We’re all part of this community. Adventure Cycling’s Guided Tours response to COVID-19 here.

Payments, Cancellations and Transfers

A deposit is required to complete your registration for a tour. Tour deposits are $200 per person for tours less than 30 days in length, and $700 per person for tours 30 days in length or longer. No deposit is required to sign up for a waitlist.

Payments

Payment Schedule: A deposit is due upon your tour registration. Final tour payment is due 90 days prior to tour departure.

Payments for Additional Services: Payments for additional optional services such as special activity fees, transportation fees, and single supplements are due in full at time of participant request. The funds paid for these services follow the cancellation policies below and are part of your total tour funds paid. Please note: additional optional services may be limited and not available on all tours.

Late Payments: If full tour payment has not been received 65 days before the tour departure, and we have not heard from you via phone or email about your full tour payment, your spot on the tour will be canceled and all funds previously paid will be forfeited.

Cancellations and Transfers:

If you must cancel your trip reservation for any reason, it is your responsibility to notify Adventure Cycling Association immediately through your My Adventure Cycling Account, in writing via email to tours@adventurecycling.org or via U.S. mail. Sorry, but we cannot accept cancellations or transfer requests via the phone.

Participant Cancellation/Transfers:

Should you choose to cancel or transfer your tour registration:

Days Before tour start date Cancellation Fee / Transfer Options (per person)
90 or more
  • Deposit and additional service fees are non-refundable
  • Transfers Allowed; $100 administrative fee per transfer
89 - 60
  • Total funds paid are non-refundable
  • Transfers Allowed; $100 administrative fee per transfer
59 - 30
  • Total funds paid are non-refundable
  • Transfers Allowed; administrative fee of 25% of listed tour cost per transfer
29 - Tour Start
  • Total funds paid are non-transferable and non-refundable

Transferred funds expire one calendar year after the original tour’s start date. For example, if your tour was scheduled to start in 2021, your funds need to be used on a tour that departs prior to December 31, 2022. If you decide to transfer your registration, but at the time do not know which tour you’d like to transfer the funds to, we will hold your funds as a Tour Credit on your account to be applied at a later date.

Tour Cancellation by Adventure Cycling:

Adventure Cycling reserves the right to cancel and combine trips, and will make the determination if a tour will run between 60 and 45 days prior to tour departure. We may cancel a tour at any time due, but not limited to: low signups, health and safety concerns, travel restrictions, or natural disaster. Should Adventure Cycling cancel your scheduled departure, you can:

  • Transfer or defer 100% of your tour fees to another tour in the same or next calendar year - A $200 tour coupon* will be applied to your next tour if you are paid in full
  • Transfer 50% of your tour fees to another tour in the same or next calendar year, receive the remaining 50% as a refund
  • Receive a refund of 90% of your tour fees, the remaining 10% is retained by Adventure Cycling as an administrative fee

If you would like, we can turn any part of your refund into a tax-deductible contribution to support the work of Adventure Cycling.

*Tour coupon is not the same as cash, and can only be applied to a future Adventure Cycling tour. Tour coupon is non-refundable and non-transferrable, and expires at the same time as your deferred Tour Credit.

For all cancellations by Participant or Adventure Cycling:

  • Previously deferred funds can not be refunded, but can be held in deferment to be used up to one calendar year after the originally registered tour start date.
  • All fees paid, collectively known as additional service fees, including special activity fees, transportation fees, and single supplements follow the same terms as above and are included in your ‘total funds’ and ‘tour fees’.
  • Once you have submitted in writing and Adventure Cycling has acknowledged your request, we are unable to make adjustments to your request without additional fees.
  • If the cost of the tour which your tour fees are transferred to is less than the cost of the original tour, the remaining tour fees will be available for a future tour in the same or next calendar year of the original tour.
  • If the cost of the tour which you transfer your fees are transferred to is more than the cost of the original tour, the remaining cost will be due following the payment schedule above.
  • Tour fees can be transferred to another person, but must be requested in writing by the person who has the tour fees attached to their account. Any tour coupons received from a transfer of funds is non-transferable to another person.

No refund will be given for the following:

  • Participant's late arrival for a trip
  • If a participant leaves a trip for any reason after the trip start date
  • Food, services, or overnight lodging for which a participant paid but did not use
  • Dissatisfaction with the weather or road conditions
  • If Adventure Cycling cancels the trip after it departs for any reason including health and safety concerns, natural disaster, or other uncontrollable circumstances.

In order to maintain reasonable tour prices and to support the health of the organization, Adventure Cycling Association can not make exceptions outside of approved COVID-19 related exceptions to this cancellation and transfer policy. We strongly advise travel insurance (outlined below) to cover any risk of your inability to attend the tour.

IMPORTANT NOTE: Avoid purchasing non-refundable travel reservations before receiving confirmation through Adventure Cycling Association that your tour departure is confirmed to run. Adventure Cycling Association is not responsible for any travel costs or cancellation fees related to your getting to/from the start/end points of the tour.

The health and safety of all Adventure Cycling members, tour participants, and community members where we travel, is of the utmost importance to the staff and leadership of Adventure Cycling. We can't wait to tour with you.

Travel Insurance

Adventure Cycling Association's tours team sincerely wishes for every trip participant to attend and complete the tour of their choice. In an effort to plan for unexpected personal emergencies, health issues, weather, and transportation problems that might cause you to cancel or shorten your trip, travel insurance is strongly advised. Adventure Cycling recommends that you purchase travel insurance from TripAssure.

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