Terms & Conditions


Terms & Conditions


A deposit of $500 per person is required to confirm your reservation. Published tour prices are per person based upon double occupancy. For reservations on tours departing within 90 days or less, full payment is required at the time of reservation. Final payment for all tours is due in full 90 days prior to departure. If full payment is not received 90 days prior to departure the reservation will be cancelled and cancellation penalties will apply. Every effort has been made to produce accurate pricing and product information. Via Bike Tours reserves the right to correct any pricing or product related errors.

Prices are based on double occupancy rooms. A limited number of single rooms are available for an additional cost (single supplement) on each tour. Upon request Via Bike Tours will make every effort to match a single traveler with a roommate of the same gender to share a two-bedded room. If Via Bike Tours does not find a roommate match 90 days prior to departure, or if a roommate pairing request is received within 90 days of departure, the single supplement rate is charged at the time full payment is due. In the event that we are successful in finding you a roommate, the full single supplement will be returned to you following the trip.

Changes to Reservations

There are no penalties for transferring your reservation to another tour date within the same calendar year, provided you do so at least 90 days prior to tour start. There will be a $50 per person administrative fee charged for changes to your reservation within 90 days prior to tour start and changes within this timeframe may also be subject to cancellation penalties. All changes are subject to availability and cannot be guaranteed.


All requests for cancellation must be received in writing. Refunds will be processed 30 days following written receipt by Via Bike Tours of notice of cancellation. Cancellation penalties will be calculated based upon the date of receipt of cancellation notification. There is a non-refundable $50 processing fee per person for each cancelled reservation to cover administration and fees incurred. Cancellations 90-61 days prior to tour departure will be charged 30% of the purchase price. Cancellations 60-31 days prior to tour departure will be charged 65% of the purchase price. Cancellations 30-0 days prior to tour departure will be charged 100% of the purchase price. There are no refunds for cancellation after the tour departure date or for no-shows. Via Bike Tours will not refund for any unused portion of your tour. Via Bike Tours will not make exception to these policies for any reason including weather or personal emergencies.

Cancellation by Via Bike Tours

Via Bike Tours reserves the right to cancel a tour at any time for any reason. While it is rare, in the event of cancellation, a credit for a future trip or full refund will be sent to the client and constitutes full settlement. Via Bike Tours will not reimburse for any personal expenses such as airline tickets, other travel or hotel expenses due to changes in itineraries or tour cancellations.

Travel Insurance

We strongly recommend that you buy comprehensive travel insurance (covering trip cancellation, trip interruption, baggage and accident/life) before traveling with Via Bike Tours. We also recommend that you review your existing personal insurance policies to ensure you have appropriate coverage to meet your needs, particularly for the risks mentioned below. There are many A+ rated companies to offering great coverage.  One of the most popular is Travelex http://www.travelexinsurance.com/. A Via Bike Tours representative can provide you with more details upon reserving your trip.

Departures & Tour Size

Travel to and from the specified tour start and end points are the responsibility of the traveler. There is no refund for arriving late or departing early from a tour, nor for any meals, or services not used while on tour. All departures will require a minimum number of passengers to operate. The maximum number of tour participants on any departure will be 13 people (private trips excluded) not including tour leaders.


Routes, accommodations and scheduled activities are subject to change at any time due to unforeseen circumstances or circumstances beyond Via Bike Tour’s control. Every effort will be made to operate tours as advertised, but we reserve the right to make changes after the final itinerary has been issued.

Special Offers

Group travel discounts cannot be combined with other offers. Group travel discounts are available at Via Bike Tours discretion.


Children under 12 years of age may be conditionally accepted on a Via Bike Tours tour. A parent or legal guardian must accompany all children under the age of 18 throughout the tour.

Photography & Video

Via Bike Tours reserves the right to take photographs and video during the operation of any tour or part thereof and to use them for promotional purposes. By booking a reservation with Via Bike Tours, tour participants agree to allow their images to be used in such photographs or video. Tour participants who prefer that their images not be used are asked to identify themselves to their tour leader at the beginning of their trip.

