Flexible Booking Conditions
Booking a SpiceRoads cycling adventure is easy and we try to do everything possible to make sure you have full flexibility and peace of mind. We do not require a deposit to hold your place on a tour and once full payment has been made your money is protected in our client account and you have the flexibility to cancel or change your booking if needed.
You are advised to read the booking conditions in full before you make your payment and should you require further clarifications of any of the conditions below, please contact us.
Confirming your Booking
Just complete our online booking form or send your booking details offline (email or post), and we will confirm your participation. No deposit is needed to confirm your place on a SpiceRoads tour.
Booking Online
From the tour page, click the 'Book Now' link. All departures for this tour will appear, just select the date you'd like to travel. For the next steps, you'll need to know the names of the people travelling. If you wish you can also provide extra details such as passport numbers, height (for bike hire), or you can add that later by logging into Manage My Trip (we'll set up an account for you automatically if you don't already have one). Our system will contact you from time to time to fill in the missing information, as it will be required before departure. However, if the trip that you are booking offers a child discount, you will have to fill out the date of birth of each rider (so we can calculate the appropriate discount). If you are having any problems, please send us an email, or give us a call (+66 026 3295) and one of our travel specialists will assist you with your booking.
Trip Status
There is a minimum number of participants (usually 2) required to enable the trip to go ahead. Once the minimum number is reached, the trip status will change from 'Available' to 'Guaranteed to Depart'. Once a trip is guaranteed to depart you are free to book your flights and make other travel arrangements. If the trip status is ‘Limited’ will mean we have only a small number of spaces available for booking. If you are unsure about the trip status, please email or call our office.
Booking Offline
Just call us or send an email indicating which trip you want to join and we will happily send you a list of questions and process your booking for you.
Deposits and Payments
We do not require a deposit or full payment to book a place for you on a tour.
The balance of the tour’s cost (final invoice) will need to be paid 60 days before the departure date with fees for any bicycle rental(s), single supplement(s) and extra hotel nights.
In the case where a booking is made when there are less than 60 days until the tour departure date, the tour’s cost should be paid in full within 72 hours of receiving an invoice from SpiceRoads. Payment can be made by credit card using our online payment gateway or by bank transfer. When making payment online you will need to confirm that you have read these booking conditions during the "checkout" process, which equates to agreeing to the terms of services and stipulations as indicated in this document.
In all cases, tour fees need to be paid “in full” before participation in a tour. No person(s) will be allowed to join a tour without fully settling their invoice and receiving a confirmation number from SpiceRoads.
The exception can be made for last-minute miscellaneous fees that can be paid locally (visas, additional local hotel bookings, etc.) can be settled on the day of arrival.
Full Flexibility for Tour Cancelations
If the tour is cancelled or postponed by Spiceroads because we didn't make the trip numbers and the tour can’t run, we will make a full cash refund (by bank transfer or on your credit card).
If the tour is cancelled for any other reason, including due to Covid related travel restrictions, we will give you a full credit (with no deductions for admin or any other small-print item) to use on any Spiceroads tour with no time limit. (Exceptions being flights, special permits and other non-refundable items and these will be advised when booking the trip).
You can cancel your booking with no charge and up until 40 days before departure, you can change your booking to another travel date or move your booking onto another Spiceroads tour with no charges.
SpiceRoads Cancellation Policy
In case you, the client, must cancel your reservation, your cancellation fee will be determined according to the following formula:
Valid For all Tours** (except short Thailand tours 3 days or fewer, see below):
| Number of days before the trip starts | Cancellation fee per person |
|---|---|
| 61 days or more: | full cash refund (less bank charges and any fees*) |
| 40-60 days: | full credit (with no deductions for admin or any other small-print item) to use on any Spiceroads tour with no time limit. |
| 15-39 days: | We will refund 30% of the tour price in cash (less bank charges and any fees*) or credit (no fees) |
| 0-14 days | Sorry, no refund possible. |
For short Thailand tours (3 days or fewer):
| Number of days before the trip starts | Cancellation fee per person |
|---|---|
| 8+ days | Admin expenses only* |
| 48 hours - 7 days | We will refund 50% of the tour price in cash (less bank charges and any fees*) or credit (no fees |
| < 48 hours or No show | Sorry, no refund possible. |
* Bank fees and any tour costs incurred by the company as a result of the cancellation.
