Terms & Conditions
This website, including our 'SHOP' and cycleventures.com is operated by Big Mountain Bike Adventures Ltd. Your use of this site and others mentioned constitutes your acceptance of Big Mountain Bike Adventures Ltd (BMBA) Terms and Conditions. By agreeing, you represent that you are at least the age of majority in your state or province of residence, or that you have given us your consent to allow any of your minor dependents to use this site. Big Mountain Bike Adventures has the right at any time to change or discontinue any aspect or feature of the site, including, without limitation, the content, hours of availability, and equipment needed to access or use the site. Any new features or tools which are added to the current store shall also be subject to the Terms of Service. You can review the most current version of the Terms of Service at any time on this page. It is your responsibility to check this page periodically for changes. Your continued use of or access to the website following the posting of any changes constitutes acceptance of those changes.
WAIVER, RELEASE OF LIABILITY
All riders joining our trips are required to read, understand and sign a Release of Liability, Waiver of Claims, Assumption of Risks and Indemnity Agreement electronically during the registration process AND in person (paper copy) on first day of the trip with a guide as witness. This document can not be amended prior to signing. Upon registering for a trip and signing our waiver it will form, in part, a contract with Big Mountain Bike Adventures. You can review and if needed print a copy of our waiver anytime.
PRE-TRIP INFORMATION AND PLANNING
It is the responsibility of the participant and buyer to read our website carefully and all documents sent from us as soon as they are received. It is your responsibility to contact us if any information is incorrect or if you have any questions. We cannot accept liability or responsibility if you do not notify us of any inaccuracies within seven days of your receipt of those documents. A waiver of liability and assumption of risk agreement and, if required, a medical statement must be submitted by you. If you fail to submit this and other necessary documentation prior to departure, we reserve the right to treat your booking as cancelled by you and impose the cancellation fees described in this agreement.
We ask that clients do not book flights without first consulting with our office. All travel details (flight details and additional travel plans) and any required extra’s including additional room nights (pre or post trip) or bike rental requests are submitted to our office prior to 100 days pre-trip. If you’re unable to have all your requests to us by 90 days – advise our office of your plans and we’ll do our best to accommodate last-minute requests.
ACCEPTANCE AND PAYMENTS
Upon receipt of your registration for a chosen trip via our registration system or other agreed upon methods riders will be sent a confirmation email and receipt of deposit payment. A trip booking is not confirmed until we have received a payment (deposit or full balance) and your completed registration. A binding contract will come into existence between you and us as soon as we have issued a booking confirmation by email confirming the details of your booking.
We will send a payment reminder prior to the payment deadline which will vary depending on your departure - scheduled or private. Participants can chose to pay the full balance owing at anytime by emailing our office. All invoices are quoted in Canadian funds – converted at the time of payment from the quoted currency used on each trip page, as used and preferred by each destination.
As a general Policy for most of our trips the minimum age is 18 years. In unique circumstances such as privates and special trips (as defined by office) we may allow youths between 14 and 18 years-old, accompanied by a parent or legal guardian during the tour. The decision for any minor to join a trip is at the discretion of Big Mountain Bike Adventures.
Given the physical and demanding nature of our trips, we ask all riders to complete a Rider Questionnaire and profile assessment. For riders 65 or older, the results of this form will be reviewed and discussed with rider registering to ensure fitness and skill are suitable for the trip chosen. The decision to join is ultimately the responsibility of the rider and it is assumed that they have read all information made available regarding the fitness and skills required for any trip.
We require 25% of the total trip cost (in Canadian funds) per person as a deposit on scheduled trips which is collected at the time of registration. The exception is Custom or Private Trips, where the deposit may vary. Deposits may be made by wire transfer or a major credit card (Visa or MasterCard). Deposits for scheduled trips are refundable up to 14 days after registering (when booking 90 days or more in advance), after the 14 days, deposits are non-refundable, but transferrable up to 150 days prior to a trip start date and must be used within one calendar year of a cancelation request. When booking 90 days or less prior to a trip start date the full trip balance, including any add on's, will be due at the time of registering.
CANCELLATION BY THE PARTICIPANT
If canceling, the following policy applies for our SCHEDULED trips:
~ Within 14 days of receiving your registration (and outside of the 90 day pre-trip window) your full deposit will be refunded.
~ After 14 days your trip deposit is non-refundable. However it is transferrable to another trip up to 150 days prior to your trips start date and must be used within one calendar year of your cancelation request.
~ Once full balance is paid at 60 days before the trip start date, 50% may be refunded up to 45 days prior, 25% refunded up to 30 days prior.
