Gran Fondo Hincapie Platinum Experience Terms and Conditions

Gran Fondo Hincapie
Platinum Experience

Terms & Conditions

These Terms | Conditions apply to all Gran Fondo Hincapie Platinum Experiences (the “Experience”) offered by Hincapie Events, LLC (“Hincapie”) and are subject to change.  The Terms | Conditions published at hincapie.com at the time of your Experience will apply.

Pricing | Payment Details

Deposit
Hincapie requires a $1,000 USD per reservation Deposit to secure the reservation, which includes a $200 non-refundable Cancellation Fee.  Experience availability is on a first come, first serve basis.  An Experience reservation requires both the Deposit and two signed documents: (i) Terms | Conditions and (ii) Waiver and Release of Liability, each signed by Guest and each person accompanying Guest on the Experience, to secure the Guest’s Experience reservation.  (If Guest or a person accompanying Guest is a minor, a responsible guardian for the minor must sign these documents on behalf of the minor.)  Upon receipt of the Deposit and the signed documents, Hincapie will confirm the reservation by issuing the Guest’s Experience Invoice reflecting payment of the Deposit.

When the reservation is confirmed, Hincapie will email you a questionnaire | profile so we can get to know you better prior to the trip!  The profile is needed to finalize your trip and helps secure your bicycle measurements, clothing sizes, dietary restrictions, allergies and any other special requests.

Payment

Ninety days (90) prior to the Experience start, 50% of the Experience balance is due.  All amounts paid at this time (including the Deposit if previously paid) are non-refundable.  For Experience guests with a Deposit on file, the Deposit amount is applied to this payment.

Thirty days (30) prior to the Experience start, the final balance of the Experience is due.  All amounts paid to Hincapie at this time and previously are non-refundable.

For reservations made within sixty (60) days of the Experience start, the entire amount is due at booking and is non-refundable.

Any amounts paid in excess of the Deposit amount prior to the Experience’s required payment schedule are non-refundable.

Credits on account will be applied to the final payment due by the Guest, thirty days (30) prior to the event.

Payment Methods

Payments must be in USD.  Hincapie accepts Visa, MasterCard, American Express, Discover or wire transfer.  We do not accept checks or cash.  A $75 service fee will be charged to the reservation if you choose to refund a payment and recharge a different credit card.

Late Payment

If full payment is not received twenty (20) days prior to the Experience start, a late fee of $250 will apply.  If full payment has not been received fifteen (15) days prior to the Experience start, your reservation is subject to cancellation (see “Cancellation Policy”).

Pricing

Published pricing on hincapie.com is in USD and includes all applicable taxes.  Pricing will not be adjusted for guests arriving late or departing early.  Pricing quoted is valid for fifteen (15) days; after fifteen (15) days, pricing is subject to change.

 

Cancellation Policy

Hincapie incurs significant costs long before the guest ever arrives at the Experience.  To this end, Hincapie strictly adheres to the following cancellation policies.  Cancellation fees are subject to change.

Days Prior to Experience Start91 + Days90 – 31 Days30 – 0 Days
Cancellation Fee$20050% of Experience Price100% of Experience Price

Cancellations incurred prior to 91 days will be charged the $200 Cancellation Fee; the Deposit remaining will be refunded as originally paid less fees or will be placed as a credit on the Guest’s account.

 

Experience Changes + Personal Expenses

Hincapie reserves the right to make route, activity and hotel modifications to any Experience including itinerary details.  Every effort is made to keep changes to a minimum.

Hincapie is not responsible for any personal expenses incurred due to changes in itineraries or acts of God, such as prepaid hotel accommodations or airline tickets.

 

Health + Experience Insurance

We want you to have the Experience of a lifetime and to enjoy the adventure, and health is a critical component.  With the payment of your Deposit, you certify that you do not have any physical condition or disability that would create a hazard for you or other guests.  Please consult your physician should you have any concerns.

Experience Insurance is offered by Hincapie and included for each Experience; the complete policy offering is provided here.  Although the policy included in your Experience is a premium offering, there are situations which are not covered by the policy.  Please review the policy included with the Experience as well as your health and other personal insurance to ensure the coverage meets your needs in the event of any loss of property, illness, injury or death.

