TERMS & CONDITIONS
Booking your Adventure
To reserve your space, please use the “book my tour” window on your desired adventure page, or call us at 1-800-672-0775 (outside N. America call 01-902-857-3600). You will be required to sign our standard tour agreement at time of booking. All prices are per person, and are based on double occupancy. Once we receive your booking, we check the details, then confirm, usually within two business days. Once confirmed, we charge a planning deposit of $500 per person to reserve your space. Your final balance is due 45 days before the adventure departure date. It is charged on the same credit card provided for the deposit, unless you notify us differently.
Cancellation up until 45 days in advance will forfeit only the planning deposit. Cancellation within 45 days of start date requires full payment of your adventure and rental cost, without exception. These payments are non-refundable and non-transferable. If you do need to cancel, please tell us in writing as soon as you can to avoid unnecessary payments. It is important that you secure trip cancellation/interruption insurance once your adventure is confirmed.
We recommend TUGO for travelers from Canada, or CSA Travel for those from the United States.
If you need to switch to a different tour, or change the dates of your tour after your booking has been confirmed, with at least 60 days’ notice, half your planning deposit may be applied to the new tour or date you choose at the time of the change. Changes within 60 days of your tour start are considered cancellations.
Leaving Your Tour Early
If you need to withdraw participation in your Freewheeling Adventure for injury, sickness, or any reason, we will do our best to support you and coordinate logistics while respecting safety for all concerned and any local regulations. You will be responsible for all associated expenses. These may include private transportation, extra lodging and food, and evacuation measures. A comprehensive travel insurance policy is highly recommended.
We reserve the right to change prices and itineraries without notice. If relevant currency exchange differs significantly between advertised print date and final balance due date, we reserve the right to apply fair adjustment to the final balance. We reserve the right to cancel trips when circumstances within our control make it necessary, in which case a full refund of tour costs only will be provided, but in force majeure situations – cancellations because of acts of god, war, government actions, pandemics, or anything else beyond our control, we will not be responsible or liable for refunds. Cancellation insurance is strongly recommended to cover such situations. We reserve the right to deny participation to anyone endangering or disrupting the enjoyment of any other trip participants, in our estimation.
How we Guarantee your Dates
Self-guided adventures are immediately guaranteed if there are two participants. For guided adventures, at least four participants are normally required to operate at the advertised price. If, 45 days before your guided departure date, there are fewer than four, the following choices may be offered:
- Switch to the self-guided format of the same adventure. Your cost usually becomes lower than for a guided trip, and we can switch it back to guided if we receive sufficient last-minute bookings.
- Switch to another adventure in the same year. The usual switch fee is waived, and any cost difference is applied or refunded.
- Proceed with a privately-guided adventure for two or three people. There may be additional cost that varies from adventure to adventure. Again, if others join last-minute, the additional cost is refunded.
- Cancel for a 100% refund or adventure credit.
All adventure prices are per person, and based on double occupancy. Single occupancy charges reflect the cost of having a room by yourself. If you prefer to share or to avoid the extra cost, and are joining an advertised departure, give us as much notice as you can, and we will do our best to match you with a roommate of the same gender.
Shared Twin Occupancy
Most inns have rooms available with two beds, suitable for sharing by those wanting to avoid single occupancy charges. However, where suitable twin-bedded rooms have already been booked or are otherwise not available, a pro-rated or full single occupancy charge will apply.
If a third participant shares a room with two other full-paying guests, they will receive a 15% adventure discount, or part thereof pro-rated to reflect availability of rooms with a third bed. This will become 20% if they are 12 or under, or 50% if under five years old. Please note that this becomes more readily available if you can accept a temporary bed.
Choosing Your Holiday
We want you to know what to expect so you can select an appropriate level of daily challenge and activity, and understand the difference between Freewheeling Adventures guided and self-guided tour options.
These rewards apply to any guided trip of five days or more as advertised, booked directly with Freewheeling. They are not applicable to self-guided, self-supported, private or customized trips, or new departures requested less than six months in advance unless they fill (10ppl+). They can be combined with each other without limit, but cannot be combined with any other discounts, prizes, rewards, or rebates.
If you have referred new customers to book directly with us since your last Freewheeling Adventure, you are entitled to a referral reward. Each new guest who mentions you as a referrer will allow you $125 off your next trip in the same season. Qualifying referrals apply to new guests, excluding family members, who have never traveled with Freewheeling before, and who identify you as where they heard about us. They apply to your next payment once they have confirmed a scheduled guided trip of five days or more. You can ask your referrals to tell us you recommended us, or you can simply give us their name and contact details yourself. Unless they are already on our list, we will send them our invitation, and once they book, can apply the credit to your next adventure. Please claim the reward when you reserve your next trip, or before your final balance is due.
Once you have participated in any adventure, we will apply a $125 discount on successive trips within three years.
Luggage is restricted to two soft-sided duffel style pieces per person. One may be large, and the other must conform to airline carry-on rules, usually used as a day bag. Hard sided suitcases and extra luggage, including bike boxes, must be declared at booking, and may incur extra fees to be determined based on circumstance.
Independent Equipment Rentals
All equipment rentals booked with Freewheeling Adventures require a non-refundable deposit of one day’s rental charge at the time of confirmation. Equipment is to be collected from Freewheeling Adventures at 2118 NS-329 Hubbards, NS, Canada, unless delivery/collection has been arranged. Delivery/collection is usually billed at 1.45/km, plus 15% sales tax, from our headquarters, and the balance is due when the plan is confirmed. The final balance is due 72 hours before the start of the rental. Cancellations made between the deposit and final balance will result in the loss of the deposit only. Cancellations made within 72 hours of the start time of the rental are non-refundable.
The minimum rental duration is one day, with discounts available for weekly and two-week rentals. All participants are required to sign a liability waiver at the time of rental and a credit card must be present at the time of rental. If the participant is under 19 years of age, a legal parent or guardian must be present at the time of rental. Renters are responsible for the full cost of the equipment while it is in their care. In the event of loss, theft, or damage, renters are fully responsible for the cost of the items. Kayak rentals require proof of competency before the equipment is handed over. By making a booking and entering into this rental agreement, the renter agrees to these terms and conditions and acknowledges that they have read and understand the rental agreement.
All details, conditions and pricing are subject to change without notice.