Booking Conditions & Terms of Service

Booking a SpiceRoads cycling adventure commences when you complete our online booking form. It is necessary for you to complete this form either online or offline (email or post), in order to proceed with your booking.

Participation in a tour is not valid unless a booking form is submitted.

Payment of your deposit, and manually selecting that you have read these booking conditions during the "checkout" process, equates to agreeing to the terms of services and stipulations as indicated below.

You are advised to read the booking conditions in full before you make your deposit. Should you require further clarifications of any of the conditions below, you are encouraged to contact us.

Deposits and Payments

We require a deposit (as listed on the individual tour pages) or full payment in order to reserve a place for you on a tour.

In the unlikely event that we are unable to operate the tour this deposit/tour costs will be refunded to you in whole 100%, or may be transferred to another tour at your discretion.

The balance of the tour’s cost (final invoice) must be paid 45 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 45 days until the tour departure date, the tour’s cost must be paid in full within 48 hours of receiving an invoice from SpiceRoads.

In all cases, tour fees must 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.

Some last minute miscellaneous fees (visas, additional local hotel bookings, etc.) can be settled on the day of arrival.

Methods of Payment

The following methods are available to make payments;

  • Credit Card directly through our secure online (256-bit SSL) payment system provided by our banking institution: Kasikorn Bank – www.kasikornbank.com
  • International Bank transfer by CHAPS or SWIFT**
  • Persons with a local Thai bank may make payment by ATM transfer*

Bank Transfer Information:

Recipient: SpiceRoads Co., Ltd.
Address: 45 (Sub Soi Pannee), Soi Pridi Banomyong 26, Sukhumvit Soi 71, Klongtan Nua, Wattana, Bangkok 10110 Thailand
Destination Bank: Kasikorn Bank - Bangkapi Branch (Sukhumwit 33)
United Business Center II Building, Ground Floor No. 591, Sukhumwit Road, Klongton, Klongtoey, Bangkok 10110 Thailand
Account Number: 003 1 17837 1
SWIFT code: KASITHBK

*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 - 20% discount from the retail price
  • Above 12 years - same rate as adult
  • Under 5 years - free of charge

SpiceRoads Cancellation Policy

(Involuntary) On the rare occasions when we, SpiceRoads, must cancel a trip, all payments received to date will be 100% refunded, which constitutes full settlement. There will be absolutely no deductions.

(Voluntary) If you, the client, must cancel your reservation, your cancellation fee will be determined according to the following formula:

For all Tours** (except short Thailand tours 5 days or less, see below):

Number of days prior to trip start Cancellation fee per person
90+ daysAdmin expenses*
60-89 daysDeposit paid
45-59 days50% of tour price
15-44 days70% of tour price
0-14 daysNo refund

For short Thailand tours (5 days or less):

Number of days prior to trip start Cancellation fee per person
> 48 hoursAdmin expenses*
24-48 hours50% of tour price
< 24 hours100% of tour price
No show100% of tour price

* Bank fees and any tour costs incurred by the company as a result of the cancellation.

(Examples of costs which 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, dependant on the itinerary & destination.

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 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 canceled trips, such as airline tickets.
  • Guests who fail to provide signed "Release of Liability and Assumption of All Risks" and personal information forms prior to 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 for 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 own actions, acts of some other party unconnected with the contract services or where the damage/injury results from events/circumstances which our 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.

Coupons & Credits

  • If clients choose to leave monies on credit with us; this amount will only be held for a maximum of 364 days, at which time the amount will be refunded back to the client, or alternatively may be converted into a coupon at the clients request.
  • 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 a 12 month period 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 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 own 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 with respect to such result from 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) 89 895 5680 (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 own health or safety or in regard to behavior 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. 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 country/ies 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 are able to obtain a refund ourselves for these services we will endeavor 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 unfavorable 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.

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 while on tour, you must notify your guide, or the local operator, 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 other 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 end point.

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: 14/08/15