Training Camp Terms & Conditions

These terms and conditions are valid for all UKBF Training Camps, and are subject to change. The most current terms and conditions at the time of your departure will apply. By using any part of our website or sharing your personal information with us, you are accepting and consenting to the practices described in our Privacy Policy.

 

Booking Conditions

Making payments

Travelers must pay either the stipulated deposit or in full at time of booking.

 Pricing

Prices on the UKBF website are displayed in GBP per room, are based on solo occupancy, and include taxes. Each UKBF Training Camp product contains an itinerary which includes a variety of features and elements unique to that specific camp. Guests should consult the individual trip page on the UKBF website for a list of inclusions and exclusions.

Guests who wish to add a guest to their room, can do for a fee. This fee varies depending on the tour and can be found on each individual tour page on our website.

 

Cancellations and Modifications

Standard Cancellation Policy

If you cancel your reservation, the cancellation fee schedule below will apply. If you are booked in a double/twin room and your roommate cancels his or her tour more than 45 days prior to departure, you will be responsible for paying their cancellation fee. Substitution of travelers is not permitted. If you choose not to travel, but fail to cancel your booking prior to the departure date or if you return home before the scheduled completion of the camp, you will not be eligible for any refund or reimbursement from UK Bike Fit for any unused portion of your trip or costs incurred by leaving your trip early.

 

Cancellation fees

Days Prior to Departure and Cancellation Fee

·       93 days or more: £299 (per person if two people are booked into one room)

·       92-62 days: £750 (per person if two people are booked into one room)

·       61-31 days: £1,500 (per person if two people are booked into one room)

·       30-0 days: 100%

 

* Percentages listed above are of the total tour cost, including any additional upgrades or add-ons. Listed cancellation fee is applicable per traveler.

 

Cancellations or Modifications Due to Low Enrollment

Up to the Tour Finalisation Date, UK Bike Fit reserves the right to reschedule or cancel any camp that has an insufficient number of travelers enrolled. If this occurs, you may choose to book a future camp, or receive a full refund. You will be responsible for all costs associated with independent travel arrangements. 

 

Cancelations or Modifications Required by External Events Beyond UK Bike Fit’s Reasonable Control

UK Bike Fit shall not be liable to any traveler for the need to cancel, modify, or postpone the camp as a result of events that are beyond UK Bike Fit’s reasonable control. These matters include such “acts of God” or force majeure events as actual or threats of: epidemics or pandemics, or other public health issues or emergencies (such as but not limited to the current COVID-19 pandemic); severe weather events or natural disasters such as but not limited to hurricanes, earthquakes, tsunamis, tornadoes, fires, floods, volcanic activity, or landslides; war (whether declared or undeclared); terrorist activities; instability in a destination location; incidents of violence, riot, sabotage, civil commotion, or nationalisation; strikes or labor disputes or lockouts; government orders, sanctions, actual or potential quarantines, or other restrictions affecting travel in, to, or around a location; disruption to transportation; chemical or radioactive contamination; or any other reason that makes it actually or potentially impossible or illegal for UK Bike Fit to conduct the tour as originally contracted. UK Bike Fit’s camps incurs substantial non-recoverable costs and expenses of its own in planning, preparing, and pre-paying amounts for such tours. Accordingly, if UK Bike Fit cancels a tour for any such reason, travelers will receive a UK Bike Fit future travel voucher for all monies paid. Cancellation, modification, or postponement by UK Bike Fit for causes described in this section shall not be a violation of its obligations to any traveler and will not be deemed a “failure” to provide travel services.

 

 

COVID-19 Cancellations; Modifications; or Requirements

In the event that external events beyond UK Bike Fit’s reasonable control have not rendered a training camp impossible or illegal to depart as scheduled yet UK Bike Fit reasonably decides in its sole discretion that the camp must nevertheless be cancelled, modified, or postponed due to health or safety concerns related to the COVID-19 pandemic or because issues related to the COVID-19 pandemic would affect the quality of the camp, travelers acknowledge that UK Bike Fit’s sole obligation to them will be to rebook them to a future camp with no rebooking costs or to issue a refund for the full amount paid. UK Bike Fit and the enrolled traveler agree that, in the event of a cancellation, modification, or postponement of a camp by UK Bike Fit consistent with this provision, the cash refund option made available shall constitute fair consideration under the circumstances.

