance Program
VBT, as an Active Member of USTOA, is required to post $1 million with USTOA to be used to reimburse, in accordance with the terms and conditions of the USTOA $1 Million Travelers Assistance Program, the advance payments of VBT customers in the unlikely event of VBT bankruptcy, insolvency or cessation of business. Further, you should understand that the $1 Million posted by VBT may be sufficient to provide only a partial recovery of the advance payments received by VBT. More details of the USTOA Travelers Assistance Program may be obtained by writing to USTOA at 345 Seventh Avenue, Suite 1801, New York, New York 10001, or by email to [email protected] or by visiting their website at www.USTOA.com
CST 20800338-40. This seller of travel is not a participant in the California Travel Consumer Restitution Fund.
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.
This relationship shall be governed by the laws of the State of Colorado. Any claims against VBT must be brought in the Federal or State Courts located in the State of Colorado, to the exclusion of the Courts of any other state and country.
Most programs offer a limited number of single rooms, subject to availability and hotel space. Please see individual single supplement costs on each tour page.
Roommate Matching: Due to current global health conditions, we have suspended our roommate matching program until further notice. Under normal circumstances, the following roommate matching policy would apply:
- If you reserve more than 91 days prior to departure and request to share a room with another single traveler, we’ll do our best to match you with a same-sex roommate. For all tours excluding Waterways tours, you will be charged 50% of the published single-room supplement prior to your departure for Land and Air Packages. For trip extensions, you will be charged the full published single-room supplement. For Waterways tours, you will be charged the full published single-room supplement for Land Packages, Air Packages, and trip extensions. If we find you a roommate, the single supplement for the portion of the trip you are shared on will be refunded to you.
Please contact VBT for further information on when the Roommate Matching program may be instituted.
Please note that it is not possible to request a roommate on Self-Guided tours.
Solo Surcharges: Sometimes it is necessary to charge an additional Solo Surcharge on top of a Single Supplement, and we avoid doing so as much as possible. However, in certain extreme circumstances—for instance, when we must arrange private transportation for just you and there are no other ways to absorb the cost—we will charge an additional Solo Surcharge. This fee may apply to certain non-group Self-Guided tours, or Extensions.
All VBT trips and their extensions are limited to no more than 22 passengers (with the exception of our boat tours). 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.
Please note that this policy does not apply to Self-Guided tours.
If VBT changes a departure date for any program to another departure date that departs within 14 days from the original departure, cancellation charges 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 charges 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.
All international programs require a valid passport. All passports must contain at least five blank pages and must be valid for six months after the completion of your trip. All information on your passport including name, passport number and expiration date are needed at time of booking. If your destination requires a visa for U.S. citizens, you are responsible for obtaining a visa prior to departure. 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.
By submitting any content to VBT Bicycling Vacations, you represent and warrant that:
- You are the sole author and owner of the intellectual property rights thereto;
- All “moral rights” that you may have in such content have been voluntarily waived by you;
- All content that you post is accurate;
- You are at least 13 years old;
You further agree and warrant that you shall not submit any content:
- That is known by you to be false, inaccurate or misleading;
- That infringes any third party’s copyright, patent, trademark, trade secret or other proprietary rights or rights of publicity or privacy;
- That violates any law, statute, ordinance or regulation (including, but not limited to, those governing export control, consumer protection, unfair competition, anti-discrimination or false advertising);
- That is, or may reasonably be considered to be, defamatory, libelous, hateful, racially or religiously biased or offensive, unlawfully threatening or unlawfully harassing to any individual, partnership or corporation;
- For which you were compensated or granted any consideration by any third party;
- That includes any information that references other websites, addresses, email addresses, contact information or phone numbers;
- That contains any computer viruses, worms or other potentially damaging computer programs or files.
You agree to indemnify and hold VBT Bicycling Vacations (and its officers, directors, agents, subsidiaries, joint ventures, employees and third-party service providers, including but not limited to Bazaarvoice, Inc.), harmless from all claims, demands, and damages (actual and consequential) of every kind and nature, known and unknown including reasonable attorneys’ fees, arising out of a breach of your representations and warranties set forth above, or your violation of any law or the rights of a third party.
For any content that you submit, you grant VBT Bicycling Vacations a perpetual, irrevocable, royalty-free, transferable right and license to use, copy, modify, delete in its entirety, adapt, publish, translate, create derivative works from and/or sell and/or distribute such content and/or incorporate such content into any form, medium or technology throughout the world without compensation to you.
By submitting your email address in connection with your rating and review, you agree that VBT Bicycling Vacations and its third-party service providers may use your email address to contact you about the status of your review and other administrative purposes.
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