Terms and Conditions for Guided Tours
TOUR RESERVATIONS
Reservations can be made by:
- Fax: +44 (0) 1661 872866
- Tel: +44 (0) 1661 824713 0r +44 (0) 1830 540176
- Internet: Contact Us at www.hadrianvtwin.co.uk
- e mail: dot.johnston@hadrianvtwin.co.uk; john.johnston@hadrianvtwin.co.uk; jan.collis@hadrianvtwin.co.uk; nige.collis@hadrianvtwin.co.uk
PAYMENT BY CREDIT/DEBIT CARD/ CHEQUE
Payment can be made by credit/debit card or cheque. Please note: there are processing fees on the following Credit Cards: Visa Credit, MasterCard, Maestro International all 2.5%, JCB, all Commercial/Business Cards 2.5%, American Express 5%, Non-UK Debit Cards 2.5%, UK Debit Cards – no charge.
A deposit of £300 per bike is required if you reserve your place more than 24 weeks before the tour starts. 50% of the tour price is required to be paid 24 weeks before the tour starts and the balance must be paid 12 weeks before the tour starts. Cheques must be made payable to Hadrian V-Twin Tours & Rentals and cheques must be drawn on a UK bank and payable in pounds sterling. To ensure proper account crediting, please include your booking reference number.
Send cheques to
Hadrian V-Twin Tours & Rentals
PO Box 128
Newcastle Upon Tyne
NE20 9WL
UNITED KINGDOM
All final balances must be paid 12 weeks prior to the tour start date. If in case of payment by wire transfer or cheque, the total balance is not received 12 weeks before the tour start date, Hadrian V-Twin Tours reserves the right to treat this reservation as cancelled and charge the cancellation fee.
RENTAL CONFIRMATION
With your signature on the Motorcycle Self Drive Hire Scheme form and Hadrian V-Twin Rental Vehicle Conditions form you accept these terms and conditions as a binding contract between Hadrian V-Twin Tours and you, the participant. Please read them carefully. Hadrian V-Twin Tours cannot accept any tour participant without the above documents being completed.
The above down not apply if you are using your own bike on the tour.
RELEASE AND WAIVER
Every participant in a Hadrian V-Twin Tours Motorcycle Tour is required to accept and sign a Rental Agreement (unless using your own bike) and Hadrian V-Twin Guided Tour Terms and Conditions before the guided tour begins. Hadrian V-Twin Tours cannot accept any tour participant without the above.
MOTORCYCLE RENTAL / SECURITY DEPOSIT
Rental motorcycles are provided as part of the tour package. All Harley-Davidson motorcycle models will have saddlebags for luggage, luggage racks, and some have backrests. Hadrian V-Twin Tours reserves the right to substitute the motorcycle confirmed to tour participants. Unfortunately, at times, certain unexpected and uncontrollable situations arise which may require the substitution of a motorcycle. This includes, but is not limited to, delay in manufacture fleet delivery, mechanical failure, collision damage and theft. Should Hadrian V-Twin Tours not be able to provide confirmed motorcycle a similar or better model will be provided to the Client. This constitutes the maximum liability of Hadrian V-Twin Tours. A security deposit of £1000 has to be paid to Hadrian V-Twin Tours & Rentals at the time of motorcycle pick-up. Hadrian V-Twin Tours reserves the right to adjust the amount of the security deposit deductible without notice. This security deposit will be refunded upon the return of the undamaged motorcycle. During the tour Hadrian V-Twin Tours is not obliged to replace a damaged motorcycle.
Motorcycles rented through other rental agents will be subject to the agent’s rental Terms and Conditions.
PRICE OF TOUR INCLUDES
The items included in the tour price are listed below:
* Late model 1584cc Harley-Davidson.
* Accommodations based on double occupancy unless the Single Room Option is chosen.
* Professional Guides
* Support Vehicle (this is dependent on the number of bikes on the tour)
* Helmets can be provided, but for your comfort & convenience we recommend that you bring your own.
* Unlimited Mileage.
* Shuttle Service (see `Free Transfers’ below).
NOT INCLUDED IN OUR TOURS
* Fuel costs
* Food, snacks, beverages except where specified in tour itinerary.
