Cancellations and Transfers

Updated April 1, 2020

Adventure Cycling Association Guided Tours Terms and Conditions Amendments due to Coronavirus COVID-19 effective April 1, 2020. All standard terms and conditions not explicitly amended below remain in effect.

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. These are challenging times. We want to provide support and options for your current and future planning.

The constantly evolving nature of the COVID-19 Pandemic and travel restrictions set in place by federal and local governments has found us navigating roads we have never traveled. We have amended our terms and conditions with the aim of providing our participants with more flexible options while maintaining a healthy organization to support the non-profit work that we do.

A deposit is required to secure your spot on a tour. No deposit is required to sign up for a waitlist.

If you must cancel your trip reservation for any reason, it is your responsibility to notify Adventure Cycling Association immediately 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.

Payment schedule: A deposit is due upon your tour registration. Final tour payment for 2020 tours has been delayed from 90 days before the start of your tour to 60 days prior to tour departure. If Adventure Cycling moves the determination of if your tour will run to 45 days before departure, your final payment will not be due until we have determined your tour will run.

Late Payments: If full tour payment has not been received 45 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.

Trip Cancellation by Adventure Cycling:

We are evaluating all of our tours on a rolling basis, and in most cases are making final decisions for tours at least 45 days before the tour start date.

We are relying on national and local government advisories as well as our local contacts to help us make informed decisions that look out for the wellbeing of our participants, tour leaders, and communities in which we travel.

Adventure Cycling may cancel a tour at any time if the following conditions present in the 45 days prior to the tour start date:

  • The CDC issues a Level 3 travel advisory for the tour destination.
  • The tour destination has national/regional advisories or is enforcing restricted travel in the area of the tour and we cannot easily reroute to avoid that area.
  • If Adventure Cycling determines that the quality or safety of the tour experience would be negatively impacted due to the COVID-19 situation.

If Adventure Cycling cancels a tour for any reason, you have the option to:

  • Defer 100% of your tour funds to a tour this year or next year, expiring December 31, 2021. If you are paid in full for your tour, you will receive a $200 tour credit for your next trip.
  • Defer 50% of your tour funds* to a tour this year or next year. Receive the remaining 50% as a refund.

If you would like, we can turn your refund into a tax deductible contribution to support advocacy and route development work of Adventure Cycling.

*Previously deferred funds can not be refunded, but can be held in deferment to be used by 12/31/2021.

Cancellation by Participant

For all tours departing in 2020, if you decide you would like to cancel your trip the following options are available:

  • 31 days or more before the tour starts: Funds paid are fully transferable to any tour in 2020 or 2021. Funds expire December 31, 2021.
  • 30 days or less before the tour starts: Funds paid are non-refundable and non-transferrable.

If transferring to a tour which costs less than the total funds already paid to Adventure Cycling, the difference can be used on another tour.

If within 30 days of a tour departure you have an illness related to COVID-19, please contact us.

The cancellation policy applies equally to any add-on services related to a tour, including but not limited to single supplements, shuttle services, additional lodging before or after the tour, optional activities, etc.

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, once a trip has started
  • Dissatisfaction with the weather or road conditions

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

This policy is valid for participants who had not previously cancelled, transferred, or deferred their funds as of March 16, 2020 and/or the tour was cancelled by Adventure Cycling prior to April 1, 2020. Cancellations, transfers, and deferrals requested prior to March 16, 2020 will follow the cancellation policy at time of signup.

We understand this is a challenging time for everyone. We appreciate your support of Adventure Cycling and the non-profit work that we do to better bicycle travel for everyone. We hope to see you out on the roads and trails again soon.

IMPORTANT NOTE: Avoid purchasing non-refundable travel tickets before receiving confirmation through Adventure Cycling Association that your tour departure is a go. 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.

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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