Updated Terms and Conditions as of 8 December 2023
Tour Package Payment and Cancellation Terms (Guided and Self-Guided Tours)
Payment terms:
The tour price is based on double occupancy and includes the services specified in the itinerary plus optional activities listed in the package. The price does not include services and meals not listed specifically in the itinerary package, passports or other travel documents, air and/or other transportation to and from the tour start and ending points, visas, vaccinations where required, or personal expenses such as laundry, medical insurance, and communications (unless otherwise stated in the tour itinerary).
Customers can reserve their space on a tour with a deposit payment of €200 per person for tours with a base package price below €700, and €400 per person for tours with a base package price above €700.
Final payment is due 60 days prior to tour start date (except specific cases where hotels or vendors may require special payment terms on certain tours or departures, in which case we will communicate these specific terms individually). For custom or private tours, special payment terms may also apply.
Last-minute bookings: if the customer’s requested departure date is within the following 45 days, Cycle Europe requires a credit card to hold an amount of €100 per booking group. If and when the customer’s requested departure date is confirmed by Cycle Europe as per the website advertised price, or with up to a 10% price increase, the €100 credit card hold will be applied as a payment towards the customer’s tour package, and the customer will be liable for balance payment immediately. If the balance payment is not received within four (4) calendar days, the €100 payment will be automatically forfeited and tour departure will be cancelled. If a customer makes the tour balance payment and later decides to cancel, our cancellation terms apply; in addition, the €100 payment will be retained as a fee. If Cycle Europe is not able to confirm the requested departure date as per the website package description, or if availability is confirmed with a price increase greater than 10% over the advertised price, and the customer prefers to not book the requested tour departure, the customer’s booking fee will be taken off credit card hold.
A change fee of up to €150 per departure may be incurred for any modifications to standard itineraries published on our website. For changes requested by customers who have already booked a tour, a handling fee of up to €150 per change may be applied. For changes to self-guided tour best start date or standard meeting times, a €100 per departure fee will apply (on specific tours, the change fee may be higher – please consult the tour webpage for details)
Custom requests to current itineraries or custom tour development requests may incur modified payment and tour terms, which will be communicated at the time of reservation.
Late fees of up to €50 per hour may be applied for every fraction of an hour our delivery staff or ground personnel has to wait when customers arrive late (as per the agreed upon meeting time).
Re-booking terms: when Cycle Europe communicates availability for a requested tour departure date, our staff will also let the customer know within how many days a deposit payment will be due (so as to not lose temporarily reserved hotel rooms). If the deposit payment is not made within the indicated period, and if the customer later requests availability again, we will request a credit card to temporarily hold the amount of €100 per booking party. Once availability is again confirmed, and the customer proceeds to pay the deposit, the credit card hold is released. If the customer does not confirm the departure, the €100 hold will be charged as a fee.
Cancellation and postponement
If the customer cancels or postpones a booked reservation, we incur costs and expenses the exact amount of which would be difficult or impractical to determine. Therefore, we will retain all or a portion of customer’s payments as liquidated damages, not as a penalty, which the customer agrees is fair and reasonable. The following options are available for cancellations and postponements:
- 60 or more days before departure date: refund of payments made minus a €100 per person booking fee; or, customer may keep payments as money on account (to be used within two calendar years of cancelled departure) minus a €50 per person booking fee.
- 59 to 30 days before departure date: refund of payments made minus the deposit payment or €400 (whichever is higher); or, keep 90% of your payments as money on account (to be used within two calendar years of cancelled departure date).
- 29 to 20 days before departure date: refund of 30% of payments made; or, keep 80% of payments as money on account (to be used within two calendar years of cancelled departure date).
- 19 to 0 days before departure date: depending on funds paid by Cycle Europe to third-party suppliers (such as hotels), we will try to maintain up to 60% of payments as money on account (to be used within two calendar years of cancelled departure date.)
For bookings paid with money on account, please refer to the section below “Money on Account (MOA) terms and conditions” for cancellation options.
