club-moto Terms and Conditions | club-moto
club-moto terms & conditions November 2023 /rev 6
1 Deposit/payment
1.1 Deposit
A non-refundable deposit per booking will be required to secure your place. Our preferred method of payment is by BACS direct to our back account, although we can also accept payments by card or cheque.
This deposit will vary depending on the tour and the booking type, as per details itemised with each tour. Following receipt of your booking form and relevant deposit we will issue you with a booking confirmation and invoice for the outstanding balance.
Tours booked within 10 weeks of departure will require payment in full at the time of booking.
1.2 Balance of payment
1.2.1
Following receipt of your deposit the final and full tour payment will become due no later than 10 weeks prior to departure.
1.2.2
We will accept payments direct to our bank account or by cheque. We will also accept payments via an instalment plan. If you wish to pay using this method, then please contact us directly. We will issue receipts for all payments via e-mail, unless otherwise requested.
1.2.3
Late payment may result in the loss of your deposit and your place on the tour.
1.2.4
Any ‘no show’ will result in full loss of all payments, including the deposit.
1.2.5
If possible, we prefer all communication by email.
1.3 Financial protection
In accordance with the Package Travel, Package Holiday, and Package Tour Regulations 1992 and EC Directive 90/314EC all monies will be kept in trust.
1.4 Surcharges
Occasional circumstances beyond our control, such as currency fluctuations, may dictate an increase in the cost of your tour as per the original price. Any increase less than 2% of the published price will be absorbed within the original club-moto stated cost. Any increase over 2% may need to be charged on. A revised invoice will be issued by email.
This is unlikely, and in the event, a detailed reason will be provided.
2 Cancellations
2.1 If you cancel
2.1.1
All cancellations must be in writing by email or letter and the following options apply:
(i) Loss of full deposit.
(ii) You may transfer your deposit to another tour within the tour season that you booked. In the event of you cancelling that tour, you will lose your deposit.
(iii) You may transfer your booking to another person. However, you will be liable for any administration costs and will be responsible for your nominee paying their monies in full. This will only be possible with a minimum of two weeks’ notice. Please note that whilst we would make every effort to accommodate any variations, the original chosen accommodation options may not be changeable due to availability for ferries and/or hotels.
(iv) Between 5 and 10 weeks prior to departure date, if balance paid: 50% credit towards another tour (valid for 12 months).
(v) Less than 5 weeks prior to departure date: no refund.
2.1.2
To cover this eventuality, we strongly recommend you take out holiday cancellation insurance.
2.2 If we cancel
2.2.1
We reserve the right to cancel any tour – however, this will only become necessary in very exceptional circumstances. In such an event, we would hope to offer you an alternative. If this was not possible or acceptable, we will issue a full refund. club-moto cannot be held responsible or offer a refund/compensation in any of the following situations: war, riots, civil unrest, terrorism, natural disaster or any unforeseen cancellations due to industrial disputes and/or weather.
2.2.2
We reserve the right to cancel a tour if it proves there are not enough numbers to make it commercially viable, in which case we will:
(i) Offer you a full refund of monies paid, including your deposit. Should this occur, we will give you at least three weeks’ notice.
(ii) Offer you an alternative tour with any adjustment of costs to be confirmed subject to the tour chosen. A discount to an alternative tour may be applied.
3 Responsibilities
3.1 Our responsibilities
3.1.1
We accept responsibility for supplying as near as reasonably possible a tour package as described in our media. We are unable to control any deficiencies in third-party services due to local conditions, maintenance, industrial disputes, or weather.
3.1.2
We cannot be responsible for any amenities being out of order or weather conditions that may affect the ability to ride on some planned roads for safety reasons or that result in the closure of some roads. In this event, we will lead an alternative route to suit the conditions.
3.1.3 Changes
While we will do our very best to provide the services as described, we also reserve the right to make changes to our advertised tours/costs/itineraries when considered appropriate. Arrangements for these tours are made months in advance. It is therefore inevitable that on occasion changes can occur, due to operational circumstances or unforeseen events beyond our control. If the changes are significant, then we will advise you as soon as we are aware. Wherever possible, we will ensure that should we need to change any hotels they will be as good as or better than advertised in the tour itinerary. Should this prove not to be the case, a suitable refund may apply.
In most cases, these changes will be minor and will not adversely affect the tour. These may include, but not exclusively, road closures, hotel changes, ferry cancellations, Acts of God, etc, and other unforeseen events.
However, in the unlikely event of a major alteration requirement, we will advise you immediately and you may then:
(i) Continue the tour with the revised itinerary
(ii) accept an alternative tour of the same or similar value
(iii) cancel your tour with a full refund, including any deposits/interim payments already made.
3.1.4 Ferry crossings to/from Spain
(i) In the unlikely event that any crossings to/from the UK to Spain are cancelled due to circumstances beyond our control, we may need to re-route the tour through France to/from the channel ports.
(ii) Whereas we have routes pre-planned for such a case this will involve additional mileage and hotel stops. This may involve additional cost which may be charged, bearing in mind any refunds received from the Spain/UK ferry operators to minimise these additional costs.
(iii) These routes will involve some motorway and main trunk road travel to minimise additional time. With this in mind, you also need to be aware of possible additional mileage with regard to tyres etc. We will make every effort to source tyres for you locally if required.
