Who we are

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Terms & Conditions

By booking or participating in an MTB Down South mountain bike adventure, you agree to the following terms and conditions. 

This website is operated by MTB Down South. Your use of this site constitutes your acceptance of MTB Down South’s Terms and Conditions. By agreeing, you represent that you are at least the age of majority in your state or province of residence, or that you have given us your consent to allow any of your minor dependents to use this site. MTB Down South has the right at any time to change or discontinue any aspect or feature of the site, including, without limitation, the content, tour availability, and equipment needed to access or use the site. Any new features or tools which are added to the current site shall also be subject to the Terms of Service. You can review the most current version of the Terms of Service at any time on this page. It is your responsibility to check this page periodically for changes. Your continued use of or access to the website following the posting of any changes constitutes acceptance of those changes. 

BOOKING CONTRACT

Your booking is confirmed and a contract exists when MTB Down South issues a written confirmation after receipt of the applicable deposit amount. Please check your confirmation email carefully and report any incorrect or incomplete information to MTB Down South immediately. If you do not receive a confirmation email, please reach out to our office. Please ensure that trip participant names are exactly as stated in the relevant passport.

You must be at least 18 years of age to make a booking. You agree to provide full, complete and accurate information to MTB Down South.  

PRE-TRIP INFORMATION

It is the responsibility of the participant to read our website carefully and update your personal information, travel documents and travel insurance details as soon as possible. These important details are required by our on-ground team to plan logistics and book accommodations accurately. If you fail to provide these details, we cannot guarantee our Guides can deliver the advertised itinerary. It is your responsibility to contact us if any information is incorrect or if you have any questions. We cannot accept liability or responsibility if you do not notify us of any inaccuracies. If you fail to submit your travel documents, personal details and other necessary documentation prior to departure, we reserve the right to treat your booking as canceled by you and impose the cancellation policy as described in this agreement. 

We ask that clients do not book flights without first consulting with our office. Each trip is confirmed when we have the predetermined minimum of participants for each, which is clearly listed for each one.  All travel documents, flight details, and personal information, and any required trip add-ons must be paid for and submitted to our office prior to 60 days before the start of the trip. If you’re unable to have this information to us and your balance paid to us by 60 days – advise our office of your plans. We’ll do our best to accommodate last-minute requests, but within 60 days of the ride departure, we cannot guarantee we can deliver the advertised itinerary. 

SINGLE ROOM UPGRADE

The single room supplement is an additional fee for participants that request their own room for the duration of the trip. This amount varies for each trip. If you are traveling on your own but do not request the single supplement, MTB Down South will pair you with someone of the same gender. If you are traveling on your own and there is not another single person of the same gender, MTB Down South will upgrade you to a single room for no additional fee. If you would like the guarantee of a single room, please select this add-on option at least 60 days in advance of your ride. Note: paying for the single room supplement is NOT an upgrade in accommodations. You will be staying in similar accommodations/rooms as other Riders.

TRAVEL AND MEDICAL INSURANCE 

Travel Interruption Insurance is coverage primarily intended to secure booking fees for your trip and services connected.

Travel medical and evacuation insurance is intended to provide coverage while on a trip in the unfortunate event of an accident. Your coverage is a personal consideration and you may consider your trips location and available services into account. 

Travel medical and evacuation insurance is strongly suggested for all of our trips. Travel insurance should shortly after paying your deposit. Insurance provides coverage for personal accident, death, emergency remote evacuation including helicopter evacuation, medical expenses and emergency repatriation. If you purchase medical and evacuation insurance you must provide policy details to our office before your trip departure date. email to info@mtbdownsouth.com

We strongly recommend also considering Travel Interruption insurance. You must purchase policies within 14 days of your booking deposit for most coverages. Cancellation, curtailment, personal liability and loss of luggage and personal effects. You will be asked for proof of insurance leading up to your trip; you will not be able to join the trip without it.

If you choose to travel without adequate insurance cover, MTB Down South will not be liable for any losses however arising, in respect to insurance coverage that would have otherwise have been available. 

