Terms and Conditions

1. Your contract

1.1 - Your contract is with Lakota-Expeditions Ltd (Company registration number 15297595). Our registered office is located at 32 Leighton Beck Road, Slackhead, Cumbria, LA77AX. For the purposes of these terms and conditions, Lakota-Expeditions Ltd will be referred to as ‘the Company’, ‘we’, or ‘us’. ‘The Client’ or ‘your’, ‘you’ will be deemed as the paying customer, whether that is an individual or as a person who is deemed the leader of a party (family, friends, associates).

1.2 - In the latter case, you must confirm that you have the authority to book on behalf of all other people within your group, for whom you will be responsible for in accordance with these terms and conditions.

2. Making an enquiry

2.1 - We welcome any enquiries about any of our expeditions. You can make an enquiry with us or arrange a telephone call via our ‘Ask Us Anything’ form on our website, or by emailing us at explore@lakota-expeditions.com

2.2 - If an enquiry leads to a booking, we will advise you to complete our online booking form which is designed to help both parties establish whether an expedition is the right fit, or not.

3. Our expedition booking process

3.1 - We believe that an important part of expedition success is ensuring that all expedition members are suitably matched to the right expedition and that expectations on both sides are managed appropriately. This is why all reasonable efforts will be made, by us, to check your suitability to join your chosen expedition.

3.2 - This is done initially via our online booking form and a follow up telephone conversation. If during this process, we deem you to be unsuitable for any reason, we will try to offer an alternative, more suitable expedition.

3.3 - Part of the booking process will involve potential expedition members confirming relevant personal details to include, but not limited to, fitness levels, medical conditions and prior expedition experience.

3.4 - It is important, as stated above, that an appropriate level of fitness and ability is reached to ensure the expedition can run as planned and advertised.

Note: Some of our expeditions are deliberately aimed at those new to expeditions and adventure cycling and for these reasons, fitness levels and experience can be quite modest.

4. Making a booking

4.1 - We advise anyone interested in making a booking on any of our expeditions to read the information contained on our website, to include our terms and conditions and to contact us (Lakota Expeditions) via email explore@lakato-expeditions.com if you have any queries.

4.2 - We believe it is important that we speak with every prospective expedition member (or initially with the party leader if booking for a group), prior to us confirming your booking on any of our expeditions. This will be done after the booking form has been submitted. Once both parties are happy to proceed, confirmation of your booking will be communicated to you via email.

4.3 - If, during the booking process, any prospective expedition member is deemed unsuitable for their desired expedition, every effort will be made to offer an alternative expedition, if deemed appropriate. Once suitability has been established, your booking will be confirmed via email and at this point, the contract between you and us has been formed.

4.4 - You will receive an invoice showing you the remaining balance due and the date that it is due. All expedition balances are due 30 days before the expedition start date. If your balance is not paid, we may have to cancel your booking and retain the deposit that you paid.

5. Special requests

5.1 - If you have any special requests related to an expedition, these can be made at the enquiry stage or during the onboarding process. If agreed, this will be confirmed in writing and form part of your booking agreement. Special requests cannot be made once the expedition has commenced.

6. Our responsibility

6.1 - Our responsibility for you begins once you arrive at the agreed expedition meeting location, at the agreed time and when you meet the expedition guide. Our responsibility for you ends after the expedition guide has finished the formal expedition summary, once you withdraw voluntarily, or if you are withdrawn by us.

7. Expedition groups

7.1 - Expedition members accept that we cannot guarantee the composition of the group in terms of size, age, nationality, gender or relationships between individual members.

8. Arrival and departure

8.1 - All expeditions meet up and departure locations are designed to be easily accessible. Travel to and from the published meeting and departure locations is to be arranged separately by you and does not form part of your booking with us.

9. Vehicles

9.1 - Your vehicle is parked at your own risk. We accept no responsibility for any vehicle, or its contents, used to access the meeting point for our expeditions. Whilst we make every effort to provide sensible and secure locations for you to leave your car, whilst taking part in an expedition, cars are left entirely at your own risk.

