We/us – Means ‘Pedal Ventures Ltd’
The Event – Means any holiday, accommodation, activity or function organised or advertised by us.
You – Means the person who has signed the booking form and includes all the people on whose behalf you have signed.
Supplier – Means the company or person that is holding or providing the event or any part of it.
Price – Means the total cost of the event.
1. Terms and Conditions
These terms and conditions govern the contract between you and us to the exclusion of all other terms and conditions save for those implied by law, and no variation to these terms and conditions shall be valid unless in writing and signed by you and the company director.
2. Formation of Contract
No contract shall arise between you and us until we have received the deposit payable and we have sent to you written confirmation (This can be in the form of an email) of our acceptance of your booking.
3. Lead Name
The lead name on any booking with us accepts the full responsibility of collecting the full balance payable for the booking and indemnifies ‘Pedal Ventures Ltd’ against any loss from any individual failing to pay within your group. The lead name of the group is also responsible for ensuring that all group members are aware they are bound by our terms and conditions. The lead name is also responsible for the completion of the online guest list on behalf of all persons on the booking. It is understood that those booking via email or telephone agree to, and accept our terms and conditions.
4. Payment &amp; Deposits
Deposits are payable at the time of booking and the balance of payments are split into the following phases:
An agreed non-refundable non-transferable £100.00 deposit is payable at the time of booking. The final balance is to be paid no less than 10 weeks before the date upon which your event is due to start. Failure to pay by this date will result in a £10.00 per person late payment charge.
If you do not make your deposit payments by the due dates given then you shall be deemed to have cancelled the event. Deposits are used by us to enter into the contractual arrangements on your behalf and are non refundable.
Payments can be made with a valid Credit Card or Debit Card or online bank transfers made payable to ‘Pedal Ventures Ltd’ where upon receipt we will endeavour to place the booking for you at the same price, although this cannot be guaranteed. We will however notify you should there be an increase in price.
All Credit &amp; Debit cards are subject to a 2% surcharge to the total cost of each transaction.
If you have a voucher from ‘Pedal Ventures Ltd’ only one can be used per booking.
5. Cancellation by Us
We may cancel the event or any part of it:
for safety reasons if we or our supplier(s) regard adverse weather conditions or other safety concerns as unacceptable and which cannot reasonably be overcome; If we reasonably believe that you may cause harm or damage to our reputation or to the reputation of our suppliers or to property belonging to our suppliers; If a supplier or suppliers are unable to host the event for any reason; If changes you wish to make to the booking mean it is uneconomical or impractical to hold the event. If we cancel the whole of the event we shall use our best endeavours to rearrange the event on a mutually convenient date, or provide a refund to you of the cost to us of the event. Save as above we shall be under no further liability to you for cancellation of the event or any part of it.
6. Cancellation by You
You may cancel your booking within a period of 70 days after the initial deposit however this initial deposit is non-refundable. After 70 days you may cancel your booking however all deposits and (if applicable) any additional payments made to date on the booking are non-refundable. All cancellations must be made in writing from the lead name on the booking. After 69 days the amount of the cancellation fee is calculated according to the date on which we receive written notice of your wish to cancel. If you cancel with us more than 69 – 45 days in advance of the travel date then the cancellation fee is a minimum of 50% of the total booking cost, or the total amount paid to us at that time on the booking. If you cancel with us within 44 – 35 days of the travel date then the cancellation fee is 75% of the total cost of the booking.
Cancellation charges will be calculated as set out below:
From booking to 70 days prior to departure Deposit forfeit (£100.00 per person or increased deposit for special bookings)
69-45 days prior to departure 50% of total holiday cost (or deposit plus 50% of remaining holiday cost for special bookings)
44-35 days prior to departure 75% of total holiday cost (or deposit plus 75% of remaining holiday cost for special bookings)
34-21 days prior to departure 90% of total holiday cost (or deposit plus 90% of remaining holiday cost for special bookings)
20 days to departure or after 100% of total holiday cost
7. Failure to Provide an Event
If, due to reasons beyond our control, an event is unable to take place due to (but without limitation); closure of premises, the ceases of trading, a change in supplier management, weather restrictions, we will provide you and your group with an alternative event and if this is does not prove possible, a refund to you of the cost to us of the event.
