General Conditions

ACCEPTANCE OF TERMS AND GENERAL CONDITIONS
The reservation constitutes a contract by virtue of which the traveller agrees to accept each of the following conditions.

It is the responsibility of the traveller to carefully read and understand these general conditions, which come into effect as soon as a payment is made. It is also the responsibility of the traveller to verify the different clauses of his/her travel insurance coverage, mainly in the special context of COVID-19, and to comply with Public Health guidelines and directives.
COVID-19 FLEXIBILITY MEASURES
 
Due to the current pandemic context, Vélo Québec Voyages is offering more flexibility to travellers wishing to reserve a 2021 package without air transportation in Québec and elsewhere in Canada, in the Vélo Québec Voyages, En liberté or Customized Group formulas, except the Grand Tour.
 
Travellers reserving a 2021 travel package without air transportation will be able to benefit from the following flexibility measures regarding the General Conditions:

In the event that a trip cannot take place following an official notice by government authorities prohibiting travel to a province or region, the following conditions apply regarding the deposit made at the time of the reservation:
  • 31 days or more before the departure date: reimbursement of 100% of the package deposit ($150), no file processing fees. The client can also opt to apply the deposit to a future trip with Vélo Québec Voyages.
  • 30 days or less before the departure date: application of the deposit and the amount paid when the package is purchased to a future trip with Vélo Québec Voyages. The General Conditions apply. 

Final payment
  • The final payment for the trip must reach Vélo Québec Voyages at least 30 days before the departure date (instead of 55 days).

With the exception of the previously specified flexibility measures, all 2021 General Conditions of Vélo Québec Voyages remain unchanged, including those applying to the 2021 packages with air transportation.

*Flexibility measures regarding the General Conditions for the current year are valid for new reservations made as of February 4, 2021. In all cases, once the final payment is made, the regular 2021 General Conditions apply.
REQUIRED DOCUMENTATION
It is the responsibility of each traveller to obtain, at his/her expense, all the documents required for the trip, which vary according to citizenship status and destination. Certain countries require passports to be valid up to 6 months beyond the planned date of return to Canada. Any traveller not in possession of the required documents may be denied boarding privileges or entry to a country by the carrier or relevant authorities. In such event, the traveller must assume assumer all costs incurred and will not be reimbursed or compensated by Vélo Québec Voyages. Single parents travelling with a child under the age of 18 may be asked to present a sworn written statement, signed by the other parent, authorizing the child to travel. For further information on the travel documents required, go to the Government of Canada’s website at voyage.gc.ca.
 
PRICE INDICATED
All the prices on our website at explorebybike.com are valid for one person and they are in Canadian dollars. The prices include taxes and the $1 contribution per $1,000 of services purchased to the Compensation Fund for Customers of Travel Agents, as well as the remittance applicable since January 1, 2019. The prices indicated on our website at veloquebecvoyages.com are valid if you purchase services during the same web session. If you log off our website, the prices may differ during your next session. Prices may be subject to change in the event of the imposition or increase of a government tax, a carrier surcharge or an exchange rate increase. In such case, if the change stems from a carrier surcharge or an exchange rate increase and generates a price increase of less than 7%, excluding GST and PST, the client agrees to pay the difference. However, if the change generates in a price increase of 7% or more, excluding GST and PST, the client can then opt to either (1) cancel the present contract and get a full refund, or (2) accept the alternative services that may be offered; otherwise the price difference shall be covered entirely by the client.

An insufficient number of travellers can be a valid reason for cancelling a trip. In such case, travellers will be notified as soon as possible and Vélo Québec Voyages will reimburse the trip payments in full. No other type of compensation can be claimed by the traveller.
In case a trip cannot take place following an official notice by government authorities prohibiting travel to a country or region, the amount paid for the trip will be applied to a future trip with Vélo Québec Voyages, with the exception of plane tickets and extra services (upgrades, deferred departures or returns, etc.) which are non-refundable and non-transferable, unless otherwise indicated by the airline. No refund can be claimed by the traveller.
If there is a difference between the information presented on our website at explorebybike.com and that contained in the detailed program distributed to travellers upon departure, the content of the latter shall prevail.

EXTRA SERVICES
Any extra airline services, such as upgrades, deferred departures or returns, etc., are neither transferable nor refundable.

UNUSED SERVICES
Vélo Québec Voyages will issue no refunds for services not used during the trip.
 
