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EUROPEAN BIKE EXPRESS FAIR TRADING GUARANTEE AND BOOKING CONDITIONS FOR RIDE ACROSS BRITAIN (RAB) EVENT

 

(FOR EUROPEAN BIKE EXPRESS SUMMER 2022 PLEASE REFER TO THE BOTTOM OF THIS INFORMATION!!)

 

European Bike Express appreciate that your transfer/transport service is important to you. Before you make your choice, we want you to know that you will get a fair deal with our company - after all, it is in our own interest as we would like you to be satisfied and book with us again. When you make a booking with European Bike Express and we accept it, a contract is legally made with obligations and rights on your side and ours, as set down below.

 

There is no "small print" in this statement but please read this Fair Trading Guarantee and the information regarding your transfer/transport as this forms the basis of our contract with each other.

 

1. Booking your Rider Transfer/Bike Transfer/Extra Weight/Bike Boxes & Bike Bags Transportation

Bookings can only be made online via our European Bike Express website at http://www.bike-express.co.uk/Tours/RAB/Overview. We are unable to transfer Bike Boxes/Bags on our home collection service. Upon receipt of your booking and payment we will issue a confirmation invoice by email, at which time your full payment becomes non-refundable.

 

2. If you change your booking

Any alterations to your booking are subject to a charge of £5 per person. Any change to your booking needs to be sent by email direct to European Bike Express at info@bike-express.co.uk. Name changes are not allowed.

 

3. If you cancel your booking

If you cancel the contract our refund policy is as follows;

150-365 days prior to the event

75% of total amount

120-149 days prior to the event

50% of total amount

80-119 days prior to the event

25% of total amount

0-79 days prior to the event

NIL

 

*If RAB 2022 Is cancelled then all monies will
be refunded (less card charges).

Please note that bookings cannot be transferred to another person.

 

4. Events beyond European Bike Express' control

If certain events outside European Bike Express' control (being force majeure comprising [but not limited to] war or threat of war, terrorist activity, political unrest, riots, civil strife, pandemics, natural disasters, closure of airports, technical problems or accidents involving other transport, fire, bad weather or any other event (outside the control of European Bike Express) occur before your departure date then European Bike Express may be forced to cancel or substantially alter your transfer arrangements. In such circumstances, should you decline to accept the alternative offered, then European Bike Express has the right to retain all reasonable expenses incurred in connection with your booking.

If the RAB Event is cancelled all payments made (less card charges) will be refunded.

If the RAB Event is postponed all bookings will be transferred to the revised dates. In this instance cancellation charges will be applied to the revised dates.

If Coach capacities are reduced as a result of enforced social distancing caused by COVID-19, a 50% supplement is chargeable for all rider transfers.  Alternatively, your payment for this service will be refunded in full.

European Bike Express reserves the right to cancel all transfers and return payments in full, if the impact of COVID-19 significantly compromises their ability to deliver the service.

European Bike Express reserves the right to adjust the schedule to take account of unforeseeable circumstances such as road closures and changes to flight and rail timetables.

 

5. Our responsibilities

European Bike Express cannot be held responsible for, nor will it offer any refunds for delays or changes in the transfer itinerary which may result at any time due to adverse weather conditions, road closures, traffic delays, civil disturbances, industrial action or any other reasons beyond European Bike Express' control.

 

6. Bike Preparation

Your bike will need to be prepared as outlined by European Bike Express. We cannot accept responsibility for damage to framework that has not been lagged in accordance with our instructions. You will need to ensure that your handlebars have been retightened before use after transit.

 

7. Meeting your bike transportation 

a. Hub pick up/drop offs

It is your responsibility to meet your transfer vehicle at the point and time shown on your ticket.  We can only be at this location for the time outlined. European Bike Express cannot be held responsible for any passenger's failure to do so.

b. Home pick up/drop offs

The home collection/drop off service will operate during the 2 weeks before and after the event.  The exact date and time will be advised no later than 5/6 weeks before RAB. Bike Bags/boxes and luggage cannot be transferred on this service.

 

Bikes, Bike Bags/Bike Boxes not collected from our transfer vehicles post-RAB will be returned to our South Cave depot. European Bike Express, The Yard, 3 Newfield Lane, South Cave. HU15 2JW where it will be kept in storage (£2 per item, per day).  Please note that it will be your responsibility to arrange collection.

