2021 Great South West

ONLINE BOOKING HELP

On the 'Start Booking Now' table select your relevant tour package option. Use the drop-down box to select the number of people that you will be paying for on this booking.

IGNORE the 'Choose a Date' box and scroll down to click 'BOOK NOW' where you will be taken to the optional extras, then to the entry form questions.

Call us on 03 9802 4465 or email alltrails@alltrails.com.au if you have any questions.

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TERMS AND CONDITIONS:

Deposit and payments:

A $400 AUD per person non refundable deposit is required at the time of booking. A further progress payment is due 30 days after deposit or 2 months before departure (whichever is earliest). The progress payment will be 40% of your package cost, less your deposit already paid. All balances are due 2 months before the ride departs. Failure to pay in full by the due date may result in the cancellation of your booking. If your booking is made within 2 months of departure you must provide full payment and complete the online registration for the ride immediately. Your booking cannot be confirmed until we have received full payment and received all of your registration details.

If you make a booking on a specific tour and we cannot put you on that tour for some reason (eg. no vacancies) then you will get a full refund of your deposit, or your deposit can be transferred to another AllTrails tour. We will advise you within 2 business days of your booking if your requested tour or any other product or service is sold out.

Payment:

Payment should be made by credit card online via our website alltrails.com.au or via EFT. You may also pay by way of cheque if pre-arranged with our office. Cheques should be made payable to AllTrails Bicycle Tours. Applications for bookings that are made less than 30 days prior to the scheduled departure date of the tour may not be accepted and may be subject to a late booking fee of $100 AUD per person, with the late booking fee to be paid at the time of booking.

Pricing Validity:

We will use every reasonable effort to ensure that prices do not change but we may be required to impose surcharges depending on currency fluctuations, changes in government legislation, or other such variables outside our control. We will not be unfair or unreasonable in such a situation and we will make every effort to absorb currency fluctuation costs where possible. We ask for your understanding if we are forced to change prices for any reason.

Cancellations and Changes by AllTrails:

All of our journeys have been carefully planned and researched however from time to time we may need to cancel a tour in full or in part. Changes and cancellations may occur for our own requirements, or due to 'Force Majeure', road conditions, weather, bush-fires, availability of accommodation, vehicle breakdowns, serious accidents, changes in transport schedules, or other circumstances beyond AllTrails' control or which simply cannot be foreseen. We also may be forced to cancel, suspend, or delay a tour or part of a tour if we deem it necessary for safety or other reasons, or if we are directed to do so by Police or other local authorities. If for some reason we need to cancel a tour or part of a tour, we will keep participants informed of the situation. Please note that we reserve the right to levy reasonable additional charges over and above the trip price, when we are forced to pay for additional, unforeseen tour arrangements and costs. If we are forced to cancel a tour many months out from departure, we will be fair in our assessments in regards to returning deposits and monies paid, however we strongly recommend travel insurance cover for all cyclists on our tours which will cover these situations. AllTrails will not be responsible for any extra costs outside of the tour price, such as airfares and other travel expenses that may be lost due to a cancellation made by us. If we need to cancel a tour at short notice or while on tour, there will be no refund available to clients. Again we strongly recommend that you take out travel insurance to cover you for such situations.

Cancellations by Participant:

Cancellation notifications must be received in writing by AllTrails, before cancellation will take effect. Please note that the following charges will apply on cancellation. If cancellation is received 90 days or more prior to departure, all monies will be returned less the $400 non-refundable portion of your deposit. If cancellation is received 89-60 days prior to departure 25% of the tour price will be forfeited. If cancellation is received 59-30 days prior to departure 50% of the tour price will be forfeited. If cancellation is received 29 days or less prior to departure, or while on tour, because of sickness, accident or other, 100% of cost will be forfeited. These conditions also apply to any 'optional extras' that you have booked. Separate terms and conditions will apply to airfares and other third party cancellation fees are separate to AllTrails. It is your responsibility to carefully read and understand the terms and conditions that relate to your air travel and contact the relevant airline if you require further information. We recommend that you purchase travel insurance at the time of deposit and ensure that it includes coverage for cancellation fees if for some reason you are not able to travel (see Travel Insurance paragraph below). Refunds will be processed within 30 days of cancellation (in writing).

Amendment to a different ride: 

Should you wish to change your booking with AllTrails to a different ride, there will be a very reasonable service charge of $200 AUD per person (outside 60 days from departure), $300 AUD per person (59-30 days before departure). Less than 30 days from departure any change will be treated as a cancellation with no refund, however we will look at each case individually (see travel insurance paragraph). On top of any amendment fees will be any 3rd party charges from suppliers such as hotels, ferry/train bookings etc. We try to keep this figure as low as possible to allow flexibility where we can as we want to make sure that you get on the right tour for you. The best way to do this is call our office early and talk to us about the tours. We will help you choose the most appropriate tour and thus hopefully avoid any amendment fees at a later date. All amendment charges are in addition to any charges passed on to us by any suppliers such as hotels, airlines or other tour operators which you will also be liable to pay for. 

AllTrails Cancellation Policy:

In arranging for the tours we enjoy together, you would appreciate that a lot of work goes into preparation. Other businesses we use such as accommodation and others, require deposits and/or fees to hold bookings. As a business, our policies are influenced by these factors and the costs incurred in providing these tours to you. We suggest that when you are booking a tour, whilst it’s not compulsory, that at the very least, you consider travel insurance as protection for you.

IMPORTANT: Travel Insurance – even for trips within Australia

• When you consider the cost of cancelling your tour if something goes wrong before or during your travel, insurance is good protection.

