Terms and conditions

Terms and conditions

IN ORDER TO REGISTER FOR A TRIP, PLEASE READ AND UNDERSTAND THE FOLLOWING TERMS AND CONDITIONS.

TRAVEL AND MEDICAL INSURANCE

Medical Insurance is mandatory on all Trail Quest’s trips and Travel Insurance is strongly recommended. At Trail Quest we adhere strictly to our cancelation policy, so we recommend purchasing the most comprehensive package available that will reimburse you, if you need to cancel your trip with us. Purchase insurance once your trip is confirmed, deposit paid and your flights are booked.

Medical and Travel Insurance should cover the following:

  • Emergency air evacuation: This is mandatory on all Trail Quest trips, in case you’re injured in a remote region.
  • Reimbursement of your hospital bills and coverage for possible early return travel home.
  • Mountain Biking: Make sure you confirm this activity is covered.
  • Trip cancelation and interruption: your land cost and flight costs will be reimbursed in the event of the unexpected injury, illness or personal emergency.
  • Loss/damage of baggage and personal effects (recommended when travelling with expensive bikes).
  • Baggage delay reimbursement and/or delay in your trip to recover expenses if the trip is interrupted, delayed or you miss a connection.

Additional policy details:

  • Will pay expenses upfront or reimburse after returning home and submitting a claim. Paying upfront is ideal because medical bills abroad can be expensive and “reimbursement type plans” might mean you can’t leave the facility or country until the bill is paid.
  • Provides coverage for pre-existing conditions, as required.

This is not an exhaustive list and is only intended as a helpful guideline. You should ensure any policy you buy is fully appropriate to your particular situation, both medical and financial.

 

Here’s a list of providers to consider:

Canada: www.rbcinsurance.com  | USA: www.travelex-insurance.com  | International: www.worldwideinsure.com or www.worldnomads.com

Or check out www.insuremytrip.com for a comparison of providers / plans.

If you have any questions about travel insurance we recommend calling a local travel office or an insurance company directly and discussing the coverage options.

 

CANCELLATION BY THE PARTICIPANT

After booking your trip, you have a 10-day cancellation window to allow you to sort our flights and plan your time off. If something unexpected comes up and you need to cancel after those first 10 days, our lifetime deposit policy goes into effect: we will happily transfer your deposit to any of other departures of your choosing, at any time, as long as you give us 30 days notice. You will never be charged a cancellation fee.

If canceling, the following policy applies for our Scheduled trips:

Within 10 days of receiving your registration (and outside of the 3 week day pre-trip window) your full deposit per person will be refunded.

After 10 days your per person trip deposit is non-refundable. However it is transferrable to another trip (depending on availability) and must be used within one calendar year of your cancelation request.

All trips are non-refundable once the full payment is done.

All trips are fully transferrible.

If canceling, the following policy applies for our Private or Custom trips:

Trip deposits are non-refundable once your deposit has been received. Deposit amounts will vary depending on the destination and itinerary.

All Custom or Private trips are non-refundable 59 days or less prior to the trips start date.

All participants must purchase Travel Insurance to avoid loss of funds if cancellation is necessary.

All cancellations must be made via email sent to Trail Quest.

 

CANCELLATION BY TRAIL QUEST

Once a trip is scheduled, it’s confirmed. We will never cancel a trip due to low numbers. You can go ahead and start looking into flights and making other arrangements right away. However, trip cancellation insurance is still recommended as in very rare cases, situations beyond our control such as natural disasters, political unest or other similar events come up that may compromise the safety and enjoyability of a trip. In such extreme cases, we reserve the right to cancel a trip, in which case we will give you a spot on another departure of the same trip, or a full credit to use towards any of our other trips.

 

FLIGHTS

Each participant is responsible for booking and paying for their own flights to the starting and/or finishing place for Trail Quest trips. Please note majority of airlines charge an excess or oversized baggage fee for bike bags/boxes.  Ensure you confirm the policy and cost before finalizing your booking. At the time of booking flights, we recommend sticking with one airline carrier to avoid paying each airlines excess or oversized baggage charges.

We recommend checking in for your flight as early as possible. This can sometimes help ensure your bike bag makes it on the flight with you. Most airlines only have so much space for oversized. It may otherwise be bumped to another flight, arriving later than you. Upon arrival always inspect your bike and bag at the airport in case it was damaged on the flight.

Please contact us before you book your flight to confirm that the trip has enough participants to run the trip.

SINGLE SUPPLEMENTS

The single supplement is an additional fee for participants that request their own room for the duration of the trip. If you are travelling on your own but do not request the single supplement Trail Quest 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.

HEALTH AND FITNESS REQUIREMENTS

Participants 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. Hospital facilities for serious problems can be difficult to source and evacuation can be prolonged, difficult and expensive. Trail Quest assumes no liability regarding provision of medical care.

RESPONSIBILITIES OF TRIP PARTICIPANTS

Trip participants have a certain responsibility to Trail Quest and other trip participants. Trip participants are responsible for: understanding the conditions implied in the Trip Itinerary, selecting a trip that is appropriate to their interests and abilities, preparing for the trip accordingly and having the proper bike and equipment needed for the selected trip. A participant may be asked to leave a trip if the leader feels that the person’s continued participation may prove detrimental to the individual or to the well-being and enjoyment of other guests.