 

8. Boarding your coach transfer vehicle.

It is your responsibility to meet your vehicle for rider transport at the point and time shown on your ticket.

John O'Groats Rider Transport - please note that it is necessary to check in no later than 15 minutes prior to your booked departure. Should you be unable to achieve this please be assured that you will be allocated a seat through a standby procedure on a first come first served basis. Please note that we are unable to accept any claims for failure to catch onward transport.

 

9. If you have a complaint

We do our best to offer a successful and enjoyable service but even the best laid plans can go wrong. If you have a complaint about any service European Bike Express provides, please report this immediately to Paul Martin at the Base Camp or at our European Bike Express office where we will take whatever steps are necessary to resolve the matter. Please follow this up within 7 days of completion of RAB, giving details of the incident with a written statement, or email stating clearly your booking reference number, booking details and full details of the complaint. Emails should be sent to: info@bike-express.co.uk and all written statements should be sent to European Bike Express, The Yard, 3 Newfield Lane, South Cave, HU15 2JW. We will not consider any claims received outside this period. Please ensure that all correspondence is carried out directly with European Bike Express.

 

10. Insurance Cover

European Bike Express insurance covers the carriage of bikes up to a maximum of £500 per bike, for damage or theft whilst in transit and on our vehicles and cannot accept responsibility for claims in excess of this value. If the value of your bike exceeds this amount, extra insurance cover will be required and should be taken out by you. We recommend that you take out insurance cover for the whole event.

including transfers. Any damage must be reported when collecting your bike.

 

11. Luggage Allowance

a). CLASSIC PACKAGE 

TOTAL WEIGHT OF LUGGAGE

MAIN LUGGAGE

HAND LUGGAGE

COST

WEIGHT

SIZE

WEIGHT

21kg

16kg

90L

-

Free

26kg

21kg*

120L

-

£25

31kg

21kg*

120L

10kg

£50

 

*The 120L bag must not exceed 21kg, therefore your hand luggage will need to accommodate the extra weight.

Additional allowances will be accepted if purchased in advance.  Any bags that exceed these limits will incur a penalty charge.  PLEASE NOTE THAT YOUR MAT AND SLEEPING BAG WILL NEED TO BE TAKEN ONTO THE TRANSFER COACH IF NOT PACKED WITHIN YOUR BAG.

 

b). PLUS PACKAGE 

TOTAL WEIGHT OF LUGGAGE

MAIN LUGGAGE

HAND LUGGAGE

COST

WEIGHT

SIZE

WEIGHT

21kg

16kg

90L

5kg

Free

26kg

21kg*

120L

5kg

£25

31kg

21kg*

120L

10kg

£50



*The 120L bag must not exceed 21kg, therefore your hand luggage will need to accommodate the extra weight.

Additional allowances will be accepted if purchased in advance.  Any bags that exceed these limits will incur a penalty charge.  PLEASE NOTE THAT YOUR MAT AND SLEEPING BAG WILL NEED TO BE TAKEN ONTO THE TRANSFER COACH IF NOT PACKED WITHIN YOUR BAG.

 

c) LUGGAGE TRANSPORT. You are permitted ONE piece of luggage weighing max. 16kg unless you have purchased extra weight on all rider transfers.

 

12. Vaccination

It is your responsibility to have a vaccination if a vaccine is available.  European Bike Express cannot be held responsible if you contract COVID-19 whilst travelling on rider transfers.

 

13. Fuel Surcharge

EBE guarantees not to apply a surcharge unless the Brent Crude Oil price exceeds 100$ a barrel (81$ a barrel November 2021).  We guarantee any surcharge will not be more than 10% of your total cost ane will only be applied if absolutely necessary.

 

FOR EUROPEAN BIKE EXPRESS SUMMER 2022 CLIENTS

 

European Bike Express Trading Charter and Booking Conditions.

 

Your contract is with PTB LTD T/A European Bike Express (hereby known as EBE) and we appreciate that your holiday is important to you. Before you make your choice, we want you to know that you will get a fair deal with our company - after all, it is in our own interest for you to be satisfied and book with us again. When you make a booking with EBE and we accept it, a contract is legally made - with obligations and rights on your side and ours, as set down below.