* Airfare
* Parking fees
* Travel insurance, medical insurance, trip cancellation insurance, Theft and Damage Waivers (applicable in USA)
FREE TRANSFERS
Complimentary transfer between hotel and Hadrian V-Twin Tours location is provided for clients from locations that are within a 10 Mile Radius from the Hadrian V-Twin Tours Rental Station. Following terms must apply:
1.) Transfer is arranged by Hadrian V-Twin Tours;
2.) Guided Tour is 3 days or longer.
MOTORCYCLE INSURANCE PROVIDED
Fully comprehensive Insurance is provided. Breakdown recovery is included. Should an insurance claim be made the customer is required to pay the first £1000. A copy of the Insurance Company’s Terms and Conditions are provided when the motorcycle is picked up.
ACCOMMODATION
The tour price includes hotel accommodation in double or twin rooms. Single tour members will be paired up with others unless they indicate on the booking form that they want a single room and pay the single room supplement.
ROOM ALLOCATION
A limited number of single rooms are available at extra cost on a first come, first served basis.
BAGGAGE
Hadrian V-Twin Tours assumes no responsibility for loss, damage, or delay in delivering baggage to tour participants. Baggage insurance is recommended.
TOUR CANCELLATION
Up to 30 days prior to the start of a tour, Hadrian V-Twin Tours and Rentals can cancel the tour if an insufficient number of tour participants have booked and fully paid by that time. In this case the customers will be notified forthwith. Hadrian V-Twin Tours will either offer the tour as a self-guided tour (bike rental & hotel package) or will offer to operate the tour if all customers agree to a supplement charge due to the low number of tour members. If customers do not accept to pay the supplement, Hadrian V-Twin Tours will refund their payment in full, which will constitute the full settlement. Hadrian V-Twin Tours is not liable for any additional costs or losses incurred by the tour participant due to Hadrian V-Twin Tours’ cancellation of a tour due to lack of participation. This includes, but is not limited to the cost of pre-paid airline tickets, hotel reservations or car rentals. Situations may arise which, in our opinion, make it necessary for us to cancel, advance or postpone a scheduled tour, change itineraries or make substitutions regarding hotels, cities, tour guides and other travel arrangements. In that event, we do not assume responsibility or liability for any resulting losses, expenses or inconvenience. Your full tour price will be refunded if the tour is cancelled prior to the scheduled tour start date.
CANCELLATION AND REFUNDS
Cancellations received more than 60 days prior to departure will be subject to a £300 per person cancellation fee. Cancellations received less than 60 days prior to departure will be subject to the following forfeit of tour cost:
60 – 31Day Cancellation Notice:………………………………… 60% of Tour cost
30 or Less Day Cancellation Notice:…………………………. ….100% of Tour cost
No Show……………………………………………………………..100% of Tour cost
Exceptions to this policy cannot be made for any reason. Trip cancellation insurance is strongly recommended.
ADDITIONAL ACCOMMODATION
If you decide to spend extra nights before or after the tour Hadrian V-Twin Tours will be happy to book those additional nights for you at the assigned tour hotels. There will be an administration fee of £15 for this service. Please note that an administration fee of £30 will be charged if you change the booking for your additional accommodation. We will advise you of the additional costs for each hotel. If you cancel additional nights accommodation the following fees will apply:
60 – 31 Day Cancellation Notice:………………………………… 60% of Total Booking Amount
30 or Less Day Cancellation Notice:………………………….…… 100% of Total Booking Amount
No Show…………………………………………………………… 100% of Total Booking Amount
COMPLAINTS
Please bring any complaints to your tour guides immediate attention. Do not wait until the tour is over; we take customer complaints very seriously and will try to resolve problems immediately.
NON-OBSERVANCE OF TRAFFIC LAWS AND GROUP TRAVEL REQUIREMENTS
If the customer does not comply with traffic laws or the requirements for group travel, which are to ride safely and with due care and regard for other people and property, Hadrian V-Twin Tours may cancel the contract and the rental motorcycle will be secured.