If your booking includes accommodation, the named accommodation will remain confidential to ‘Pedal Ventures Ltd’ and only be disclosed to you upon receipt of the completed secondary deposit and written confirmation from the supplier.
Breakfast is not included with accommodation bookings unless otherwise stated. The type of breakfast you will receive will be confirmed upon arrival at your accommodation (this may be hot or cold regardless of your quotation). Restaurant meals may require a pre-order to be completed by the lead name of the group. This should be completed and returned to us, or the venue as required. If a pre-order has not been completed, we accept no liability for meals not provided or delays in providing the meals for you. You will not automatically be sent any menus and menus may be of limited choice from a set-menu for groups. We will endeavour to meet any specialist dietary requests for any member of your group, but can not guarantee these requests. We accept no liability if our suppliers are unable to meet these requests in advance, or once at the venue. If your group arrives late then we accept no liability.
10. Alterations + Surcharges Applied By Us
If due to circumstances beyond our control it becomes necessary to substitute an alternative supplier, or make any other alterations to the event (including accommodation) we shall inform you of the changes as soon as possible. You must pay any additional cost due to such changes. If the changes are, in the view of ‘Pedal Ventures Ltd’, so substantial as to materially alter the event and you are unwilling to accept them then you may cancel the event and we will give a refund of the cost of the event to us. Surcharges may be applicable where an event requires a minimum number of participants to proceed, and the group does not meet this minimum number. This could lead to the cancellation of the event of which we are not held responsible and alternatives may be offered of an equal or greater value. If this value is greater, then you must pay us the difference in price. If the final number of a group is an odd number, then a single supplement surcharge will apply if the booking or an event (including accommodation) which is number dependent.
11. Alterations made by You
We shall try to accommodate any reasonable changes you wish to make to the event. Alterations and amendment requests should be made with us and not end suppliers and should be made in writing to us by the lead name. These changes shall not be deemed accepted until we have confirmed in writing to you. If you wish to increase or decrease the number of persons participating in the event you may do this up to six weeks prior to the date upon which your event is due to start. Amendments after that date will incur our administration charge of £25.00 per person. Changes such as arrival / departure dates and destination changes will also be subject to our administration charges. We cannot guarantee that the change to the price will be pro-rata, but will depend upon the arrangements we are able to make with our suppliers. Subject to our written agreement you may transfer your booking to a person who satisfies all the conditions applicable to the event.
12. Your Obligations
You shall at all times behave in a safe, responsible and courteous manner; comply with all instructions; regulations and codes of practice issued by us or our suppliers; ensure that you comply with all age restrictions imposed by our suppliers; ensure that you comply with all arrival times, and dress appropriately for the event. If you breach these obligations we may cancel or curtail the event or any part of it and in those circumstances you shall not be entitled to any refund. You shall take out insurance suitable for your needs (including delays for events involving travel by land, sea, or air) before the event.
13. Our Obligations
We shall take reasonable care and skill in arranging the event and comply with all applicable laws in relation to the event; where ever possible, re-schedule the event instead of cancelling or offer a refund to you of the cost to us of the event. All of the photographs and illustrations we use on our website and in literature (including quotations) we send you are for marketing purposes and may not entirely represent the actual products received.
14. Customer Feedback
If you have a problem whilst on your booking then you must contact the appropriate person(s) at the earliest opportunity, for example accommodation / restaurant manager. Unless there is a valid reason why you did not report your problem to the appropriate person(s), we will not consider ourselves liable for those complaints. If they are unable to resolve matters to your satisfaction then you must write to us within [NO. OF DAYS] of the conclusion of the event. No complaint will be accepted outside of this time frame thus deeming you fully satisfied with all aspects of the event and the services we have provided to you. We will acknowledge any correspondence within [NO. OF DAYS] and endeavour to deal with the complaint as quickly as possible.
15. Contracts (Rights of Third Parties) Act 1999
No part of this agreement shall confer on any third party any benefit or right to enforce any terms of this agreement.
16. Free Place Promotion
Where offered, one free place shall be allocated to both parties (more than one group booking) as long as each booking meets the minimum required numbers stated on the individual booking(s) paying the full per person price. Both groups must pay in full (based on the minimum requirements) in order for this promotion to apply.
