Booking Terms & Conditions
Booking Terms & Conditions
Lucca Cycling Club di Elizabeth Anne Te Stroete (“Lucca Cycling Club”, "we", "us", or "our") welcomes you. Our commitment to excellence means we have guidelines and procedures in place to achieve maximum guest satisfaction and strong business relationships. By registering for a Guided Ride or a Trip, all participants ("you" or "your") agree to comply with these Terms and Conditions. Please take a moment to read through them to discern whether our trips and rides are for you.
We draw your attention to the Terms and Conditions of travel below, these Terms and Conditions including all brochures, documents, correspondence, and the terms and conditions of our suppliers form the basis of the contract with you. Before making a booking with us you must ensure that you have read and understood these Terms and Conditions (and ask any questions you may have). Please be aware that these terms and conditions contain waivers of liability as well as waiver of class action and venue selection and notice clauses. By asking us to confirm your booking you are accepting all the Terms and Conditions laid out below and acknowledging that you have read the Terms of this Contract and agree with it.
If you are making a booking as a group, the leader of the group is responsible for sharing these Terms and Conditions with all members of the group and is financially responsible for the booking. We will not be liable for a group leader’s failure to share these Terms and Conditions with all travelers in their group.
You represent and warrant that (a) you are of sufficient age to use our services and website and can create binding legal obligations in connection with your use, (b) you are legally authorized to act on behalf of those you represent and accept these terms and conditions on their behalf, and (c) the information supplied by you, or members of your group is true and correct.
Violations by You
You agree that any violation of any such terms and conditions may result in (a) the cancellation of your reservation or purchase, (b) your forfeiture of any monies paid for your reservation or purchase, and (c) your being denied access to the applicable travel related product or service.
Changes to these Terms and Conditions
Lucca Cycling Club reserves the right, in our sole discretion, to change these Terms and Conditions at any time. Upon making changes, we will notify you via the email address you provide to us at booking. The current terms will apply to your booking. You must therefore be familiar with the terms in effect at the time you book. Your continued use of our services including continuing to use or maintain any bookings after notice of any changes to the terms and conditions constitutes your consent to the changes.
Guidelines and Conduct
Trips and Guided Rides function best when participants practice simple cycling etiquette. By joining us on a Guided Ride or Trip, you understand the importance of the following:
In general, cycling entails risk, and cycling in Italy is no different. To minimize risks, you must practice self-awareness and caution by following Italian traffic laws, wearing a helmet and choosing not to consume alcohol while riding.
Level of Skill and Fitness
We ask that you be a cyclist with the minimum base of fitness and skill to navigate Italy’s narrow roads. All participants must be capable of participating fully and happily — with or without the assistance of an ebike — in the following levels of activity:
- Cycling 3 - 6 hours in all weather conditions, such as sun or rain
- Gradients of up to 12 or 14 percent
- Riding in groups without being hazardous to others
We take your individual needs seriously, but please understand we cannot cater to each person’s wants and desires. The beauty of group trips is the opportunity to meet new people, to learn new ideas and ways of thinking — in which case you may benefit greatly from putting your own needs aside for the good of the group.
More specifically, showing up on time, maintaining a positive and open frame of mind, and respecting the overall speed of the group. Please include any specific needs in our booking form, and we’ll do all we can (within reason) to meet them.
Lucca Cycling Club strives to build and cultivate collaborative relationships, and we achieve this by collectively respecting our guides and purveyors of rental bikes, hotels, villas, cafes, and restaurants. It is expected that you as a participant join us in strengthening these collaborative relationships so we can ultimately serve you better.
In the case you bring your own bike, we ask that you have it cleaned and tuned prior to your trip. Specifically, check that the drivetrain isn’t worn out, that you are using an ideal gear ratio for your trip, tires are free of major gashes and holes, and brake pads are sufficient.
While we provide mechanical support for minor repairs and gear adjustments, the nature of running a trip does not lend itself well to a time-consuming search for replacement parts needed to conduct major repairs. Should an unforeseen mechanical accident occur, we will do all we can to repair the bike, but be aware that extra service fees may apply.
