Bespoke & Private Tour Reservation Conditions
Bespoke & Private Tour Reservation Conditions
Version 3 - October 2026
These Reservation Conditions apply specifically to bespoke and private group tours arranged and operated by Bikestyle Tours.
Bespoke and private tours are designed and priced specifically for an individual group. Unlike our scheduled public tours, Bikestyle Tours may enter into supplier commitments and pay deposits or other amounts specifically to arrange the accommodation, vehicles, guides, transfers and other services requested by the private group. Some of these supplier costs may be non-refundable.
The minimum guest number, applicable pricing and tour-specific conditions will be detailed in the relevant tour proposal or booking documentation before booking.
For a bespoke or private booking, these conditions expressly incorporate the general Booking and Reservation Conditions supplied to you before booking, notwithstanding the general document's reference to scheduled tours. The general conditions apply except where these bespoke conditions or expressly agreed tour-specific conditions provide otherwise.
If provisions conflict, an expressly identified tour-specific variation accepted before booking takes priority over these bespoke conditions, and these bespoke conditions take priority over the general conditions, only to the extent of that difference. All documents remain subject to rights and remedies that cannot lawfully be excluded. Supplier terms do not automatically override those rights.
We will identify and provide the applicable documents and versions before seeking your acceptance.
1. Booking, Acceptance and Deposit
Unless otherwise specified for your tour, a deposit of AUD $1,750 per person is required. A different deposit may apply depending on the accommodation and other supplier payment requirements for your particular tour. We will advise you of the applicable deposit and payment schedule before you book.
Before a booking is confirmed, each guest must acknowledge that they have received, read and accepted these Bespoke & Private Tour Reservation Conditions, the applicable general Booking and Reservation Conditions, any tour-specific conditions and our Privacy & Confidentiality Policy.
For online bookings, acceptance may be recorded electronically as part of the booking and payment process. For bookings made directly with Bikestyle Tours or by another method, we will require written or electronic acknowledgement before confirming the booking. Acceptance is required for each booking, including bookings by returning guests.
Your individual reservation is secured once we have received the required deposit and your acceptance of the applicable conditions. Confirmation that the group tour will proceed is dealt with separately under Clauses 2 and 5.
If someone coordinates the booking on behalf of the group, this does not by itself authorise that person to accept additional costs or material changes on behalf of individual guests. Any such authority must be confirmed with the affected guests.
2. Minimum Guest Numbers
Bespoke and private tours may require a minimum number of paying guests for the tour to proceed at the quoted price.
The minimum guest number and the date by which it must be reached will be specified in the tour proposal or booking documentation before booking.
Bikestyle Tours will confirm the tour once the required minimum number of guests has been reached, or an alternative group-size arrangement has been agreed with the affected guests, and the necessary arrangements with our suppliers can be secured.
Guests should avoid making non-refundable or non-changeable travel arrangements until Bikestyle Tours has advised in writing that the tour is confirmed to proceed.
If the minimum number is not reached by the specified date, Clause 9 applies.
3. Group Size and Tour Pricing
Bespoke and private tours are priced according to the anticipated or confirmed number of paying guests.
Where different prices apply according to group size, the applicable pricing structure will be detailed on the relevant tour page, proposal or booking documentation before booking.
For example, a tour may have one per-person price for 10 guests and a different per-person price if the group reduces to 9 or 8 guests.
The applicable tour price may therefore depend on the final number of paying guests, in accordance with the pricing structure disclosed for the particular tour.
The proposal or booking documentation will identify the group-size pricing tiers, when guest numbers will be assessed, and any circumstances in which the disclosed tiers may apply after the tour has been confirmed. No undisclosed pricing tier will automatically apply to your booking.
4. Changes to Guest Numbers
If participating guest numbers change, any adjustment to the per-person price must follow the group-size pricing structure and adjustment circumstances disclosed and accepted before booking.
We will advise affected guests in writing of the revised group size, the applicable price, how it has been calculated and any resulting payment adjustment. Where reasonably practicable, we will explore alternatives, including replacement guests, before applying an increase.
When calculating a group-size price adjustment, we will take account of costs avoided and cancellation amounts retained towards the same shared tour costs. We will not recover the same cost or loss twice through cancellation charges, supplier-cost deductions and charges to the remaining guests.
If the revised group size falls outside the agreed pricing tiers, any revised price or alternative arrangement will require the affected guests' agreement. We will explain the options and the applicable cancellation and refund consequences before seeking that agreement. Declining an unagreed price increase will not, by itself, be treated as an individual guest cancellation.
If the minimum guest number is not reached before tour confirmation, Clause 9 applies. Changes after tour confirmation are dealt with under Clause 10. All adjustments and remedies remain subject to applicable law.
5. Group Confirmation and Supplier Commitments
Bespoke and private tours are arranged specifically for the group. To secure the requested accommodation and other services, Bikestyle Tours may need to make supplier commitments before the minimum number of paying guests has been reached.
Bikestyle Tours will only commit to hotel deposits once sufficient guest deposits have been received to cover the relevant hotel deposit commitment. These commitments are approved and entered into by Bikestyle Tours.
Before accepting a guest's booking, we will explain any supplier commitments that may be made before the tour is confirmed and disclose the amount or calculation basis of any non-refundable supplier costs that may apply to that guest if the minimum number is not reached.
Payment of a guest deposit, or payment by Bikestyle Tours to a supplier, does not by itself confirm that the tour will proceed.
Bikestyle Tours will provide written confirmation that the tour will proceed once the minimum guest requirement has been satisfied, or an alternative group-size arrangement has been agreed with the affected guests, and the necessary supplier arrangements have been secured.
If the minimum number is not reached and no alternative arrangement is agreed, Clause 9 applies. Any refund or supplier-cost deduction remains subject to applicable law.
6. Final Payment
Unless otherwise specified for the particular tour, the final balance is due 90 days before the tour departure date.
Bookings made within 90 days of departure require full payment at the time of booking unless otherwise agreed by Bikestyle Tours.
If payment is not received by the due date, we will contact you in writing and request payment within a reasonable specified period.
If payment remains outstanding after that notice period, Bikestyle Tours may cancel your reservation. The applicable cancellation conditions will then apply as if you had cancelled on the date Bikestyle Tours cancels the reservation.
Failure to pay an amount when due does not avoid or reduce an amount that would otherwise be properly payable under the applicable cancellation conditions, subject to your rights under applicable law.
7. Individual Guest Cancellation
If you choose to cancel your reservation, you must notify Bikestyle Tours in writing. Your cancellation takes effect from the date we receive your written notice.
Unless a different cancellation schedule has been clearly disclosed and accepted before booking, the following conditions apply:
More than 100 days before departure: 50% of the deposit is non-refundable. The remaining 50% will be refunded.
100 to 91 days before departure: 100% of the deposit is non-refundable.
90 days or less before departure: Up to 100% of the total tour price may be payable, reflecting costs and commitments already incurred or reasonably expected to be incurred as a result of your confirmed booking and cancellation.
A tour-specific cancellation schedule may be necessary where hotels or other suppliers require substantial commitments earlier than these periods. Any such schedule, including the amount or calculation basis of applicable charges, will be provided before booking. Supplier costs covered by a cancellation charge will not be added again as a separate charge.
Where reasonably possible, Bikestyle Tours will seek to minimise cancellation losses and recover refundable amounts from suppliers. We will take account of costs avoided, replacement arrangements and recoveries relevant to the cancellation, without recovering the same cost or loss twice.
If Bikestyle Tours subsequently receives a cash refund from a supplier for an amount retained from you as an unrecoverable cost, we will appropriately account for that recovery and refund any amount due to you, subject to reasonable costs that remain and amounts already refunded or otherwise accounted for.
If you nominate an approved replacement guest, Clause 8 applies to the portion of your booking successfully replaced.
These cancellation conditions operate subject to your rights under the Australian Consumer Law and other applicable law. They do not determine your remedy where Bikestyle Tours cancels the tour or fails to provide a service in accordance with an applicable consumer guarantee.
8. Replacement Guests
If you are unable to travel, you are welcome to nominate another suitable person to take your place. We will generally allow a replacement guest, including close to departure, where reasonably possible.
Any replacement is subject to supplier requirements, availability and the ability to transfer or amend existing reservations. You are responsible for finding the replacement guest; Bikestyle Tours is not responsible for advertising or reselling your place.
Bikestyle Tours does not charge a separate administration fee for an approved replacement. Any unavoidable third-party costs resulting directly from the change may be payable. We will explain known additional costs and confirm who will pay them before the replacement is finalised.
The replacement guest must meet the tour requirements, provide the required guest information, accept the applicable conditions and participation documents, and arrange required travel insurance.
Where an approved replacement guest takes over your place, Bikestyle Tours will confirm the payment arrangements that apply. Once the replacement booking and required payment arrangements are completed, normal cancellation charges will not apply to the portion of your booking successfully replaced. Any refund due to you will be processed after the replacement is confirmed, less any unavoidable third-party costs resulting directly from the change.
Transferring to a different Bikestyle Tours tour is a separate request and is not an automatic entitlement. Unless otherwise agreed in writing, the applicable cancellation conditions apply to the original reservation.
9. Minimum Guest Numbers and Tour Cancellation
This clause applies where the tour has not yet been confirmed to proceed and the agreed minimum guest number is not reached by the deadline disclosed before booking.
Bikestyle Tours may offer the affected guests the option of proceeding under an agreed revised group-size arrangement, agree an extension of the deadline with them, or cancel the tour. You are not required to agree to an extension or a new arrangement outside the conditions you accepted.
If Bikestyle Tours cancels the tour solely because the agreed minimum guest number has not been reached, amounts paid will be refunded less any supplier-cost deduction permitted under this clause and applicable law.
Any deduction must relate to reasonable, non-refundable supplier costs already incurred specifically to secure the group's requested tour, within the pre-confirmation commitments disclosed before your booking was accepted. The amount or calculation basis and the method of allocating those costs to your booking must have been disclosed and accepted before booking.
We will take reasonable steps to minimise losses and seek available supplier refunds, credits or alternatives. We will account for costs avoided, relevant recoveries and amounts retained from cancelling guests towards the same costs. We will not deduct the same cost twice or also impose the individual cancellation schedule merely because Bikestyle Tours cancels under this clause.
We will provide an explanation of any deduction and its allocation to your booking, with reasonable supporting information on request.
A supplier credit is not the same as a cash refund. We will explain any credit relevant to the proposed resolution, including its availability, value, restrictions and expiry, and account for any credit or alternative arrangement agreed with you. You are not required to accept a credit where you are legally entitled to a cash refund or another remedy.
If we later receive a supplier cash refund for a cost previously deducted from your refund, we will account for that recovery and refund any amount due to you, taking account of reasonable costs that remain and amounts already refunded or otherwise accounted for.
This clause does not limit any refund or other remedy required by the Australian Consumer Law or other applicable law. Cancellation after the tour has been confirmed is dealt with under Clauses 10, 12 and 13.
10. Withdrawal of Guests After Tour Confirmation
Once a tour has been confirmed, Bikestyle Tours may have entered into binding arrangements based on the confirmed group size.
If one or more guests withdraw, their cancellation is dealt with under Clause 7 or any tour-specific cancellation schedule accepted before booking. An individual cancellation does not automatically cancel the tour or give the remaining guests a right to cancel.
Any group-size price adjustment must comply with Clause 4, including the requirement to account for cancellation amounts retained towards the same shared costs and to avoid double recovery.
Where reasonably practicable, we will explore replacement guests and other reasonable alternatives before applying an adjustment.
