Sole Cycling Booking Conditions

Updated December 2019


Please read this carefully before making your booking and contact us with any questions before signing up.

It sets out your agreement with us and contains important terms and conditions that you need to know.

  1. The agreement
    Your agreement with us comes into effect when we have received your completed and signed booking form or telephone or email instructions together with your deposit and we have issued confirmation of your booking (either written or verbal).

A deposit is payable at the time of booking, the amount specified by us at the time of booking and that forms the basis of your agreement with us. Deposits are non-refundable. The agreement is made in England and is governed in all respects by English law. Any disputes arising from this agreement will be dealt with exclusively by the Courts of England and Wales.

  1. Payment of balance
    When we confirm your booking with us, we will send you an invoice showing the balance of the payment due and the date by which it must be received by us. Payment of the balance must be made 6 weeks before the start of your holiday. If the balance is not received by the due date we reserve the right to cancel your booking and to apply cancellation charges as paragraph 5 below. Where bookings are made less than 6 weeks before the start of your holiday, full payment must be made when booking. We will agree your payment schedule with you upon booking.


  1. Price Guarantee
    We guarantee that the price of your trip will not be subject to alteration or surcharge once you have paid your deposit and we have confirmed the booking. We reserve the right to increase or decrease our prices at any time and we will agree the price with you at time of booking.


  1. Changes to arrangements
    If you wish to alter your trip arrangements we will do our best to accommodate you, subject to availability, upon payment of an administration charge of £50 per booking, provided such alterations are notified at least 28 days before the start of your holiday. After this date we reserve the right to treat the changes as re-bookings and to apply cancellation charges.


  1. Cancellation
    If you have to cancel your trip you must notify us immediately. We will be entitled to charge cancellation charges expressed as a percentage of the total price on the following scale, to be calculated from the date on which we receive notification.


Days before
Up to 42 deposit only
41 to 29  40%
28 to 15 60%
14 to 8 75%
Less than 8 100%


  1. Alteration/cancellation by us
    There may be occasions when it is necessary to alter itineraries. The itineraries are statements of intention only, do not constitute representations or undertakings that they will be carried out and changes to them will not constitute material alterations. We will notify you of any such alterations as soon as we can and will offer you alternative arrangements of at least equivalent standard. In the unlikely event that we have to cancel your trip or make changes we will notify you as soon as possible and offer you the choice of an alternative trip or a full refund.


  1. Force Majeure
    Except where otherwise expressly stated in these booking conditions, we cannot accept liability or pay any compensation where the performance of our contractual obligations is prevented or affected by “force majeure”. For the purposes of these booking conditions, “force majeure” means any event which we, our employees, agents or supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, flood, low water or unplanned maintenance on rivers, roads and bridges, cancelled or delayed flights, ferries or trains and all similar events outside our control.


  1. Using your own bike
    You should always ensure that your bicycle is in a good state of repair prior to use and you will be responsible for the maintenance of your bike while away on the trip. Please note that on our overseas trips, no provision is made for mechanical assistance for those using their own bikes. You should ensure that you have access to puncture repair and all other suitable tools you may need on your trip. Our staff are not responsible for the replacement or fixing of your bike should you have an accident or incident.


  1. Damage to or theft of your hire bike
    Security deposits are not required although you should note that we will ask for reimbursement in the case of any damage (beyond fair wear and tear) to or theft of your hire bicycle.


  1. Luggage transfers
    Luggage limits apply on all our trips and details of these will be given upon booking. Please note, that in the interest of protecting staff engaged in luggage transfer, no single piece of luggage should exceed 25kg (20kg on all European tours).


We will NOT be liable for:

i Damage to or loss of items not normally carried in luggage (such as cameras, IT equipment or any means of payment);

ii Cosmetic damage to luggage or damage to handles and rollers/wheels;

iii Damage to any item weighing in excess of the maximum weight allowed per item on the tour as specified above.

  1. Dealing with problems
    11.1 Complaints
    If you have a problem with our services whilst on trip you should report it immediately to a member of the tour team so that the matter can be put right. Any ensuing complaints should be notified to us as soon as reasonably practicable and in any event put in writing to our office within 14 days of the end of your trip.

    11.2 Liability for injury or loss
    We will not be liable for any injury or loss suffered by you except in the following circumstances:
  1. Death or personal injury caused by the negligence of us, our employees, agents or suppliers provided they were at the time carrying out work authorised by us;
  2. Misrepresentation made by us, our employees, agents or suppliers provided they were at the time carrying out work authorised by us;
  3. Breach of our contractual duty to exercise due diligence in making arrangements for your holiday and for consequential loss arising from any such breach.
  4. Failure to provide contractual services which are adequate or are of a reasonable standard.


  1. Insurance
    We strongly recommend that you are adequately insured for your trip and consider insurance essential for overseas holidays.

It is a condition of booking that you agree to put adequate travel insurance in place for any holidays to a country where you are not resident (we will require proof and you should have copies of your insurance documents with you during your trip).

Where we provide additional insurance (For example at organised races and events) we will notify you during the booking process.

  1. Passport
    UK passport holders need to carry their passport when they travel outside of the UK. Non UK passport holders should check on passport and visa requirements for entry to the trip destination. Passports and Visas should be valid for the length of the trip in line with the conditions of the country of travel, note that many countries require 6 months or longer, check these conditions with the country you are visiting prior to travel.


  1. Communications

In addition to emails concerned with the administration of your holiday, we will add your details to our email list and send you details of new developments and special offers unless you ask us not to. We will not share your details with any other organisation. For full details of our GDPR policy please visit the website. A copy can be emailed to you on request.