PAYMENT BY CREDIT CARD
By authorizing the use of their credit-card number, travellers agree to respect the reservation conditions, even if the appropriate form has not been signed. Verbal authorization is sufficient confirmation for a payment by credit card and for the purchase of a trip. By making an initial payment, the customer acknowledges and accepts these general conditions.
 
TRAVELLER'S LIABILITY
The traveller absolves Vélo Québec Voyages of all responsibility for any damages resulting from injury, accident, death or loss of amenities associated with this activity. Travellers must ensure that they are in sufficiently good health and autonomous enough to embark on a cycling trip. Travellers are also responsible for ensuring that they have received the vaccinations required to enter the countries visited.
 
Furthermore, the traveller absolves Vélo Québec Voyages of all responsibility for any damages resulting from fortuitous events or superior force, including—but in no way limiting the generality of the foregoing terms— pandemics, strikes, governmental constraints, terrorist acts, wars, and weather and road conditions. In case of a fortuitous event, Vélo Québec Voyages reserves the right to cancel, change or modify any part of the trip and will make every effort to offer equivalent services.
 
The travellers acknowledge that their baggage/bicycle will be transported and handled at their own risk and that under no circumstances can Vélo Québec Voyages be held responsible for delays or damages, including damage to or the theft or loss of this baggage or of a participant’s bicycle.
 
The air carrier can modify the flights at any time, and these modifications can affect the schedules, the types of equipment, the days of travel, the flight routes, etc. These changes can be made without notice and are not the responsibility of Vélo Québec Voyages.
 
Travellers who engage in conduct that is injurious to other travellers or service providers may be required to leave the trip. Vélo Québec Voyages will issue no refunds for any of the expenses or losses resulting from this conduct. Vélo Québec Voyages also reserves the right to refuse to allow individuals or groups to register for a trip.
 
PAIRING OF INDIVIDUAL TRAVELLERS
For trips offered in the Vélo Québec Voyages formula, we guarantee, without exception*, the double occupancy rate for a room reservation by pairing individual travellers with a person of the same sex. However:
  • Less than 70 days prior to the departure date of a trip involving air transportation, individual travellers who have reserved a package must assume the costs associated with single occupancy if no possible pairing is anticipated.
  • Less than 31 days prior to the departure date of a trip not involving air transportation, individual travellers who have reserved a package must assume the costs associated with single occupancy if no possible pairing is anticipated.
For trips offered in the En liberté formula, individuals travelling alone must assume the cost of single occupancy at the time of reservation.

*Vélo Québec Voyages reserves the right to stop offering the pairing option, in order to comply with the sanitary measures put into effect by our accommodation providers in the country or province concerned.

CHANGE IN NUMBER OF OCCUPANTS
In case of cancellation by one or more travellers sharing the same room, the rate charged to the remaining member(s) of the group will be increased accordingly. In addition, the travellers who cancel will have to pay the applicable cancellation fees.
 
LAND PORTION
The traveller who purchases only the land portion of the trip is responsible for:
  • Ensuring that the trip is confirmed before reserving air transportation, etc.;
  • Meeting the group according to the date, time and place scheduled by Vélo Québec Voyages.

TRAVEL INSURANCE
In order to leave with peace of mind, travellers should always have travel insurance (trip cancellation or interruption and healthcare) when travelling outside of Québec. If travellers are insured through their credit card, group plan at work or any other personal coverage, it is their responsibility to verify the insurance contracts in question and, if necessary, purchase additional insurance in order to be adequately covered. Travel insurance can be obtained at the time the reservation is made. Feel free to contact a Vélo Québec Voyages consultant for further information.
 
CONFIDENTIALITY
The travel adviser undertakes to respect the confidentiality of the personal information provided by customers.
 
DEPOSIT AND FINAL PAYMENT / CANCELLATION, TRANSFER AND CHANGE POLICY
PACKAGES WITH AIR TRANSPORTATION (including trips taking place according to the Vélo Québec Voyages, En liberté and Customized group formulas)
 
Deposit required upon reservation:
  • $500 if the price of the package is less than $5000;
  • $800 if the price of the package is more than $5000 or if you reserve an En liberté or Customized group package.
 
The final payment must arrive at Vélo Québec Voyages at least 70 days prior to the date of departure. If the reservation is made less than 70 days prior to departure, the traveller must immediately pay the full price of the package.

Once the final payment period has passed, or 70 days before departure, Vélo Québec Voyages retrocedes the unsold plane tickets of the package. Travellers who reserve their trip past this date must then assume the difference in the cost of the plane ticket, which will have to be purchased on an individual basis.

