General terms and conditions
Booking a Flandrien Academy 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.
You will receive a formal booking confirmation email as soon as your booking was successfully processed.
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 in full 45 days before the departure date.
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. 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 Flandrien Academy.
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 Payment via website
Bank Transfer Information:
Recipient: Le Pot Belge BVBA
Address: Graslei , 9000 Gent, Belgium
*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.
Flandrien Academy 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.
You must be in possession of a valid passport and all the visas and permits required for entering Belgium or any other EU country where your tour will take place. 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.
Flandrien Academy 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. Flandrien Academy reserves the right to make route and hotel modifications during the trip as necessary to improve the trip quality or to accommodate the comfort and well-being of guests, even though the trip may then be different from what was communicated before.
Start and end of the Tour
Every tour starts at the moment we pick you up from Brussels Airport at the agreed time and place. 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.
Upon signing up for a tour you must agree to accept the authority of the tour leader who is the representative of the company.
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 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.
Flandrien Academy 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.
Flandrien Academy 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. To view our liability release form click here. You will be asked to sign this form before you start your tour.
Copyright and Intellectual Property
Guests grant Flandrien Academy 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 Flandrien Academy may engage in joint marketing, without financial compensation.
Flandrien Academy 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.
Should you have a complaint while on tour, you must notify your Tour Leader, 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 General Manager.
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.