This agreement shall be construed in accordance with the laws of England and Wales and the courts of England and Wales shall have exclusive jurisdiction to deal with any disputes arising between you and us or our suppliers.
18. Changes to these Terms and Conditions
We may need to make changes to these terms and conditions. Any changes can only be made by us and not any third party member. We reserve the right to amend or improve these terms and conditions without prior notification. When it is necessary for changes to be made, we will forward you a copy of these changes and all reservations will abide by the amended terms, with the exception of reservations already made.
19. Website and information/weather
The Company makes every effort to ensure that the information contained in our brochure and on our website is as accurate as possible, and whilst correct at the time of publication, it may be subject to alteration. Please note that there is not a common classification system to grade hotels and resorts. We have graded hotels and resorts on our website on the basis of our knowledge and experience. If the Company receives prior notification of alterations to any accommodation, services or facilities we will inform you as soon as reasonably possible. It should be noted that destination information is for guidance purposes only and that the photographs and maps on the website are used to give an impression only of the accommodation and services offered and tour routes. The Company cannot guarantee that the weather conditions will be suitable for sporting or other outdoor activities. The Company shall not be held responsible for any loss, delay or costs whatsoever connected with adverse weather conditions.
20. Passports, Visa and Health requirements
Passport and visa requirements and health requirements and formalities for the destinations featured, and which are current at the time of going to press, are set out in information that we will provide to you at the time of booking but it is your responsibility to make the necessary applications and to comply with any regulations governing entry to your chosen country. If you do not obtain a visa, where this is required, or your passport or any other travel documentation is not in order and you are unable to travel as a result, you will be liable to pay the cancellation charges set out above. Furthermore, we will not accept any responsibility or refund any money in cases where you are unable to travel because of an invalid or mislaid visa or passport. Non-British citizens should check with their embassy or consulate to obtain details of the relevant requirements.
The Foreign and Commonwealth Travel Advice Office issues travel advice, which is regularly updated, and which relates to political, economic and other circumstances prevailing in countries throughout the world. If you want any such advice, you should contact them. Their telephone number is 020 7008 1500, and details are also available and at www.fco.gov.uk. We will continue to operate holidays to a destination until the FCO issues advice to the contrary.
Sources of information about health requirements include the Department of Health’s free leaflet Health Advice for Travellers, which is available at www.dh.gov.uk. We recommend that you book an appointment with your GP, practice nurse or travel health clinic to discuss the health and vaccination requirements for your destination.
There is a risk of injury attached to cycling and walking holidays. The risk can be minimised by making sure that you are fit before you travel and ensuring that you conduct the sport in a controlled fashion. Always familiarise yourself with the local rules of the road and abide by these at all times, as well as taking into account local conditions on the day. If you suffer from any pre-existing injuries that may affect your cycling or walking ability, please consult your doctor before you travel. We shall not be liable for any injury or loss of any kind attributable to your failure to comply with the above.
22. Special requests
If you have any special requests, you should inform us of such requests in writing at the time of booking. We will advise the relevant supplier of any such requests but we cannot guarantee that they will be met. Furthermore, we have no liability to you if such requests are not met. Examples of such special requests include, but are not limited to, room-types with benefits that are not paid for, special offer accommodation upgrades, honeymoon benefits, late check-out, baggage storage, special transportation arrangements.
23. Data protection
We will provide your personal information, as well as any personal information you provide in relation to the persons whose travel arrangements have been requested by you, to suppliers and carriers that might be located outside the UK and/or EU, to enable the operation of the services requested by you. If you make special requests, which include, but are not limited to, special dietary, religious, or disability related requirements which constitute sensitive information, the relevant data will also be passed to the relevant suppliers and carriers to enable provision of the services requested by you.
24. If you have a complaint
If you have a complaint whilst on holiday you must tell the hotelier or other supplier who will try and resolve the matter on the spot. If they are unable to sort out the problem, contact the Company who will endeavour to do so on your behalf. Unless they or the Company have been given the opportunity to rectify the problem at the time it is not reasonable to expect the Company to accept liability for any problem after you return home. If the complaint cannot be resolved there and then you should inform the Company in writing within 90 days of the completion of your holiday. Failure to follow this procedure may reduce or extinguish any rights you may have to make a claim against either us or the relevant supplier.
All information contained in the document correct as at 8 August 2016.