1. The terms of contract

The contract is the agreement that will exist between the client (the guest, you, your) and Ride the World LLP (RTW, we, us, our). A reservation (booking) is made when the agreed monetary deposit is received by RTW. The person making the reservation is deemed the party leader and is henceforth responsible for all guests within that party, as named in the confirmation of booking invoice, whilst participating in their holiday. The party leader is also responsible for passing on all holiday information to all other members of that party before leaving their home country. The client’s holiday is defined as the time period encompassed by the dates as listed in our brochure, website or other promotional material. The holiday package is the pre-arranged combination of transport, accommodation and any other activities advertised in our promotional material. The holiday itinerary is the detailed description of activities or travel arrangements organised by RTW for the client. All guests must be 18 years of age or older.

2. Promotional material accuracy

At the time of going to press, all details outlined in the brochure, website and other promotional material are 100% correct. RTW cannot however, be held responsible for any changes that may take place beyond our control. Holiday itineraries are a guide to what the client should expect on the holiday. We reserve the right to change any holiday itinerary at any time to avoid bad weather, trail or road closures and other restrictions out of our control.

3. Holiday prices

At the time of booking, all prices quoted to the client by RTW and agreed by the client are fixed and cannot be raised or reduced. Prices quoted to the client by RTW are for the deliverance of a holiday package and corresponding itinerary. It is the responsibility of the client to be familiar with the relevant itinerary before booking a holiday. RTW will neither enter into negotiation for payment nor pay any extra costs incurred by the client during the holiday.

4. Information packs

Upon booking a RTW holiday, you will be sent an information pack containing:

• Immigration requirements of the country in which the holiday will take place.
• Descriptions of weather and culture relevant to the holiday destination.
• A recommended kit list relevant to your holiday.

5. Payments

Upon making a reservation the party leader agrees, on behalf of all clients for whom he or she is deemed responsible, to pay RTW to the following terms:

1. A deposit of £200 per person.
2. The final balance as outlined on your confirmation invoice, due eight weeks (56 days) prior to the first day of the holiday.

Payment can be made either by cheque, credit/debit card (via PayPal) or balance transfer.

6. Cancellation by you

Should a client wish to cancel a booking, written notification must be received from the party leader as soon as possible. The following charges will apply per person to compensate RTW for our estimated losses and expenses where notification is received:

• More than 70 days before first day of holiday = deposit only;
• 57 - 70 days before first day of holiday = deposit + 20% of remaining balance;
• 43 - 56 days before first day of holiday = deposit + 50% of remaining balance;
• 29 - 42 days before first day of holiday = deposit + 70% of remaining balance;
• Less than 29 days before first day of holiday = 100% of total price.

7. Cancellation by us

In the unlikely event that RTW should cancel a holiday and no alternative can be offered, the client will be refunded all monies received to date with respect to the holiday booked.

RTW reserve the right to cancel any holiday if the payment terms in paragraph 5 are not met. In this case, no prior payments received will be returned to the client but will be used to cover all resultant costs due to the booking cancellation.

In any event of a holiday cancellation, RTW will not be liable for any resulting costs incurred by the client as a consequence of booking the holiday including, but not limited to, flights, travel insurance and additional travel arrangements.

In any case, RTW cannot be held responsible, financially or otherwise, for changes outside of our control.

8. Amendments by you

Should any member(s) of a party wish to amend their travel plans, RTW will assist wherever possible. Should a change of date of travel be requested then this is subject to the following terms:

1. The new date of travel must be available as an alternative RTW holiday.
2. Any costs incurred to RTW to change the arrangement must be paid in advance by the client(s).

Should the above terms not be met, then the booking will be treated as a cancellation by the client and the terms in paragraph 6 will apply.
Should any client wish to transfer their booking to a new client the following conditions must be met:

3. RTW will be notified in writing at least 28 days before the first day of the scheduled holiday.
4. Both clients will provide written acceptance of their joint and full responsibility for payment for, or cancellation of the booking.
5. The new client will accept and comply with all terms and conditions detailed in this document.
6. The new client will obtain and show proof of travel and medical insurance as detailed in paragraph 12.

