Black Unity Bike Ride - Terms and conditions

The following Terms & Conditions apply to all Black Unity Bike Ride events taking place in the United Kingdom.

These Terms and Conditions apply to the Black Unity Bike Ride UK (“the Event”). Please read them carefully before purchasing a ticket.

By purchasing a ticket, you agree to be bound by these Terms and Conditions.

Black Unity Bike Ride (“BUBR”, “we”, “us”, “our”) reserves the right to make reasonable updates to these Terms and Conditions where necessary for safety, legal, or operational reasons.

1. Your Contract with Us

1.1. When you purchase a ticket for the Event, you enter into a legally binding contract with Black Unity Bike Ride.

1.2. This contract is governed by English law and any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

1.3. Once your booking is complete, you will receive a confirmation email. It is your responsibility to check that your details are correct and notify us promptly of any errors.

2. Event Description

2.1. The Event is a UK-based, organised cycling ride delivered by BUBR.

2.2. The Event is not a race. It is a managed group ride supported by marshals, volunteers, and welfare provision.

2.3. Participation is subject to compliance with these Terms and Conditions and any Event instructions issued by BUBR.

3. Tickets and Entry

3.1. Tickets are issued per person and are not transferable unless expressly permitted by BUBR.

3.2. Tickets may not be resold for profit or used for commercial purposes without written permission from BUBR.

3.3. We reserve the right to refuse entry to, or remove from the Event, any participant who does not comply with these Terms and Conditions or Event instructions.

4. Payments and Refunds

4.1. All ticket purchases are final. Tickets are non-refundable unless otherwise stated.

4.2. Refunds will not be issued for non-attendance, late arrival, early departure, or failure to complete the ride.

4.3. If the Event is cancelled by BUBR due to unavoidable and extraordinary circumstances, we will communicate the options available to ticket holders, which may include deferral, credit, or refund at our discretion.

5. Changes to the Event

5.1. We reserve the right to make reasonable changes to the Event, including but not limited to the route, start time, schedule, or facilities.

5.2. Changes may be required due to safety considerations, weather conditions, local authority requirements, or operational constraints.

5.3. Where a significant change is required, we will inform participants as soon as reasonably practicable.

6. Event Information and Instructions

6.1. Participants must comply with all Event information, instructions, and rules issued by BUBR before and during the Event.

6.2. Event information may be communicated by email, on our website, or verbally by BUBR staff or volunteers on the day.

6.3. Instructions may relate to safety, route management, start procedures, behaviour, supervision requirements, or welfare.

6.4. Failure to follow Event instructions may result in removal from the Event without refund.

7. Participation by Under-18s

7.1. Participants under the age of 18 must be accompanied by a responsible adult.

7.2. Minimum adult-to-child ratios and supervision requirements will be communicated by BUBR before the Event and must be followed.

7.3. All participants under the age of 18 are required to wear a helmet while riding.

7.4. BUBR reserves the right to refuse entry to, or remove from the Event, any participant if these requirements are not met.

8. Fitness to Participate

8.1. By purchasing a ticket, you confirm that you are physically and mentally fit to participate in a cycling event of this nature.

8.2. It is your responsibility to ensure that your bicycle is roadworthy and suitable for the Event.

8.3. You should seek medical advice if you are unsure about your ability to participate.

8.4. BUBR reserves the right to prevent participation or require withdrawal if we reasonably believe continuing would pose a risk to you or others.

9. Health, Safety, and Conduct

9.1. Participants must follow instructions given by BUBR staff, volunteers, marshals, and emergency services at all times.

9.2. Dangerous, disruptive, abusive, or anti-social behaviour will not be tolerated.

9.3. If your behaviour is deemed to pose a risk to safety or the enjoyment of others, we reserve the right to remove you from the Event.

9.4. No refund or compensation will be provided if you are removed due to breach of conduct.

10. Risk and Liability

10.1. Cycling is a physical activity and carries inherent risks.

10.2. You participate in the Event at your own risk.

10.3. Nothing in these Terms and Conditions limits or excludes our liability for death or personal injury caused by our negligence, or for any liability that cannot be excluded under law.

10.4. Subject to clause 10.3, BUBR shall not be liable for:

• Loss of or damage to personal property
• Injury or illness not caused by our negligence
• Losses arising from failure to follow Event instructions

11. Insurance

11.1. BUBR does not provide personal accident, medical, or bicycle insurance for participants.

11.2. Participants are responsible for their own bicycles and personal belongings.

12. Media and Photography

12.1. By participating in the Event, you consent to the use of photographs, video, and audio recordings in which you may appear for promotional, marketing, and reporting purposes.

