Terms and Conditions

Conditions) govern the contractual relationship between you (the Participant) and us (the Organiser) for the York-Paris Cycle Challenge (Event). The Organiser is a partnership between PFH Productions and Repair2Ride. By paying your Reservation Fee (£250) and booking your trip with us you acknowledge that you have read and understood these terms and conditions and accept and agree to be bound by them.

1. Participation

Insurance - It is your responsibility to make sure you have adequate travel insurance. The organiser cannot be held responsible for any losses arising from the participant having inadequate insurance. Protection must cover the entire period of the event and cover at least medical expenses, injury, death, repatriation, cancellation and curtailment. You are also advised to consider cover for your bike as the organiser cannot be held responsible for any damage or theft to your bike unless due to the organiser’s negligence.

Sponsorship: All aspects of sponsorship for charities must be handled by the participant. The organisers are not in a position to offer any advice on sponsorship and will not cover any costs relating to participants taking part as part of sponsorship.

www.york2paris.co.uk) participants are entitled to a full refund of their reservation fee and full payment.

  • for death or personal injury caused by the organiser's negligence;
  • for fraud or fraudulent misrepresentation; or
  • for any matter which it would be illegal for the organiser to exclude or attempt to exclude liability.

2. Event

2.1Accommodation will be in 2 or 3 star standard accommodation. The organiser is not responsible for this accommodation and cannot be held responsible for any shortcomings. The organiser will nevertheless endeavor to remedy any adverse aspects of the accommodation.

2.2Accommodation is on a twin room basis. The participant agrees to share a room with a person of the same sex. The organiser will endeavor to allocate rooms and room partners in the best interests of all participants but can’t guarantee that all requested alterations to allocations can be accommodated.

2.3The organiser agrees to provide food items for breakfast, lunch and evening meals. Quantities given will be proportionate to an adult’s daily recommended intake. The organiser will make every effort to ensure the quality of the food meets acceptable standards but can’t be held responsible for the quality of food provided by third parties.

2.3.1The organiser will make every attempt to provide suitable provision for any participants with special dietary requests. It is the responsibility of the participant to clearly communicate this information to the organisers upon initial registration.

2.4The organiser will provide water at all meals and tea and coffee at breaks. Any additional drinks e.g. soft drinks, alchohol must be paid for by the participant.

2.5The organiser shall not be responsible for any losses, delays, service quality, additional costs which result from a Force Majeure incident or as a result of failure of third party transportation. Such costs or losses should be recovered via your travel insurance.

2.6The organiser reserves the right to amend the advertised route in any way if the organiser considers it would be unsafe or risk the health of any participant to continue on the advertised route or through other factors beyond their control. Every effort will be made to communicate these to the participant and provide a satisfactory alternative.

2.7All participants must wear a helmet whilst riding. The helmet must conform to UK standards. The organiser cannot be held responsible for any injuries arising from accidents as a result of not wearing a helmet.

3Medical

3.1The participant recognises that the event is physically strenuous and demanding and the participant is aware of the nature of the event and associated medical and physical risks involved.

3.2The participant agrees that they are physically capable of taking part in the event (375 miles, 4,000 + metres of climbing) and agrees to be solely responsible for their actions and that the organiser and other agencies involved with the delivery of the event are not responsible for any injury, illness or expenses that the participant may suffer as a result of their participation in the event (unless caused due to the negligence of the organiser).

3.3The participant agrees to inform the organiser of any pre-existing medical condition which may affect participation. The organiser cannot be held responsible for any incidents which result from a failure to do so.

3.4In case of any emergency, the participant agrees that the organisers have authority to arrange any necessary medical or surgical treatment and to sign any form on their behalf if they consider it is in the participant’s best medical interests.

4. Cancellation and Refunds

4.1The organiser has the right to cancel the event should a minimum number of participants not be achieved. This cancellation will be no later than 30 days before the event. The minimum number for each trip is 10.

 4.2Participants unable to take part in the event on a particular date are entitled to request a transfer to another date subject to there being sufficient places in the alternative date. If there are insufficient places on any other requested date, the participant must follow the cancellation process (see below).

4.3The reservation fee (£250) must be paid within a week of receiving your confirmation e mail (sent when registration form is filled in). Full payment (£725) refers to the outstanding amount for the event. This must be paid, in full via BACS transfer, at least 60 days before the event start date. Failure to pay the full payment within 60 days of the event will result in your place being forfeited and loss of your reservation fee.

4.4Cancellation: Should you decide to cancel your place within:

120 + days of event start date: We will refund 75% of your reservation fee plus all your full payment (if paid)

90-119 days of event start date: We will refund you 50% of your reservation fee plus all your full payment (if paid)

60-89 days of event start date: Loss of reservation fee. Return of your full payment (if paid)

45-59 days of event start date: Loss of reservation fee. 75% refund of full payment

30-44 days of event start date: Loss of reservation fee. 50% refund of full payment

29 days and less: Loss of reservation fee and loss of full payment

No show (if the participant fails to turn up on the start day of the event): Loss of reservation fee and loss of full payment

4.5Transfer of entry: You are welcome to transfer your place to another person up until 30 days before the event start date. There is an additional administration fee of £50 per transfer in this instance plus any additional costs incurred by third party agents (ferry, hotels, transport). No transfers of place will be admitted within 30 days of the event start date. Transfer requests must be communicated in writing to the organiser.

5. Publicity

5.1 The participant consents to the use and reproduction of the participant's name and photographs in all media for the purpose of advertising and publicity for future promotion of the event. Such photographs shall remain the property of the organiser.

5.2The participant consents to the organiser contacting you from time to time about future events and cycle related activities. The organiser will not pass your details onto any other third parties other than for medical purposes.

6. Special Requests

Return: Arrangement for extensions to stay in Paris following the end date of the event must be arranged solely by the participant. No costs associated with this extension – accommodation, food, return to UK transport – will be assumed by the organiser. It is the responsibility of the participant to clearly inform the organiser at the earliest possible opportunity of any alternative arrangements as the organiser cannot be held responsible for any losses or incidents resulting from a failure to do so.

Hotel Bookings: On only under exceptional circumstances will amendments to bookings for the first 4 nights of the event be considered and the organiser cannot guarantee that any requests will be successful. There may be additional costs for any changes solicited and made.

We understand that participants may wish to make alternative arrangements to their accommodation for the final night in Paris. Under such circumstances there will be no reduction in the price of the trip. It is the responsibility of the participant to clearly inform the organiser at the earliest possible opportunity of any alternative hotel arrangements as the organiser cannot be held responsible for any losses or incidents resulting from a failure to do so.

PFH Productions/ Repair2Ride
 November 2017