(Examples of costs that may be deducted include non-refundable purchases of specific equipment and cancellation fees for accommodation or services).
** Please note that deposits may vary for Custom Tours, depending on the itinerary & destination. Custom tour booking conditions will be advised at the time of booking.
Exceptions to this policy cannot be made for any reason, including weather or personal emergencies.
Please note:
- There is no refund for arriving late or leaving a trip early.
- Single supplements, bike hire and other items booked are considered part of the trip price and are subject to cancellation fees.
- SpiceRoads reserves the right to make route and hotel modifications as needed.
- SpiceRoads is not responsible for expenses incurred in preparation for any cancelled trips, such as airline tickets.
- Guests who fail to provide signed "Release of Liability and Assumption of All Risks" and personal information forms before trip departure will not be allowed to join the trip and the cancellation policy applies.
We strongly advise that clients have full personal travel insurance that covers the refund of monies paid in case either party cancels the tour for any reason.
We regret that we cannot be held responsible for incidental/consequential costs or expenses you may incur as a result of any changes or cancellations. No compensation is payable for minor changes.
Any damages/injuries incurred that are attributable to your actions, acts of some other party unconnected with the contract services or where the damage/injury results from events/circumstances which are outside our control and could not be reasonably foreseen.
For damages where SpiceRoads is responsible, our liability is strictly limited to twice the total price of the tour. In booking a tour with SpiceRoads you, the client, are agreeing to these terms and you accept this limit on our liability. This limit allows us to keep the prices of our tours as low as possible.
Methods of Payment
The following methods are available to make payments;
- Credit Card directly through our secure online (256-bit SSL) payment systems provided by our banking/payment partners: Flywire and Kasikorn Bank – www.kasikornbank.com
- Payment by USD - www.spiceroads.com/pay
- Payment by Baht – www.spiceroads.com/paythb
- International Bank transfer by CHAPS or SWIFT*
- Persons with a local Thai bank may make payment by ATM transfer (contact for details)
Bank Transfer Information (USD Payments):
| Beneficiary: | SPICEROADS LIMITED |
| Account No: | 799885089 |
| Bank Name: | DBS Bank (Hong Kong) Limited |
| Swift Code: | DHBKHKHH |
| Account Holder's Address: | Flat/Rm 927B Star House, 3 Salisbury Road, Tsim Sha Tsui, Hong Kong |
| Bank Address: | G/F The Center, 99 Queen's Road Central, Central, Hong Kong |
*International transfer fees or charges may not be deducted from the amount listed on your invoice. These fees are an additional charge that the transferor is responsible for paying.
Discounts on Scheduled Tours
Many of our clients come back year after year to enjoy a SpiceRoads holiday. In order to reward this loyalty we can offer all repeat customers a special discount off the scheduled tour price (excludes single supplement and bike rental).
Fourth tour or more: 5% discount
Eighth tour or more: 10% discount
We can also offer special reduced rates to groups of people traveling together. Please contact us directly to enter negotiations if you are a group of four or more.
Child Discounts
The following discounts apply for children when they join a short (five days or less) SpiceRoads tour:
- Age between 5-11 years - 15% discount from the retail price
- Above 12 years - same rate as adult
- Under 5 years - free of charge
Transferring a Booking
If you wish to transfer a fully paid booking to another person or if any person in a booking is prevented from travelling and you wish to replace them with another person, we can transfer the booking to another person at no extra charge as long as we have reasonable notice (usually 7 days before departure) and there are no administration costs (such as flight or train ticket name changes or similar).
Covid-19 Specific Conditions
The ongoing COVID-19 global crisis can affect our ability to run a tour and also your ability to join the tour so we need to clarify our obligations.
In case Spiceroads is forced to cancel a tour due to a Covid outbreak or travel restrictions, we will provide you with a full credit (with no deductions for admin or any other small-print item) to use on any Spiceroads tour with no time limit.
In case you or anyone in your booking party, test positive for Covid-19 and have to quarantine for a period of time, or are notified or otherwise become aware that you have, or suspect you may have, come into close contact with someone who has tested positive for Covid-19 (or where they otherwise suspect they may have Covid-19) and have to self-isolate for a period of time, Spiceroads will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment). If this happens within 14 days of your departure date, you must contact us as you may no longer be able to travel. We will offer you the following options where possible and subject to availability:
- Postpone your holiday to a later date. We will notify you of any impact on the price the postponement may have and will try to waive cancellation charges but you may be subject to any cost imposed by other suppliers or increases in the tour price.