PASSPORT, VISAS AND TRAVEL VACCINATIONS

Riders are responsible for ensuring travel documents are valid and in your possession for the entire trip. Passports should be valid for a minimum of six months past the date of return. Riders assume responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements and solely responsible for any adverse consequences resulting from incomplete or defective documentation. While we may provide information or advice on matters such as visas, vaccinations, climate, clothing, baggage, and special equipment in good faith as a courtesy, we are not responsible for errors or omissions as to the information provided. We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse MTB Down South in relation to any fines or other losses that could occur as a result of failure to comply with any entry requirements or health requirements. 

CANCELLATION AND REFUND POLICY

We offer a full refund within 90 days notice, 50% refund within 60 days, and no refunds within 30 days

LIFETIME DEPOSIT POLICY

All bookings require a 10% deposit. Our Lifetime Deposit policy allows any of our Riders (i.e. clients) forced to delay a departure or wanting to switch destinations altogether the ability to apply their initial deposit towards a later scheduled date or another Ride at no extra charge. A Lifetime Deposit has no expiration date, and can be transferred to any other trip date – provided room is still available and your request is more than 60 days from departure. Simply put, we want to ensure you can enjoy the MTB Down South experience you want, at a time that works best for you.

There are some important conditions to be aware of regarding our Lifetime Deposits:

A Lifetime Deposit is applicable in the period after the 90-Days-Notice Window and the 60 days prior to the scheduled departure.

Any cancellations made within less than 60 days of the scheduled departure will be treated as a passenger cancellation, in which case the entire payment (due 60 days prior to departure) will be forfeited and cannot be applied to another departure. This rule is strict and exceptions cannot be made.

Private groups & customized adventures may be exempt from Lifetime Deposits.

Lifetime Deposits, or any portion of them, are not refundable in cash 

When you’re ready to book another adventure with us, simply use your Lifetime Deposit to confirm your new Ride.

REMAINING BALANCE AND PAYMENTS

After securing your booking with a deposit, the remaining balance is due 60 days prior to the ride start date. 

CANCELLATION BY YOU

We require 60 days notice for cancellations. If you cancel outside of 60+ days of your ride your Lifetime Deposit will still be active and can be applied to a future ride. Please see our Lifetime Deposit poilcy above for full details.

If you cancel within less than 60 days of your scheduled departure, you will be forfeiting the full amount of your Ride. We strongly urge you to purchase trip cancellation insurance.  We make hotel reservations several months in advance, and in some cases, book in-country flights and make other travel arrangements that cannot be refunded. 

CANCELLATIONS BY US 

We require a minimum of 3 Riders to confirm the ride is running. Once you’ve booked your spot(s), our office will confirm if the trip is running and advise you to book international airfare and travel plans. 

In rare occasions, a situation arises beyond our control, such as natural disasters, political unrest, or other similar events that may affect our ability to deliver a safe and enjoyable trip. In this case, we consult extensively with our local staff to ascertain the possibility of running a safe trip. Our cancellation policy is as follows:- If our local staff feel the trip can go ahead without undue risk to our clients’ safety, then the trip will go ahead and if the customer decides to cancel then that is treated as a passenger cancellation.- If we feel it would be unsafe to run a trip as scheduled, then the trip is canceled and we give you a spot on another departure of the same trip, or a full credit to use towards any of our other trips. Please rest assured that your safety is our #1 concern, and we would not run a trip if we felt your safety would be compromised.

WAIVER AND RELEASE OF LIABILITY 

All riders joining an MTB Down South trip are required to read, understand and sign a Release of Liability, Waiver of Claims, Assumption of Risks and Indemnity Agreement electronically during the registration process. This document cannot be amended prior to signing. Following registration for a trip, we will send you a copy of the waiver. If you would like to review the waiver prior to booking, we are happy to forward a PDF version of the document. 

RIDE SATISFACTION GUARANTEE 

We understand that booking a trip represents a significant investment in both your time and your hard earned dollars. We want to protect that investment by providing you with the assurance that when you book your trip with MTB Down South, you’re bound to love every minute of it. We’re so sure you will that we back every single one of our Rides with a Ride Satisfaction Guarantee:

If for any reason you aren’t 100% satisfied with your MTB Down South experience, let us know the reason(s) and we’ll give you a free Ride.  It’s that simple.

Yes, you read correctly: 100% satisfied or a free Ride. And if after your free Ride you still feel we haven’t lived up to your expectations, we’ll refund the money you paid for your original booking. Based on your feedback, we’ll take the necessary steps to ensure we never repeat any mistakes that were made.