The above cancellation terms apply to our tour packages listed and booked on our website – in the few cases where hotels or local vendors may require special payment or cancellation terms, we will communicate these specific terms individually.
Some of the tour packages offered and sold on our website are run by local partners (part of our Partner Tours Collective). Different payment and cancellation terms may apply, and will be communicated to customers at the time of booking.
We highly recommend that you purchase travel insurance, which includes coverage for Trip Cancellation, Trip Interruption, Emergency Medical and Emergency Evacuation/Repatriation, Trip Delay, Baggage Delay.
In addition to the Payment and Cancellation terms specified here, please be sure to read the Rights of the Traveler and Tour Package Contract, which includes important information such as conditions that apply in the case of tour operator cost increases (please click on the section box below to view the terms).
Rights of the Traveler and Tour Package Contract
Fundamental rights of the traveler under the EU Decree 2015/2302
- Before the conclusion of the contract Travelers (also referred to as Customers) will receive all the essential information about the package.
- There is always at least one expert responsible for the proper implementation of all the tourist services included in the contract.
- An emergency telephone number or contact point address to reach the Organizer or Travel agent will be communicated to the Travelers.
- Travelers may transfer the package to another person, subject to reasonable notice and possibly upon payment of additional costs.
- The price of the package can be increased only if specific costs increase (for example, fuel prices) and if expressly stated in the contract and, in any case, no later than 20 days before the start of the package. If the price increase is more than 8% of the package price, the Traveler can terminate the contract. If the organizer reserves the right to increase the price, the Traveler is entitled to a price reduction if there is a decrease in the relevant costs.
- Travelers may terminate the contract without having to pay termination fees and obtain full repayment of payments if any of the essential elements of the package, other than the price, has changed substantially. If, before the start of the package, the expert responsible for the package cancels the package, Travelers have the right to obtain reimbursement and, where appropriate, indemnity.
- Travelers may, under exceptional circumstances, terminate the contract without having to pay termination fees before the start of the package, for example if there are serious safety problems at the place of destination which may affect the package. Furthermore, Travelers may at any time, before the start of the package, withdraw from the contract upon the payment of standard penalties previously accorded or, failing that, the adequate and justifiable penalties calculated pursuant to art. 41, paragraph 1 of the Tourism Code.
- If, after the start of the package, substantial elements cannot be provided according to what was agreed, suitable alternative solutions must be offered to the Traveler, without a surcharge. Travelers can withdraw from the contract, without the cost of termination fees, if the services are not performed as agreed and this significantly affects the execution of the package and the organizer has not solved the problem.
- Travelers have the right to a price reduction and / or compensation for damages in the event of failure to comply with or incomplete performance of the tourist services.
- The Organizer is required to provide assistance if the Traveler is in difficulty.
- If the Organizer-Seller becomes insolvent, the payments will be refunded by the Insurance company. If the Organizer-Seller becomes insolvent after the start of the package and if transportation is included in the package, the repatriation of Travelers is guaranteed. BikesPlus SRL is covered by the following insurance: FONDO VACANZE FELICI S.c.a.r.l. policy number 2383 .
- Travelers can contact the insurance company FONDO VACANZE FELICI S.c.a.r.l., addressed at Sede legale: Via Larga n. 6 – Milano, Tel – +39 292 979 050, e-mail [email protected] or, if necessary, the Ministry of Cultural Heritage and Activities and Tourism – General Directorate of Tourism, Italian Competent Authority according to art. 48, paragraph 2 of the Tourism Code (Via del Collegio Romano, 27 – 00166 Rome – phone +39 06/67232131 mail [email protected]) if, due to the insolvency of the Organizer-Seller, the above mentioned services are denied.
- The Traveler is informed that s/he can underwrite insurance policies to cover the withdrawal penalties by the Traveler or the costs of assistance and repatriation, in case of accident, illness or death. The insurance policies may be indicated by the Organizer as mandatory for their package offers.
