VVCC Trip Agreement

Please Note: Adequate and valid travel insurance is compulsory for all Viva Velo Cycle Club (Hereafter “VVCC”) members travelling on club trips. By agreeing to these terms and conditions you agree you will have obtained adequate and valid travel insurance for your trip by the date of departure.

1. AGREEMENT: These terms and conditions apply to all VVCC trips.

2. PRICES: The price of a trip will be estimated by the Organiser and displayed in an itemised spreadsheet which shall be updated and amended as each element of each trip is confirmed. All reasonable efforts shall be made to ensure the estimate is regularly updated and accurate. The Final Price of a Trip will be determined once all supplier payments have been made and currency conversions completed.

3. SUPPLEMENTS: VVCC may have to add a supplement to the Final Price of the Trip in the event of any increases to the costs of supplying he trip, which might result from changes such as, but not limited to, increased transport and accommodation rates, currency ﬂuctuations and/or government action. The Supplement shall consist of all extra costs incurred divided equally between all members travelling on the trip.

4. RESERVING A PLACE AND PAYMENT: Once a trip has been selected, the VVCC member must pay an initial payment of a minimum of £150. Additional payments will then be requested by VVCC as follows:

· On or before 120 days before the trip departs: One third of the estimated balance due.

· On or before 90 days before he trip departs: The second third of the estimated balance due.

· On or before 60 days before the trip departs: The final third of the estimated balance due.

If a VVCC member joins a trip after any of the above payment dates the initial payment PLUS the appropriate amount of the balance at the point of joining the trip must be paid.

5. FINAL BALANCES: These will be calculated as in 2 above. If this final calculation cannot be made before the trip departs VVCC will refund any overpayments to VVCC members

6. INSURANCE: It is essential that all members on a VVCC trip take out adequate and valid insurance, which should include (without limitation) cover against the cost of cancellation, assistance (including repatriation) in the event of accident or illness, and third-party liability for injury and damage. N.B. VVCC strongly recommends that members join British Cycling to access their 3rd party member insurance.

CANCELLATIONS: If a VVCC member wants to cancel a place on a trip, this must be done in writing to the Organiser, by email. The date on which written notice of cancellation is received during the hours of 9.00am to 5.30pm) shall determine cancellation fees which will be charged as follows: More than 60 days before your trip departs: initial payment only

· Between 60 and 14 days before your trip departs: 50% of the Final Cost of the Trip

· Within 14 days before your trip departs: 100% of the Final Cost of the Trip

At the Organiser’s discretion a cancellation fee may be refunded in the event another VVCC member is found as a replacement. This refund may be subject to an administration fee to cover any administration incurred due to the cancellation and such refund is in no way guaranteed.

7. VVCC LIABILITY, CONDITIONS OF CARRIAGE & LIMITATIONS: (a) Providing that VVCC has selected its providers with reasonable care and skill, VVCC shall have no liability (i) where the accommodation or services cannot be provided as arranged due to circumstances beyond VVCC’s control or which amount to ‘Force Majeure’; (ii) where any loss or damage is incurred that could not have been foreseen at the time of joining the trip, based on the information provided; (c) VVCC’s liability will also be limited: in accordance with and/or in an identical manner to the contractual terms of the companies that provide VVCC with third party services (such as transport) and these terms are incorporated into this agreement;. Other than as set out above, and as is detailed elsewhere in these terms and conditions, VVCC shall have no legal liability whatsoever to you for any loss or damage.

8. ROOM ALLOCATIONS: All accommodation is allocated by the Organiser. While they will aim to meet individual requirements and sharing requests wherever possible they are unable to accept liability for any complaints based on one bedroom being deemed less attractive than another on account of its size, views, character and/or location. The Organiser reserves the right to change the accommodation, provided the accommodation allocated is of the same or superior category to that originally stated in the trip details/brochure.

9. SPECIAL REQUESTS: Any speciﬁc requests, such as matters concerning diet or allergies, pre–existing medical conditions, etc must be advised to the Organiser in advance of the departure date of the trip. Whilst endeavouring to fulﬁl all such requests, VVCC shall not be liable if it fails to do so.

10. IF THE CLUB CHANGES OR CANCELS YOUR TRIP: In the extremely unlikely event that VVCC has to cancel the trip, VVCC will make every reasonable effort to obtain a refund of any monies paid out on behalf of club members. VVCC may also be able to oﬀer members affected an alternative trip. If accepted, the VVCC member would pay the diﬀerence if it was advertised at a higher price than the original tour, or receive a refund for the diﬀerence if it was advertised at a lower price. VVCC shall not be responsible to pay any compensation following a change or a cancellation by VVCC. Any amendment or cancellation fees incurred in terms of other arrangements made with other providers under separate contracts are not claimable from VVCC. Note: If a change or cancellation occurs because of circumstances beyond the control of VVCC, for example war, riot, industrial dispute, actual or threatened terrorist activity and its consequences, natural or nuclear disaster, ﬁre, adverse weather conditions, ﬂood, epidemic or pandemic illness and all similar situations VVCC shall have no liability whatsoever. No compensation, costs, expenses or any other sums will be paid by VVCC. Members should therefore ensure that their insurance for a trip covers these eventualities

11. BEHAVIOUR: When on a VVCC trip you are representing the club and you accept responsibility for your proper conduct during the trip. In the extremely unlikely event that a member should fall below the standards of behaviour expected the trip leader will report the member to the VVCC committee who reserve the right in extreme cases to terminate the stay of that/those member(s) whose behaviour is such, in the committee’s reasonable opinion, as to cause or to be likely to cause danger, upset or distress to anyone else or damage to property. Full cancellation charges will then apply, and no refund will be given. Furthermore, VVCC shall have no obligation whatsoever to pay compensation or meet any costs or expenses incurred as a result of the stay being terminated. In addition, the member will fully reimburse the accommodation provider for the cost of any damage to the accommodation before the end of the stay if the cost has been established by then or as soon as it has been established if later.

12. DATA PROTECTION: Please be assured that VVCC has measures in place to protect any personal information held. This information may be shared with VVCC members and passed on to the relevant suppliers of your travel arrangements. The information may also be provided to public authorities such as customs or immigration if required by them, or as required by law.

13. ACCURACY: VVCC makes every eﬀort to give accurate information in trip brochures but cannot be liable in the event of changes which occur after a brochure was produced. All photographs used in brochures are for general illustrative purposes only and unless clearly indicated, should not be taken to represent speciﬁc locations, accommodation or venues.

14. COMPLAINTS: In the unlikely event of any dissatisfaction with the accommodation or any of the services provided during the trip, the matter must be reported immediately to the trip leader who will endeavour to put things right. If the trip leader is unable to resolve the complaint during the trip, a complaint shall be submitted in writing marked for the attention of the club secretary within 28 days of the scheduled date of return from the trip, advising VVCC of the action taken and the names of the people to whom the matter was reported. VVCC accepts no liability whatsoever for any and all complaints made outside this period.