RENTAL REQUIREMENTS
* 25 years of age or older
* Valid motorcycle operator’s license
* Minimum of one year of riding experience on heavyweight motorcycles
* Major credit card
TRAVEL REQUIREMENTS AND RECOMMENDATIONS
Visitors to the USA are required to complete an ESTA (Electronic System for Travel Authorisation) prior to their visit. On-line application can be made at www.cbp.gov/esta A small charge is payable. Your Passport should be valid for at least six months after your scheduled return date.
British travellers to Europe are recommended to obtain an EHIC (European Health Insurance Card) that entitles you to make use of the reciprocal arrangement on healthcare currently existing between all EU member countries, plus Iceland, Liechtenstein, Norway and Switzerland. It allows for residents of these countries to receive free (or reduced cost) medical care while travelling to, or within, other member states. Applications can be made on line at www.ehics.org.uk
RESPONSIBILITY
Hadrian V-Twin Tours is responsible for providing the services listed in the tour description according to the local standard and the accurate description of services offered in its literature. Hadrian V-Twin Tours carefully selects and is constantly checking its contractors, such as hotels and restaurants. Hadrian V-Twin Tours is responsible for conscientious travel preparations. Hadrian V-Twin Tours is not responsible or liable for any accidents and cannot be held liable in any way for any occurrence in connection with the operation or the client’s participation in connection with the tour, which might result in injury, death or other damage to the client, his property, or his family, heirs, or assigns. Hadrian V-Twin Tours is not responsible for any delays, changes in schedule or other conditions.
TOUR GUIDES
Every effort will be made by your tour guide to provide you with a stress-free vacation. Please listen carefully to your guide’s instructions at the beginning of the tour. Your guide will and has to adjust to the weakest rider in your group. It is impossible to meet everyone’s needs and wishes, however you will have the opportunity to gain as much independence on your tour as possible.
ALTERATIONS TO TOUR SCHEDULE
Tours operate on a seasonal basis and where seasonal variances and/or weather conditions cause changes in the tour routing and accommodations, the itinerary will be adjusted accordingly and alternate hotels, restaurants and roads will be used.
WEATHER CONDITIONS
Hadrian V-Twin Tours strives to schedule its tours at a time of the year, when the weather in the touring area is usually pleasant for motorcycling. Many tours pass through areas, where weather conditions can change very fast and significantly. Hadrian V-Twin Tours cannot be made liable for unpleasant and unsuitable weather conditions and no refunds are made for such conditions.
TOUR RATES, RENTAL RATES AND MOTORCYCLE COSTS
Fares quoted are those in effect at time of printing. If cost factors, including but not limited to hotels, meals, motorcycles, insurance, international currency fluctuations, etc. dictate the need for fare increases Hadrian V-Twin Tours may do so at any time prior to 60 days before departure. If a fare increase is required the Client has the right to receive a full refund if so desired.
INSURANCE
Hadrian V-Twin Tours recommends that you take out adequate travel, health and accident insurance as well as trip cancellation insurance. We will request information about your Travel Insurance Company and whom we should contact in an emergency.
CUSTOMER ORIENTATION
Every client will receive a full orientation to the motorcycle. The client orientation will cover all aspects of safe motorcycle operation, the clients’ maintenance responsibilities and European laws.
HELMETS
Helmets can be provided with motorcycle rentals and tours. Clients are encouraged to bring their own helmets, gloves and rain gear for comfort and style reasons. Helmets must be worn at all times.
STORAGE
Hadrian V-Twin Tours will provide storage for client luggage, free of charge, however at clients’ risk.
FUEL
Fuel costs are clients’ responsibility. Hadrian V-Twin Tours claims no responsibility for motorcycle fuel consumption and mileage.
MAINTENANCE RESPONSIBILITY
The customer is responsible for checking engine oil levels at each refueling and reporting mechanical failures immediately. Customers may be held responsible for mechanical damage due to negligence in motorcycle operation or failure to provide normal maintenance.
RESTRICTED AREAS
Road Restriction: Rental motorcycles are not allowed on gravel roads, beaches, “logging” or other non-public roads. “Off-roading” is strictly forbidden.
TOURING ON YOUR OWN MOTORCYCLE
You are responsible for your own motorcycle, insurances, maintenance, breakdown recovery and any pillion passengers.
CLIENT DECLARATION
I irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Terms and Conditions or its subject matter of formation (including non-contractual disputes or claims).
Print Name:
Signed:
Dated: