Whistler Bike Guide - Policies

Terms & Conditions

By advancing deposit to Bike Hungry Outdoor Enterprises Inc doing business as Whistler Bike Guide (herein referred to as WBG), the depositor therefore agrees to be bound by the below terms and conditions. All trip participants must complete a RELEASE OF LIABILITY, WAIVER OF CLAIMS, ASSUMPTION OF RISKS AND INDEMNITY AGREEMENT (hereinafter referred to as the “Release Agreement”) prior to the commencement of riding.

Booking & Reservations Procedures:

WBG requires a credit card number and billing address to request a reservation.

Guided Day Tours

A credit card guarantee is required to hold a reservation. Full payment is charged either on the day of the tour or at the time you pick-up your bike, prior to the commencement of the tour.  Payment may be made by VISA, MC, Debit card or cash.

Multi-Day Tours

Once the reservation is confirmed, a deposit of $300 per person will be charged to the credit card given at time of booking. The principle trip balance is due 60 days prior to departure. Failure to deliver complete payment 30 days prior to departure will be considered notification of cancellation by default and is subject to cancellation charges as stated below. Initial deposits may be made by check or VISA or MC. The balance of land cost is payable by check or credit card. WBG reserves the right to deny participation to anyone whom it deems unsuitable for a trip.

Your deposit acknowledges the fact that you have read, understand and agree to WBG’s Terms and Conditions, and authorize WBG to charge your credit card for the deposit and/or full payment for the booking. The credit card holder must be one of the travelers. A signed WBG credit card payment form will need to be faxed directly to WBG authorizing payment. If the requested hotel cannot be confirmed a comparable alternative hotel will be booked and you will have 2 days to cancel without penalty. If the alternate hotel is not cancelled by that time, deposit will be posted and penalties will apply. (See cancel fees.)

Cancellations

If you decide to cancel your trip, the following fees apply at the time (prior to departure) we
receive written notice of your cancellation. Some trips may have special cancellation or transfer
fees; if so, they will be listed on your trip itinerary.

Guided Day Tours

Tours cancelled within 48 hours of the tour, and "no shows", are subject to the full price of the tour.

Multi-Day Tours

Days Prior to Departure   Fee
61 days or more   $100 per person
31 to 60 days   $300 per person
0 to 30 days    100% of Land Cost

Cancellation fees are based on the date your written notification is received at WBG.

Transferring trips & Changes

All changes are subject to a $50 per person change fee plus any applicable fees and/or cancellation penalties imposed by suppliers. Changes made less than 60 days prior to departure, are subject to cancellation fees listed above. To protect yourself, we recommend that you purchase trip cancellation insurance.

If we cancel a trip

Whistler Bike Guide reserves the right to cancel a trip for force majeure or any other circumstances beyond our control. We also reserve the right to cancel any trip if sign-up is inadequate to make the trip economically feasible for us to operate. If this happens, we give a full refund of land cost. However, Whistler Bike Guide is not responsible for additional expenses incurred by you in preparing for the trip (e.g., non-refundable air tickets, visa fees if applicable, gear or medical expenses).

Less than required number of participants

Each trip requires a minimum number of participants for departure. If we sign up enough participants to run a trip but unexpected cancellations drop the number below the required minimum, we will run the trip at an additional charge of $250 per person. If additional participants join and the required number of participants is re-attained, the surcharge will be refunded.

Refunds

Whistler Bike Guide does not give any refunds for unused hotel rooms, meals, sightseeing trips or tour arrangements. Land cost is quoted as a package; credits are not given for services not used.

Expences Covered

Due to many factors beyond our control we reserve the right to change our prices without prior notice, even after you have signed up. However, we do our best to avoid increasing prices without advance notice. Normal price increases generally are not passed on to participants who have already advanced a deposit. Normally, we include the cost of all guides, leaders, entrance fees, permits, accommodations, transportation, and most meals as stated in the planned itinerary [B-Breakfast, L-Lunch, D-Dinner]. Vegetarian and special diets can usually be accommodated. The land cost includes profit and charges incurred by WBG for research, itinerary development, reservations, office administration and pre-departure information services. Quoted costs represent a complete package price; itemized individual costs are not available.