(iv) In the event of a late cancellation for the outgoing ferry to Spain (on relevant tours) we may need to bring forward the departure time/date from the UK and change the port of departure to allow us to continue the Spanish element of the route as pre-booked. Should you not be able to bring forward your departure date you can join with the tour at your convenience. We will provide details of suggested faster (motorway) routes and hotel stops.
3.1.5 Tour information
A minimum of 28 days before departure we will send out a travel pack that will include the following details:
(i) Details of all ferry crossings (including booking references)
(ii) Route itinerary
(iii) Document requirements: vehicle documentation, travel insurance, driver's license, passport and visa requirements
(iv) Suggested equipment guide
(v) Specific legal vehicle and equipment requirements for the countries to be travelled through
3.2 Your responsibilities
3.2.1
To advise club-moto of any pre-existing medical conditions, illness, infirmity, allergies or dietary needs that may adversely affect your trip and club-moto's ability to provide proper support due to being unaware of any potential issues.
3.2.2
To advise club-moto of any criminal convictions.
Any costs incurred by club-moto due to non-disclosure of items 3.2.1 and 3.2.2 will be charged.
3.2.3
You will also be required to fill in a full Personal Details Form including ICE contact details (see our booking form).
3.2.4
Be a competent rider with a machine that is road-legal, mechanically sound and of a type suitable for the relevant tour. Please note that many of our tours involve fair distances – tyres, brake pads and chains/sprockets (where applicable) should be checked and they should have enough wear left to complete the tour and any onward journey you need to make.
3.2.5
Ensure your riding clothing and any associated equipment are of a standard suitable for the duration of the tour.
3.2.6
To have a reasonable level of fitness, stamina and riding ability to be able to cover mileages as stated in the tour itinerary on a daily basis, whatever the weather conditions.
3.2.7
Hold a valid certificate of insurance covering machine, rider and pillion.
3.2.8
Have the ability to repatriate yourself (and/or your pillion) and/or your bike in the event of an accident, breakdown or emergency.
Although club-moto will make every effort to assist, it is not our responsibility to repatriate you, your pillion or your motorcycle in case of a motorcycle breakdown or accident.
3.2.9
The rider is responsible for their pillion.
3.2.10
For all our tours you must have the following documents:
(i) Valid UK passport (ensure visa not required if non-UK). Please be aware that some countries require a minimum period remaining on passports.
(ii) Valid European Health Insurance Card (EHIC) (can be obtained online at www.dh.govuk/travellers, by phoning 0845 6062030, or by post from any main Post Office). Please note that an E111 Certificate is no longer valid
(iii) European insurance cover including breakdown cover for your motorcycle must include repatriation in the event of an accident or serious breakdown.
(iv) Personal Travel Insurance for yourself and pillion (if applicable). This must include medical cover including any possible repatriation in the event of serious illness or accident. We recommend you include cancellation cover.
3.2.11
You must bring the appropriate documentation relating to your motorcycle with you. The local police may perform stop checks and you will be expected to provide the following documentation:
(i) V5 Ownership document
(ii) Current and valid driver’s license
We advise you to obtain International Driving Permits/Licenses relevant to the countries to be visited on the tour. These can be obtained from most major UK post offices. Please note passport-style photographs will be required for each document.
(iii) Certificate of Insurance
(iv) MOT certificate (where appropriate)
(v) Passport
3.2.12 Pre-tour delays
We are not responsible for any delays to your journey prior to you joining the trip at our departure point. It will be your responsibility to make and pay for any alternative arrangements for travel and accommodation.
4 Group riding/tour
4.1
Whilst these tours are designed to be a lot of fun on awesome roads amongst spectacular scenery, you are of course expected to ride in a courteous manner, respect other road users, the local population and particularly the other members on the tour.
4.2
These tours are group events and as such you, as a member of the group, have some responsibility towards other group members. If you look after them they will look after you. On our tours and in the true spirit of motorcycling there is no room for selfish actions. We expect you, like us, to ride safely, considerately and with a smile.
4.3
We always expect you to ride safely, and it is your responsibility to be individually aware of the prevailing speed limits, road signs, rules of the road, etc for the country you are travelling in. We will provide relevant country information in the tour package prior to departure.
4.4
In the event that club-moto staff consider you to be repeatedly riding in such a manner as to put other tour members in danger you will be asked to not ride with the group.
4.5
Any verbal or physical abuse directed towards either other tour members or club-moto staff will not be tolerated at any time, either whilst travelling or at our stops. In this instance you will be asked to leave the tour immediately with no refund. In this event, club-moto will no longer be responsible for your onward travel regarding hotels and ferries.
4.6
Should you at any time during the tour decide to leave the tour for your own reasons no refund will be given, although in cases of personal emergency, we will make every effort on your behalf to mitigate your losses subject to co-operation with our third party suppliers.
5 Photography
5.1
Please be aware that during the tours we will be taking both photos and videos of elements of the tour, possibly for future marketing use. We therefore assume your consent. Any such footage will be available FOC to any tour member.
5.2
We may also compile footage provided by tour members both to produce a tour diary for all tour members and possibly for future club-moto marketing purposes. We will seek individual tour members' permission prior to producing and distributing the same.
6 Risk
Your participation in a tour is entirely at your own risk. We are not responsible or liable for any injuries you may suffer, fatal or otherwise. Also, we are not responsible for any loss or damage to your property, including your motorcycle, irrespective of how any damage may have been caused, unless directly caused by club-moto staff.
If you have any further queries regarding our terms and conditions please contact us on:
E: info@club-moto.com
T: 01536 412855
club-moto terms & conditions November 2023 /rev 6