Reservation and Cancellation

Reservation & Deposit

Your booking is subject to availability and is not confirmed until we have emailed you a formal confirmation. Please do not make non-changeable travel plans until you receive your confirmation. Upon official tour confirmation (or rebooking), our cancellation policy does take effect. (link to cancellation table)


Deposits are due at tour registration prior to confirmation of the tour. The final payment is due 90 days before the tour date.

If a tour is booked less than 100 days from tour date, special payment terms apply. The deposit stage is skipped and the full invoice is sent upon confirmation.

Note, a credit/debit card is required to submit a reservation, however, the remainder of the tour charge will not be charged to the card (unless payments are overdue or you are booking a tour within 15 days of start date). Upon official confirmation, you will be able to decide on your preferred method of payment. Finally, unless otherwise stated immediately upon booking a reservation, the credit/debit card that was submitted at the time of a reservation will be assumed to be the credit/debit card of record for all booking charges related to the reservation at hand.

Deposit Amounts

  • Deposits required $500 per person for tours up to 10 days and $1000 per person for longer tours

Payments/Final Invoice

Once a final invoice is prepared, the exchange rate is set. Price is fixed regardless of changing exchange rates.

For tours booked less than 100 days from tour date, final invoices are sent upon confirmation and due within 5 days.

If payment is not received within 5 days, the credit card submitted with the reservation will be charged the full invoice amount.

For bookings made less than 45 days prior to tour start date, the credit card will be pre-authorized for the total booking amount plus a 4% credit card fee until full payment is received.

Lastly, for any bookings made 15 days or less to tour start date, the credit card will be pre-authorized for the full booking amount plus a 4% credit card fee. Once the reservation is confirmed, the credit card will be charged the full amount.

You are able to request a final invoice sooner than 100 days.

For group bookings, a separate reservation form must be submitted for each couple or individual who wishes to be billed separately.

Accepted forms of payment:

We accept payments in US dollars.

Our accepted methods of payment are:

  • Credit/debit card (USD only)
    • We accept MasterCard, Visa, Discover, American Express
    • All credit/debit card transactions will incur a 4% fee

Payment Schedules reserves the right to put a hold on funds on your credit card in the amount of the entire tour cost, including the 4% credit card fee. If for any reason your booking is not confirmed, we will immediately release the hold. Upon confirmation, we will charge your card and forward funds to the local operator.

If you opt to pay by check or wire transfer, and we don’t receive your payment by the above deadlines, we reserve the right to charge your credit card + 4% processing fee. (If tour operators don’t receive full payment by their deadlines, they reserve the right to cancel your reservation and apply their cancellation fees).

All payments by check or credit card must be made in United States dollars. Wire transfers can be made in either U.S. dollars or euros.


Wheelzup Adventures retains the right to apply fees for changes after a booking is made.

Any change made in your reservation once submitted to us (this includes, but is not limited to any change made in names, bike type, meals, dates, room selection(s), any additional night(s) needed or retracted and so on) can be subject to a $25-$150 fee per change. A few examples of change costs are as follows:

  • Participant/name change: $50 per person
  • If a group signs up together in one booking with one reservation owner and then decides to split the booking into separate individual bookings there will be a $50 per booking change fee
  • Changes to arrival and departure tranfers including dates, times, locations, number people or cancellations are subject to a $50 charge depending on the situation
  • Bicycle change. Changing your bicycle is possible free of charge one time. Further changes may result in a $25 change fee

The fees associated with changes and/or additions after the final invoice has been issued or within 30 days of the tour date, will be charged to the credit card given during on the reservation form (plus a 4% processing fee). Any other changes (such as those mentioned above) will automatically be added to your final invoice.


Wheelzup Adventures has the right to charge your credit card for any delinquent payments or outstanding cancellation costs. By submitting your credit card during the reservation process, you are authorizing your card to be charged. Your authorization is a binding agreement for us to charge your card, and as such, you waive any right to a chargeback in the case of cancellation for any cause (excepting fraud), including a force majeure event, as defined herein, and agree to refund policies and procedures as outlined in these terms and conditions. In the event a client attempts to chargeback, reverse or recollect a trip payment already made without our authorization, we reserve the right to collect all additional costs, fees, and expenses associated with such chargeback, reversal, or recollection, including, without limitation, attorney fees.

Cancellation By You

Cancellations must be made to Wheelzup Adventures in writing via email to: Cancellation fees noted in table below:

Days BEFORE tour start dateCancellation Fee / Transfer Options (per person)
90 or more
  • Deposit and additional service fees are non-refundable
  • Transfers Allowed; $100 administrative fee per transfer
89 - 60
  • Total funds paid are non-refundable
  • Transfers Allowed; $100 administrative fee per transfer
59 - 30
  • Total funds paid are non-refundable
  • Transfers Allowed; administrative fee of 25% of listed tour cost per transfer
29 - Tour Start
  • Total funds paid are non-transferable and non-refundable
Wheelzup Adventures will refund what you have paid minus your booking fees, credit card service fee (if applicable), and any cancellation fees within 5-7 business days after we receive the cancellation and refund notice.