There is no "small print" but please read this Trading Charter and the information regarding your holiday as this forms the basis of our contract with each other. 

 

1. Booking your holiday.

When a booking is made, the 'Lead Passenger' on the booking guarantees that he or she is 18 or over and has the authority, and accepts on behalf of the party, the terms of these booking conditions and pays the deposit/s indicated in the brochure.

You should book online at www.bike-express.co.uk or contact our reservations department to make an option booking. A deposit of £50 per person will be required with the balance due 8 weeks before departure. If you book your holiday within eight weeks of the departure date, we will require the full payment for the holiday. Upon receipt of the above we will issue a confirmation invoice, at which time your deposit/full payment becomes non-refundable except in circumstances detailed elsewhere in these conditions. Please check the information is correct. The contract is governed by English Law and the jurisdiction of the English Courts. 

 

2. Paying the balance of your holiday.

You must pay the balance of your holiday to us at least eight weeks prior to departure. If you fail to pay these monies by the due date we reserve the right to cancel your holiday booking, retain your deposit and apply the cancellation charges as detailed below. If you have booked online, you can pay your final balance or any payment by logging in and under Bookings choose the option “Balance Payments” where you can then choose to pay the balance or make a partial payment. You may also pay the balance via BACS to; HSBC Bank PLC Sort Code: 40-31-08 Account Number: 61500309 quoting your booking reference number. PLEASE NOTE THAT THERE WILL BE 1% CHARGE FOR ANY PAYMENTS MADE BY USING A CASH TRANSFER. Cheques are no longer accepted.

 

3. If you change your booking.

If after receiving your confirmation, you wish to transfer your pick up/drop off point on the booking, we shall do our best to meet your requirements - subject to availability, but we cannot guarantee to do so. Any changes must be made in writing and a charge of £10 per person after the invoice and £20 per person after the tickets have been issued will be applied to cover our administration costs, plus costs we incur making the amendment. There is a maximum charge of £40 per booking. A change of name will incur a charge of £20 per person.

 

4. If you cancel your booking.

You will appreciate that EBE will have incurred expenses in connection with your holiday as soon as your booking has been received and accepted. If you are forced to cancel your holiday, a charge will therefore be made. The amount of the charge will depend upon the time at which notice of cancellation is received by email or at our office in writing.

The scale of cancellation charges which will apply is set out below, expressed as a percentage of the total holiday cost. If cancellation is made more than 56 days before intended departure only your deposit will be forfeited.

56-29 days before intended departure: 30% or Deposit, if greater

28-15 days before intended departure: 60%

14-1 days before intended departure: 100%

If at the last minute you decide not to go on holiday and we are not notified the 100% cancellation charge applies. A valid cancellation can be made only in writing by the person who is the lead passenger. The date of cancellation will be the day on which we receive the written notification. If you are forced to cancel your holiday, remember that you may be able to make a claim providing you have taken out holiday insurance (with the premium paid) if the cancellation falls within the terms of the insurance cover. It is not possible to change dates outside of the current timetable.

Proof of posting of cancellations will be required in case of dispute.

 

5. If we change your booking.

Whilst EBE will at all times endeavour to satisfy customer's requirements, nevertheless because of changing circumstances EBE reserve the right to make alterations to any booking made. EBE will of course inform you as soon as possible in writing the nature of the change. In this case EBE will offer you the alternative of accepting services or accommodation of a similar or better standard to those originally booked (if available) or a full refund of monies paid. EBE will not cancel any holiday later than 30 days prior to the departure date except when events occur beyond EBE's control (see booking condition no 6 & 7).

 

6. Events beyond EBE's control.

If certain events outside EBE's control (being force majeure comprising [but not limited to] war or threat of war, terrorist activity, political unrest, riots, civil strife, natural disasters, pandemics, technical problems or accidents involving cross Channel ferries or other transport, fire, bad weather, coach crew illness, the impact of Brexit legislation (details of which are presently unknown) or any other event outside the control of EBE occur before your departure date then EBE may be forced to cancel or substantially alter your holiday arrangements. In such circumstances should you decline to accept the alternative offered then EBE may retain all reasonable expenses incurred in connection with the holiday booking. Should such events occur after the departure then every possible effort will be made to allow the holiday to run its course before the decision to discontinue is taken.

