These Terms & Conditions apply to all cycling events, cycling holidays, tours, trips and related services provided by Via Roma Cycling Events & Coaching By making a booking with us, you confirm that you have read, understood and agreed to these Terms & Conditions. 

1. Bookings 

1.1 A booking is considered confirmed once we have received the required deposit or full payment and issued a booking confirmation. 

1.2 The person making the booking confirms that they are authorised to do so on behalf of all members of their booking party and that all participants agree to these Terms & Conditions. 

1.3 You must provide accurate and complete information when making a booking, including contact details, emergency contact information and any information reasonably required to organise your participation. 

1.4 Places on our events are subject to availability and are only secured once the required payment has been received. 

2. Prices and Payment 

2.1 The price of your event will be confirmed at the time of booking. 

2.2 Unless otherwise stated, a deposit of £400 is required to secure your place. 

2.3 The remaining balance must be paid no later than 8 Weeks before the event departure date. 

2.4 If the balance is not received by the stated due date, we reserve the right to treat the booking as cancelled and apply our cancellation terms. 

2.5 Any additional costs incurred by you during the event, including personal expenses, additional meals, drinks, travel, repairs, equipment hire or other services not expressly included in your booking, remain your responsibility. 

3. What's Included 

3.1 Your booking confirmation will state what is included in the price of your particular event. 

3.2 Depending on the event, this may include accommodation, meals, route planning, cycling support, luggage transfers, mechanical support, transfers and other services. 

3.3 Unless specifically stated as included, the following are generally the responsibility of the participant: 

• Travel to and from the start and finish location.
• Travel insurance including “Repatriation” 
• Personal cycling insurance. 
• Personal medical expenses. 
• Food and drinks not specifically included. 
• Bicycle hire or equipment hire unless stated otherwise. 
• Personal purchases and expenses. 

4. Cancellation by You 

4.1 If you need to cancel your booking, you must notify us in writing. 

4.2 Cancellation charges will apply according to how far in advance we receive your cancellation: 

• Time before departure, 16 Weeks, full refund
• Time before departure, 12 Weeks, 50% refund
• Less than 8 Weeks, zero refund

4.3 The deposit is normally non-refundable unless otherwise stated as above. 

4.4 We strongly recommend purchasing suitable travel and cancellation insurance at the time of booking. 

5. Cancellation or Changes by Via Roma Cycling 

5.1 We reserve the right to make reasonable changes to an event where necessary. 

5.2 Changes may be required because of weather, road conditions, safety concerns, accommodation availability, transport disruption, strikes, mechanical issues, local restrictions or other circumstances beyond our reasonable control. 

5.3 Where possible, we will provide an alternative arrangement of a similar nature. 

5.4 If we are required to cancel an event before departure, we will provide the remedies to provide alternative options, or refund based on the circumstances. 

5.5 We will not normally be responsible for additional costs you incur as a result of circumstances outside our reasonable control. 

6. Cycling Ability and Participation 

6.1 Our events are designed for recreational cyclists, but individual events may have different fitness, experience and technical requirements. 

6.2 It is your responsibility to ensure that you have the appropriate level of fitness, cycling ability and experience for the event you have booked. 

6.3 Event descriptions, distances, elevation figures and estimated riding times are provided as guidance and may change due to weather, road conditions, route changes or other circumstances. 

6.4 You must follow reasonable instructions given by Via Roma Cycling staff, ride leaders and support staff where those instructions relate to safety or the operation of the event. 

6.5 You must comply with applicable road traffic laws and regulations at all times. 

6.6 You must ride responsibly and consider the safety of yourself, other participants, road users and members of the public. 

6.7 We reserve the right to refuse participation, or require a participant to stop riding, where we reasonably believe that their participation presents a significant safety risk to themselves or others. 

7. Health and Medical Conditions 

7.1 You are responsible for determining whether you are medically fit to participate in the event. 7

.2 You should seek appropriate medical advice before participating if you have any concerns about your ability to undertake the physical demands of cycling. 

7.3 You must inform us of any medical, dietary and mobility requirements that may reasonably affect your participation, or our ability to provide appropriate support. 

7.4 Providing medical information does not guarantee that we will be able to accommodate every requirement. 

8. Bicycle and Equipment 

8.1 Participants are responsible for ensuring that their bicycle is safe, roadworthy and suitable for the event. 

8.2 We recommend that bicycles are professionally serviced before departure, particularly for multi day events. 

8.3 Participants must carry appropriate equipment for the ride, including suitable clothing, hydration and any essential personal medication. 

8.4 We may provide mechanical support during an event. However, support is intended to assist with reasonable mechanical problems and does not guarantee that every mechanical failure can be repaired immediately. 

8.5 Any replacement parts, repairs or other costs relating to a participant's bicycle may be charged to the participant where appropriate. 

8.6 Via Roma Cycling is not responsible for normal wear and tear, pre-existing mechanical faults or damage caused by improper use of a bicycle or equipment. 

9. E-Bikes 

9.1 E-bikes may be permitted on selected events where stated in the event information. 

9.2 Participants using an e-bike are responsible for ensuring that the bicycle complies with applicable local laws and regulations.

9.3 Participants must ensure that their battery is sufficiently charged for the planned route. 

9.4 We cannot guarantee access to charging facilities during a ride unless specifically stated. 

10. Accommodation 

10.1 Accommodation standards and facilities vary between events and destinations. 

10.2 Accommodation will be as described in the event information or booking confirmation. 

10.3 Where reasonably necessary, we reserve the right to substitute accommodation with accommodation of a similar standard.