10. Taking part in an expedition

10.1 - As stated in section 4.2, we believe that an important part of ensuring expedition success is to ensure that all expedition members are suitably matched to the right expedition and expectations on both sides are managed appropriately. This is why all reasonable efforts will be made, by us, to assess your suitability to join your chosen expedition. This is done via our thorough booking process.

10.2 - Part of the booking process will involve expedition members confirming relevant personal details to include fitness levels and prior expedition experience. It is important, as stated above, that an acceptable level of fitness and ability is reached to ensure the expedition runs as planned.

10.3 - If during any part of the expedition, the guide feels that your level of fitness, ability or experience does not match the information you shared with us during the onboarding process, then we reserve the right to make the necessary amendments to your expedition. This may include a requirement for you to travel for some of the expedition in the support vehicle but it may also include your complete withdrawal from the expedition which may incur additional costs to you.

10.4 - We expect all expedition members to follow the directions and requests of the expedition guide and any support staff and to conduct themselves in line with the spirit of the expedition.

10.5 - Our expedition routes are not marked and can, at times, travel through wild and remote terrain. Groups will travel together, but at the discretion of the expedition guide, riders may be permitted to cycle ahead, normally when travelling up hill. Particular attention must be made in these circumstances to follow the instructions of the expedition guide with regards to boundaries, distances and the regrouping plan.

10.6 - If any expedition member is deemed to be putting themselves at risk or risks the health and safety of others, or compromises the expedition objectives, they risk being withdrawn from the expedition.

10.7 - By it’s nature, expedition cycling can be challenging and whilst we will do all we can to ensure participants’ enjoyment, this will often be balanced with the realities of operating in the outdoors and sometimes in wild and remote environments. Expedition members are expected to operate with an appropriate level of effort, robustness and self-sufficiency, in line with the difficulty rating of the expedition in question and to take into account of changeable weather.

10.8 - Expedition members are expected to dress appropriately, and carry the necessary equipment, as requested by the expedition guide and to ride adhering to the region’s highway code.

10.9 - Cycling helmets are compulsory whilst riding on all of our expeditions and helmets must conform to the latest safety standards.

10.10 - It is necessary for all expedition members to respect the authority of the expedition guide and to co-operate with the expedition guide and any support staff. By confirming your booking with us you agree to this and we reserve the right, at the expedition guide’s discretion, to terminate the tour arrangements for anyone whose behaviour is deemed unsafe or inappropriate.

10.11 - We will follow, as far as is reasonably possible, our planned itineraries during all of our expeditions. Given the nature of cycling expeditions, these routes are intentions and not a contractual obligation. It is a fundamental condition of joining our expeditions that you accept the need for flexibility and adaptability and acknowledge that changes, if made, may result in delays, inconvenience and in some cases discomfort and disappointment. We will of course limit these outcomes wherever possible. In these circumstances expedition members may be entitled to compensation, but at the absolute discretion of Lakota-Expeditions Ltd. See minor and major changes in section 21 for more details.

10.12 - Expedition members who use their own bike and equipment (tent, stove, bikepacking bags etc), must ensure that it is fit for purpose, adequately maintained and insured. During the booking process, we will take all reasonable steps to ensure that your bike is suitable for the expedition that you are conducting. This will be done via dialogue and obtaining photographs.

10.13 - We will offer advice and guidance but cannot be responsible for the performance of your bike or equipment under your personal use. In the event of you not being able to ride your own bike, (due to mechanical issues, loss, theft or damage) the expedition guide will endeavour to make alternative arrangements but this cannot be guaranteed.

10.14 - If you decide to withdraw or retire from an expedition, this must be made clear to the expedition guide. The guide will then work with you to establish the best course of action but at no point can your decision impact the safety or operation of the expedition.