Limitation of Liability, Release and Indemnity

There are certain inherent risks in active travel including, but not limited to, theft or loss or damage to property, risks inherent in bicycling, off bicycle tour activities, failure of equipment, transportation failures, and accident or illness in remote places without access to medical facilities, transportation, or means of rapid evacuation and assistance. Via Bike Tours excursions involve physical activity that can be demanding for some, depending upon the condition of the traveler, and involve risk of serious personal injury, including permanent disability and death from accident, illness or the negligence of other persons. In some tour locations, medical facilities and services may not be easily accessible and may not be sophisticated. To be eligible to participate in a Via Bike Tours excursion, travelers must accept these risks and assume full responsibility for any loss, injury, death or damage to them, their family or their dependents arising in connection with their participation, or the participation of their family, in tours. Travelers must have their own insurance appropriate to their needs and the needs of their family or dependents in respect of such loss, injury, death or damage.

In addition and without limitation, Via Bike Tours is not responsible for any injuries, damages, or losses caused to any traveler in connection with acts of God or force majeure, illness, disease, acts of war or civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of means of transportation, or for failure of any transportation mechanism to arrive or depart on time, sanitation problems, local laws, weather, abnormal conditions or developments, or any other cause beyond the direct control of Via Bike Tours.

As a tour operator, Via Bike Tours organizes and promotes tour programs consisting of certain equipment and travel services, including food, transportation (vehicle, vessel or otherwise), sightseeing excursions and lodging accommodations that Via Bike Tours purchases or reserves from various independent suppliers (collectively “Suppliers”). Although Via Bike Tours endeavors to choose appropriate Suppliers to provide services on the tours, Via Bike Tours does not own or operate any of these Suppliers. All such Suppliers are independent contractors, and are not agents or employees of Via Bike Tours. As such, Via Bike Tours will not be liable for any negligent or willful act or omission of any Supplier or of any unrelated third party. The services provided by Suppliers are subject to the laws of the place where the services are provided, and any conditions imposed by those Suppliers.

Participants who bring their own bicycles or other equipment, supplies and clothing assume the risk of loss, damage or theft during their trip. Via Bike Tours endeavors to do their best to assist in safeguarding the personal property of their participants throughout the trip, but the company is not responsible or liable for any loss or damage incurred during the trip. We advise travelers to ensure their homeowners insurance provides adequate coverage for personal property while traveling.

Travelers hereby forever release, waive and discharge Via Bike Tours, LLC, and its and their employees, tour leaders, shareholders, officers, directors, agents, successors and assigns, from all liability for loss or damage on account of physical or mental injury or loss of property, whether caused by negligence or otherwise, while participating in the tour.

Travelers agree that this Limitation of Liability, Release and Indemnity will apply to a traveler’s tour with Via Bike Tours, and any transfer of a reservation to another tour, including any pre-trip or post-trip extensions. This Limitation of Liability, Release and Indemnity is binding upon the traveler participating in the tour, as well as all members of the traveler’s family, dependents, estate, heirs, successors and legal personal representatives.

Each traveler, by participating in a Via Bike Tours activity, hereby submits to the exclusive jurisdiction and venue of the courts within the State of Oregon, or any federal court sitting in the State of Oregon, and waives any jurisdictional, venue or inconvenient forum objections to such courts.

General Provisions

The traveler represents that neither he nor she nor anyone traveling with him or her has any physical or other condition or disability that could create a hazard to him or herself or other members of the tour. Via Bike Tours reserves the right to decline to accept anyone on a trip. Via Bike Tours reserves the right to remove from the trip, at his or her sole expense, anyone whose condition is such that he or she could create a hazard to oneself or others, or otherwise impact the enjoyment of other passengers on the trip.

You must advise us in writing, at or prior to booking, of any physical, emotional or mental condition that may require professional attention during the trip or may require the use of special equipment. If you fail to disclose any such conditions, Via Bike Tours may refuse to allow you to take the trip and you will forfeit the trip cost; and in such event we shall have no liability, financial or otherwise.

If you are so challenged, you must bring and be responsible for all necessary items related to your condition. If any such condition arises after the trip is booked, you must advise us in writing immediately. Failure to advise us shall release Via Bike Tours and all professional personnel from any liability related to such condition or its treatment.


Payment of the reservation deposit constitutes acceptance of the Terms and Conditions as described herein and in the pre-departure information. All participants must sign a Release of Liability prior to the start of their vacation with Via Bike Tours or will be required to do so upon arrival.


All images and text included in the Via Bike Tours website are the sole property of Via Bike Tours LLC.  Written permission from Via Bike Tours, LLC is required before any content can be copied or reproduced. Permission is not needed to link to our site using our logo, brief text descriptions, or images used in conjunction with our text descriptions.

Published March 10, 2015