If withdrawals mean that the confirmed tour cannot proceed under the agreed arrangements, we will notify affected guests and explain the available options. We will seek their agreement to any new price or materially different arrangement outside the accepted conditions. If Bikestyle Tours cancels the confirmed tour, Clause 12 applies, or Clause 13 where the cancellation results from an event outside our reasonable control. Clause 9 does not automatically apply to cancellation of an already confirmed tour.
11. Tour Inclusions and Exclusions
The inclusions and exclusions applicable to each bespoke or private tour will be detailed on the relevant tour page, proposal or booking documentation.
Any services, activities, meals, transfers, accommodation, bike hire or other items not expressly identified as included should not be considered part of the tour price.
Guests should contact Bikestyle Tours before booking if they are uncertain whether a particular service or item is included.
12. Changes to the Tour
We may make reasonable changes to routes, accommodation, transport, activities, event access or other services where necessary due to weather, road conditions, safety, supplier availability, event organiser changes or other operational circumstances.
Where a confirmed service becomes unavailable, we will make reasonable efforts to provide a suitable alternative having regard to its location, standard and the requirements of the tour.
Minor or reasonable operational changes that do not materially alter the overall nature of the tour will not ordinarily be considered a significant change, subject to your rights under applicable law. A significant change is one that materially alters the overall nature of the tour you booked.
If we make a significant change before departure, we will notify you as soon as reasonably practicable and explain your options. Depending on the circumstances, these may include accepting the revised arrangements, accepting an alternative offered by Bikestyle Tours, or cancelling and receiving any refund or other remedy required by applicable law.
If Bikestyle Tours cancels a confirmed tour for reasons within our reasonable control, we will advise you as soon as reasonably practicable and provide any refund or other remedy required under applicable law. We may also offer alternative arrangements or a future travel credit. You are not required to accept an alternative or credit where you are legally entitled to a refund.
For failure to reach minimum numbers before tour confirmation, Clause 9 applies. For events outside our reasonable control, Clause 13 applies. Supplier terms do not remove any rights you have against Bikestyle Tours under applicable law.
13. Events Outside Our Reasonable Control
Circumstances outside our reasonable control may affect our ability to provide a tour or service as planned. These may include severe weather, natural disasters, fire, flood, epidemics or pandemics, war, civil unrest, terrorism, government action, travel restrictions, border closures, industrial action, transport disruption, road closures or changes imposed by race or event organisers.
Where circumstances outside our reasonable control affect your tour, we may need to change, postpone, suspend or cancel affected arrangements. We will take reasonable steps to minimise the impact and, where practicable, arrange suitable alternatives.
Supplier Payments, Refunds and Credits
Bikestyle Tours may have already paid deposits or other amounts to hotels, transport providers and other suppliers in connection with your booking. If an event outside our reasonable control prevents an arrangement from proceeding, a supplier may refund an amount, retain an amount in accordance with applicable terms, or provide a future credit rather than a cash refund.
A credit provided to Bikestyle Tours by a supplier is not the same as a cash refund received by Bikestyle Tours. Where a supplier provides a credit rather than returning funds, we may take the availability, value, conditions and expiry of that credit into account when determining the options reasonably available to you.
Depending on the circumstances, the options available may include rescheduling, alternative arrangements, a future travel credit, a refund, or a combination of these. Any refund or other remedy will be determined having regard to the circumstances, amounts reasonably recoverable from suppliers, applicable contractual arrangements and your rights under applicable law.
If Bikestyle Tours later receives a cash refund from a supplier for an amount that was previously treated as unrecoverable when determining the resolution of your booking, we will appropriately account for that recovered amount, subject to any reasonable costs that remain.
Nothing in this clause requires you to accept a credit or alternative arrangement where you are legally entitled to a cash refund or another remedy.
14. Travel Insurance
Comprehensive travel insurance is mandatory for all guests and should be arranged as soon as the booking deposit is paid.
Guests should ensure their policy provides appropriate cover for cancellation, medical expenses, emergency evacuation, cycling activities, personal belongings, travel disruption and other circumstances relevant to their trip.
