Prices, Reservations and Payment
Our prices are generally in Euros, unless otherwise requested. To reserve your tour we require a deposit of €1000 per person (or the equivalent in £UK, $US or $AUS if you wish to pay in local currency in the UK, US or Australia). The balance of your payment is due 90 days prior to departure. If reserving your trip within 90 days of departure, full payment is required. After completing the booking form and paying the deposit/balance we will send you a receipt/invoice for the tour you have chosen.
If you wish to pay for your trip in a different currency we use www.xe.com to calculate the rate. This rate is calculated from the date we receive your deposit, after which our normal booking and payment terms and conditions apply.
We charge a single supplement to individual travellers who wish to ensure that they have private rooms throughout a trip. If stipulated on the booking form that a single traveller would like Bike Odyssey to find them a roommate we will try our very best to fulfil this request. In the event that we are unable to find a roommate for you, then the single supplement is payable.
Cancelling your Trip
We treat our guests, not like every other company does as a source of income, but rather like we would hope to be treated. Hence our policies, whether potentially influenced by Covid-19 or otherwise, always aim to put the customer first.
However, we cannot control all outcomes so we highly recommend that you have travel insurance in place to cover any unforeseen eventualities that may cause you to cancel your trip. If you must cancel your reservation, the fees for doing so are as follows
- 31 days or more - None, we will refund you 100% of your tour price.
- 0-30 days before tours departure - We will still aim to refund you 100% of your tour price through negotiation with our suppliers. However, at this stage (and prior), a portion of your money has been paid to hotels and other suppliers. We charge for none of our time and investment, however, sometimes suppliers are not as forgiving and will take our payments without further consideration. If this is the case we will only pass on to you the costs we incur. Obviously, the sooner you can let us know changes of plans the better chance we have of getting the maximum amount back for you.
- Tour begins - If you cancel after the tour starts, sorry we can't do much to help anymore and 100% of your tour price will be forfeit! This would only happen if something adverse happened on tour and your travel insurance should cover this anyway.
Anytime before your tour starts, you are very welcome to switch your trip and Bike Odyssey will move your deposit or full payment from one trip to another with no charge.
Cancellation by Bike Odyssey
Bike Odyssey reserves the right to cancel any trip at any time for any reason determined at our sole discretion, including if there are too few participants, or if the quality of the trip or the safety of travellers is judged by Bike Odyssey to be compromised. In such a case, refund of payments received by Bike Odyssey shall constitute full and final settlement. In the event of cancellation, Bike Odyssey is not responsible for any loss incurred on account of non-refundable or non-transferable air tickets or other unrecoverable travel costs. However, we are human and will do our best not to cancel any tours unless there genuinely is no choice and if forced to do so will do everything in our power to help you with any changes you need to make.
Preparing for Your Trip
Our trips entail risks—and rewards—beyond those encountered at home. We count on our travellers to ensure they are healthy and fit; to read our pre-trip materials about clothing, training and medical requirements; and to appreciate that in some countries local living standards, practices, services and accommodations may differ from those in their own countries.
Travel Documents and Passports
The visa and passport requirements of countries to which we travel vary according to the nationality of each traveller and may change at any time for reasons beyond our control. Although we endeavor to provide you with accurate information about these requirements it remains the responsibility of each traveller to verify that he or she has the appropriate travel documents for his or her nationality. Bike Odyssey is not liable for any expenses or costs arising from any traveller being prohibited from entering a country scheduled to be visited on a trip.
External Travel Services
Bike Odyssey may recommend the services of external travel companies or other support services in response to requests made by travellers for services outside of the scope of a Bike Odyssey trip. Although we endeavor to recommend only companies that provide the highest levels of service and work closely with them to try to obtain special treatment for Bike Odyssey travellers, we do not guarantee the services provided by third parties. Bike Odyssey is not liable for any injury, expenses or costs arising from any services, or lack thereof, provided by any third party nor the standards of care which travellers experience when using those services.
Before travelling on a trip, we strongly recommend you review your personal insurance and health insurance to ensure you have coverage appropriate to meet your needs, and the needs of your family and dependents, in case of any loss of property or illness, injury or death. It is obligatory for all guests to have health insurance when coming on tour with Bike Odyssey.
We require all guests to fill out a medical questionnaire which will be sent to you after you have paid your deposit. If you wish to review it prior to sending your deposit, email us at [email protected] The document must be completed and returned to us prior to the balance on the tour being paid. Our receipt of the completed and signed form will complete your reservation.
What responsibilities do I assume as a guest?
Fitness and Health
Guests are responsible for ensuring that they have a suitable level of experience and fitness for the tour they sign up for. We require guests to advise us of all medical and dietary problems/restrictions prior to the tour. Guests are responsible for showing up at the designated starting point with the appropriate gear and clothing. Bike Odyssey reserves the right to exclude a guest from the tour, if in the opinion of the trip leader, their continued participation may prove detrimental to their own welfare or to the well-being and enjoyment of the other guests.
Guests are responsible for rental bikes whenever they are in their care. This means that during the day whether riding, at coffee or lunch bikes, are the guest's responsibility. When we reach our hotels and bikes are handed over to our guide team, Bike Odyssey assumes responsibility. When in their care, renters are also responsible for any damage to the bikes (excluding minor nicks or scratches). Renters are also liable for the full replacement cost should the bike be lost or stolen.
If guests chose to use our GPS units then they are their responsibility for the duration of the tour. We will provide a charging cable so guests can charge their own units. If the units are damaged or stolen then it is the guest's responsibility to replace the GPS unit.
What are Bike Odyssey's limitations of liability?
Bike Odyssey is not liable for bodily injury or property damage as a result of (but not limited to): physical exertion for which a guest is not prepared; forces of nature; travel by plane, train, auto, boat or other conveyance, or by bicycle, foot or other form of active or adventure travel; consumption of alcoholic beverages; civil unrest; terrorism; breakdown of equipment; high altitude; lack of or limited access to medical attention in remote locations; and the adequacy of medical attention once provided. Bike Odyssey is also not liable for: expenses (e.g., meals, transportation or hotel costs) not specified as included in the trip cost but which may be required to get to or from a trip start or end. Bike Odyssey reserves the right to make route and hotel modifications as necessary to improve the trip's quality or to accommodate the comfort and well-being of guests.
Getting in contact
Our office address is Bike Odyssey, 356 Woodhill Mountain Rd, Berry, NSW, 2535, Australia. Please contact us at any time via any of the following ways which is convenient: Email on [email protected], Office: +61 (02) 8006 8008, WhatsApp: +61 412 540 984, Skype: Bike Odyssey. We are based in Australia and I appreciate the difficulties of contacting each other through a lot of different time zones. If we are asleep, my apologies, we will call you back as soon as we are awake!