On this page of our web site you will find information on our policies and procedures for the conduct of our supported trips. This includes policies on payment dates, refunds, insurance, privacy, sponsorship. If you can not find the answer to your question here, please write us at sweep@CycleCanada.com or call us toll free 800-214-7798 in North America, or from overseas, 1-705-434-1100. Information should be read in conjunction with the CycleCanada Schedule of Dates and Fees, which has specific detail on each event.
Participants in our events have a right to expect that Cycle Canada, as organizers, and its staff will make all reasonable efforts to ensure that riders complete their ride and are enriched by the cycling experience. We hope that each rider will find companionship in, and be tolerant of, other members of the group and help to make the trip a memorable and positive experience for all riders.
Tour du Canada and Tour TransCanada have unique arrangements because of the length and intensity of the rides. Specific practices and policies apply to these trips. Please contact us for details.
When riding, you only carry what you need for the day — typically that means munchies, camera, on-the-road tool kit and a rain shell or other clothes for possible weather changes.
On camping trips, riders bring their own bedrolls and tents. If you do not have a tent, we have tents that can be rented for the duration of a trip (conditions apply). Camping facilities include private campgrounds, provincial, federal parks and in some cases special arrangements with community groups. We look for camping accommodation with hot showers but there are some locations where that is not possible. On Tour Pacific and Tour Arctic we stay at some wilderness locations with no running water or power.
Single accommodation is available for an additional fee. Where fees are based on double accommodation, we reserve the right to put three to a room if we have an odd number of either gender. We may need to have mixed gender room arrangements in university, hostel or ferry cabin accommodations. Occasionally in rooms with two beds, one bed will be a pull-out couch. We try to match solo riders with someone of the same gender. If we are unable to find you a partner, or if the partner cancels, we will need to assess a single supplement. For all accommodation types, washroom facilities may be shared. On Tour Pacific and Tour Arctic some nights are in hostels or on vessels with dormitory accommodation and it may be necessary to accommodate mixed genders in the same dormitory.
On camping trips, breakfasts and dinners are provided on riding days, including the final riding day. Staff prepare meals from our mobile galley except that Tour du Canada riders share in galley duty. Meal plans stress a high-carbohydrate diet that active people need. We make every effort to accommodate vegetarians. Riders should bring a mess kit. On camping trips, riders are on their own for meals on rest days. Tour du Canada and Tour TransCanada are special situations. On indoor trips, we provide breakfasts on most riding days and riders are on their own for lunches and dinners, except that we provide one group dinner during the ride.
Riders are on their own for travel arrangements to reach an assembly point. Where transport by bus or train is arranged, bike transport is included. Sports bags instead of standard luggage are recommended for longer trips. We cannot carry hard-shell bike boxes but we will transport bike boxes that fold flat. Please travel light!
Payment in full is due within 30 days of the start of a trip, except it is 90 days for cross-country trips, including Tour Arctic. If payment is not received by the due date, Cycle Canada reserves the right to cancel a registration and the refund policy will apply. We accept Canadian dollar cheques up to 30 days before an event starts. Late payments must be by cash, money order or credit card. Credit card payments are in Canadian funds.
This policy applies to Cycle Canada events. For Tour du Canada, see the statement of policies specific to that event. Cancellations must be made in writing and must come from the participant or a person legally entitled to act on the participant's behalf.
Organizers reserve the right to cancel a Cycle Canada ride or Tour du Canada for any reason at any time prior to departure. In such case all funds paid will be refunded. If an event is cancelled, the organizers are not responsible for additional expenses, such as travel costs. Where Cycle Canada decides it is not feasible, practical or advisable to continue with an event as scheduled, Cycle Canada reserves the right, at its sole discretion, to cancel or reroute an event under its management, or any part of an event. Cycle Canada shall not be liable for failure to perform any obligation nor be responsible for any damage resulting from delay or termination of an event by causes beyond its reasonable control.
Where a participant does not use a service that is part of an event package, no refund shall be made and that service cannot be transferred to another person.
We believe you will enjoy a cycling trip more in groups where you get to know other riders. For that reason, we limit group size. Limits vary, depending on the trip.
Before each trip, we hold an orientation session to discuss our practices and what you can expect on the ride. We believe the time spent at the orientation session is a valuable part of the trip.
Vehicles carry personal gear. We do not have on-road cycling staff. Riders are encouraged to ride all the way. We make every effort to ensure that no one is left stranded but there may be situations where riders need to rely on third-party transportation at their own expense.
We provide a communication system that allows us to assist with problems as necessary. Drivers do not carry mobile phones to communicate with riders. A mobile phone can be a dangerous distraction for drivers when driving.
We provide daily route sheets and/or maps for cyclists on our events. We do not routinely sign routes. We believe that riders should share the responsibility for traveling as cycle tourists.
We encourage riders to join our trips for the full ride. But you can ride part of a trip, except Tour du Canada. Generally, special provisions to ride a segment of a trip must be made in advance.
From time to time we get queries from people who want to associate their ride with a charitable or for-profit organization. We do not permit for-profit sponsorships. We do recognize that charitable pursuits are important and we may allow sponsorship for charitable purposes. Riders with such plans must contact us in advance. We do insist that trademarked names or copyright material not be used in association with sponsorship or fundraising activities, except where expressly authorized in writing by Cycle Canada.
Our policy is that if you contact us with your name, address and any other personal information, we will not sell, rent, trade, "partner" or distribute that information to any third party, except where required by law or as authorized by the participant in an event. Participants are expected to honour this policy.
Cycle Canada recommends that participants obtain travel, cancellation and personal property insurance.
CycleCanada events and Tour du Canada are organized by Cycle Canada, The Veloforce Corporation, which is owned by Bud Jorgensen. He is a long-time recreational cyclist and founder of Tour du Canada. Our off-season base is at Alliston, Ontario, which is about midway between Toronto and vacation destinations along Georgian Bay.
Effective Date: This policy statement is in effect from October 21, 2012. Additional policies also apply to Tour du Canada and Tour TransCanada. Anyone interested in one of those cross-country rides should ask for a copy of the policy statement specific to that ride.
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