~ All trips are non-refundable 29 days or less prior to the trips start date.
If canceling, the following policy applies to PRIVATE or CUSTOM departures (unique destinations, athlete programing, etc.):
~ Deposits on destination itineraries are non-refundable once received. Deposit amounts will vary depending on the destination and itinerary but typically 25% unless the BM office incurs unique deposit amounts in planning phase (Example - deposits to hold accommodation).
~ Once a full balance or amount is received at 120 days before the trip start, 50% may be refunded up to 90 days prior, 25% refunded up to 60 days prior. Any amounts that are communicated in the planning phase with a client as non-refundable, will remain non-refundable (as usually applies to deposits BM office might pay to hold accommodation).
~ All Custom or Private trips are non-refundable 59 days or less prior to the trips start date.
~ Single or half day bookings require full payment at the time of booking and are 50% refundable up to 30 days prior. If cancelling within 29 days full payment is non-refundable but 50% will be held as a credit towards a future trip or booking within 24 months of an activities’ date.
It is the responsiblity of all participants to purchase Travel Insurance to avoid loss of funds if cancellation is necessary. All cancellations must be made via email and sent to the Big Mountain Bike Adventures and/or firstname.lastname@example.org.
CANCELLATION BY BIG MOUNTAIN BIKE ADVENTURES
Considering the amount of advance planning for our trips as well as a host of other reasons, Big Mountain reserves the right to cancel or modify a trip at any time. In such a case, refund of payments received by Big Mountain shall be returned. Please note that once a trip is confirmed by us, cancellations by us are very rare. Big Mountain cannot assume responsibility for any loss incurred on account of non-refundable airline tickets. Please contact Big Mountain prior to purchasing flights as to confirm that the departure is confirmed and the required number of participants have registered for your trip.
*Update May 03, 2020: Given events related to COVID-19, where possible and case by case, the BMBA office will NOT be cancelling upcoming 2020 trips but instead postponing to later dates. Should you have any questions please contact email@example.com.
DISASTERS, POLITICAL INSTABILITY OR LIMITING EVENTS
Natural disasters including but not limited to; erupting volcano, landslide, flooding, wildfire, earthquake, droughts, major storm, etc. can occur at any destination where we operate our trips. Political instability as well as other issues or events discouraging travel can also occur where we operate trips making a destination unsafe to visit. Natural disasters and various types of instability can disrupt our trips prior to departure and during the trip. When possible, Big Mountain Bike Adventures will inform participants in advance of any possible disruptions. In the event a trip is postponed, cancelled or an itinerary is modified for the group’s safety due to a natural disaster or political instability - Big Mountain Bike Adventures will not be responsible for loss of funds. All riders should have comprehensive Travel Insurance that covers travellers in these circumstances.
CORRECTIONS, FLEXIBILITY and ITINERARY MODIFICATIONS
You appreciate and acknowledge the nature of this type of travel requires considerable flexibility and one should allow for alternatives. The itinerary provided via our website for all our trips are representative of the activities contemplated, but it is understood that the route, timing, distances, vertical, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events. All participants will receive a detailed itinerary specific to their current trip which will address questions or note changes.
Big Mountain Bike Adventures Ltd. reserves the right to amend the price of trips and correct errors in prices of trips. Since our trips are planned many months in advance the price of all trips is subject to change due to fluctuations in transportation costs, accommodation rates, fuel, taxes or fees (Eg. Parks), including exchange rates.
Riders will be notified of all changes prior to 60 days pre trip. Should any pricing increases exceed 10% of your previous amount quoted at time of registration, you have the right to change to another trip using your amounts paid as credit. Should your trip price decrease refunds will be issues for any differences. Should a rider wish to cancel due to price change a confirmation of cancelation must be made within seven days of being notified of price changes. Upon request, refunds less a 5% administration fee will be processed.
Currency quoted on each trip page is the preferred currency used to pay our destination suppliers and guides. Canadian amounts on our reservation and payment platform (Flybook & Stripe) will be often revised to reflect most current rate of exchange.
Participant are responsible for booking and paying for their own flights to the starting and/or finishing location for Big Mountain trips. Riders are reminded to ensure policies and cost for excess or oversize baggage before purchasing flights and to avoid layovers shorter than one and a half hours. Please contact us before you book your flight to confirm the best time of arrival and departure as some trips offer only one arrival transfer per trip. And, please contact us before you book your flight to confirm that the trip has enough participants to confirm the trip or enough space for you to join.