- Transfer your place on the holiday to another person nominated by you, subject always to the requirements of the “Cancellation or transfer by you” clause.
- Cancelling your holiday, in which case we will impose our standard cancellation charges as of the date of cancellation by you. You may be able to claim these costs back from your travel insurance.
In case you test positive while you are travelling to join our tour please notify us as soon as you can and we will provide all reasonable assistance we can to help, however, we will not be responsible for covering the cost of any curtailment of your tour, missed transport arrangements, additional accommodation required, or other associated costs incurred by you and Spiceroads will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment). You must ensure you have travel insurance which covers these costs for you.
Please also be aware that Spiceroads will also have no liability if you fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so, and as such you are denied entry to board the flight, entry to the destination, access to the services or you are otherwise unable to proceed with the tour or any part of the services booked with Spiceroads or any of our suppliers.
You also must acknowledge that the suppliers providing services, including airlines, hotels and excursion providers, will need to comply with national and/or local guidelines and requirements relating to Covid-19, and have implemented certain measures as a result. This will likely include specific requirements regarding personal protective equipment, such as the use of face-masks by staff (and you may be required to wear a face-mask as well), social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitisation, limited entertainment options and limited food/drink availability. We do not expect these measures to have a significant impact on your enjoyment of the services we provide and all measures will be taken to secure your safety and those around you.
Coupons & Credits
If clients choose to leave monies on credit with us; this amount will only be held and may be converted into a coupon at the client’s request with no time limit.
Coupons are issued as either monetary amounts or percentage discounts, they have no monetary value, and are only redeemable against bookings on guaranteed departures. Coupons are non-transferable, and are issued with 12 months of validity made clear at the time of issue. Coupons cannot be extended under any circumstances.
Where monies are held in lieu of cancellation charges payable, the credit will be converted to a coupon immediately.
Documentation
You must have a valid passport and all the visas and permits required for your tour. This includes any medical certificates that are required. The client accepts full responsibility for obtaining all such documentation. Every client is encouraged to contact the consulate/embassy for the countries they are travelling in respectively to receive the latest and most current information about their immigration/transit policies.
SpiceRoads does not accept responsibility if your documentation is not in order. Information provided by the company about these matters and other related items (clothing, baggage, climate etc.) is given in good faith but without responsibility on the part of the company.
You must be in possession of a valid passport and all the visas and permits required for your tour. This includes any medical certificates that are required. The client accepts full responsibility for obtaining any and all such documentation. Every client is encouraged to contact the consulate/embassy for the countries they are traveling in respectively to receive the latest and most current information about their immigration / transit policies.
SpiceRoads does not accept responsibility if your documentation is not in order. Information provided by the company about these matters and other related items (clothing, baggage, climate etc.) is given in good faith but without responsibility on the part of the company.
Travel Insurance
For all tours (except short Thailand tours 4 days or less, see below):
SpiceRoads insists that all clients must take out good travel insurance before joining one of our tours. There are inherent risks involved in cycling and mountain biking and we will not be liable for your medical expenses or evacuation in case of an accident.
This insurance must include adequate coverage for any personal accident, medical expenses, injury, death and repatriation. Insurance should also provide coverage for cancellations or curtailment of the holiday. Clients should also ensure that there are no exclusion clauses limiting protection for any dangerous or unusual activities that might be included in their tour.
If you join the tour without adequate insurance you may be disallowed from continuing on the tour without the right of refund. Clients are solely responsible for arranging their insurance and they should ensure that they are covered for the full duration of their tour. Your tour leader will ask for copies of your insurance before allowing you to join the tour. This protects both you and us.
For short tours (4 days or less):
SpiceRoads provides group accident insurance during the time you travel on our tours. This insurance affords coverage only concerning such results from a bodily injury for which the sum insured is stated below:
| Insuring Agreement | Sum insured (Thai Baht) |
|---|---|
| Loss of life, Dismemberment, Loss of sight or Total Permanent Disability | 1,000,000.- / person |
| Medical Expenses Each Accident | 500,000.- / person |
In case of an accident, please consult with your tour leader or contact our reservation staff at +66 (0) 89 814 0383 (24 hour hot line).
