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2023 General conditions

Table of contents

Acceptance of the general conditions

The reservation constitutes a contract by virtue of which the traveler accepts each of the following conditions, as well as those of the carriers involved (when purchasing a package with air transportation) and tour operators.
It is the traveler's responsibility to carefully read and understand these terms and conditions, which come into effect at the time of payment. It is also the traveler's responsibility to:

  • know the entry and exit conditions of the countries visited or in transit;
  • obtain the necessary travel documents for entry and exit from the countries concerned;
  • ensure travel insurance coverage, especially in the specific context of COVID-19;
  • and to comply with the instructions and guidelines issued by Public Health or by an official information source in Canada or in the countries visited.

REQUIRED DOCUMENTATION

It is the responsibility of each traveler to obtain, at his or her own expense, all official documents required for travel, which vary according to citizenship status and destination. Some countries require that the passport be valid for up to 6 months beyond the date of return to Canada. A single parent traveling with a child under the age of eighteen (18) may be required to submit a written affidavit, signed by the other parent, authorizing the child to travel.

In the current context of COVID-19, entry and exit formalities may change without prior notice and Vélo Québec Voyages cannot be responsible for any changes in this regard. It is also the traveler's responsibility to respect the requirements for international travel or to present the appropriate vaccination documents (vaccination passport) and other official documents requested by the country visited to have access to non-essential services and this in effect at the time of travel.

The carrier or the competent authorities may refuse to allow any traveler to board or enter a country, either arbitrarily, or following a temperature reading, or because of non-compliance with the requirements (documents, authorization, vaccination, etc.), and this, without recourse to the agency, suppliers or authorities concerned. In this eventuality, the traveler must assume all costs incurred and can obtain neither refund nor compensation from Vélo Québec Voyages.

For more information on required travel documents, visit the Government of Canada website at travel.gc.ca.

PRICE INDICATED

All prices listed on our website are per person and are in Canadian dollars. Prices include taxes, but do not include the contribution to the Travel Agents' Customer Compensation Fund at the current rate of $3.50 per $1000 of services purchased. Prices advertised on veloquebecvoyages.com are valid if you purchase services during the same web session. If you log out of our site, the prices may be different the next time you log in.

PRICE CHANGE

Prices may be modified in the event of the imposition or increase of a tax from a government authority, a carrier surcharge or an increase in the exchange rate. In such a case, if the modification is caused by a carrier surcharge or an increase in the exchange rate and results in a price increase of less than 7% excluding GST and QST, the customer agrees to pay the difference. However, if the change results in a price increase equal to or greater than 7% of the price, excluding GST and QST, the customer will have the option of :

  1. cancellation of this contract and full refund of the price;
  2. or the acceptance of any alternative services that may be offered, failing which the difference in price shall be borne entirely by the client.

CANCELLATION

Insufficient numbers of travelers may be a valid reason to cancel a trip. In such a case, travelers will be notified as soon as possible and Vélo Québec Voyages will refund in full the amounts paid for the trip. No other form of compensation can be claimed by the traveler.

In the event that a trip cannot be carried out following an official notice from government authorities prohibiting travel to a country or region, the amount disbursed for the trip will be transferred to a future trip with Vélo Québec Voyages, with the exception of airline tickets and complementary services (upgrade, delayed departure or return, etc.) which are non-refundable and non-transferable, unless otherwise indicated by the airline. No refund can be claimed by the traveler.

If there is a difference between the information presented on our website veloquebecvoyages.com and the detailed program given to the traveler at the time of departure, the content of the latter will prevail.

SERVICES

ADDITIONAL SERVICES

  • Airline companies
    All additional airline services are non-transferable and non-refundable such as:

    • Deferred departure and/or return date;
    • Upgrade or Club Seats - Air Transat;
    • Seat selections.
  • Additional nights
    For any change or cancellation, fees may apply.

Full payment for each service listed is required at the time of application.

  • Bike rental
    A non-refundable deposit of $100 per bike is required at the time of reservation.
    The balance is required as soon as the reservation is confirmed.
    For any change or cancellation, fees may apply.

All additional services listed above are subject to the terms and conditions of the service providers and are subject to penalties for change or cancellation

UNUSED SERVICE

Vélo Québec Voyages will not issue any refund for any service not used during the trip.