10.15 - At the point at which you leave the expedition, our duty of care / responsibility ends. Any monies for unused services will be forfeited unless agreed by the expedition guide or support staff and any additional costs incurred, as a result of your decision to retire, are your responsibility.

11. Expectations on starting the expedition

11.1 - It is your responsibility to arrive, ready and prepared for your expedition, to include having all of the necessary clothing and equipment highlighted on the expedition kit list provided.

11.2 - If it transpires that you will be late (you are unable to meet at the designated location, at the designated time), it is your responsibility to inform the expedition guide at the earliest opportunity. The expedition guide will remain as flexible as possible but essential pre-expedition checks and processes must take place prior to starting the expedition properly. All expedition members must participate in the process and the expedition guide will decide whether this is possible in the time remaining, as to not impact on the other expedition members.

11.3 - Since it is your responsibility to ensure you arrive at the start of the expedition within a reasonable time, we cannot refund you in the event that you are unable to conduct important pre-expedition preparation, which results in you being withdrawn from the expedition.

11.4 - If you arrive late at the meeting point but the expedition guide deems it workable for you to join at an agreed time and location, we will not be responsible for any additional expenses incurred by you to meet up with the group.

12. Behaviour

12.1 - Expedition members are expected to be respectful of themselves, other expedition members, of the kit and equipment that they use and of the people and places they come into contact with during the expedition.

12.2 - Expedition members must conduct themselves in an orderly and acceptable manner at all times and must not, at any time, disrupt the enjoyment of others. If, in the opinion of the expedition guide, support staff, expedition members or third-party agencies, your behaviour causes danger or distress to any third party (including but not limited to being threatening, discriminatory, sexually inappropriate or abusive, upsetting, annoying or disturbing) we reserve the right to withdraw you from the expedition.

12.3 - If, in the opinion of expedition members, the expedition guide, support staff or third party agencies, your behaviour risks damage to expedition kit and equipment or property, we reserve the right to withdraw you from the expedition.

12.4 - If, in the opinion of the expedition guide, your behaviour results in significant delays or diversions to transport, that impact on the expedition itinerary, we reserve the right to withdraw you from the expedition.

12.5 - In these events our liability to you will cease which may result in you being required to leave your accommodation or other service immediately. We will have no further obligations to you and we will not be liable for any damage, loss or other costs incurred by you as a result including, without limitation, any return travel arrangements, the costs of cleaning, repairing or replacing property lost, damaged or destroyed by you.

12.6 - No refunds for lost accommodation bookings or any other services will be made and we will hold you liable for any damage or losses caused by you.

13. Bike Maintenance and Repair

13.1 - Expedition members are responsible for maintaining their own bike, or any rental bike. Should there be a need for mechanical assistance, under normal circumstances the expedition guide will take all reasonable measures to assist you but they are not obliged to do so.

13.2 - Any assistance afforded will be given free of charge and in good faith. Should spare parts be needed, and you agree, these will be charged to you at cost. If your bike requires third party assistance or servicing, this cost must be met by you and any travel to and from the bike shop may be charged to you as an additional expedition cost.

14. Bike Hire

14.1 - If a bike or any equipment you rent from us, or through us, is lost, stolen or damaged, you will be liable and charged for a replacement and/or repairs. You won’t be charged for any damage which is as a result of fair wear and tear. Determining fair wear and tear will be at our absolute discretion.

15. Insurance

15.1 - Our expeditions operate in the UK and abroad and often venture into wild and remote environments. The risks associated with expedition cycling can be considerable and because of this it is mandatory for all expedition members to be adequately insured in respect of medical expenses and emergency repatriation in the event of illness or injury, personal liability (third party cover), legal expenses, baggage and personal clothing and equipment, cancellation charges, missed departures and delays.

15.2 - If it transpires that you participate in an expedition without adequate cover, we will not be liable for any losses arising from any claim that you make or are unable to make.