It is each guest's responsibility to ensure that their chosen insurance policy provides appropriate cover for their individual circumstances and planned activities.
15. Passports, Visas and Entry Requirements
Guests are responsible for ensuring they hold a valid passport and obtain any visas, permits or other travel documentation required for the destinations included in the tour.
Guests are also responsible for checking current government travel advice and destination entry requirements relevant to their trip.
Australian travellers should refer to the Australian Government's Smartraveller service for current travel advice.
Bikestyle Tours is not responsible for a guest being unable to participate because they have not obtained required travel documentation, subject to any rights available under applicable law.
16. Health and Destination Requirements
Guests are responsible for checking and complying with any health, vaccination, testing or other entry requirements applicable to the destinations included in their tour.
Requirements can change, sometimes at short notice. Guests should check relevant government and destination information before travelling.
Guests should seek appropriate professional medical advice where required.
17. Cycling Ability, Fitness and Participation
Guests are responsible for considering the riding level, distances, climbing, terrain and other physical requirements of the tour and ensuring they have an appropriate level of fitness, cycling ability and experience to participate safely.
Guests must follow reasonable safety instructions provided by Bikestyle Tours staff and guides, comply with applicable road rules and wear an approved cycling helmet while participating in cycling activities.
Routes and riding activities may be modified where reasonably necessary because of weather, road conditions, rider safety, group ability or other operational considerations.
Bikestyle Tours may reasonably modify or restrict a guest's participation in a cycling activity where necessary for the safety of that guest, other participants, staff or the wider public.
18. Guest Conduct
Guests are expected to treat other guests, Bikestyle Tours staff and guides, suppliers and members of the public with reasonable respect and follow reasonable safety and operational instructions.
Bikestyle Tours may take reasonable action where a guest creates a safety risk, seriously or repeatedly disrupts the tour, engages in harassment, threatening or abusive behaviour, deliberately or recklessly damages property, or seriously or repeatedly fails to follow reasonable safety instructions.
Where appropriate, we will first discuss the issue with you and provide an opportunity for it to be addressed. If the behaviour is sufficiently serious, continues after a reasonable warning or presents an immediate risk, we may restrict your participation or require you to leave the tour.
If you are required to leave for serious or repeated conduct covered by this clause, you will generally be responsible for your onward travel, accommodation and other arrangements. Any refund for unused services will depend on the circumstances, including costs incurred or committed and amounts reasonably recoverable from suppliers. Any refund or other remedy remains subject to your rights under applicable law.
19. Third-Party Suppliers
Bikestyle Tours works with accommodation providers, transport operators, activity providers, bike hire companies, guides and other independent suppliers in delivering bespoke and private tours.
Services provided by third-party suppliers may also be subject to the supplier's own applicable terms and conditions.
Where a supplier's cancellation or amendment charges are incurred as a result of a guest-requested change or cancellation, reasonable costs actually incurred may be passed on to the relevant guest where permitted by law.
Nothing in this clause excludes any responsibility Bikestyle Tours has under the Australian Consumer Law or other applicable law.
20. Unused Tour Services
No refund will ordinarily be provided merely because a guest chooses not to use an included service or voluntarily leaves the tour after it has commenced.
This includes accommodation, meals, transfers, activities or cycling services that remain available to the guest but are not used.
This does not affect any rights or remedies available under the Australian Consumer Law where a contracted service is not provided or does not meet an applicable consumer guarantee.
21. Privacy and Confidentiality
We have a general duty to protect the confidentiality of information you provide to us. Personal information collected in connection with your tour will be handled in accordance with our Privacy & Confidentiality Policy and applicable law.
To arrange and deliver your tour, we may provide relevant information to Bikestyle Tours staff, guides, contractors and suppliers, including hotels, transport operators, bike hire providers and destination partners in Australia and overseas, where reasonably necessary and permitted by law.
We limit information shared to what is reasonably necessary for the relevant purpose and obtain consent where required, including in relation to sensitive information. Where relevant and permitted by law, information may also be provided to medical or emergency personnel in connection with an emergency.