Resolving Issues Early
Should you incur a problem or have a complaint, please make it known to the head guide at the earliest convenient opportunity. We ask that you bring your issues directly to us rather than other guests. Over the years, we have learned that when one guest openly voices a dislike, it puts the other guests into problem-solving mode on that guest’s behalf. Guides and not other clients are the ones tasked to solve problems, and so we respectfully ask for the benefit of all clients on the trip to keep this in mind, and to communicate issues directly to the guides on the trip so that they can properly resolve them.
Booking, Payment and Cancellation Policy
Bespoke Trip Deposit
The deposit for Bespoke Trips is €750 per person and is non-refundable. The remaining balance is due 120 days before the start of your trip.
In addition to the per-person trip deposit, a non-refundable €1000 Bespoke Trip Design Fee is required to initiate your request, design your itinerary and secure the availability of hotels (or villa) for your group. Once the booking is confirmed, this design fee will be applied toward the balance due. All prices are in Euros.
Bookings do not include airfare and you must not make any air reservation until you receive confirmation of your booking. Your contract for airfare is with the carrier and subject to its terms and we will not be liable for any change fees or cancellation fees or other additional cost you incur with the air carrier.
Upon booking, we will provide you with instructions of payments and all due dates. You must make all payments in full and on time. If you are booking within 120 days of the departure date, full payment will be due at the time of booking confirmation. If full payment is not received by the due date on your invoice, we reserve the right to cancel your travel and apply the cancellation charges set out in the cancellation section below. Failure to make a payment may result in the cancellation of your travel. In such a case this would be considered a cancellation by you and the cancellation terms and fees as described below would be in effect.
Credit Card Payments
While we do accept major credit cards including Visa, Mastercard, American Express and Discover, travelers must provide to us a click authorization for every transaction for your trip. Your authorization is an agreement for us to charge your card and an acknowledgement and agreement to these terms and conditions including the cancellation terms. As such you agree not to make any improper chargebacks.
In certain cases, you can dispute charges with credit card companies ("chargebacks"). Before initiating a chargeback, we ask you first to call us to discuss any questions or concerns about our charges. We will work with you in attempting to resolve your concerns. By using our service to make a reservation, you accept and agree to our cancellation policy. Lucca Cycling Club retains the right to dispute any chargeback that is improper and recover any costs, including attorney’s fees related to improper chargebacks. Additionally, in the event of an improper chargeback, we retain the right to cancel any travel reservation related to that improper chargeback. The following chargeback scenarios are improper, and we retain the right to investigate and rebut any such chargeback claims:
- Chargebacks resulting from non-cancellable reservations, whether or not the reservation is used.
- Chargebacks resulting from charges authorized by family, friends, associates or other third parties with direct access to your credit card. This does not include credit card fraud.
- Chargebacks arising from inconsistency or inaccuracy with regard to the supplier’s product description.
- Chargebacks resulting from force majeure or other circumstances that are beyond the control of Lucca Cycling Club or the Supplier.
- Chargebacks resulting because you do not agree with the cancellation policy.
Price and Rate Changes
We reserve the right to add a supplement to your travel prices should our costs of supplying your travel increase, until we receive your final payment. Any increase to your travel price will be as the result of changes in our costs of supplying your travel resulting from transportation charges, (fuel and other transport charges which form part of our contract with the transport provider), dues or taxes payable locally, currency fluctuations and government action, any other taxes, or fees payable for services. If our costs to supply your travel increase, we reserve the right to increase the price of your travel and will forward a new Invoice reflecting any changes made. After final payment your price is locked in.
We reserve the right to make changes to and correct errors in advertised prices at any time before your travel is confirmed. We will advise you of any errors of which we are aware and of the then applicable price at the time of booking.
Medical Travel Insurance
You are ultimately responsible for all the decisions you make and, for this reason, it’s absolutely necessary you travel with valid personal/travel health insurance that specifically covers outdoor sports activity including cycling. It is obligatory to sign our release liability waiver before the start of the trip.