Team EF Coaching is not responsible and shall not be liable to any traveler for any destination-imposed travel or entry requirement related to COVID-19, including but not limited to vaccination, testing, or other public health requirements.  Customers who are unwilling or unable to comply with such travel or entry requirements and choose to cancel their tour are subject to the Standard Cancellation Policy.  Team EF Coaching also reserves the right in its sole discretion to, in good faith efforts to protect against health concerns, exceed destination-imposed travel or entry requirements and require full vaccination against COVID-19, pre-tour and on-tour testing for COVID-19, and other public health measures for travelers to certain destination.  In such an event, travelers unable or unwilling to meet such requirements must notify Team EF Coaching of their decision to cancel by no later than their tour’s Tour Finalization Date.  Travelers acknowledge that Team EF Coaching’s sole obligation in that instance is to issue a Future Travel Voucher in all amounts paid that may be used for future travel, or to issue a refund for the full amount paid.  Standard cancellation fees apply to travelers who cancel after the Tour Finalization Date.

 

 

Optional Add-Ons

Optional add-ons may be purchased up to three days prior to departure or while on camp. Pre-purchased optional add-ons become non-refundable at three days prior to departure. Select optional add-ons require advance booking and cannot be purchased or canceled after the advanced reservation deadline. All cancellations after the reservation deadline are subject to a 100% cancellation fee. UK Bike Fit accepts payment by Visa or MasterCard only for optional add-ons purchased on tour. Additional fees will apply for optional add-ons purchased on camp. Some add-ons may require a minimum number of participants to operate. 

 

 

Health & capabilities

The pacing and physical requirements of UK Bike Fit training camps are stringent. UK Bike Fit reserves the right to decline any camp participant whose condition, in our opinion, or in the opinion of a third party providing services on the camp, may affect the health, safety, or tour experience of other travelers. 

 

On-Tour Conduct Expectations

Harassment and/or violence will not be tolerated on camp or through our other communication channels including phone, email, chat, text and social media. Harassment includes, but is not limited to offensive language based upon age, race, ethnicity, color, religion, caste, national origin, ancestry, military status, marital status, physical or mental disability, gender, sexual orientation and native language. Intimidation, telephone and/or verbal harassment, physical and emotional threats, stalking, and physical actions are considered actions of violence. If you experience any form of harassment or violence on tour, please report this to a member of the UK Bike Fit Support Team. Those who participate in harassment or violence may be subject to dismissal from tour at any time and at their sole expense.

 

Items prohibited from tour

The safety and well-being of all travelers, no firearms or other weapons are permitted on camp.

 

Itinerary variations & holidays

If improvements can be made to camp itineraries or unforeseen circumstances necessitate changes, UK Bike Fit reserves the right to amend, adjust, or alter itineraries. UK Bike Fit will make every effort to notify you as early as possible of such changes.

 

Passports, visas & other travel documents and entry requirements

Travelers are solely responsible for obtaining a valid passport, any visas, other travel documents and verifying and satisfying any entry requirements necessary for each country of travel on your selected camp itinerary, including any required medical documents, testing, or proof of vaccinations (including any need to show proof of full COVID-19 vaccination), as UK Bike Fit is not responsible for providing this information or documentation. UK citizens are required to have a passport for all trips outside of the UK, which must be valid for at least six months beyond the completion date of the camp. Entry laws differ with respect to a traveler’s citizenship. You are responsible for any expenses incurred as a result of delays or itinerary changes related to your lack of appropriate travel documents or failure to meet any required entry requirements, and are therefore ineligible for any refund from UK Bike Fit. UK Bike Fit recommends that you apply for any necessary visas with a visa service. For more information on countries requiring visas for UK citizens, please refer to the gov.uk website.

 

Other terms and provisions

The terms and provisions of these Booking Conditions supersede any other warranties, representations, terms, or conditions, unless they are expressly stated within a Booking Conditions Addendum or in a letter signed by a UK Bike Fit staff member. UK Bike Fit makes every effort to ensure the accuracy of its publications, but it cannot be held responsible for typographical or printing errors, including, but not limited to, prices and travel credits. UK Bike Fit training camps are not for resale, and travelers must enroll directly with UK Bike Fit.