22. Complaints and Dispute Resolution
If you have a concern or complaint, please contact Bikestyle Tours so that we have an opportunity to investigate and attempt to resolve the matter.
Complaints are handled in accordance with our Complaints Handling Policy and Procedures. Our complaints process is free of charge. We will acknowledge a complaint within 5 days and aim to investigate and provide an outcome within 21 days. If more time is needed, we will explain the delay and advise when we reasonably expect to provide an outcome.
Bikestyle Tours is currently progressing its accreditation under the Australian Travel Accreditation Scheme (ATAS), administered by the Australian Travel Industry Association (ATIA).
Once our ATIA Accreditation is confirmed, eligible unresolved complaints may also be escalated through the ATAS complaints and dispute resolution process.
You are not required to use our internal complaints process or the ATAS complaints process where you have the right to pursue another avenue of dispute resolution. You may contact an applicable consumer protection agency, court or tribunal.
23. Conditions Specific to Your Tour
Because each bespoke or private tour is individually designed, additional conditions may apply to a particular departure.
These may include:
minimum and maximum guest numbers;
group-size pricing tiers;
tour-specific deposits;
single supplements and availability;
rooming arrangements;
bike hire charges;
payment schedules;
supplier-specific cancellation conditions; and
special inclusions or arrangements.
Any tour-specific conditions will be detailed on the relevant tour page, proposal, booking documentation or other information provided before booking.
Tour-specific conditions should be read together with these Bespoke & Private Tour Reservation Conditions and our general Booking and Reservation Conditions.
Our Schedule of Fees in Clause 27 of the general Booking and Reservation Conditions forms part of these conditions. It explains our approach to booking fees, card payments, bank transfer discounts, replacements and optional services. Any expressly agreed tour-specific fee must be identified, with its amount or calculation basis, before booking. No separate Bikestyle Tours replacement-guest administration fee applies under Clause 8.
The proposal should identify any provision it is intended to vary. An additional supplier condition does not automatically override Bikestyle Tours' obligations or your rights under applicable law.
24. Australian Consumer Law
Our services come with consumer guarantees that cannot be excluded under the Australian Consumer Law. These include guarantees that services will be provided with due care and skill, will be reasonably fit for an applicable disclosed purpose and, where no time has been fixed, will be supplied within a reasonable time.
Where there is a failure to comply with an applicable consumer guarantee, you may be entitled to a remedy under the Australian Consumer Law. Depending on the circumstances and nature of the failure, remedies may include having the service remedied, cancelling the affected service, a refund for an unused portion or reduced value, and compensation for reasonably foreseeable loss or damage.
Nothing in these Booking and Reservation Conditions excludes, restricts or modifies any consumer guarantee, right or remedy that cannot lawfully be excluded, restricted or modified.
Our cancellation and refund conditions operate subject to these rights. A cancellation by you because your personal circumstances have changed is different from a situation where Bikestyle Tours fails to provide a service in accordance with an applicable consumer guarantee.
Where the Australian Consumer Law entitles you to a remedy, Bikestyle Tours will provide the remedy required by law.
25. Acceptance of Reservation Conditions
Before your booking is confirmed, you must acknowledge that you have received, read and accepted these Bespoke & Private Tour Reservation Conditions, the general Booking and Reservation Conditions supplied for your booking, any applicable tour-specific conditions and our Privacy & Confidentiality Policy.
For online bookings, acceptance may be recorded electronically through the booking process. For direct bookings or bookings made by another method, we will require written or electronic acknowledgement before confirming your reservation. This applies to each booking, including repeat bookings.
Unless otherwise agreed with you or required by law, the versions you accepted when your booking was confirmed will continue to apply to that booking. Later versions will not retrospectively alter your material rights or obligations.
Material changes outside the adjustment mechanisms you accepted require your agreement unless required by law. Bikestyle Tours will retain a record of the applicable conditions and your acknowledgement with the booking record.