SINGLE ROOM SUPPLEMENTS
The single room supplement is an additional fee for participants that request their own room for the duration of the trip. This amount varies for each trip. If you are travelling on your own but do not request the single supplement Big Mountain will pair you up with someone of the same gender. If you are travelling on your own and there is not another single person of the same gender the participant will be required to pay the single supplement fee.
TRAVEL AND MEDICAL INSURANCE
Travel and Medical insurance is mandatory for all riders joining a Big Mountain trip and should be purchased once a deposit or any payment is made for a trip. Insurance must provide coverage for personal accident, death, emergency remote evacuation including helicopter evacuation, medical expenses and emergency repatriation. We strongly urge all participants to confirm that it covers trip cancellation, curtailment, personal liability and loss of luggage and personal effects. You will be asked for proof of insurance in lead up to your trip; you will not be able to join the trip without it. If you choose to travel without adequate insurance cover, Big Mountain will not be liable for any losses howsoever arising, in respect to insurance coverage that would have otherwise have been available. Please see our suggested insurance with World Nomads.
PASSPORT, TRAVEL VISAS AND TRAVEL VACCINATIONS
Participants are responsible for ensuring travel documents are valid and in your possession for the entire tour. Passports should be valid for at minimum six months past the date of return. Clients assume responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements and solely responsible for any adverse consequences resulting from incomplete or defective documentation. While we may provide information or advice on matters such as visas, vaccinations, climate, clothing, baggage, and special equipment in good faith as a courtesy, we are not responsible for errors or omissions as to the information provided. We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse Big Mountain in relation to any fines or other losses that could occur as a result of failure to comply with any requirements or health formalities.
HEALTH AND FITNESS REQUIREMENTS
Participants should read and understand the Ability Level required for the trip that they register for. The should be healthy and active and are strongly advised to follow our pre-departure fitness training recommendations. It is vital that persons with medical problems make them known to us well before departure. All riders registering for Big Mountain trips will be given a set of questions to be completed completely, and honestly regarding their fitness, experience and current health or medical conditions. Hospital facilities for serious problems can be difficult to source and evacuation can be prolonged, difficult and expensive. If you have health or medical conditions that may affect your fitness and ability to participate, you are advised to seek advice from your physician. Big Mountain assumes no liability regarding provision of medical care and reserves the absolute right to decline bookings or to adapt or curtail your itinerary on medical grounds at anytime.
THEFT, LOSS AND DAMAGES
Big Mountain Bike Adventures, staff and partners are not responsible for lost, stolen or damaged bikes, bags or personal items at any point during a trip. Clients are responsible for the care and prevention of theft of their bikes and gear. It is the client’s responsibility to approve methods of loading on/off vehicles, overnight storage and transport of bikes. If ever in doubt, we encourage everyone to talk to their guide or host and, if needed, agree on an alternative to bike transport (or additional padding etc.) or ask to store bikes in hotel rooms. On all trips we recommend bringing a durable lock for added security (even in your hotel room). We strongly encourage everyone to ensure belongings are appropriately insured to their full value. We recommend that participants protect their bike frames with 3M protective film to minimize the possibitliy of scratches to the frame.
YOUR BIKE AND RENTAL BIKES
Participants are responsible to bring a suitable bike for the trip and they assume full responsability of the condition and maintenance of the bike during our trips. Riders must perform bike checks daily and inform guides if they have a mechanical problem or require assistance. Riders are responsible for having appropriate parts and tools needed to unsure bikes are running well. If a rental bike is provided through a third party company riders assume full responsability of the condition, maintenance, damages and theft of the bike during our trips. Riders are also responsible for building and unpacking bikes upon arrival and packing bikes at the end of the trip. Our guides are always available to assist with unpacking & packing of bikes, as well, mechanical issues, however the ultimate responsibility for care is up to the participant. It is your responsibility to have sufficient insurance for the bike that you use on tour.
All requests should be communicated in writing at time of booking (e.g. diet, allergies, injuries, rooming requests, etc.). Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed. We do not accept bookings that are conditional upon any special request being met.
YOUR ACCOUNT AND ACCURACY
If you use our site, you are responsible for maintaining the confidentiality of your account and password (if applicable), as well as restricting access to your computer, and you agree to accept responsibility for all activities that occur under your account and password.
You must not transmit any worms or viruses or any code of a destructive nature. A breach or violation of any of the Terms will result in an immediate termination of your Services.