12.2. If you do not wish to be featured, you must notify us in writing before the Event.

13. Data Protection

13.1. We will process personal data in accordance with UK GDPR and our Privacy Policy.

13.2. Personal data will only be shared where necessary for the safe delivery of the Event.

14. Emergency Information

14.1. Participants must provide emergency contact details during registration.

14.2. You consent to BUBR sharing relevant information with emergency services if required for your safety.

15. Force Majeure

15.1. BUBR shall not be liable for failure or delay in performance where caused by events beyond our reasonable control, including extreme weather, public safety incidents, or government restrictions.

16. General

16.1. If any provision of these Terms and Conditions is found to be unenforceable, the remaining provisions shall remain in full force.

16.2. These Terms and Conditions constitute the entire agreement between you and BUBR in relation to the Event.

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BUBR International Tours

Terms and Conditions

These Terms and Conditions apply to all BUBR International Tours. Please read them carefully before completing a booking. BUBR may update these Terms and Conditions from time to time, and the version in effect at the time of booking will apply to your contract.

1. Your Tour Contract

1.1. Once you pay your non-refundable deposit, you enter into a contract with Black Unity Bike Ride (BUBR). The contract is governed by English law and subject to the exclusive jurisdiction of the English courts.

1.2. On receipt of your booking and deposit, we will issue a confirmation email. Please check the details carefully and notify us immediately of any discrepancy at booking@blackunitybikeride.com. The sooner you notify us, the more likely we are to be able to make corrections without additional cost. We cannot guarantee amendments will be possible once supplier bookings have been confirmed, and changes made after that point may incur additional charges.

2. Passports, Visas, Health Requirements and Travel Documents

2.1. It is your sole responsibility to ensure you hold all necessary travel and health documents before departure, and that you meet all foreign entry requirements. This includes, but is not limited to, a full and valid passport and any visas required for your nationality. Requirements may change at any time and you should allow sufficient time to obtain any documentation required.

2.2. We accept no liability if you are unable to travel, are denied entry, or suffer any loss as a result of failing to meet passport, visa, immigration, or health requirements. We strongly recommend carrying evidence of any required vaccinations or inoculations.

3. Insurance

3.1. It is a condition of booking that you obtain adequate travel insurance covering the full duration of the Tour. You are responsible for ensuring your policy is suitable for your individual needs and travel plans, including appropriate health cover.

3.2. Your policy must cover, as a minimum: cancellation costs; medical expenses and repatriation; loss of baggage and money; and any activities included in your Tour, including cycling and adventure travel.

4. Payment

4.1. The total cost of your Tour, including any applicable supplements, will be confirmed at the time of booking. This price does not include the cost of flights unless expressly stated.

4.2. To reserve your place, you must choose one of the following payment options, as specified in your Tour booking:

a) Pay in Full: Pay the full amount at the time of booking. No further payments will be required.

b) Pay by Instalments: Pay a non-refundable deposit, followed by equal monthly instalments as set out in your booking confirmation. Payment deadlines and instalment amounts will be confirmed at the time of booking.

4.3. If we do not receive your instalments or remaining balance in full and on time, we reserve the right to treat this as a cancellation by you. The cancellation charges in clause 5 will apply, with the cancellation date being the date of the missed or incomplete payment.

5. Cancellations by You

5.1. You may cancel your booking at any time by sending written notification to booking@blackunitybikeride.com. Cancellation charges will apply from the date we receive your notification.

5.2. Your deposit is non-refundable in all circumstances, as it covers costs incurred by BUBR at the point of booking. All payments made beyond the deposit are also non-refundable where you cancel, except where clause 5.5 applies. If your cancellation is covered under your travel insurance policy, you may be able to reclaim some or all charges from your insurer. Insurance premiums and excess are not refundable by us.

5.3. We recommend protecting your booking through our third-party provider, Cover Genius, available at checkout. Where booking protection is in place, you may be eligible for a refund in the event of qualifying unforeseen circumstances.

5.4. If you are sharing a room and cancel your booking, you may be liable for a single occupancy supplement in addition to any cancellation charges, unless a suitable replacement roommate is found and confirmed.

5.5. Where possible, we will endeavour to find a replacement participant. If a replacement is secured, you will be refunded all payments made, excluding the non-refundable deposit.

6. Changes or Cancellations by BUBR

6.1. We begin planning Tours many months in advance and reserve the right to make changes to Tour arrangements — including correcting errors — both before and after bookings are confirmed.

6.2. Where changes to accommodation, transport, or other Tour elements are necessary due to logistical issues, availability, or unforeseen factors, we will provide a suitable replacement of a comparable standard.

6.3. Where a significant change is required, we will inform you as soon as reasonably practicable.

6.4. We reserve the right to cancel your booking prior to departure if:

(a) unavoidable and extraordinary circumstances arise;

(b) you fail to pay any instalment or final balance by the agreed deadline; or

(c) the minimum number of participants required for the Tour to proceed has not been reached.

6.5. Where BUBR cancels your booking under clause 6.4(b) or 6.4(c), we will issue a full refund of all payments made, including your deposit.