Costs not included in the price are some meals as noted in the trip itinerary, transfers if not specified in the trip itinerary, soft drinks and alcoholic beverages, medical expenses, costs of hospitalization or evacuation, laundry, airport departure taxes, accommodations en route to the estination, visas, international airfares, gratuities and insurance. If a trip must be extended or an itinerary modified due to weather, road conditions, lack of transportation, political or civil disputes, medical emergency or other causes beyond our control, the associated costs including any non-recoverable costs are not included in the trip rates or refunds. In such circumstances it is your responsibility to pay directly for actual extra costs in the field (i.e. food, transport, accommodations, etc.). Carry extra traveller's checks and credit card for contingencies and obtain
trip cancellation/interruption insurance.

Accommodations

Space is subject to availability. Rooms are assigned on a run-of-the-house basis by hotel management upon check in. Room sizes and bed configuration vary room by room and by property. While a hotel normally may offer a particular feature such as air conditioning, WBG cannot guarantee that the service will be in operation at any given time and cannot be held responsible for any such lack of operation at the time of stay.

Hotel Classifications:

Hotel classifications and descriptions are based on WBG’s assessment and may not reflect opinions of other sources.

Your Responsibilities

Medical considerations

Good physical and mental health are essential for the enjoyment of these active, outdoor trips. You may travel in rugged areas removed from modern medical facilities. Good physical conditioning is recommended as preparation for all trips. By forwarding the deposit and signed Reservation Form, the passenger certifies that he/she does not have any physical or other condition of disability that would create a hazard for him/herself or other passengers and you agree to pay for emergency evacuation and emergency medical care.

It is essential that any participant with a medical condition requiring regular treatment or which may be affected by vigorous activity, high altitude, heat, cold, other natural  phenomenon, or particular foods, notifies WBG and the trip leaders, in writing in advance of travel. WBG assumes no liability for medical care nor for special dietary requirements. Hospital facilities for serious problems may be unavailable, and evacuation can be prolonged, difficult and expensive. Participants may be required to furnish a doctor’s statement of good health. The
judgement of WBG, or the local operator or guide, shall make the ultimate determination of an individual trip participant's fitness to embark upon, or to continue a trip. Once a trip has been confirmed medical circumstances will not be considered as exceptions to our cancellation policy. All participants must be covered by a current medical insurance policy applicable for overseas travel for the duration of their trip. Proof of coverage may be required.

Your obligations as a trip member

By participating in a Whistler Bike Guide trip, you assume certain obligations to Whistler Bike Guide and the other trip members. It is your responsibility to:

    • Understand the conditions implied in the Whistler Bike Guide trip grading system
    • Select a trip (with the help of the Whistler Bike Guide staff) that is appropriate to your interests and abilities
    • Prepare for the trip by familiarizing yourself with the trip itinerary and trip preparation materials sent by Whistler Bike Guide
    • Bring appropriate gear and clothing as advised by Whistler Bike Guide
    • Obtain all necessary visas
    • Follow considerate social behavior with other trip participants and respect their habits
    • Act in an appropriate and courteous manner
    • Complete the trip itinerary as scheduled (or as adjusted by your trip leader as necessary)
    • Respect the communities and areas we visit by using environmentally safe products, staying on established routes of travel and not littering.

Whistler Bike Guide reserves the right to decline to accept or retain any person as a tour participant should such person's behavior, health or mental condition impede the operation of the trip.

OUR LEGAL LIMITATIONS-PLEASE READ CAREFULLY

Whistler Bike Guide may contract with independent contractors to provide transportation, guide services and/or all other related travel services. We assume no responsibility, however caused, for injury, loss or damage to person or property in connection with any service provided by WBG, an independent contractor or resulting directly from the following: - acts of God - detention annoyance - terrorism - thefts - pilferage - force majeure - civil disturbances - government restrictions or regulations - strikes - delays and expenses arising from quarantine - failure of any means of conveyance to arrive or depart as scheduled - discrepancies or change in transit or hotel services over which we have no control.

We reserve the right to make reasonable changes in the itinerary where deemed advisable for the comfort and well-being of trip members. By advancing deposit to Whistler Bike Guide, the depositor thereby agrees to be bound by the above terms and conditions

All participants must sign a Release Agreement. A copy of this form will be handed to participants upon arrival.