Travel Protection Insurance
Although we can’t insist that you purchase travel insurance to travel with us, we highly recommend being covered by a “cancel for any reason” policy. Many good companies offer various coverages, so consider all your available options. We’re happy to point you to providers who offer them. Lucca Cycling Club is not qualified to answer technical questions about the benefits, exclusions, and conditions of travel insurance plans. Lucca Cycling Club cannot evaluate the adequacy of the prospective insured's existing insurance coverage. If you have any questions about your travel protection, call your insurer or insurance agent or broker.
Declining to purchase an adequate travel protection plan could result in the loss of your travel cost and/or require more money to correct the situation. You also acknowledge that without this coverage, there may be no way to recoup any losses, costs or expenses incurred. If you choose to travel without adequate coverage, we will not be liable for any of your losses howsoever arising, for which trip protection plan coverage would otherwise have been available.
Note: Any policy that covers “cancel for any reason or pre-existing conditions” — for instance, Allianz Travel Insurance — must be purchased within 14 calendar days of deposit.
Trip Cancellation, Refund and Credit Policy
Because we strictly adhere to our cancellation policy, in order to protect your travel investment and, most importantly, to ensure your total comfort with every aspect of your travel experience, we strongly recommend you purchase some form of travel insurance within 14 calendar days of initial trip deposit.
|121 +||50% of deposit*||100% of deposit|
|91 - 120||100% of deposit*||30% of trip price|
|61 - 90||30% of trip price||50% of trip price|
|31 - 60||60% of trip price||75% of trip price|
|0 - 30||100% of trip price||100% of trip price|
*50% of the trip deposit can be rolled over as travel credits for one year. Credits may be applied only once and will not be reissued in the event the rebooked travel is canceled again.
Refunds for cancellation are also subject to the terms and conditions of the suppliers. Suppliers may choose to provide a travel voucher or credit in lieu of refund. We are not responsible for a supplier’s failure to pay a refund or for supplier bankruptcy or insolvency.
Shop Collection Cancellation Policy
Guided Rides: If you need to cancel, we refund 50% of the booking value up to 14 days before the ride date. Should you cancel within 14 days of the ride date, the booking will be non-refundable.
Bike Rentals: If you need to cancel, we refund 70% of the bike rental fee up to 48 hours before your rental begins. Should you cancel within 48 hours, the rental fee becomes non-refundable.
Given today’s travel challenges and considering the complexity of your trip, we want to do all we can to ensure a fair outcome for all parties. Should unforeseen circumstances arise where, for instance, an inbound or outbound destination is closed due to Covid-control measures imposed by the local government, we’ll request a postponement from our villa or hotel partners. However, granting this request is a gesture of goodwill on their behalf and is therefore not guaranteed and standard terms may overrule.
If quarantine requirements are in place at the time of travel but there are no official travel restrictions, we consider the booking to commence as normal.
No Refunds or Credits After the Trip or Guided Ride
No full or partial refunds or credits will be issued upon return from your trip.
Lucca Cycling Club Changes and Cancellations
If we are forced to cancel a tour for reasons of force majeure (for example, because of an earthquake or a global pandemic), you will be refunded the trip balance and the deposit will be rolled forward into travel credits. We regret, however, that we cannot reimburse additional costs you incur, such as airline tickets, travel insurance, visa and passport fees, etc..
For the comfort and safety of participants, we reserve the right to make route modifications or to eventually cancel as necessary due to inclement weather or dangerous conditions. Route modifications and other changes will be considered minor and will not be cause for cancellation or refund.
Guest-Initiated Changes for Bespoke Trips
Requested changes to an existing Bespoke Trip reservation will be handled on a case-by-case basis. When Lucca Cycling Club is typically able to accommodate changes, a minimum €250 change fee will be levied per group. This fee is subject to increase concurrent with the magnitude of changes requested. The guest is responsible for any additional cancellation fees incurred from hotels, etc. Additionally, the guests must pay any tour price increase resulting from the change.