 

Personal Data

UK Bike Fit will process your personal data in compliance with applicable data protection legislation for the purposes of completing your enrolment, customer service, the purchase of an offered travel coverage plan, and providing you with the products and services related to your camp. This may entail sharing your personal data with corporate affiliates, claims handlers, insurance providers, and other business partners both within and outside the UK. UK Bike Fit may also use your personal data, combined with data from third parties, to market products and services based on your interests, including by email and SMS/text. You may contact UK Bike Fit at any time to unsubscribe from any direct marketing purposes.

UK Bike Fit will only keep your personal data for as long as it is necessary for the purposes for which it has been collected or in accordance with time limits stipulated by law and good market practice, unless further retention is necessary for compliance with a legal obligation or for the establishment, exercise or defence of legal claims. We will keep your personal data for marketing purposes until you withdraw your consent.

If you have questions about the processing or use of your personal data, would like to have a copy of the information UK Bike Fit holds about you, or have inaccurate personal data corrected or erased, please contact UK Bike Fit at info@ukbikefit.com

 

UK Bike Fit’s Code of Conduct

By submitting your payment, you agree to the following Code of Conduct:

 

–       I have chosen a camp that suits my abilities, level of fitness, and state of health.

–       I do not have any physical conditions or disabilities that are a hazard to me or other travelers.

–       I have a valid passport and all visas, permits, certificates, and vaccinations required for travel.

–       I will read all pre-trip materials shared with me by UK Bike Fit and its staff.

–       I will make sure to communicate any special requests – including dietary restrictions, medical requirements, etc. – at least 60 days prior to travel. I understand that UK Bike Fit will make every effort to accommodate special requests but cannot guarantee they will be met.

–       I will respect the laws and customs of countries visited and I will follow environmental guidelines and regulations as per the coach direction.

–       I understand that in order to accommodate the diverse desires, travel goals, personalities, and physical abilities of all members of a group, UK Bike Fit guides may need to improvise and exercise good faith, use discretion, as well as make decisions as needed. Even though these decisions do not always satisfy individual desires, they are taken to satisfy the wishes of the group as a whole.

–       I understand that if the health or behavior of any guest negatively impacts the welfare or enjoyment of other guests, UK Bike Fit reserves the right to refuse service to them. Participants may be asked to leave a tour if the leader determines that their continued participation could be detrimental to themselves or the group as a whole.

–       I understand that access to medical facilities and evacuation services may be limited.

–       I understand the weather is out of UK Bike Fit’s control.

–       I understand that cycling can be a dangerous and technical skill demanding sport. I will always ride within my ability keeping myself, and the people around me safe. 

–       I understand UK Bike Fit is not responsible for variables in road conditions, including but not limited to potholes, gravel on roads, road surface conditions, nor for the behaviour of other riders, pedestrians or traffic in general. It’s my responsibility as a rider to look out for my own safety. 

–       Furthermore, I confirm that I will:

–       adhere to the guidance and instructions of Team EF Coaching staff

–       respect the rights and privacy of fellow guests

–       always wear a helmet when riding

–       not wear headphones when riding

–       not use my phone while riding a bike

–       consume alcohol responsibly

 

If you do not consent to these regulations, you risk dismissal from the camp and returning home at your own expense without issuance of a refund. UK Bike Fit reserves the right to decline or cancel a reservation should the individual’s health or behaviour impede the welfare or enjoyment of fellow guests.

 

Release & Agreement

 

I (or parent or legal guardian if enrollee is under 18 or a minor under any other applicable law) am an enrollee on a UK Bike Fit Training Camp and understand and agree to the following:

1. Without limitation, UK Bike Fit is not responsible for any injury, loss, or damage to person or property, death, disease, sickness, delay or inconvenience in connection with the provision of any goods or services occasioned by or resulting from any event or cause beyond the direct control of UK Bike Fit or as a result of any negligent or willful act or failure to act of any third party. These matters include but are not limited to: “acts of God” or events of force majeure; epidemics, pandemics, or other public health issues or emergencies (such as but not limited to the current COVID-19 pandemic); acts of government; acts of war or civil unrest, insurrection or revolt; strikes or other labor activities; criminal, terrorist or threatened terrorist activities of any kind; overbooking or downgrading of accommodations; structural or other defective conditions in houses, apartments, or other lodgings (or in any heating, plumbing, electrical or structural problem therein); mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely; dangers associated with or bites from animals, insects or pests; sanitation problems; food poisoning; lack of availability of, access to, or quality of medical care; difficulty in evacuation in case of a medical or other emergency; financial failure or other defaults by suppliers; or dangers associated with water-based activities.

