Terms and Conditions

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 100 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 all tours must be made in full to VBT at least 100 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

Any changes you make to your reservation within the same departure year can be done with no change fees prior to your final payment due date.  Changes include changing your tour, departure date, program extensions, or departure city.*    

*Cancellations are not considered changes. Please review our cancellation policy below. Previously agreed to vendor fees and fees associated with ticketed airfare will still apply.  

Late Bookings

Reservations made within 100 days of the tour departure may take up to 5 business days for confirmation. Airfare and hotels are subject to availability within 100 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.

Refunds will be processed 30 days after our receipt of your written cancellation.

Cancellation charges for non-boat tours:

Prior to departure charges (You would still be responsible for any nonrefundable fees agreed to ahead of time.):

• 101 days or more: $150 per person
• 100-61 days: 25% of selling price
• 60 days or less: 100% of selling price

Cancellation charges for boat tours:

Prior to departure charges (You would still be responsible for any nonrefundable fees agreed to ahead of time.):

• 101 days or more: $500 per person
• 100 to 61 days: 50% of selling price
• 60 days or less: 100% of selling price

Please note: There may be some tours with different cancellation policies.  These will be noted in your handbook.

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.

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 – please contact us directly for more information.

Age Requirements

Children 13 years or older are welcome on any of our tours if accompanied by an adult. Children ages 13-17 will be required to share a room with an adult 18 or older. Our tours offer accommodations with a maximum of 2 guests per room so families will need to book multiple reservations. Please note: Guests must be at least 16 years old to reserve an E-bike.

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.

Travel Requirements

Guests must review and meet all travel requirements imposed by the locations to which they are traveling.

Data Privacy

You expressly authorize VBT, on behalf of yourself and all participants within your booking, to collect, store, disclose, transfer, use, and otherwise process any information relating to you, or which, either alone or when combined with other data, may be used to identify you (“personally identifiable information” or “PII”) in accordance with this Data Privacy section. PII includes, without limitation, your full name, date of birth, street or email address, passport number, driver’s licensure number, credit card and financial account data, telephone number, biometric data, accident/illness report information and other medical and health records. You acknowledge that the PII we process will be processed in accordance with the laws applicable at the time and location of processing. You further acknowledge that we, and certain third parties, may process PII in accordance with any additional privacy policy that is applicable to such processing (including VBT’s privacy policy, currently located here as it may be updated from time to time, which is incorporated herein by this reference. Without limiting the generality of the foregoing, you expressly agree and acknowledge on behalf of all persons within your booking, that:

(a) VBT may collect, store, disclose, transfer, use, and otherwise process PII as necessary and appropriate for VBT to provide your tour and related services;

(b) VBT may provide PII to government, police, and other competent authorities, and may otherwise process PII as may be required or permitted by applicable law;

(c) VBT may provide PII to health care providers and facilities such as hospitals, clinics, laboratories, doctors, nurses, ambulance services, and physician assistants, family members and friends involved in providing your care, VBT’s insurers and advisors, and your medical insurers, and may process or share PII for any other uses which may be allowed under applicable law in connection with health-related events or other emergencies;

(e) VBT may provide PII to next of kin, other participants, employees and contractors of VBT as deemed necessary by VBT for the proper management and administration of VBT’s operations;

(f) VBT may process PII including health related information and biometric data for the public interest in the area of public health, as well as in VBT’s exercise or defense of legal claims;

(g) VBT may disclose certain non-sensitive PII, such as your name, contact information, and other data as described in VBT’s privacy policy, to our affiliates, or third parties for marketing or other legitimate business purposes to the extent permissible by applicable law;

(h) VBT may disclose PII to travel agents, hotels, transport providers, security, or other service providers;

(i) PII may be transferred to the United States, as well as other jurisdictions that may not provide the same level of privacy protection or information security as your home jurisdiction;

(j) You may revoke in writing a disclosure authorization at any time, but in no event later that twenty-one (21) days prior to the scheduled tour commencement date and once again after the tour.