Please note that it may be necessary to adjust the timings for reasons outside of the control of EBE, such as the impact of additional border procedures following Brexit or ferry allocations. EBE cannot be liable for any expenses or compensation incurred as a result of this. 

 

7. Our responsibilities.

EBE cannot be held responsible for, nor will it offer any refunds for delays or changes in the holiday itinerary which may result at any time due to adverse weather conditions, road closures, traffic delays, civil disturbances, delays at borders, industrial action or any other reasons beyond EBE’s control.  EBE also cannot accept responsibility for missed onward travel arrangements as a result of any delay caused by reasons beyond our control which may occur on the return to the UK. EBE will endeavour to correct as soon as notified any omissions or actions which may occur on our coaches, at Hotel Marian Platja in Spain or on a Channel crossing described in our brochure, brought about by personnel not employed by ourselves and whom we have no control over. 

 

8. If you have a complaint.

We do our best to give you a successful and enjoyable holiday, but even the best laid plans can go wrong. If you have a complaint about any service EBE provides, please report this to our office where a representative will take whatever steps are necessary to resolve the matter. Please follow this up within 7 days with a written statement stating clearly your booking reference number, departure date and full details of the complaint. We will not consider any claims received outside this period.

 

9. Your Passport /Visa’s/Covid Documentation

You will not be able to board the coach without a valid passport (with at least 6 months remaining), visas (where required) and Covid Passport Documentation. It is your responsibility to ensure that you have these for the countries you are due to visit. EBE cannot be liable for any expenses incurred if you do not ensure that your travel/health documents are in order. For full details on passports/visas and Covid entry requirements, please go to https://www.gov.uk/foreign-travel-advice/france or https://www.gov.uk/foreign-travel-advice/spain

 

10. Boarding your Coach.

With all pick up points it is your responsibility to meet the coach at the pick up point shown on your holiday and travel tickets. You must be there 30 minutes before the scheduled departure time. EBE cannot be held responsible for any passenger's failure to meet the coach for any reason whatsoever. Please see main holiday brochure for a description of pick up locations. As with international services, it is accepted that the coach may be earlier or later than the scheduled time, but in case of adverse traffic conditions, it may be more than 30 minutes late. Obviously, we do our best to avoid this. Please note too that all arrival times are approximate; EBE cannot be held responsible for any expense incurred due to delays beyond their control. 

 

11. Your Bicycle.

EBE insurance covers the carriage of bikes up to a maximum of £1500 per bike and cannot accept responsibility for claims in excess of this. If the value of the bike exceeds this amount, extra insurance cover will be required.  Any damage done to your bike must be brought to the attention of the coach crew when it is unloaded from the coach/trailer. Any claims made after this cannot be accepted.

 

12. Replacement Coach and Trailer

With the coach tow hitches and trailers operated by EBE being unique the likelihood of finding a replacement at short notice is remote. With this in mind we back up our programme by keeping a spare coach and trailer which can be despatched in the unlikely event of a major breakdown i.e., where a repair will take longer than sending our back up coach. This worst-case scenario has never had to be implemented. The vehicles are thoroughly prepared and checked before each trip with the emphasis being on preventative maintenance. 

 

13. Fuel and Currency Surcharge

EBE guarantees not to apply a surcharge unless the Brent crude oil price exceeds $95 a barrel (presently $89- Feb 2022) or the value of the euro drops below 1.10 against the pound. We guarantee that any surcharge will not be more than 10% of your holiday cost and will only be applied if absolutely necessary. 

 

 

14. Luggage

Please ensure that no one individual item of baggage exceeds 15kg. We allow an overall maximum weight of 25kg per person for Fixed Based Holidays and 20kg for transport only services.

 

15. General Data Protection Regulations

We take data protection very seriously and are committed to protecting your personal information. Any personal information you provide to us for example names, postal and email addresses and telephone numbers, will be used in compliance with current data protection law to help provide you with the holiday you book. This may mean passing your personal information onto others, for example hotels, travel companies and public bodies such as customs and immigration control, if it is necessary in order to comply with our obligations to you under this Charter, facilitate your holiday or comply with a legal obligation.

Everything we do with your personal information will be in accordance with our Privacy Policy.

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