Destinations & Documentation
Travel to certain destinations may involve greater risk than others. Lucca Cycling Club urges Travelers to remain informed daily as to current news, as well as to review travel prohibitions, warnings, announcements, and advisories issued by the United States Government prior to booking travel to international destinations. Information on conditions in various countries and the level of risk associated with travel to destinations can be found at http://www.state.gov, and http://www.cdc.gov. In addition, you should consult with government websites to ensure that you are following all requirements for admittance into that country, including COVID- 19 requirements, as well as understanding local laws that govern travel within a country, such as medical tests and tracking. Should you choose to travel to a country that has been issued a travel warning or advisory, Lucca Cycling Club will not be liable for damages or losses that result from travel to such destinations.
It is the responsibility of each traveler to obtain and carry a valid passport, visa(s), inoculations, and all other documents required by applicable government regulations. For up-to-date requirements US citizens should visit www.travel.state.gov. When traveling domestically within the USA or internationally, the U.S. Transportation Security Administration (TSA) and U.S. Department of Homeland Security (DHS) advise that everyone carry at least two forms of acceptable identification in order to board a flight, found here: http://www.tsa.gov/traveler-information/acceptable-ids. Lucca Cycling Club strongly recommends that you consider that certain countries will not admit a passenger if their passport expires within six (6) months of the date of entry. Non-USA citizens may require additional documentation. Children and infants also require all such travel documents. Minors traveling with one parent, and/or without both parents, may be stopped and not admitted, unless authenticated and verified consent forms are provided to the authorities.
Recommended inoculations for travel may change and you should consult your practitioner for current recommendations before you depart. It is your responsibility to ensure that you meet all health entry requirements, obtain the recommended inoculations, take all recommended medication, and follow all medical advice in relation to your trip. Inoculation requirements can be found on the Center for Disease Control website at https://www.cdc.gov/.
You acknowledge any failure to strictly comply with these requirements may result in denied boarding or an undue delay at an airport security checkpoint causing traveler to miss flight(s), and subsequent scheduled travel bookings tours. Lucca Cycling Club bears no responsibility for advising and/or obtaining required travel documentation for you, or for any delays, damages, and/or losses including missed portions of your vacation related to improper documentation or government decisions about entry.
Consent to Use of Photos and Videos
Any photographic, film, video likeness or audio recordings (together the Images) of you while on retreat may be edited and used by Lucca Cycling Club in future marketing campaigns and on the Lucca Cycling Club’s website and social media accounts without any notification or compensation to you. You releases and discharge Lucca Cycling Club, its owners, members, employees, agents and assigns from any and all claims and demands arising out of or in connection with the use of the Images, including with-out limitation any and all claims for libel, invasion of privacy, or false light, and from any and all liability for damages of whatever kind, which may, at any time, result to me, my heirs, legal representatives, and assigns.
Release of Liability, Waiver of Claims, Assumptions of Risk & Indemnity Agreement
Limitations of Liability
Our customers must understand the inherent risks and dangers of cycling. Lucca Cycling Club is - not liable for property damage or bodily damage as a result of, but not limited to, participants' physical exertion, forces of nature, travel by plane, train, auto, bike, boat or other transportation, breakdown of equipment, high altitude, lack of or limited access to medical attention in remote locations, and the adequacy of medical attention once provided.
Lucca Cycling Club is not liable for accidents and shall make no refunds for events beyond its control such as, without limitation, acts of God, strikes, acts of war, terrorism or civil unrest, government restrictions, industrial action, natural or nuclear activity, epidemic, pandemic, illness, physical injury, quarantine, adverse weather conditions, fire or for acts of omission of Third Parties or other parties not under the control of Lucca Cycling Club and all similar events outside our control.