2. I agree to release UK Bike Fit, my Group Leader (if applicable), and my Camp Director (the “Released Parties”) from, and agree not to sue the Released Parties for, any and all claims, of any nature related in any manner to my participation in a UK Bike Fit-sponsored camp, including, but not limited to, claims for negligence, breach of contract, breach of express or implied warranties, negligent or wrongful death or any statutorily based claim. I hereby unconditionally and unequivocally waive any and all claims and demands for all damages, losses, costs and expenses of any nature whatsoever (including solicitor’s fees) on account of or arising out of any and all personal injury, death, bodily injury, mental anguish, emotional distress, property or other damage that I may suffer from any cause whatsoever related in any way to my participation in any UK Bike Fit-sponsored tour. I further agree to release and hold harmless the Released Parties from any and all decisions to cancel, modify or delay the camp as a result of events that are beyond the reasonable control of Team EF Coaching including such “acts of God” or force majeure events as actual or threats of: epidemics or pandemics, or other public health issues or emergencies (such as but not limited to the current COVID-19 pandemic); severe weather events or natural disasters such as but not limited to hurricanes, earthquakes, tsunamis, tornadoes, fires, floods, volcanic activity, or landslides; war (whether declared or undeclared); terrorist activities; instability in a destination location; incidents of violence, riot, sabotage, civil commotion, or nationalisation; strikes or labour disputes or lockouts; government orders, sanctions, actual or potential quarantines, or other restrictions affecting travel in, to, or around a location; disruption to transportation; chemical or radioactive contamination; or any other reason that makes it actually or potentially impossible or illegal forUK Bike Fit to conduct the tour as originally contracted.

3. I understand that travel can involve inconvenience and risk, including, but not limited to, sickness, diseases, forces of nature, geographic and climatic conditions, different hygienic standards, infrastructure problems (including road maintenance, transportation delays and accommodation condition), civil unrest, vandalism, crime, political instability and terrorism. Medical services or facilities may not be readily available or available at all during all or a portion of the tour and, if available, may not be equal to standards in my home location or home country. I further understand that travel in other nations is not similar to travel in the UK and that different parts of the world present unique health, disease, and safety concerns, and I agree to review any specific risks related to my destination by visiting the Foreign Travel Advice section of the gov.uk website. I assume all risk of bodily injury, death, emotional trauma, property damage, inconvenience and/or loss resulting from negligence or any other acts of any and all persons or entities, however caused, including, but not limited to, those risks mentioned above. It is my intention fully to assume all of the risks of travel and participation in the program and to release UK Bike Fit from any and all liabilities to the maximum extent permitted by law.

4. I agree that the releases of liability included herein apply to and bind myself and any minor child who I am enrolling as a parent/legal guardian, along with all personal representatives, executors, heirs, and family.

5. UK Bike Fit shall have no responsibility for me whatsoever when I am absent from UK Bike Fit supervised activities or for non-supervised activities.

6. My camp begins with the arrival from the UK Bike Fit departure airport and ends upon completion of the flight back to the origination (or other arrival) airport. If I have purchased my own flights, I understand that my tour begins with my arrival at the first accommodation or transfer arranged by UK Bike Fit on my itinerary and ends with my departure from the final accommodation arranged by UK Bike Fit on my itinerary and does not include flights between cities.

7. The air carrier’s liability for loss of or damage to baggage or property, or for death or injury to person, is subject to and limited by the airline’s contract of carriage, its tariff, the Montreal Convention or Warsaw Convention and their amendments or both.

8. I understand and agree that UK Bike Fit reserves the right to refuse or cancel my reservation at their sole discretion. In such event, standard cancellation guidelines as outlined in the Booking Conditions apply.