9. Amendments by us

In the unlikely event that RTW should have to alter the planned dates of a holiday, the following will be offered to the client in writing. It is the client's responsibility to contact RTW as soon as possible to accept either of the following:

1. An alternative RTW holiday at the same price.
2. A full refund of the total monies received to date.

In either case, RTW will not be liable for any resulting costs incurred by the client as a consequence of any holiday amendments or cancellations including, but not limited to, flights, travel insurance and additional travel arrangements.

In any case, RTW cannot be held responsible, financially or otherwise, for changes outside of our control.

10. Special requests

Special requests are regarded as any service or activity which is not included in your holiday itinerary. Any special requests should be made to us at the time of booking. RTW will endeavour to meet these requests, however, cannot guarantee to do so. Any special requests resulting in extra costs to us will be invoiced to the client. RTW will not be liable for any additional costs resulting from the arrangement of special requests for the client.

11. Travel documentation

It is the responsibility of each client to obtain the correct and necessary travel documentation prior to travel to the country in which the RTW holiday will take place. At the request of the client, RTW can advise on the documentation necessary for travel to the relevant country. RTW cannot be held responsible financially or otherwise for any client with insufficient, incorrect or illegal documentation.

12. Travel and medical insurance

It is the responsibility of the client to obtain appropriate travel and medical insurance in their name prior to booking a RTW holiday or as soon as possible afterwards. Proof of travel insurance will be given to RTW by means of the insurer’s name and policy number no less than 28 days prior to the first day of the holiday. It is important to check that any insurance policy purchased includes cover for extreme sports activities such as cycling and/or mountain biking as relevant to your itinerary. We reserve the right to cancel a client’s booking if he or she cannot provide proof of the ownership of an appropriate travel and medical insurance policy, in which case this will be treated as a cancellation by the client and the terms set out in paragraph 6 will apply.

13. Medical conditions and medication

RTW staff are ITC First Aid qualified but legally can only provide assistance where express or implied consent is given. Any client with any known medical condition(s) must inform us upon, or prior to, booking the holiday. Such conditions include but are not limited to asthma, epilepsy, heart problems, blood pressure problems, and severe allergies. This information will only be used to aid the client and/or the emergency services in the event of an emergency. RTW staff will treat any personal information divulged to them in strict confidence.

Each client is responsible for providing, carrying and administering their own medication should they require it. Under no circumstances will any member of RTW staff accept to carry, pack or administer* any client’s medication for them. In addition, no member of staff will be able to offer medication of any kind to anyone. We strongly recommend that each client has a personal first aid kit on their person throughout their holiday. The information pack sent to each client upon booking a holiday provides a list of recommended contents for this.

*ITC First Aid qualified staff are trained to administer the client’s own Epipen in the event of severe anaphylactic shock only where self administration is not possible.

14. Flights

RTW do not offer flights as part of a holiday package. We can advise you of the most appropriate flight with regard to your booking, however, RTW take no responsibility for monies exchanged between the client and an airline. RTW cannot be held responsible, financially or otherwise, for industrial action taken by an airline or its contractors, or for any client missing their flight(s) or connecting flight(s), nor can we be held responsible for any resulting costs to you as a consequence. It is the responsibility of the client to inform RTW of any changes in travel arrangements as soon as possible.

15. Loss or delay of your luggage

In the event of lost or delayed luggage RTW will assist, where possible, with the recovery of the luggage. Under no circumstances however, will RTW be held responsible for any costs incurred by the client with regard to lost or delayed luggage.

16. Airline baggage allowance

It is the responsibility of the client to ensure that they are fully aware of their chosen airline’s baggage restrictions and policies. Many airlines may levy additional charges for the transportation of items such as bicycles. Under no circumstances will RTW be held responsible for any additional costs incurred by the client with regard to the transportation of luggage by an airline.

17. RTW baggage allowance

We request that you bring a maximum of one large item of baggage, one bicycle with accompanying bicycle carriage case and one piece of hand luggage with you on a RTW holiday. This is to ensure the comfort of all guests whilst travelling in the minivans. RTW reserve the right to refuse the transportation of excessive luggage at the discretion of the member of staff in charge of the holiday. In the event of any luggage item(s) deemed as excessive being refused transportation, we will assist the client with alternative transport arrangements or storage for the item(s) of luggage. Under no circumstances however, will RTW be held liable for the costs of the alternative transport or storage of the item(s). If you have any special requirements or queries regarding luggage, you must contact us as soon as possible after booking and in any case, no less than 28 days prior to your departure from your home country.