Cancellation by Wheelzup Adventures

Some tours (generally guided and bike and boat tours) are subject to a minimum number of participants. Should Wheelzup Adventures decide to cancel a tour due to an insufficient number of participants, or any other reason, you are entitled to a refund of funds paid toward the tour or may have an option to apply those funds toward another tour (minus booking fee). No other financial remedies exist. 

Force Majeure

‘Force majeure’ means, in relation to our agency, in any circumstances beyond our reasonable control, (including, but without limitation, to acts of God, explosion, flood, forceful wind, fire or accident, war or threat of war declared or undeclared, acts of terrorism, sabotage, insurrection, riots, strikes, civil disturbance, sickness, epidemics, pandemics, quarantines, government intervention, weather conditions, defects in machinery and vehicles, delays or other unforeseeable events), we shall not be deemed to be in breach of these terms and conditions or otherwise be liable to you, and shall not provide any refund, by reason of delay in performance, or by non-performance, of any of our obligations hereunder to the extent that any such delay or non-performance is due to any force majeure. If our agency, and/or any of our travel suppliers, are affected by force majeure, they shall be entitled to, and may in their sole and absolute discretion, vary or cancel any itinerary or arrangement in relation to your trip.


In case of cancellation, Wheelzup Adventures will refund any difference between what you have paid and, in the case of client cancellation, any cancellation fees. Refunds will be issued in the same method you paid, at the exchange rate the payments were applied.

Limitation of Liability

The responsibility of Wheelzup Adventures and/or our agents and representatives is strictly limited. does not organize its own tours but promotes and facilitates the sale of tours organized and operated by overseas tour operators and travel suppliers and as such assumes no liability for injury, damage, loss, accident, delay or irregularity which may be occasioned by through acts or defaults of any company engaged in conveying the passengers or in carrying out the arrangements of the tour. Wheelzup Adventures is not responsible for the willful or negligent acts and/or omissions of these suppliers or their employees, agents, servants or representatives including, without limitation, their failure to deliver or their partial or inadequate delivery of services.

By using the services of the suppliers or by submitting a booking request through Wheelzup Adventures, you agree that you will not hold Wheelzup Adventures and its agents or representatives liable for any accident, injury, costs, property damage, theft or personal loss. Any lawsuit arising out of the terms and conditions herein shall be governed by the laws of the country in which the Wheelzup Adventures has its primary place of business. The exclusive venue for any action against Wheelzup Adventures shall be brought in the state courts of Cumberland, Maryland.

By submitting a booking request, you agree, warrant and covenant as follows: In consideration of the acceptance of this booking request, you hereby, for yourself, your heirs, executors, administrators and assigns, and anyone entitled to act on your behalf, release and discharge Wheelzup Adventures, its representatives, agents and employees, from any and all claims of injury or damages suffered by you as a result of your participation in or traveling to or from bicycle tours presented by Wheelzup Adventures or developed for you. You know that bicycle riding is potentially hazardous. You should not ride unless you are medically able and properly trained. You assume all risks associated with riding, including but not limited to, falls, contact with other participants, the effect of the weather, traffic, and conditions of the road, all such risks being known and appreciated by you. You realize that bicycling is a strenuous activity that requires proper physical conditioning. You hereby certify that you are in such physical condition and good health.

Every participant who is not a member of the same family must submit a separate booking form, or send an email to us stating that they have read and agreed to these terms and conditions. You signify that all individuals listed on your booking form are members of your family and have read and agreed to these terms and conditions. You assume all liability for individuals included on the booking form who are not members of your family.

Accuracy of Information

We make every effort to make sure that the information contained on this site is accurate. To the best of our knowledge, research and belief, all statements and information given are correct. We will make every effort to quickly correct any errors brought to our attention. However, we accept no responsibility for errors or inaccuracies.

Personal Responsibility

Although some photographs on this site show bicyclists riding without helmets, we cannot stress strongly enough the importance of wearing a helmet on even the shortest, easiest, and least trafficked ride. Wheelzup Adventures is able to provide or rent helmets. It is however your responsibility to request one. Please bring your own. Do not ride without a helmet!

You are responsible for your personal health being up to the physical demands of the tour. If you have any questions about a tour’s level of difficulty, please ask us. You are also responsible for compliance with the laws of each municipality you visit, including all traffic regulations.

Special Diets

We do our best to accommodate special dietary needs. Requests for special diets must be stated in the additional comments section when submitting a reservation. and our partners are not required to accommodate special dietary needs and reserve the right to charge a supplement on a case-by-case basis.