- For further information on the fundamental rights of the Traveler purchasing travel packages (as defined in Article 32, paragraph 1, letter g of the Tourism Code) refer to Directive (EU) 2015/2302, and of D. Lgs 21.5.2018, n. 62 transposted into local law
- Photographs: please note that BikesPlus (under the brand Cycle Europe) may use, re-use and reproduce any images, photos or videos that our travelers send us, or that are taken by our staff and/or other travelers of individually or group travelers, in any medium, including but not limited to print, electronic media, or Internet, free of charge and without the traveler’s right to inspection, for promoting and publicizing our travel products and services worldwide.
For any tour that also includes a bike, please review our bike rental contract (which the traveler will be asked to sign at the time of bike delivery):
Rental Services Payment and Cancellation Terms (Bike, Van, and other rentals)
We highly recommend that you purchase Travel Insurance, including benefits such as Trip Cancellation, Trip Interruption, Emergency Medical and Emergency Evacuation/Repatriation, Trip Delay, Baggage Delay.
For rentals and services to tour operators, companies, or custom and private groups, please note that specific terms may apply, different from the terms below. These terms will be communicated in writing, on an individual basis.
Payment terms:
Reserve your Rental Service with a deposit payment equal to 25% of the total rental amount. If the total amount is 400 or less, the full amount will be due at time of deposit.
Final payment is due 30 days prior to rental start date
Cancellation and postponement:
If you cancel your reservation, we will incur costs and expenses the exact amount of which would be difficult or impractical to determine. Therefore, we will retain all or a portion of your deposit as liquidated damages, not as a penalty, which you agree is fair and reasonable. The following cancellation and postponement conditions are available for rentals services:
- Up to 30 days before rental start date: keep your payments as Money on Account, minus a €50 per person/bike booking fee (to be used in the following two calendar years); OR take a refund of 75% of your payments.
- 29 to 14 days before rental start date: keep 90% of your payments as Money on Account (to be used in the following two calendar years); OR take a refund of 50% of your payments.
- 13 to 0 days before rental start date: depending on expenses or costs incurred (such as travel arrangements for delivery), Cycle Europe will try to maintain up to 60% of payments as Money on Account (to be used within two calendar years of cancelled departure date).
A handling fee may be applied for any modifications or changes requested by the rental customer after the rentals service has been accepted and agreed upon by Renter.
For new departures booked with Money on Account from a previously cancelled rental, see the Money on Account section at the bottom of this page.
Any non-refundable arrangement or cost incurred by Cycle Europe for delivery or collection services may incur charges if rental is cancelled. These will have been communicated to you prior to booking for your approval.
Delivery Conditions
Renter acknowledges that Cycle Europe will do its best to deliver and pick up from locations at agreed upon times but force majeure or other exceptional circumstances (unusual traffic en route to drop-off or delivery) may cause delays. Renter agrees to adhere to scheduled or agreed-upon delivery and pick-up times, and authorizes Cycle Europe to charge their credit card if meeting times are not met. If the client does not adhere to the agreed delivery and collection times and is delayed more than 30 minutes, Cycle Europe reserves the right to apply a fee of €50 for every ½ hour of delay. Other additional costs or fees associated with the delay could apply (for ex. to cover the cost of staff train tickets, hotels or other new expenses related to the delay). If there are changes to the agreed-upon pick-up location or time of delivery and/or collection, this must be communicated by confirmed email or direct telephone contact by the renter as soon as possible.
If delivery location does not allow for easy access by van to deliver or pick up the rental equipment, please make necessary arrangements and provide Cycle Europe advance notice so that we can plan accordingly. Examples include a remotely-located villa in rural areas with steep gravel roads and low-hanging trees; locations in alleys or narrow streets where tight turns do not allow for arrival or van and/or trailer; or central/historical parts of European cities with limited traffic access (ZTL areas in Italy). It is the renter’s responsibility to know whether the pick-up and drop- off location is acceptable or feasible. Cycle Europe is not responsible therefore for any additional time and expense that may accrue if changes in delivery location or means are necessary, and the same delay fees described above can therefore be applied.
Rental Contract to be signed upon delivery whether you are simply renting services or purchasing a tour package.