18. Accommodation

RTW agree to provide accommodation as described on our website, brochure or other promotional information. This may involve clients sharing rooms unless a single room supplement has been requested and paid for at the time of booking at the cost indicated by the holiday description. Should any client(s) be responsible for any breakages, theft or damage to a property or if additional cleaning is required as a result of their behaviour, the client(s) will be held responsible and a covering charge will be made locally. Should any client deemed responsible refuse to pay, an invoice will be sent to the client upon their return to the UK where the matter will be dealt with under UK Law.

19. Consideration for other guests

At all times during the holiday, clients are expected to have consideration for fellow clients and third parties. If a client's behaviour is deemed detrimental to the health or enjoyment of other clients on the holiday, RTW reserve the right to omit the client from further group activities. No refunds or compensation will be given and the client will be responsible for any additional expenses incurred by RTW as a result of their behaviour.

20. Illegal activity

Should any guest be found participating in any activity deemed illegal in their holiday location, he or she will no longer be the responsibility of RTW and under no circumstances will RTW be held responsible or liable for their actions. No refund or compensation will be given and the client will be responsible for any additional expenses incurred by RTW as a result of their behaviour.

21. Ability to take part

It is the assumption of RTW that when booking a holiday, all clients are familiar with their holiday itinerary, have a reasonable level of physical fitness and consider themselves able to take part in strenuous physical activities. Should a client be deemed not to have a reasonable level of physical fitness or to have insufficient technical ability to ride with other clients in the group, it is at our discretion to refuse to allow the client to take part in an activity, especially if the health and safety of any guest or staff member is deemed to be at risk. In such a case no refunds or compensation can be given and RTW will not be liable for any costs incurred henceforth.

22. Accidents, illness and injury

RTW cannot be held responsible for any illness, injury or death whilst participating in, or as a result of a RTW holiday. All clients participate in holiday activities, such as cycling, completely at their own risk. It is your responsibility to inform a member of staff immediately if you fall ill, obtain an injury or become physically compromised in any way, or if you feel unsafe participating in an activity. All clients are required to have sufficient medical insurance as detailed in paragraph 12.

23. Administration charges

RTW reserve the right to levy reasonable administration charges to cover costs incurred in certain circumstances. These include, but are not limited to, returning property left in a foreign country, our staff making any specific journey(s) as a consequence of injury, illness, damage to personal property, missed flights or lost luggage. Where possible, administration costs will be agreed in advance with the guest(s).

24. Bike transportation

RTW staff are responsible for loading all bicycles into RTW vehicles and trailers. All clients have the right to load and/or supervise the loading of their own equipment into RTW vans and trailers. Due to the nature of the transportation method where bicycles are ‘stacked’ side by side, minor scratches are likely to occur. Clients are encouraged to protect their own bicycle by means of packing materials provided at the client’s expense. RTW staff will endeavour to minimise the risk of damage to the clients’ cycling equipment during transportation, however RTW cannot be held responsible, financially or otherwise, for any bikes that become scratched or damaged during the course of the holiday.

25. Our commitment

It is our goal to provide every guest with the holiday that is described on our website and or promotional material. If you feel at any time during your holiday you are not receiving the holiday that you have paid for then you must notify one of our staff immediately who will endeavour to rectify the situation.

26. Complaints

Should you or any member of your party have cause to complain about any part of your holiday this should be done immediately so that a quick and agreeable solution can be found to your problem. In the event that the problem cannot be resolved you should write to our UK office within 30 days of your return to the UK at: Ride the World LLP, Grendon Hall, Grendon, Atherstone, CV9 3DP

27. Financial Protection

Monies to the total amount paid to RTW by a client are held in a Trust Account until the completion or cancellation^† of the client’s holiday. The Trust Account is controlled by a third party Trustee acting on the client’s behalf. This is in accordance to The Package Travel, Package Holidays and Package Tour Regulations 1992 (UK Law).

^†Cancellations are subject to the terms and conditions detailed in paragraphs 6 and 7 of this document.