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Legal

General terms & conditions

Last updated: June 2026

1. Organiser

Adventure Bike Trails is organized by Axi-Via BV, Steenbergstraat 3, 2280 Grobbendonk, Belgium. Contact: info@adventurebiketrails.com

2. Registration and payment

  • A registration is only valid after payment of a deposit of 30% of the total registration fee.
  • This deposit is non-refundable if the participant cancels their participation. 
  • The participant is only entitled to take part in the event once the registration fee has been paid in full, as stated on the invoice. 
  • If the full balance has not been paid by the due date, the organization may refuse participation, without any compensation or refund of the deposit.
  • The participant must be at least 18 years old at the start of the event. Minors are not permitted to participate under any circumstances, including when accompanied by an adult.

3. Cancellation by the participant

In the event of cancellation by the participant, the following refund conditions apply:
  • More than 2 months before departure: 70% of the total amount will be refunded.
  • More than 1 month before departure: 50% of the total amount will be refunded.
  • More than 2 weeks before departure: 20% of the total amount will be refunded.
  • Less than 2 weeks before departure: no refund.
  • The deposit remains available for other projects of our organization in the event of cancellation at least 30 days before departure.
A valid travel and/or cancellation insurance, covering at least medical costs, repatriation, and cancellation, is mandatory for every participant. Proof of this insurance must be provided to the organization no later than 30 days before the start of the event.

4. Cancellation by the organizer

  • Adventure Bike Trails reserves the right to cancel a trail due to insufficient registrations or force majeure before departure.
  • In that case, the full registration fee will be refunded.
  • A cancellation by the organizer before departure can under no circumstances lead to any additional compensation.

5. Force majeure during the trip

  • If the trip must be interrupted or terminated early due to force majeure (such as natural disasters, armed conflict, pandemics, or government measures), the participant may terminate this part of the trip free of charge.
  • In that case, Adventure Bike Trails will refund the portion of the registration fee corresponding to services not enjoyed, minus the costs already irrevocably incurred by the organization at that point (such as accommodation, permits, or local service providers).
  • Adventure Bike Trails is not liable for any additional damage suffered by the participant as a result of the force majeure situation itself.

6. Transferability of registration

  • The participant may transfer their registration to a third party, provided this third party meets all participation requirements. 
  • A transfer must be reported in writing to the organization at least 14 days before departure.
  • An administration fee of 100 EURO is charged for the transfer.

7. Price changes

  • Adventure Bike Trails reserves the right to adjust the price in the event of significant changes in exchange rates, fuel prices, or government-imposed levies, with a maximum of 8% of the total trip price.
  • A price change will no longer be implemented within 20 days before the start of the trip.
  • In the event of a price increase of more than 8%, the participant has the right to cancel the trip free of charge.

8. Nature of the adventure

  • The participant acknowledges and accepts that the offered cycling trails are extremely adventurous and physically demanding trips, taking place in remote areas.
  • The organisation may decide to change the route or daily schedule due to external factors that endanger the safety or proper course of the event.
  • Due to travelling through remote areas and the size of the group, it can sometimes be difficult to find sufficient and varied food. The organisation strives to provide a menu that is as adequate as possible to support strenuous physical effort; should certain products need to be rationed, the participant accepts this decision.

9. Health and liability

  • Participation is at the participant's own risk.
  • The participant confirms that they are in a physical condition that allows them to take part in extreme adventures such as the offered cycling trails. In case of doubt, we recommend consulting a doctor beforehand.
  • The participant is solely responsible for taking sufficient precautions to prevent illness and accidents.
  • The organisation cannot under any circumstances be held liable for personal injury, material damage, theft, accidents, or other damage, including damage caused by third parties, except in the event of intentional misconduct or gross negligence on the part of the organiser.

10. Processing of health data

  • Upon registration, Adventure Bike Trails asks the participant to complete a health declaration. The organisation does not receive any medical information from doctors or other third parties, only the information provided by the participant themselves.
  • This data is used solely to assess the participant's safety during the trip and, if necessary, to correctly inform emergency services in case of an emergency.
  • By providing this data, the participant explicitly agrees that it will be processed for this purpose.
  • The data is not shared with third parties, except with emergency services in case of an emergency, and is not retained longer than necessary for the organisation of the trip.

11. Photography and video

Photos and videos may be taken during the cycling trails. By participating, the participant grants permission for this material to be used for promotional purposes by Adventure Bike Trails, unless they object to this in writing in advance.

12. Complaints procedure

  • Complaints about the execution of the trip must be reported as soon as possible, preferably on site, to the trip leader, so that an appropriate solution can be sought.
  • If a complaint is not resolved satisfactorily on site, the participant must submit it in writing (by email) to Adventure Bike Trails, no later than 30 days after the end of the trip.
  • Adventure Bike Trails will confirm receipt of the complaint within 5 working days and aims to provide a substantiated response within 30 days.

13. Governing law

These terms and conditions are governed by Belgian law. Disputes shall be submitted to the competent courts of the district of Antwerp, Belgium.