Tour Authority
Upon signing up for a tour you must agree to accept the authority of the tour leader who is the representative of the company. The tour leader should be regarded as the same as a "ship's captain" or an airline's "Pilot."
At all times the authority of your tour leader will be final when concerning matters likely to endanger your health or safety or regarding behaviour or ill health that is causing or is likely to cause danger, distress or disturbance to the group and the well-being of the tour. If your tour leader has found you to have behaved in a way that disrupts or impacts other clients' experience, in a way that is threatening or abusive to other tour participants or tour staff, in a way that puts other tour participants or staff in danger, or in a way that is illegal or violates the laws of the country in which the tour is operating, the tour leader and the company reserves the right to terminate your participation on the tour. Failure to abide by the authority of the tour leader could result in legal proceedings and the immediate termination of your participation in the tour without recourse.
In such circumstances, we reserve the right to terminate all travel arrangements without liability on the part of the company. You must always comply with the local law, customs and drug regulations of the countries you are visiting. Failure to do so may lead to you being ordered to leave the tour without recourse to any refund or any legal claim against the company. In the case of ill health, the company and its operators can make those arrangements that it sees fit and recover all monies paid from the client. The person who signs the booking form (which incorporates these conditions) warrants that he/she does so, with full authority on behalf of all those whose names appear thereon, and confirms thereby that all such persons accept and are fully aware of these conditions.
No refund will be given for non-utilized services, however, if we can obtain a refund ourselves for these services we will endeavour to pass these on to the client less reasonable administration charges.
Surcharges
SpiceRoads pledges never to increase the tour price except under exceptional circumstances for those that have previously booked the tour. Circumstances of this policy include government action or legislation that directs the company to increase prices, exceptional and unfavourable changes in exchange rates that exceed a 20% fluctuation or currency devaluation.
Clients will be notified of any price increase at least 4 weeks before departure.
Tour Inclusions
Services provided as part of each tour are listed in detail on each tour web page. Excluded services are not included and SpiceRoads cannot be held responsible for costs incurred during the tour outside of specified trip inclusions.
Trip inclusions including meals, accommodation, transportation services, activities, and all others specified apply to the SpiceRoads customer for which they have been booked. The shared use of trip inclusions by persons other than guests with full booking confirmation and payment is not allowed and guests found to violate this will face immediate termination of their tour participation without recourse.
Flights or Delays
We will not accept any liability for any delay in your outward or inward flight/s, whether the cancellation or delay is caused by the weather, airline rescheduling, industrial action or mechanical failure. We will give no refunds or compensation for lost time and services from the itinerary.
Complaints
Should you have a complaint or require assistance while on tour, you must notify your tour leader and email our Customer Support Team at at the earliest opportunity, so that they can do what they can to immediately rectify it. Failure to do so will result in the limiting of a client's ability to claim compensation. If the problem is not brought to our attention we have no opportunity to rectify it. Any complaints should be sent to us in writing, or by email, not more than 28 days after the tour ends.
Complaints related to booking, inquires, billing, sales or operations should be directed to the Sales and Marketing Manager and/or the General Manager.
Anything Else
If there is anything else you need to know or want to hear in order to put your mind at rest, please do not hesitate to contact us.
Limited Liability
SpiceRoads is not liable for any bodily injury or property damage as a result of (but not limited to): physical exertion for which a guest is not prepared; forces of nature; travel by plane, train, auto, boat or other conveyance, or by bicycle, horseback, foot or another form of active or adventure travel; consumption of alcoholic beverages; civil unrest; terrorism; breakdown of equipment; high altitude; lack of or limited access to medical attention in remote locations; and the adequacy of medical attention once provided.
SpiceRoads is also not liable for: expenses (e.g., meals, transportation or hotel costs) that are not specified as included in the trip cost but may be required to get to or from a trip start or endpoint.
SpiceRoads reserves the right to make route and hotel modifications as necessary to improve the trip quality or to accommodate the comfort and well-being of guests. Guests grant SpiceRoads express permission to take photographs or make film records of its trips for promotional and commercial use, as well as approve such use by third parties with whom SpiceRoads may engage in joint marketing, without financial remuneration.
To view our liability release form click here. You will be asked to sign this form before you start your tour.
Last updated: 16/09/2021