• Domestic travel insurance is usually considerably cheaper than international.

• Purchase your travel insurance as soon as you have booked your tour and your travel - don’t wait until just before you go. 

• Some credit card travel insurances do not apply to domestic Australian travel – check with your provider.

• There are lots of travel insurance providers – cyclists should do their own research to ensure they are covered adequately.

• Here are two options as an example:

• https://www.travelinsurancedirect.com.au/
• https://www.1cover.com.au/

• International travellers should always have a comprehensive travel insurance.

IMPORTANT: Cyclist insurance for accidents & medical:

Cycling can be a dangerous activity and you must be prepared for the worst. You may have an accident in training for the tour or on the tour itself. Cyclist insurance can be bought separately, or it comes with cycling memberships such as Bicycle Network or Bicycle Queensland. This is different to Travel Insurance.

bicyclenetwork.com.au/membership/

bq.org.au/join-us/member-benefits/

Health:

Cyclists must be in good health and physical condition and are strongly advised to follow the AllTrails training program applicable to the intended tour. A recent medical check up is strongly advised for all cyclists, especially those over 60 years of age. Due to the physical nature of cycling, it is extremely important to AllTrails, and to the traveller, that all riders are in such a state of health that allows them to participate fully in the group cycling travel experience. We will have support vehicles to transfer cyclists and bikes in situations where a rider cannot complete a particular section of the ride for any reason, but each traveller is required to provide details of any pre-existing medical conditions or disabilities at the time of booking so that we can make adequate preparations. Disclosure of this information to AllTrails is for your benefit and it is necessary to ensure AllTrails can act effectively in the case of an emergency. You may be required to provide an assessment of your condition from a qualified medical practitioner if requested by AllTrails or our suppliers.

Health and Hygiene Extra Expenses on Tour:

Please be aware that you may be liable for additional costs on top of your entry fee if you fall ill or have symptoms of illness that may affect others in the group. This includes (but is not limited to), paying for an additional room if you are sharing with another tour member and you become ill during the tour. Upgrading to your own room will help limit the spread of the illness and is a courtesy to your fellow tour group members. You may also need to pay for your own transport between towns if you cannot ride/walk as per the itinerary, and it may present a health risk to staff and other tour group members for you to be in the support vehicle. There may be other situations where extra costs are incurred and are to be paid for by the ill customer. This is to be decided by AllTrails Management on a case-by-case basis. 

Promotions:

From time to time we run promotions that are attached to particular tours. For example you may receive a voucher for a certain amount of money to spend in a bike shop. You will receive your promotional voucher after the receipt of your progress payment. This voucher is non-refundable and will be deducted from your refund should you subsequently cancel your booking with AllTrails.

Documentation:

Upon receipt of full payment from you AllTrails will provide you a comprehensive pre-departure information pack. This information is generally provided to you 3-4 weeks prior to departure, and will not be provided until you have paid in full.

Vaccinations:

It is your responsibility to check with your doctor at least three months prior to travel for the latest health requirements, vaccination recommendations for your destination(s) and any costs. You can also get more information from www.traveldoctor.info/vaccinations which gives general advice but is not personal – only your doctor can give you specific advice about your personal needs taking into account your medical history.

Passports and Visas:

When travelling internationally, you must carry a valid passport and have obtained the appropriate visas when travelling with AllTrails on an international ride. Please ensure that your passport is valid for 6 months beyond the duration of your trip. It is your responsibility to ensure that you have the correct visas for your trip. AllTrails can give general advice on visas but you must consult your travel agent or the closest Embassy or Consulate of the country that you are visiting to obtain definitive requirements. AllTrails do not organise any visas or travel documentation but we can point you in the direction of our preferred travel agent in Melbourne, Australia who may be able to organise many of your visas for you if you are on an Australian passport. AllTrails cannot accept any responsibility if you are refused entry to a country because you lack the correct visa. Any information or advice provided by AllTrails and its staff and/or representatives on matters such as permits, visas, vaccinations, climate, clothing, baggage, etc. is given in good faith but without responsibility on the part of AllTrails.

General:

We do our best to ensure that all tours go ahead as planned however from time to time we may need to adjust journeys in order to improve them from an operational perspective. If such journey adjustments or cancellations become necessary, a flexible and understanding attitude will help minimise any negative impacts on your overall experience and the experience of other group members. For many reasons travelling on an AllTrails trip requires a degree of flexibility and understanding. If you approach these tours with an open mind and positive outlook we will be able to work together to overcome any obstacles that we may face and we believe that these obstacles often result in the greatest enjoyments and achievements on a trip like this.

Authority of the Leader:

At all times decisions of the Tour Leader or AllTrails representative will be final on all matters likely to affect the safety and well-being of those on the trip. This includes any decision that the Tour Leader makes about your on-going participation on the tour or certain activities that comprise part of the tour. If you fail to comply with a decision made by a Tour Leader, or interfere with the well-being of the group, then the Tour Leader reserves the right to terminate this contract and order you to leave the tour immediately, with no right of refund.

Issues and Feedback:

We strive to ensure your arrangements are delivered to the high standards that AllTrails has become known for; however there are times when problems may arise on the ground. The owner-operators of AllTrails are most often actually part of the tour leadership group and this is something very special and unique in this industry. You should first try to resolve any service problems or other issues with your tour leader(s) or the provider of the service. If a problem is not resolved during your journey you should send us written correspondence detailing the nature of the issue as well as the efforts you made to resolve the problem while on the tour. Please send this correspondence to us with supporting documentation within 30 days of the end of your tour. We do not guarantee any compensation but we certainly value your feedback.