You expressly agree not to sell, convey, transfer, use, or publish any photograph, video recordings and other visual or audio portrayals of you and/or any other participant in combination with tour leaders for any commercial purpose or in any media broadcast or for any other non-private use, without our prior, express written consent.

To the extent allowed or required by applicable law: (a) you hereby consent to VBT’s processing and retention of your PII as described in this Data Privacy section for up to eight years after receipt; and (b) you acknowledge that we will not be liable to you or anyone in your party in connection with such processing, to the maximum extent allowed by law.

Air Arrangements

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. Change requests are best received by VBT prior to 100 days before your departure and may incur additional fees. Change requests received within 100 days of departure frequently come with higher fees from the airline.

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 USA 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: https://www.faa.gov/about/initiatives/hazmat_safety/.

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/boat/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.

Furthermore, you acknowledge and assume all risks associated with the possible exposure to contagious or infectious disease. 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, boat 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, boat 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 Bicycling Vacations shares the coverage available under the USTOA $1 Million Travelers Assistance Program with affiliates of Xanterra Leisure Resort Holdings, who, as an Active Member of the 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 Bicycling Vacations’ customers in the unlikely event of VBT Bicycling Vacations’ bankruptcy, insolvency or cessation of business. Further, you should understand that the $1 Million posted by Xanterra Leisure Resort Holdings and shared among its affiliates may be sufficient to provide only a partial recovery of the advance payments received by VBT Bicycling Vacations. More details of the USTOA Travelers Assistance Program and a list of affiliates 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.

Applicable Law

This relationship shall be governed by the laws of the State of Colorado. Any claims against VBT Bicycling Vacations 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.

Single Travelers

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.

Minimum Participation

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.

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 USA citizens, you are responsible for obtaining a visa prior to departure. Non-USA citizens should contact the appropriate consular office for any requirements pertaining to their trip; VBT Bicycling Vacations is not responsible in any way for your failure to do so.

Customer Ratings and Reviews Terms of Use

This refers to the rating and reviews VBT displays on its website using the Bazaarvoice customer ratings and reviews service. These terms of use govern your conduct associated with the customer ratings and review service offered by VBT (the “CRR Service”). To the extent of any conflict between VBT Bicycling Vacations ’ privacy policy and these terms of use, these terms of use shall control with respect to the CRR Service.

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;
• Use of the content you supply does not violate these Terms of Use and will not cause injury to any person or entity.

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, worldwide, 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 whether now known or hereafter existing or developed, for any purposes, including without limitation advertising, marketing, promotion, publicity, and/or trade or commercial purposes and without compensation to you.

All content that you submit may be used at VBT Bicycling Vacations’ sole discretion. VBT Bicycling Vacations reserves the right to change, condense or delete any content on VBT Bicycling Vacations’ website that VBT Bicycling Vacations deems, in its sole discretion, to violate the content guidelines or any other provision of these Terms of Use. You will have no right of, and waive all rights related to, consultation, inspection, or approval in connection with the rights granted herein or the Content. You also waive any right you may have to approve the final form, content and context of the use of the Content and you release, discharge and agree to hold harmless VBT Bicycling Vacations from and against any and all rights, claims, demands and actions which you, your heirs, executors or assigns have on account of the use of the Content, including without limitation those based on rights of privacy or publicity, defamation or any and all other causes of action arising from the production, reproduction, distribution, use or exhibition of the Content, distortion or optical illusion arising from the reproduction process, the composite nature of the use or otherwise. VBT Bicycling Vacations does not guarantee that you will have any recourse through VBT Bicycling Vacations to edit or delete any content you have submitted. Ratings and written comments are generally posted within two to four business days. However, VBT Bicycling Vacations reserves the right to remove or to refuse to post any submission for any reason. You acknowledge that you, not VBT Bicycling Vacations, are responsible for the contents of your submission. You warrant that you are the sole owner of the Content, that it is your original work, that you have no contractual or other arrangements which would interfere with or prevent this license in the Content and that it does not infringe the privacy or other rights of any person. None of the content that you submit shall be subject to any obligation of confidence on the part of VBT Bicycling Vacations, its agents, subsidiaries, affiliates, partners or third-party service providers and their respective directors, officers and employees.