Lucca Cycling Club, and its employees, shareholders, agents, and representatives use third party suppliers to arrange transportation, lodging, meals and all other services related to this tour. Lucca Cycling Club is an independent contractor and is not an employee, agent, or representative of any of these suppliers. Lucca Cycling Club does not own, manage, operate, supervise, or control any transportation, vehicle, airplane, hotel or restaurants, or any other entity that supplies services related to your tour. All suppliers are independent contractors and are not agents or employees or representatives of Lucca Cycling Club. All tickets, receipts, coupons, and vouchers are issued subject to the terms and conditions specified by each supplier, and by accepting the coupons, vouchers, and tickets, or utilizing the services, all travelers agree that neither Lucca Cycling Club, nor its employees, agents, or representatives are or may be liable for any loss, injury, or damage to any tour traveler or their belongings, or otherwise, in connection with any service supplied or not supplied resulting directly or indirectly from any occurrence beyond the control of Lucca Cycling Club. Lucca Cycling Club assumes no responsibility or liability for any delay, change in schedule, loss, injury or damage or loss of any traveler that may result from any act or omission on the part of others; Lucca Cycling Club assumes no responsibility or liability for personal property; Lucca Cycling Club reserves the right to refuse any traveler or potential traveler at its sole discretion.
Shop Collection Limitations of Liability
Note: This applies to the Lucca Region & Ride Guide, and Ride with GPS ambassador routes.
Shop Collection services and guides have been prepared in good faith. Any errors and or omissions are not the fault of Lucca Cycling Club. By using Shop Collection services and guides you proceed at your own risk and you acknowledge that no warranty or guarantee of any kind, express or implied, is provided.
To the fullest extent permitted by applicable law, you hereby release, hold harmless and indemnify Lucca Cycling Club for any claim attributable to errors, omissions, negligence, or other inaccuracies.
Release Liability Waiver
You cannot participate in a Lucca Cycling Club trip without a signed waiver, release & consent. By participating in a trip by Lucca Cycling Club you agree to the following conditions.
- I freely acknowledge and realize the potential danger of participating in a trip by Lucca Cycling Club and fully assume all risk including, but not limited to, collision with pedestrian vehicles, other riders and/or other fixed moving objects or persons, the negligence of other riders, my own negligence and/or the negligence tour guides, Lucca Cycling Club employees, agents and/or representatives, and dangers arising from falls and public road or path surfaces, weather conditions, encounters with animals and/or plant life, tainted food or water, consumption of alcohol, known or unknown medical conditions, as well as the possibility of physical and/or mental trauma or injury. I understand the description of these risks is not complete and that unknown or unanticipated risks may result in injury, illness, or death. I agree to be responsible for my own wellbeing and negligence. I freely and voluntarily assume complete personal responsibility for these risks and for the injuries or death that may occur as a result of these risks, even if such injuries or death occur in a manner that is not foreseeable at the time this agreement is signed.
- I understand that if I leave before or after the trip starting time or travel a course different from the trip route as recommended by the guide, I will not receive services as published or advertised. I further agree to pay all fees associated with any diversion I choose to make from all or part of the event.
- I realize that trips by Lucca Cycling Club di require physical exertion, and I represent that I am in sound medical condition and capable of participating in the bicycle ride without risk to others of myself.
- I have no physical or medical impediment that could be reasonably expected to endanger others or myself.
- I understand that the law defines a bicycle as a moving vehicle and I agree to follow all traffic laws, signs, rules and regulations accordingly.
- At all times during my participation in a trip by Lucca Cycling Club, I agree to adhere to all safety rules and regulations of Lucca Cycling Club which includes a zero alcohol policy and wearing a helmet at all times while riding a bicycle.
- As a responsible adult, I fully recognize that riding a bicycle on roads is inherently dangerous and that accidents can happen at any time and in any place during a trip or ride. I am solely responsible for the manner in which I ride.