6.6. "Unavoidable and extraordinary circumstances" means events beyond our control whose consequences could not have been avoided even with all reasonable measures taken, including but not limited to acts of God, war, terrorism, pandemics, natural disasters, and political instability. Where BUBR cancels under clause 6.4(a), we will refund all payments made excluding the deposit, which covers costs already incurred. This also constitutes our Force Majeure provision and applies to any failure or delay in performing our obligations arising from such circumstances.

6.7. If we are required to change or terminate the Tour after departure due to unavoidable and extraordinary circumstances, we will not be liable for refunds beyond any amounts recoverable from our suppliers, nor for compensation or any additional costs you incur. You are strongly advised to ensure your travel insurance covers such eventualities.

7. Behaviour

7.1. By booking with BUBR, you accept full responsibility for your conduct and agree to behave appropriately at all times, including during the Tour, at any associated events, and in any communications or dealings with BUBR, its staff, representatives, or other participants.

7.2. BUBR reserves the right, prior to or independent of participation in a Tour, to decline or cancel a booking, or to refuse participation in any Tour or associated event, where a participant has previously been removed from a Tour under clause 7.4, has facilitated or attempted to facilitate access to a Tour or Tour event by a person who has been refused participation, or where BUBR has reasonable documented grounds to believe their participation would pose a risk to the safety, wellbeing, or enjoyment of other participants or staff. Where BUBR exercises this right, a full refund of all payments made will be issued.

7.3. If, in the reasonable opinion of any BUBR representative, service provider, or person in authority, your behaviour during a Tour or associated event causes or is likely to cause danger, distress, or annoyance to others, or damage to property, we reserve the right to terminate your booking immediately.

7.4. In the event of termination under clause 7.3, you will not be entitled to any refund or compensation, and we will not be liable for any expenses you incur as a result. You will be required to pay for any damage or loss caused directly to the relevant service provider at the time it occurs.

7.5. If your behaviour results in you being denied boarding at any point during your journey, your booking will be treated as cancelled by you at that moment. Full cancellation charges under clause 5 will apply.

7.6. We reserve the right to pursue a claim against you for any loss, damage, or expense — including legal costs — incurred by us as a result of your behaviour at any stage of the Tour.

8. Privacy

8.1. We will not share your personal information with any third party outside BUBR, except where necessary for the administration of the Tour. Your data will be held in accordance with UK GDPR.

9. Communicable Diseases and Public Health Measures

9.1. You acknowledge that suppliers involved in the delivery of your Tour — including airlines, accommodation providers, and excursion operators — may be required to comply with national or local laws, regulations, and guidance relating to communicable diseases or public health emergencies. Such measures are implemented for your safety and the safety of others. While they may affect certain aspects of your experience, they are not expected to significantly impact your overall enjoyment of the Tour.

10. Acknowledgement and Limitation of Liability

10.1. By participating in a BUBR International Tour, you acknowledge that cycling and adventure travel carry inherent risks, and that you are participating at your own risk.

10.2. Nothing in these Terms and Conditions excludes or limits BUBR’s liability for death or personal injury caused by our negligence, or for any other liability that cannot be excluded or limited by English law.

10.3. Subject to clause 10.2, BUBR shall not be liable for any refunds, compensation, costs, expenses, or losses arising from:

• loss of or damage to personal belongings;

• personal injury or illness arising from circumstances outside BUBR’s control or from your own actions;

• travel disruption due to communicable disease, including any requirement to self-isolate or quarantine;

• failure to meet entry requirements (including health documentation or vaccinations), resulting in denied boarding, refused entry, or inability to access services.

10.4. You are solely responsible for complying with all local laws, traffic regulations, and public health guidance applicable throughout the Tour.

11. Media Consent

11.1. By joining a Tour, you consent to BUBR using your image, voice, or likeness in promotional and marketing materials, including brochures, social media, websites, newsletters, and video content.

12. Fitness to Participate

12.1. By booking, you confirm that you are in good physical and mental health and capable of participating in the cycling and physical activities involved.

12.2. It is your responsibility to seek medical advice before travel and to ensure you have received all necessary vaccinations.

12.3. BUBR reserves the right to remove any participant from an activity or the Tour if we reasonably consider their participation poses a health or safety risk to themselves or others.

13. Emergency Contact Information

13.1. All participants must provide emergency contact details before departure.

13.2. Participants must carry copies of their passport, insurance policy, and any required medical documentation at all times during the Tour.

14. Participant Expectations

14.1. All participants are required to read, understand, and agree to the Participant Expectations document issued by BUBR before booking. These expectations form part of your contract with us.

14.2. If, in the reasonable opinion of any BUBR representative, service provider, or person in authority, you are found to be in breach of the Participant Expectations, you will receive a formal warning.

14.3. A further breach after a formal warning has been issued may result in you being required to leave the Tour immediately at your own expense. No refund, compensation, or reimbursement will be provided in such circumstances.