To receive full benefits from the Experience Insurance furnished with each Experience, insurance documentation must be completed by the Guest and returned no later than ninety (90) days prior to the start of the Experience.  Forms not completed and returned by the Guest before this deadline will result in forfeiture of the Experience Insurance offered by Hincapie.

 

Guest Code of Conduct | Waiver and Release of Liability | Miscellaneous

All Guests and each person accompanying Guest must abide by the Guest Code of Conduct | Waiver and Release of Liability which must be signed prior to reservation acceptance for each Guest participating in an Experience.

Guest Code of Conduct

  • I have read all Terms | Conditions herein.
  • I understand the Cancellation Policy.
  • I do not have any physical conditions or disabilities that are hazardous to myself or other guests.
  • I will communicate any special requests at least 30 days prior to the Experience start, including medical restrictions, room preferences and / or dietary restrictions. Hincapie cannot guarantee that all requests can be met.
  • I have read the Experience Insurance Policy and understand that it does not cover all possible situations including health, personal property, illness, injury or life insurance. It is my responsibility to evaluate my personal needs and secure any additional insurance I may need.
  • I understand that to receive full benefits from the Experience Insurance furnished, I am responsible for completing and returning the necessary documents no later than ninety (90) days prior to the Experience start. I understand if I do not complete and return the forms before the deadline, it will result in forfeiture of the Experience Insurance offered by Hincapie
  • I will follow riding guidelines communicated to me during the Experience.
  • I will respect the rights and privacy of fellow guests.
  • I understand group travel invariably involves compromise to accommodate the diverse physical abilities of all group members. Hincapie Pros will use their discretion and make decisions based upon group consensus and ability.  These decisions may not always please each individual but are intended to protect the group.  Hincapie will strive to help each Guest achieve their own Experience goals.
  • I understand Hincapie reserves the right to refuse service to anyone whose health or behavior could in Hincapie’s discretion impede the welfare or enjoyment of other guests. Guest(s) may be asked to leave the Experience if the leader determines the Guest’s continuing participation may be detrimental to the Guest or group.
  • I understand acts of God, including inclement weather, are out of Hincapie’s control.
  • I will always wear a helmet when riding a bike at a Hincapie Experience.
  • I will not wear earphones while riding at a Hincapie Experience.
  • I will consume alcohol responsibly.
  • I will be responsible for any and all damages made to hotel rooms that I use during my Experience.

Hincapie reserves the right to decline or cancel a reservation should the Guest’s health or behavior impede the welfare or enjoyment of fellow guests.  Lack of consent, or failure to adhere, to the Guest Code risks dismissal from the Experience, forfeiting all amounts paid to Hincapie for the Experience.

Waiver and Release of Liability

Hincapie requires each Guest and each person accompanying Guest to provide a Waiver and Release of Liability, which can be found here.  These Terms | Conditions and the Waiver and Release of Liability must be executed by Guest and each person accompanying Guest prior to the first payment to Hincapie in order to secure Guest’s reservation, and in any event not later than 30 days prior to the start of the Experience; failing to do so will preclude Guest from joining the Experience, and the Cancellation Policy will apply.

Publicity Waiver, Consent and Assignment

Hincapie requires each Guest to consent to the use of Guest’s image for Hincapie’s promotional or commercial purposes.  The complete terms of this publicity Waiver, Consent and Assignment are included as part of the Waiver and Release of Liability.

Limitations of Liability

Hincapie is not liable for expenses not specified as included in the Experience cost.  Hincapie reserves the right to make route and hotel modifications to improve the quality of a trip or to accommodate the comfort and wellbeing of Experience guests.

Lost Personal Property

Hincapie is not responsible for loss of documents, identification or loss / damage to luggage or other personal property or belongings.

Disputes

Any dispute concerning, relating, or referring to these Terms | Conditions shall be resolved in accordance with, and subject to the limitations set forth in, the Waiver and Release of Liability, the terms of which are incorporated herein by reference.