Booking Deposit & Payment
A 20% deposit of the total tour price is required to confirm a booking. The deposit forms part of the total tour price and is not an additional fee.
Once a booking is confirmed, Sri Lanka Cycling Squad may make advance payments and commitments to accommodation providers, transport providers, bicycle suppliers, guides and other local service providers in order to secure the services required for the guest’s tour.
The remaining 80% balance must be paid no later than 30 days before the tour departure date, unless a different payment deadline is stated in the guest’s booking confirmation.
The deposit is part of the tour price and is non-refundable under the cancellation schedule below.
Guest Cancellation & Refunds
Cancellation charges are determined by the number of calendar days between the date Sri Lanka Cycling Squad receives the cancellation notice and the scheduled departure date. The cancellation notice must be made in writing and is effective when received by Sri Lanka Cycling Squad through the contact method stated in the guest’s booking confirmation.
| Notice Before Departure | Cancellation Charge | Refund Entitlement* |
|---|---|---|
| More than 90 days | 20% | 80% |
| 61–90 days | 30% | 70% |
| 31–60 days | 50% | 50% |
| 15–30 days | 70% | 30% |
| 8–14 days | 90% | 10% |
| 7 days or less | 100% | No refund |
| No-show / after tour has commenced | 100% | No refund |
How the refund is calculated: The cancellation charge is calculated as a percentage of the total tour price. The refund entitlement shown above is applied against amounts actually paid by the guest and can never exceed the amount actually paid. If the amount already paid is less than the applicable cancellation charge, the amount paid will be retained and the guest will not be required to pay the difference solely because of the cancellation. The 20% deposit is therefore non-refundable under every cancellation period.
*Refund entitlement is subject to the amount actually paid at the time of cancellation and any deductions expressly permitted under this policy.
Cancellation by Sri Lanka Cycling Squad
If Sri Lanka Cycling Squad cancels a confirmed tour before departure for reasons within our control, the guest may choose either a full refund of payments made to Sri Lanka Cycling Squad or transfer to another available departure, subject to availability and the guest’s agreement.
No cancellation fee will be charged when Sri Lanka Cycling Squad cancels a tour for reasons within our control.
Sri Lanka Cycling Squad is not responsible for independent travel costs, including international or domestic flights, visas, independently booked accommodation, or other personal travel expenses.
Circumstances Beyond Reasonable Control
Sri Lanka Cycling Squad may need to modify, reroute, postpone, suspend or cancel a tour where circumstances beyond reasonable control make the planned operation impossible or unsafe.
Such circumstances may include severe weather, natural disasters, government restrictions, civil unrest, strikes, major transport disruption, road closures, public health emergencies or other extraordinary events.
Where a tour must be cancelled before departure because it cannot safely operate, Sri Lanka Cycling Squad will communicate the available options as soon as reasonably practicable. Where reasonably possible, we will offer an alternative departure. If an alternative departure is not accepted or is not available, any refund will be based on payments actually received by Sri Lanka Cycling Squad, taking into account amounts that are non-refundable or cannot reasonably be recovered from service providers, to the extent permitted by applicable law. Any amount recovered from a service provider in respect of the cancelled service will be taken into account when calculating the refund.
Weather & Cycling Conditions
Weather conditions, including rain, heat and wind, are a natural part of cycling in Sri Lanka. For safety and comfort, Sri Lanka Cycling Squad may modify, shorten, delay or replace individual cycling activities when weather or local conditions require.
A change to an individual cycling activity due to weather or local conditions does not, by itself, create an automatic right to a refund. Sri Lanka Cycling Squad will make reasonable efforts to provide an appropriate alternative activity or arrangement where practicable, taking account of safety, timing and local conditions.
Early Departure, Missed Services & No-Show
If a guest voluntarily leaves a tour early, chooses not to participate in part of the itinerary, arrives late, or misses scheduled services, unused tour components are not automatically refundable.
Any additional costs resulting from an early departure or change in travel arrangements are the guest’s responsibility.
Changes to Your Booking
Sri Lanka Cycling Squad will make reasonable efforts to accommodate requests to change travel dates or other booking details.
Changes are subject to availability and may be subject to additional charges imposed by accommodation providers, transport providers, bicycle suppliers or other service providers.
A requested change that cannot be accommodated may be treated as a cancellation under this policy. If treated as a cancellation, the applicable cancellation charge will be determined by the original scheduled departure date, unless Sri Lanka Cycling Squad confirms otherwise in writing.
Minimum Group Size
Scheduled departures require a minimum confirmed group size of four guests.
Where the minimum is not reached, Sri Lanka Cycling Squad may cancel or reschedule the departure. Affected guests will be notified as soon as reasonably practicable and may choose either transfer to another available departure, subject to availability and agreement, or a full refund of payments made to Sri Lanka Cycling Squad.
Travel Insurance
Guests are strongly advised to obtain comprehensive travel insurance appropriate to their circumstances and planned activities.
Where applicable, cover should include medical expenses, emergency assistance, evacuation and repatriation, trip cancellation and interruption, personal belongings, and cycling-related activities.
Travel insurance is intended to protect the guest against personal travel risks and does not replace any insurance maintained by Sri Lanka Cycling Squad.
Refund Processing
Approved refunds will normally be processed to the original payment method.
Refund processing times may vary depending on the payment provider, bank or card issuer.
Where applicable and permitted by law, non-refundable payment processing, bank or transaction charges actually incurred in connection with the payment or refund may be deducted from the amount refunded. Any such deduction will not be made where the charge has already been recovered or where the applicable payment provider refunds the charge.
Acceptance of this Policy
By confirming a booking with Sri Lanka Cycling Squad, the guest acknowledges that they have read, understood and accepted the applicable booking, payment, cancellation and refund terms.
This policy forms part of the booking terms and should be read together with the guest’s booking confirmation and the other applicable terms and conditions of Sri Lanka Cycling Squad. If a specific written term in the booking confirmation expressly conflicts with this policy, the specific term will apply to that booking only.
Applicable Law & Statutory Rights
This policy is governed by the laws of the Democratic Socialist Republic of Sri Lanka, subject to any mandatory rights and protections that apply to the guest.
Nothing in this policy is intended to exclude, restrict or waive any right, remedy, liability or protection that cannot lawfully be excluded, restricted or waived under applicable law. Sri Lanka Cycling Squad remains responsible for providing its services with the level of care and skill required by applicable law.
If any provision of this policy is found to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.