Cancellation or changes by Cycle Europe
Cycle Europe reserves the right to cancel a Tour, Rental or Service prior to start date for any reason.
In the case that the reason for cancellation is within the control of Cycle Europe a choice will be provided between a full refund, which constitutes full settlement, or Money on Account credit will be issued. Refunds are for funds paid to us for booked Tour, Rental or Service and excludes expenses incurred by customer/s in instances where Cycle Europe is forced to cancel a tour, rental or service.
If the reason for cancellation is an event of force majeure (including travel restrictions or unique requirements imposed by the authorities due to Covid-19, or similar pandemics) Cycle Europe will abide by the mandates of local legislation, or will credit 100% of customer funds as Money on Account towards a future tour reservation or Rental departure or Service, to be used within two seasons of the cancellation date. Prices of Tours, Rentals or Services may change in that time period – customers will be required to pay the difference between what is on account and the new price.
Events of force majeure include, but are not limited to, an act of God, fires, explosions, earthquakes, drought, tidal waves, floods, extreme weather events such as hurricane or heat wave, war, hostilities, rebellion or revolution or insurrection, military or usurped power, civil war, theft of tour equipment such as the van or bikes en route to the tour, strikes, contamination by radioactivity or biological agents, epidemics, pandemic or contagion, acts or threats of terrorism, and/or government-imposed sanctions, embargos, or advisories that restrict travel. These events will also include the failure of third parties, such as suppliers (e.g. sites visited on the tour itinerary, hotels, restaurants, taxis, etc.), subcontractors, or necessary transportation services (e.g. airlines), to perform their obligations. Cycle Europe will make a cancellation for an event of force majeure once there is indication that the event is likely to negatively impact the Tour, Rental or Service in a way that cannot be accommodated.
Last revision date of Cycle Europe official Terms & Conditions (by Cycle Europe): November 15, 2023 (previously updated October 12, 2022).
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T&C's for Bookings on or after 11/04/2023:
Tour Payment and Cancellation Terms
Payment terms:
The tour price is based on double occupancy and includes the services specified in the
itinerary plus optional activities listed in the package. The price does not include
services and meals not listed specifically in the itinerary package, passports or other
travel documents, air and/or other transportation to and from the tour start and ending
points, visas, vaccinations where required, or personal expenses such as laundry,
medical insurance, and communications (unless otherwise stated in the tour itinerary).
Customers can reserve their space on a tour with a deposit payment of €200 per
person for tours with a base package price below €700, and €400 per person for tours
with a base package price above €700.
Final payment is due 60 days prior to tour start date (except specific cases where
hotels or vendors may require special payment terms on certain tours or departures, in
which case we will communicate these specific terms individually). For custom or
private tours, special payment terms may also apply.
Last-minute booking fee: if the customer’s requested departure date is within the
following 45 days, Cycle Europe requires a credit card to hold an amount of €100 per
booking group. If the tour departure is confirmed by Cycle Europe as per the website
package description at the advertised price, or with up to a 10% price increase, the
booking fee is not refundable in case of customer cancellation. The customer will be
liable for balance payment immediately. If the balance payment is not received within
four (4) calendar days, the €100 booking fee will be automatically forfeited and tour
departure will be cancelled. If Cycle Europe is not able to confirm the tour departure as
per the website package description, or if availability is confirmed with a price increase
greater than 10% over the advertised price, and the customer prefers to not book the
requested tour departure, the customer’s booking fee will be taken off credit card hold.
A change fee of up to €150 per departure may be incurred for any modifications to
standard itineraries published on our website. For changes requested by customers
who have already booked a tour, a handling fee of up to €150 per change may be
applied.
Custom requests to current itineraries or custom tour development requests may incur
modified payment and tour terms, which will be communicated at the time of
reservation.
Late fees of up to €50 per hour may be applied for every fraction of an hour our delivery
staff has to wait when customers arrive late (as per the agreed upon meeting time).
Re-booking fee: when Cycle Europe communicates availability for a requested tour
departure date, our staff will also let the customer know within how many days a deposit
payment will be due (so as to not lose temporarily reserved hotel availability). If the
deposit payment is not made within this time period and if the customer later requests
availability again, a booking charge of €100 per booking party will be applied.