10.4 Requests for particular rooms, beds, views or other facilities cannot be guaranteed unless confirmed by us in writing. 

11. Travel and Transport 

11.1 Unless specifically included in your booking, you are responsible for arranging and paying for your travel to and from the event. 

11.2 Where we provide transfers, participants must follow the instructions and timings provided by our staff. 

11.3 Participants are responsible for ensuring they arrive at the agreed departure point on time. 

11.4 We cannot guarantee that a transfer will be able to wait for participants who arrive late. 

11.5 Participants are responsible for ensuring that they have all necessary travel documentation, including passports, visas and other required documents. 

12. Luggage 

12.1 Where luggage transfers are included, luggage must comply with the weight and size restrictions communicated before the event. 

12.2 Participants are responsible for ensuring that luggage is securely packed and appropriately labelled. 

12.3 Valuable, fragile or essential items should not be placed in transferred luggage. 

12.4 We recommend that participants carry passports, money, medication, important documents and other essential personal items with them. 

13. Weather and Route Changes 

13.1 Cycling is an outdoor activity and weather conditions can change rapidly. 

13.2 We reserve the right to alter, shorten, postpone or cancel a planned ride where we reasonably consider this necessary for participant safety. 

13.3 Decisions regarding route changes or cancellations will be made by Via Roma Cycling staff based on the conditions and information reasonably available at the time. 

13.4 No refund will normally be provided for an individual ride that is shortened or changed due to weather or safety considerations where the overall event can continue. 

14. Insurance 

14.1 Participants are responsible for obtaining appropriate insurance before travelling. 

14.2 We strongly recommend insurance covering, as appropriate: 

• Cancellation and curtailment. 
• Medical expenses. 
• Emergency repatriation. 
• Personal accident. 
• Personal liability. 
• Bicycle damage or theft. 
• Personal belongings. 

14.3 Participants should check that their policy specifically covers cycling activities at the level required for the event. 

15. Risk and Liability 

15.1 Cycling involves inherent risks, including falls, collisions, road traffic, adverse weather, mechanical failure and injury. 

15.2 By participating in an event, you acknowledge the inherent risks associated with cycling and agree to take reasonable care for your own safety. 

15.3 Nothing in these Terms & Conditions excludes or limits any liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation. 

15.4 Subject to applicable law, we will not be responsible for losses arising from circumstances that are outside our reasonable control. 

15.5 Nothing in these Terms & Conditions affects your statutory rights. 

16. Participant Behaviour 

16.1 We expect all participants to behave respectfully towards other riders, staff, accommodation providers, transport providers and members of the public. 

16.2 We reserve the right to remove a participant from an event where their behaviour is considered seriously inappropriate, abusive, threatening or unsafe. 

16.3 No refund will normally be provided where a participant is removed from an event because of their behaviour. 

17. Personal Belongings 

17.1 Participants are responsible for their personal belongings throughout the event. 

17.2 We are not responsible for loss, theft or damage to personal belongings except where liability cannot lawfully be excluded.

17.3 Participants should avoid carrying unnecessary valuables during rides. 

18. Photography and Marketing 

18.1 Photographs and video may be taken during our events for operational, promotional and marketing purposes. 

18.2 By participating in an event, you acknowledge that you may appear in photographs or video taken during the event. 

18.3 If you do not wish to appear in promotional photography or video, please notify us in advance or speak to a member of our team during the event. 

19. Complaints 

19.1 We want all participants to have an enjoyable and positive experience. 

19.2 If you experience a problem during an event, please notify a member of the Via Roma Cycling team as soon as reasonably possible so that we have an opportunity to resolve it. 

19.3 Complaints that cannot be resolved during the event should be submitted to us in writing within 28 days of the event ending.

19.4 We will investigate complaints fairly and respond within a reasonable period. 

20. Data Protection 

20.1 We will collect and process personal information in accordance with applicable data protection legislation and our Privacy Policy. 

20.2 Information provided during booking may be used to administer your booking, communicate with you, provide event services and meet relevant legal or operational requirements. 

21. Force Majeure 

21.1 We will not be liable for failure or delay in performing our obligations where this is caused by circumstances beyond our reasonable control. 

21.2 Such circumstances may include, but are not limited to, extreme weather, natural disasters, war, terrorism, civil unrest, strikes, epidemics, government restrictions, road closures, transport disruption, significant infrastructure failure or other unforeseeable events. 

22. Changes to These Terms 

22.1 We may update these Terms & Conditions from time to time. 

22.2 The Terms & Conditions applying to your booking will normally be those provided to you at the time of booking, unless a change is required by law or is otherwise agreed with you. 

23. Governing Law 

23.1 These Terms & Conditions are governed by the laws of England and Wales. 

23.2 Any disputes will be subject to the jurisdiction of the courts of England and Wales, except where applicable law provides otherwise. 

24. Contact Us 

If you have any questions regarding these Terms & Conditions, please contact: 

Via Roma Cycling Via Roma Cycling Events & Coaching 3 Millstone Close, Royal Wootton Bassett, Wiltshire, SN4 8FG, England 

Email: grant@viaromacycling.com 

Telephone: 07432555742 

Website: www.viaromacycling.com