Terms & Conditions

A few important things you should know about.

Terms & Conditions

These Terms and Conditions govern the relationship between you, the passenger, and us, Otago LLC, d/b/a VBT Bicycling Vacations (herein after, “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 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. 2014/2015 prices include all airline surcharges and government taxes and fees. 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 $100-per-person administrative charge applies, in addition to any cancellation charges or applicable fees imposed by hotels or cruise lines. 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.

Late Bookings

Reservations made within 90 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

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 for 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 charges. 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.

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 certified copy of a 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 costs resulting from flight changes after your trip is confirmed will be your responsibility. 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 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 may be 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.

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.

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 information@ustoa.com 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.

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 request to share a room with another single traveler, we’ll do our best to match you with a same-sex roommate. You will need to pay 50% of the published single-room supplement prior to your departure. If we find you a partner, you’ll pay no single-room supplement whatsoever and the amount paid prior to departure will be refunded. If we can’t find you a same-sex roommate, you’ll pay 50% of the published single-room supplement.

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 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.

Passports

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.

For information and reservations call 1-800-245-3868 Monday-Friday 8:30 am to 6:30 pm EST

New Call Center hours—Saturday 10:00 am to 3:00 pm EST

Xanterra

© 2014 VBT. All Rights Reserved.
VBT Bicycling and Walking Vacations, 614 Monkton Rd., Bristol, Vermont 05443-0711
Talk to a VBT Tour Consultant: (800) 245-3868