Purchasing restrictions and conditions may apply for the plane ticket (non-refundable and non-transferable) based on the reservation conditions of the airline.

Purchase of land portion of trip: the same rules apply for the deposit and final payment, as well as the cancellation, transfer or change policy
 
Cancellation Fee
  • Up to 70 days prior to the date of departure: no refundable deposit.
  • From 69 to 32 days prior to the date of departure: 50% of the price of the package. Cuba Packages: 75% of the price of the package.
  • 31 days or less prior to the date of departure: no refund.
 
Transfer of reservation from one person to another
Individuals who want to transfer their reservation to another person are responsible for finding their replacement.
  • Up to 70 days prior to the date of departure: transfer possible; a fee of $100 will be charged.
  • 69 days or less prior to the date of departure: no transfer possible.
 
Change of reservation from one trip to another 
Depending on availability, a reservation for a trip involving air transportation can be changed to another trip involving air transportation during the current season, up to 70 days prior to the departure date of the trip for which the customer initially reserved.
  • Up to 70 days prior to the date of departure: transfer possible; a fee of $100 will be charged for the change, and the price of the new trip will apply.
  • 69 days or less prior to the date of departure: no transfer possible.
 
EN LIBERTÉ PACKAGE
Cancellation Fee
  • Up to 70 days prior to the date of departure: no refundable deposit.
  • From 69 to 32 days prior to the date of departure: 50% of the price of the package.
  • 31 days or less prior to the date of departure: no refund.

Transfer of reservation from one person to another
  • No transfer possible.

Change of reservation from one trip to another
  • No change of reservation possible.
 
DEPOSIT AND FINAL PAYMENT / CANCELLATION, TRANSFER AND CHANGE POLICY
PACKAGES WITHOUT AIR TRANSPORTATION (including trips taking place according to the Vélo Québec Voyages, En liberté and Event [Petite Aventure and Grand Tour] formulas
 
Deposit required upon reservation: $150.

Deposit required upon reservation for the Petite Aventure Package: $50 per person (for children 17 years and under: $25 per child).

For each extra service offered, the deposit required at the time of reservation is: $50 (tent rental); $25 (bus shuttle).
 
The final payment must arrive at Vélo Québec Voyages at least 55 days prior to the date of departure. If the reservation is made less than 55 days prior to departure, the traveller must immediately pay the full price of the package.
 
Cancellation Fee
  • Up to 55 days prior to the date of departure: no refundable deposit(s).
  • From 54 to 35 days prior to the date of departure: 30% of the price of the package.
  • From 34 to 22 days prior to the date of departure: 50% of the price of the package.
  • 21 days or less prior to the date of departure: no refund.
 
Transfer of reservation from one person to another
Individuals who want to transfer their reservation to another person are responsible for finding their replacement.
  • Up to 21 days prior to the date of departure: transfer possible; a fee of $75 will be charged.
  • 21 days or less prior to the date of departure: no transfer possible.
  • For the Petite Aventure and Grand Tour Under the Stars (including the weekend) and Under the Covers packages, transfers are possible anytime. A fee of $50 will be charged.
 
Change of reservation from one trip to another
Depending on availability, it is possible to change a reservation for a trip without air transportation to another during the current season, up to 35 days prior to the date of departure of the trip for which the customer initially reserved.
  • Up to 35 days prior to the date of departure: transfer possible; a fee of $50 will be charged for the change, and the price of the new trip will apply.
  • 34 days or less prior to the date of departure: no transfer possible.

TD FIVE BORO BIKE TOUR, NYC
Deposit required upon reservation: $150.

The final payment must arrive at Vélo Québec Voyages at least 55 days prior to the date of departure. If the reservation is made less than 55 days prior to departure, the traveller must immediately pay the full price of the package.

Cancellation Fee
  • Up to 55 days prior to the date of departure: no refundable deposit.
  • From 54 to 45 days prior to the date of departure: 30% of the price of the package.
  • 44 days or less prior to the date of departure: no refund.

Transfer of reservation from one person to another
Individuals who want to transfer their reservation to another person are responsible for finding their replacement.
  • Up to 45 days prior to the date of departure: transfer possible. A fee of $75 will be charged.
  • 44 days or less prior to the date of departure: no transfer possible.
 
Change of reservation from one trip to another
  • No change of reservation possible.