9. I agree to abide by UK Bike Fit’s regulations, and the directions of UK Bike Fit’s personnel during my camp. I understand and agree that UK Bike Fit may dismiss me from the camp at any time and at my sole expense for the failure to follow such rules or directions or for any other reason that UK Bike Fit deems in its sole discretion requires my dismissal from the camp. I understand that in the event I am dismissed from the camp for any reason, I waive the right to a refund of any part of my program price, and that UK Bike Fit may then send me home at my own expense. UK Bike Fit is not responsible for arranging my transport home.

10. I understand and agree that if I become ill or incapacitated, UK Bike Fit and its employees or contractors may take any action they deem necessary for my safety and well-being, including securing medical treatment and transporting me home at my own expense. UK Bike Fit retains the right and has my authorisation, in its sole discretion, to contact my emergency contact(s) with regard to health issues or any matter whatsoever that relates to my camp. In the event of a medical emergency, UK Bike Fit will attempt to cause appropriate treatment to be administered, and I authorise UK Bike Fit to do so. UK Bike Fit, however, makes no warranty that it will be able to cause effective (or any) emergency treatment to be administered and UK Bike Fit will not be responsible for monitoring any health care that I may necessitate.

11. I understand and agree that UK Bike Fit has the right to make changes in camp itineraries and departure dates, and to modify transportation arrangements, including the use of substitute airlines. In the event of such changes, refunds will be given only in accordance with the provisions of the Booking Conditions supplied herewith.

12. I understand that it is my responsibility to secure the necessary travel documents and to meet any applicable entry requirements (e.g., passport, visa[s], vaccination records, or other required medical records for all locations on my camp (including locations visited during transit). Failure to do so does not constitute grounds for a refund except according to the refund and cancellation guidelines as outlined in the Booking Conditions.

13. UK Bike Fit is not responsible for loss of passports, airline tickets, or other documents, or for loss of or damage to luggage or any other passenger belongings. In the case of a lost paper airline ticket or missing a flight booked by UK Bike Fit, I acknowledge that I am solely responsible for meeting the airline’s requirements (both logistical and financial) for ticket replacement.

14. I understand that I will be required to pay for any phone calls or incidental personal expenses that I incur at accommodation, as well as for any damage I cause to rooms, public transport or other property.

15. I represent that I understand the pacing, content, accommodations, and other aspects of the camp upon which I have enrolled, and that I have discussed with UK Bike Fit any limitations that may make it difficult or impossible for me to participate in this camp as designed.

16. I understand and agree that this Release & Agreement and UK Bike Fit’s Booking Conditions constitute the entire agreement between UK Bike Fit and me with reference to the subject matter herein, and I do not rely upon any promises, inducements or agreements not herein, including but not limited to any oral statements made to me by any agents or employees of UK Bike Fit. This agreement may be amended or modified only in writing, signed by both parties. The waiver by UK Bike Fit of any provision of this agreement shall in no way affect the remaining provisions of this agreement, and this agreement shall be interpreted as if such clause or provision were not contained herein. If any provision of this agreement is deemed illegal, unenforceable or invalid in any jurisdiction, it shall not affect the enforceability and validity of any other provision of his agreement.

17. I understand and agree that this agreement shall be governed in all respects, and performance hereunder shall be judged, by the laws of the United Kingdom. In the event of any claim, dispute or proceeding arising out of my relationship with UK Bike Fit, or any claim which in contract, tort, or otherwise at law or in equity arises between me and the Released Parties, whether or not related to this agreement, all parties submit and consent to the exclusive jurisdiction and venue of the courts of the United Kingdom.

18. I understand and consent that UK Bike Fit may use any photographic, film, digital or video likeness taken of me, any of my comments while on a UK Bike Fit camp, any of my photographic, film, digital or video content shared by me with UK Bike Fit through any form for future publicity or marketing without compensation to me and to also use my contact information for future UK Bike Fit promotions. I consent to UK Bike Fit’s processing of my personal data.

19. I understand that my enrolment on camp with UK Bike Fit is not complete until I have signed and agreed to the Terms & Conditions and this Release & Agreement. By agreeing to this Release & Agreement and Booking Conditions on behalf of other travelers for whom I am completing the enrollment process, I represent that I am authorised to act on behalf of such individual(s) and I acknowledge and affirm that UK Bike Fit’s reliance on my authority is reasonable. I agree to indemnify and defend UK Bike Fit for any claims arising out of any violation of this representation.