We reserve the right to refuse any order or booking you place with us. We may, in our sole discretion, limit or cancel purchases per person, per household or per order. These restrictions may include orders or bookings placed by or under the same customer account, the same credit card, and/or orders that use the same billing and/or shipping address. In the event that we make a change to or cancel an order, we may attempt to notify you by contacting the e mail and/or billing address/phone number provided at the time the order was made. We reserve the right to limit or prohibit orders that, in our sole judgement, appear to be placed by dealers, re-sellers or distributors.
You agree to provide current, complete and accurate purchase and account information for all purchases made. You agree to promptly update account and other information, including your email address and credit card numbers and expiration dates, so that we can complete your transactions and contact you as needed.
For more detail, please review our Returns and Refunds Policy on our SHOP page.
USER COMMENTS, FEEDBACK AND OTHER SUBMISSIONS
If, at our request, you send specific submissions (for example contest entries or images or stories) or without a request from us you send creative ideas, suggestions, proposals, plans, or other materials, whether online, by email, by postal mail, or otherwise (collectively, 'comments'), you agree that we may, at any time, without restriction, edit, copy, publish, distribute, translate and otherwise use in any medium any comments that you forward to us. We are and shall be under no obligation (1) to maintain any comments in confidence; (2) to pay compensation for any comments; or (3) to respond to any comments.
We may, but have no obligation to, monitor, edit or remove content that we determine in our sole discretion are unlawful, offensive, threatening, libellous, defamatory, pornographic, obscene or otherwise objectionable or violates any party’s intellectual property or these Terms of Service.
You agree that your comments will not violate any right of any third-party, including copyright, trademark, privacy, personality or other personal or proprietary right. You further agree that your comments will not contain libellous or otherwise unlawful, abusive or obscene material, or contain any computer virus or other malware that could in any way affect the operation of the Service or any related website. You may not use a false e mail address, pretend to be someone other than yourself, or otherwise mislead us or third-parties as to the origin of any comments. You are solely responsible for any comments you make and their accuracy. We take no responsibility and assume no liability for any comments posted by you or any third-party.
ERRORS, INACCURACIES AND OMISSIONS
Occasionally there may be information on our site that contains errors, inaccuracies or omissions that may relate to descriptions, pricing, promotions, offers, shipping charges, transit times or availability. We reserve the right to correct any inaccuracies and to change or update information or cancel if any information in the Service or on any related website is inaccurate at any time without prior notice (including after you have submitted your order).
You agree to indemnify, defend and hold harmless Big Mountain Bike Adventures Ltd. and our parent, subsidiaries, affiliates, partners, officers, directors, agents, contractors, licensors, service providers, subcontractors, suppliers, interns and employees, harmless from any claim or demand, including reasonable attorneys’ fees, made by any third-party due to or arising out of your breach of these Terms of Service or the documents they incorporate by reference, or your violation of any law or the rights of a third-party.
These Terms of Service and any separate agreements whereby we provide you Services shall be governed by and construed in accordance with the laws of Canada.
CHANGES TO TERMS OF SERVICE
You can review the most current version of the Terms of Service at any time at this page.
SHIPPING POLICY FOR MERCHANDISE
Shipping to Canada and the USA - Shipments will be sent out using Canada Post unless otherwise requested by purchaser. Prices will vary depending on size and weight of package and region being shipped to and ship times. Shipping options and prices will be communicated to you for approval prior to shipment.
International Shipments - International shipments are made via Canada Post & FedEx. Prices will vary depending on size and weight of package and region being shipped to and ship times. Shipping options and prices will be communicated to you for approval prior to shipment.
Duties: Shipments outside of Canada may be subject to customs duties. These costs are the responsibility of the customer.
Returns and Exchanges: Big Mountain Bike Adventures will happily accept unworn, unwashed, or defective merchandise for return or exchange within 30 days of purchase. Refunds will be made in the form of the original payment. Any shipping fees associated with making returns or exchanges are the responsibility of the customer and will not be refunded.
Items can be returned using the following address: Big Mountain Bike Adventures Ltd. PO Box 922, Whistler, BC V0N 1B0 Canada 604.902.1807
Refunds (if applicable): Once your return is received and inspected, we will send you an email to notify you that we have received your returned item. We will also notify you of the approval or rejection of your refund.
If you are approved, your refund will be processed, and a credit will automatically be applied to your credit card or original method of payment, within a certain amount of days.
Late or Missing Refunds: If you haven’t received a refund yet, first check your bank account. Then contact your credit card company. If you’ve done all of this and you still have not received your refund yet, please contact us at firstname.lastname@example.org.
Sale Items: Only regular priced items may be refunded, unfortunately sale items cannot be refunded.
Exchanges: We only replace items if they are defective or damaged. If you need to exchange it for the same item, send us an email at email@example.com.