PAYMENT BY CREDIT CARD

By authorizing the use of the credit card number, the traveler agrees to abide by the terms and conditions of the reservation, even if he or she has not signed the appropriate form. A verbal authorization is sufficient to confirm the credit card payment and to confirm the purchase of the trip. By paying an initial deposit, the client acknowledges and accepts these terms and conditions.

TRAVELER'S RESPONSIBILITY

The traveler releases Vélo Québec Voyages from any liability for damages resulting from injuries, accidents, death or loss of use resulting from the activity. It is the traveler's responsibility to be in good enough health and autonomous to undertake the trip. It is also the traveler's responsibility to check for any required vaccinations for the locations visited and to have the required proof of vaccinations in his/her possession. The traveler is obliged to respect the sanitary measures put in place (masks, vaccines, health checks) by the various service providers (air transport, transfers, accommodation, catering, etc.). The measures may be modified by the providers without prior notice.

Furthermore, the traveler releases Vélo Québec Voyages from any liability for damages resulting from acts of God or force majeure, including, without limiting the generality of the foregoing terms: pandemic, strike, government constraints, terrorist acts, war, weather conditions, road conditions. In the event of force majeure, 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.

LUGGAGE/BIKE

The traveler acknowledges that the transportation and handling of luggage/bicycle is done at his/her own risk, and at no time shall Vélo Québec Voyages be held responsible for any delay or damage, including theft, damage or loss of luggage or bicycle.

FLIGHTS

Flights are subject to change at any time by the airline, and these changes may affect schedules, aircraft types, travel days, flight itineraries, etc. These changes may occur without notice and do not engage the responsibility of Vélo Québec Voyages.

TRAVELER'S CONDUCT

In the event that the traveler's conduct is detrimental to other travelers or service providers, the traveler may be expelled from a trip. All costs and losses incurred as a result of such conduct will not be reimbursed by Vélo Québec Voyages. In addition, Vélo Québec Voyages reserves the right to refuse any registration of one or more persons for a trip.

OCCUPANTS (MODIFICATION AND PAIRING)

MATCHING OF SINGLE TRAVELERS

For trips offered in the Vélo Québec Voyages formula, we offer, with some exceptions*, the pairing of people traveling alone with a person of the same sex. However

  • Less than 70 days prior to departure of a trip with air transportation, a single person booking a package will be responsible for the cost of single occupancy if there is no pending match.
  • Less than 31 days prior to departure of a non-airline trip, a single person booking a package will be responsible for the cost of single occupancy if there is no pending match.

For trips offered in the Self-guided package, people travelling solo will have to assume the cost of single occupancy at the time of booking.

*Vélo Québec Voyages reserves the right to stop offering the twinning option in order to respect the sanitary measures in effect at our accommodation providers in the country or province concerned.

CHANGE IN THE NUMBER OF OCCUPANTS

In the event of cancellation by one or more travelers sharing a room, the rate charged to the remaining member(s) of the group will be increased accordingly to the original rate based on the new occupancy. In addition, travelers who cancel will be charged the applicable cancellation fee.

LAND PORTION

The traveler who purchases only the land portion of the trip is responsible for:

  • Ensure that travel is confirmed before booking air or other transportation;
  • join the group at the date, time and place scheduled by Vélo Québec Voyages.

TRAVEL INSURANCE

For peace of mind, every traveller should always have travel insurance (trip cancellation or interruption and medical care) when travelling outside Quebec or outside their place of residence. If the traveler is insured through their credit card, their group insurance at work or any other personal insurance, it is their responsibility to check the insurance contracts they holds and to subscribe, if necessary, to a complementary insurance to protect themself adequately. Travel insurance can be obtained at the time of reservation: do not hesitate to contact Vélo Québec Voyages' advisors for more information.

CONFIDENTIALITY

The travel consultant observes principles of confidentiality regarding personal information provided by the client.

Deposit and final payment / cancellation, transfer and change policy

PACKAGES WITH AIR TRANSPORTATION (including trips under the Guided, Self-guided and Custom group packages)

Deposit required at the time of booking :

  • $500 per person if the package price is less than $5,000;
  • 800 per person if the package price is over $5,000 or if you book a Self-guided (group or individual) or Custom Group package.

Final payment must be received by Vélo Québec Voyages at least 70 days before the departure date. If the reservation is made less than 70 days before departure, the traveler must pay the full price of the package at the time of booking.

Once the final payment deadline has passed, which is 70 days prior to departure, Vélo Québec Voyages will return the unsold airline tickets of the package. The traveler who books their trip after this date will have to assume the difference in cost of the airfare which must be purchased on an individual basis. Restrictions and conditions of purchase may apply for the air ticket (non-refundable and non-transferable) according to the reservation conditions of the company.