Cancellation and postponement
If the customer cancels or postpones a booked reservation, we incur costs and
expenses the exact amount of which would be difficult or impractical to determine.
Therefore, we will retain all or a portion of customer’s payments as liquidated damages,
not as a penalty, which the customer agrees is fair and reasonable. The following
options are available for cancellations and postponements:
• 60 or more days before departure date: refund of payments made minus a €100
per person booking fee; or, customer may keep payments as money on account
(to be used within two calendar years of cancelled departure) minus a €50 per
person booking fee.
• 59 to 30 days before departure date: refund of payments made minus the deposit
payment or €400 (whichever is higher); or, keep 90% of your payments as
money on account (to be used within two calendar years of cancelled departure
date).
• 29 to 20 days before departure date: refund of 30% of payments made; or, keep
80% of payments as money on account (to be used within two calendar years of
cancelled departure date).
• 19 to 0 days before departure date: depending on funds paid by Cycle Europe to
third-party suppliers (such as hotels), we will try to maintain up to 60% of
payments as money on account (to be used within two calendar years of
cancelled departure date.)
For bookings paid with money on account, please refer to the section below “Money on
Account (MOA) terms and conditions” for cancellation options.
The above cancellation terms apply to our tour packages listed and booked on our
website – in the few cases where hotels or local vendors may require special payment
or cancellation terms, we will communicate these specific terms individually.
We highly recommend that you purchase travel insurance, which includes coverage
for Trip Cancellation, Trip Interruption, Emergency Medical and Emergency
Evacuation/Repatriation, Trip Delay, Baggage Delay.
_________________________________________
For Bookings Prior to 11/04/2023:
Tour Terms & Conditions
Self Guided Bike Tours and Guided Bike Tours
Tour reservations and payments:
Changes to current itineraries or custom SG tours may incur modified Terms and Conditions which will be communicated at the time of reservation. Additionally a change fee of 150 Euros will be incurred for any modifications to the itinerary.
Payment Conditions
A deposit of 400 Euros per person reserves space on the trip. Full payment is due 60 days before commencement of the tour. The tour price is based on double occupancy and includes the services specified in the itinerary plus optional activities listed. The price does not include services and meals not listed specifically in the itinerary, passports, or other travel documents, air or other transportation to and from the tour start and ending points (unless otherwise stated in the tour itinerary), visas, vaccinations where required, or personal expenses such as laundry, medical insurance, and communications.
Cancellation & Refunds
Cancellation & Refunds: We highly recommend that you purchase travel insurance, including trip cancellation/interruption insurance. All cancellations must be received in writing or via confirmed e-mail. For tours departing in 2021:
A deposit payment of 100 euro reserves your space on the trip. Final payment is due 60 days prior to tour start date, unless COVID-19 related travel restrictions are still persistent, in which case we will amend our terms to be more favorable to the traveler.
Cancellation or postponement if new or existing COVID-19 related travel restrictions are under effect (based on travel advisories):
· 31 or more days before tour start: 100% of funds can be kept as Money on Account for use by December 31, 2022; OR a 50% refund of payment/s is possible.
· 30 to 15 days before tour start: 70% of funds can be kept as Money on Account for use by December 31, 2022; OR a 30% refund of payment/s is possible.
Please note, these terms may be amended to be more favorable and flexible to the traveler depending on the COVID-19 global situation and travel restrictions at the time of final payment or at time of travel in 2021, at the discretion of Cycle Europe.
Cancellation terms for reasons not related COVID-19, and/or in case there are no travel restrictions in place, are as follows:
Days Before Departure and Cancellation Fee Per Participant
91 or more: 100 Euros
90 – 61: Full deposit
60 – 31: Full deposit + 50% of final payment
30 – 1: 100% of the tour price
No refunds are possible after the tour begins. Refunds take 2-4 weeks to process from the date written cancellation is received. We reserve the right to cancel a rental prior to departure for any reason, in which case a full refund will be made.