- I hereby take action for myself, my executors, administrators, heirs, next of kin, successors to release, indemnify and agree to hold harmless Lucca Cycling Club, its officers, directors, representatives, employees, agents and participants of any from losses, costs, damages, claims, demands, rights and causes of action of any kind or nature including attorneys’ fees, and including any and all negligence claims of causes of action, which may arise and which result from illness, personal injuries, property damage, death or of any other damages or injuries, not included herein, occurring during, or as a result of, my participation in the trip by Lucca Cycling Club.
- I agree that I will use good judgment, be self-reliant, and stop to request assistance if I am unsure of my ability to complete any segment of the event safely.
- In the event of any injury or accident, I agree to notify the trip leader, and consent to and permit the administration of emergency medical treatment.
- I grant permission to the trip organizer to take (or cause others to take) photographs and videos of me during the trip, and to use the same for any purpose including but not limited to promoting, advertising and marketing.
- I acknowledge and agree that any such photographs and videos shall be the sole property of the organizer and its assigns.
- I understand that severe weather or other conditions out of control of the trip organizers may cause the trip to be canceled.
- In these cases, I understand that all costs I have incurred to attend the trip are not refundable.
- I agree to this freely and voluntarily without any inducement, assurance or guarantee being made to me and I intend this submission to be a complete and unconditional release of released parties to the greatest extent allowed by law.
- I agree that this complete waiver, release, and consent is binding on my heirs, proxies, and assigns.
Minors: If you are under 18 years old, your parent or guardian must agree to the above conditions before the entrant may participate in any trip or event by Lucca Cycling Club.
Each traveler is expected to act responsibly and adhere to all behavior guidelines established by Lucca Cycling Club and our local suppliers. Our local suppliers reserve the right to remove you from any trip if you endanger yourself or others or disrupt others. In any such case, there will be no refund.
Traveler agrees to and shall indemnify and hold harmless Lucca Cycling Club, and each of our officers, directors, employees and agents (collectively “Lucca Cycling Club”), from any expenses, losses, liabilities, damages, judgments, settlements and costs (collectively, “damages”) involved with or incurred by Lucca Cycling Club (including, without limitation, reasonable attorneys’ fees and the advancement of same) with respect to any claims, law suits, arbitrations, or other causes of action, which result, directly or indirectly, from: (i) traveler’s breach or violation, or threatened breach or violation, of this Agreement and (ii) Any damage caused by traveler while participating in the trip.
Content, photos, blog entries, and digital products are the property of Lucca Cycling Club. You are permitted to use its content, photos, and information for personal, informational, and non-commercial purposes.
Pre-Existing Medical Conditions/Disabilities
Because our tours are very physical in nature, it is essential that you advise us before booking if you do have any disability or pre-existing medical condition which may affect your tour, or if you have any special requirements as a result of any disability or medical condition (including any which affect the booking process) so that we can assist you in considering the suitability of the arrangements and/or in making the booking. Lucca Cycling Club will communicate requests to Suppliers, but cannot be responsible if ADA accommodations are not available. Any accommodations provided will be at the sole expense of the traveler requiring the accommodation. Please note that accommodations outside of the USA may not be in compliance with the Americans with Disabilities Act and may not have wheelchair accessibility.
We and our Suppliers are, unfortunately, unable to offer additional assistance to travelers with limited mobility and all such assistance will need to be provided by whoever the traveler is traveling with. Travelers with disabilities must notify Lucca Cycling Club at the time of booking of status and of the identity of their non-discounted, paid travel companion who will be responsible for providing all necessary assistance. We may request that you provide a letter from your doctor confirming your fitness to travel.
Governing Law/Jurisdiction/Class Action Waiver/Notice/Damages
You agree that you will only bring claims against Lucca Cycling Club in your individual capacity and not as a plaintiff or class member in and purported class action or representative proceeding. Lucca Cycling Club shall not in any case be liable for other than compensatory damages, and your payment of a deposit on a trip means that you agree to these conditions of sale and expressly waive any right to punitive damages. You understand and agree that no claims will be considered and that you will not bring suit against Lucca Cycling Club unless you have first provided a typewritten notice of claim to Lucca Cycling Club within 30 days after the tour or cancellation of the trip.