Purchase of the land portion of the trip: the same rules apply for the deposit and final payment as for the cancellation, transfer and change policy.

GUIDED PACKAGE
Cancellation fee
Transfer of reservation from one person to another2 Change of reservation from one trip to another3
70 days or more before departure Non-refundable deposit(s) Transfer available; a fee of $100 per person will be charged A fee of $100 per person will be charged and the new package rate will apply
From 69 to 32 days before departure 50% of the package price

Packages in Cuba: 75% of the package price

No transfer possible No change possible
31 days or less before departure No refunds No transfer possible No change possible

 

SELF-GUIDED PACKAGE
Cancellation fee
Transfer of reservation from one person to another2 Change of reservation from one trip to another3
70 days or more before departure Non-refundable deposit(s) No transfer possible No change possible
From 69 to 32 days before departure 50% of the package price No transfer possible No change possible
31 days or less before departure No refunds No transfer possible No change possible

 

1Inthe case of a cancellation, a written notice will be required by Vélo Québec Voyages (VQV) and the date of cancellation will be the date of receipt of this written notice by VQV. This notice will be used to calculate the cancellation fee.

2Customerswho wish to transfer their reservation to another person are responsible for finding that person to take their place.
Certain restrictions may apply in a buddy situation.

3Subjectto availability, it is possible to change a reservation for air travel to another air travel during the current season under certain conditions.

PACKAGES WITHOUT AIR TRANSPORTATION (including trips under the Guided and Self-guided packages)

Deposit required at time of reservation: $150 per person.

Final payment must be received by Vélo Québec Voyages at least 45 days before the departure date. If the reservation is made less than 45 days before departure, the traveler must pay the full price of the package.

Cancellation fee
Transfer of reservation from one person to another2 Change of reservation from one trip to another3
45 days or more before departure Non-refundable deposit Transfer available; a fee of $75 per person will be charged A fee of $50 per person will be charged and the new package rate will apply
From 44 to 22 days before departure 50% of the package price Transfer available; a fee of $75 per person will be charged No change possible
21 days or less before departure No refunds No transfer possible No change possible

 

1Inthe case of a cancellation, a written notice will be required by Vélo Québec Voyages (VQV) and the date of cancellation will be the date of receipt of this written notice by VQV. This notice will be used to calculate the cancellation fee.

2Customerswho wish to transfer their reservation to another person are responsible for finding that person to take their place.
Certain restrictions may apply in a buddy situation.

3Subjectto availability, it is possible to change a reservation from one trip to another during the current season, under certain conditions.

EVENT PACKAGES WITHOUT AIR TRANSPORTATION (including the Petite Aventure and the Grand Tour)

Deposit required at time of booking for :

  • Petite Aventure:
    • 50 per person
    • 25 per child (for children 17 and under)
  • The Grand Tour: $150 per person

ADDITIONAL SERVICES

For each of the additional services offered on the Petite Aventure and Grand Tour, the deposit required at the time of booking is :

  • 50 (tent rental);
  • 25 (bus shuttle).

Final payment must be received by Vélo Québec Voyages at least 55 days before the departure date. If the reservation is made less than 55 days before departure, the traveler will have to pay the full price of the package.

For the One-Day Tour, full payment is required at the time of booking.

Cancellation fee 1 Transfer of reservation from one person to another2 Change of reservation from one trip to another3
55 days or more before departure Non-refundable deposit(s) Transfer available; a fee of $75 per person will be charged Transfer available; a $50 fee per person will be charged
From 54 to 35 days before departure 30% of the package price Transfer available; a fee of $75 per person will be charged Transfer available; a $50 fee per person will be charged
From 34 to 22 days before departure 50% of the package price Transfer available; a fee of $75 per person will be charged No change possible
21 days or less before departure No refunds No transfer possible No change possible

 

1Inthe case of a cancellation, a written notice will be required by Vélo Québec Voyages (VQV) and the date of cancellation will be the date of receipt of this written notice by VQV. This notice will be used to calculate the cancellation fee.

2 Clientswho wish to transfer their reservation to another person are responsible for finding that person to take their place.
Certain restrictions may apply for reservations at the Grand Tour Under the Duvet and in a buddy situation.

3Subjectto availability, it is possible to change a reservation from one trip to another during the current season, under certain conditions.

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