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General terms and conditions 2024

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;
  • check the various clauses of your travel insurance coverage, particularly in the context of COVID-19 or any other pandemic.

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 are subject to change without notice, and VQV cannot be held responsible for any changes in this regard. It is also the traveler's responsibility to comply with international travel requirements or to present the appropriate vaccination documents (vaccination passport) and other official documents required by the country visited for access to non-essential services, in force 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, following a temperature reading, or because of non-compliance with requirements (documents, authorization, vaccination, etc.), without recourse to the agency, suppliers or authorities concerned. In such an event, the traveler must assume all costs incurred and cannot obtain any reimbursement or compensation from Vélo Québec Voyages. For more information on required travel documents, consult the Government of Canada website at travel.gc.ca.

PRICE INDICATED

PRICE INDICATED

All prices indicated on our website are valid for one person based on double occupancy in VQV and Self-guided formulas and are in Canadian dollars. Prices include taxes and the contribution to the Fonds d'indemnisation des clients des agents de voyages at the current rate of $1 per $1,000 and its applicable rebate. Prices advertised on veloquebecvoyages.com are valid if you purchase services during the same web session. If you disconnect from our site, the prices may be different at your next session.

Prices may be modified in the event of the imposition or increase of a tax by 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 exchange rate increase and results in a price increase of less than 7% excluding GST and QST, the customer agrees to pay the difference. However, if the modification results in a price increase equal to or greater than 7% of the price, excluding GST and QST, the customer may choose between :

  1. cancellation of the present contract and full reimbursement of the price;
  2. or acceptance of any replacement services that may be offered, failing which the difference in price shall be borne in full by the customer.

An insufficient number of travellers may be a valid reason for cancelling a trip. In such a case, travelers will be notified as soon as possible and Vélo Québec Voyages will refund the full amount paid for the trip. No other form of compensation may be claimed by the traveler. In the event of any discrepancy between the information presented on our veloquebecvoyages.com website and the detailed program given to the traveler at the time of departure, the content of the latter shall prevail.

SERVICES

ADDITIONAL SERVICES

For all requests concerning the following services:

  • Airline companies
    • Postponed 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 is required at the time of the request.

  • Bike rental
    Full payment is required at the time of the request. For any changes or cancellations
    charges may apply.
  • All additional services listed above are subject to the terms and conditions of the service providers and are non-transferable and non-refundable.

UNUSED SERVICE

Vélo Québec Voyages will not make any refunds for services not used during the trip.

PAYMENT BY CREDIT CARD

By authorizing the use of his or her credit card number, the traveler agrees to abide by the booking conditions, even if he or she has not signed the appropriate form. Verbal authorization is sufficient to confirm payment by credit card and to confirm the purchase of the trip. By making an initial payment, the customer acknowledges and accepts these terms and conditions. Only the following cards are accepted: Visa and MasterCard.

TRAVELER'S RESPONSIBILITY

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

Furthermore, the traveler releases Vélo Québec Voyages from any liability for damages arising from acts of God or force majeure, including, without limiting the generality of the foregoing terms: pandemics, strikes, 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 at his/her own risk, and that Vélo Québec Voyages shall not be held liable for any delay or damage, including theft, damage or loss of luggage or bicycle and its transport box.

FLIGHTS

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

TRAVELER CONDUCT

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

In the event of conduct prejudicial to other travellers or service providers, the traveller may be expelled from a trip. Vélo Québec Voyages will not reimburse any expenses or losses incurred as a result of such conduct. In addition, Vélo Québec Voyages reserves the right to refuse any or all registrations for a trip.

OCCUPANTS (MODIFICATION AND PAIRING)

PAIRING UP PEOPLE TRAVELLING ALONE

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

  • Less than 70 days before the departure date of a trip with air transportation, a single person booking a package will have to assume the cost of single occupancy if there is no pending pairing.
  • Less than 31 days before the departure date of a non-airline trip, a single person booking a package will have to pay the cost of single occupancy if there is no pending pairing.

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 twin option in order to comply with the sanitary measures in effect at our accommodation providers in the country or province concerned. The customer is aware that by agreeing to share a room with another person, he/she will have to continue to live with that person if he/she contracts a virus.

CHANGE IN NUMBER OF OCCUPANTS

In the event of cancellation by one or more travellers sharing the same room, the rate charged to the other member(s) of the group will be increased accordingly, in accordance with the scheduled rate. In addition, travelers who cancel will be required to pay the applicable cancellation fees.

LAND PORTION

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

  • make sure the trip is confirmed before booking air or other transport;
  • join the group at the date, time and place arranged by Vélo Québec Voyages. It is the customer's responsibility to provide us with their return flight schedule.

TRAVEL INSURANCE

For peace of mind, every traveler should always carry travel insurance (cancellation, trip interruption and medical care) when traveling outside Quebec. If you are covered by your credit card, group insurance at work or any other personal insurance, it is your responsibility to check your insurance contracts and, if necessary, take out additional insurance to protect yourself adequately. Don't hesitate to contact our Vélo Québec Voyages advisors for more information.

CONFIDENTIALITY

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

PROMOTIONAL OFFERS

Promotions such as Sponsor a Friend, Ride with a Group, or any other promotion, cannot be combined with each other.

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.
69 to 32 days before departure 50% of 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
69 to 32 days before departure 50% of package price No transfer possible No change possible
31 days or less before departure No refunds No transfer possible No change possible

 

1Inthe event of cancellation, 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 cancellation charges.

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 booking from one trip with air travel to another trip with air travel during the current season, subject to certain conditions.

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

Deposit required at time of booking: $200 per person.

Final payment must be received by Vélo Québec Voyages at least 45 days prior to departure. 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 $100 per person will be charged A fee of $50 per person will be charged, and the new package rate will apply.
44 to 22 days before departure 50% of package price Transfer available; a fee of $100 per person will be charged No change possible
21 days or less before departure No refunds No transfer possible No change possible

 

1Inthe event of cancellation, 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 cancellation charges.

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 booking 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:
    • 75 per person
    • 25 per child (for children 17 and under)
  • Grand Tour: $200 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 $100 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 $100 per person will be charged Transfer available; a $50 fee per person will be charged
From 34 to 22 days before departure 50% of package price Transfer available; a fee of $100 per person will be charged No change possible
21 days or less before departure No refunds No transfer possible No change possible

 

1Inthe event of cancellation, 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 cancellation charges.

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 booking from one trip to another during the current season, under certain conditions.