15.3 - We will ask you for details of your insurance as part of our risk assessment but we will not actively check the nature or the extent of expedition members’ personal insurance cover and will rely on individuals to arrange this for themselves. We can, however, offer advice and guidance on travel insurance providers if it requested.

16. Complaints

16.1 - In the unlikely event that you are unhappy with any aspect of your expedition, please make this known to your expedition guide at the earliest opprtunity. We are confident that most issues can be resolved once they are known and understood fully. If the issue is not resolved to your satisfaction, please contact us via email at explore@lakota-expeditions.com

16.2 - If you are unhappy with anything during the onboarding process or the build up to your expedition, please contact us via email at explore@lakota-expeditions.com Any complaint that we receive by email will be acknowledged within 24 hours and dealt with as quickly as possible.

16.3 - We will assess your complaint and contact you at the earliest opportunity to work through the next steps with you.

17. Accidents and emergencies

17.1 - The safety of every expedition member is our utmost priority. Every effort will be made by expedition guides and support staff to provide a safe and enjoyable expedition, as published on our website and contained within any supporting literature. However, expedition / adventure cycling is not without risks and unforeseen and unplanned accidents can happen.

17.2 - In the case of an accident or emergency, involving any expedition member, the primary role of the expedition guide and any supporting staff, is to perform first aid and safeguard the welfare of the individual(s) concerned, to include transporting them to medical support, if deemed necessary. This may impact on the planned itinerary and have a knock-on effect in regards to the expedition programme.

17.3 - If the outcome of an accident or emergency results in minor changes to the programme, we will not be liable for any compensation. If the outcome of an accident or emergency results in major changes to the programme compensation will be considered at the complete discretion of Lakota-Expeditions Ltd.

18. Changes by you

18.1 - If, after you have paid your deposit and we have confirmed your booking, you wish to make any changes to your booking, please contact us as soon as possible. We will do our utmost to make these changes but it may not always be possible. Any changes to the booking must be made by the person who made the booking.

19. Cancellation by you

19.1 - If you need to withdraw from your expedition, prior to the expedition commencing, this must be done via email, as soon as possible. Depending on how far in advance you withdraw, you will be entitled to the following refund:

If you notify us of your withdrawal 90 days prior to the published start date of your expedition – you will receive a full refund.

If you notify us of your withdrawal between 90-30 days prior to the published start date of your expedition – you will be refunded the cost of the expedition, less your deposit.

If you notify us of your withdrawal within 29 days of the published start date of your expedition – there will be no refund due.

20. Transferring your expedition by you

20.1 - If you would like to transfer a booking to another person, or change a person on the booking, you will need to do this via email. The person who you are intending to transfer the booking to will need to be deemed suitable for the expedition, by us. If they are not deemed suitable, the transfer cannot take place. If they are deemed suitable, before the booking can be transferred, they will need to agree to our terms and conditions.

20.2 - Once this has been done, the transfer will be confirmed via email and at this point the contract between the transferee and us has been formed.

21. Changes by us

21.1 - We endeavour to run each of our expeditions in accordance with the information published on our website and any information that we share with you via email or during any conversation on the phone or in person. However, all of our expeditions rely on third party organisations (hotels, campsites, local authorities etc) and of course the weather and therefore, occasionally, factors beyond our control do impact on our operations.

21.2 - We reserve the right to make changes to your booking. Every effort will be made to provide every expedition member with an experience that is commensurate with the published expedition itinerary, standards in accommodation and the overall spirit of the planned expedition.

21.3 - If there are minor changes to any expedition, we will inform you as soon as possible. Minor changes may include a partial change in the route and / or a change to the planned timings or scheduled accommodation plan for part of the expedition. In the event of minor changes, we shall not be liable to pay any compensation.

21. 4 - If there are major changes to any expedition, we will inform you as soon as possible. Major changes may include a significant change to the planned route to include missing out one or more destinations entirely or a significant re-route / or significant changes to the accommodation plan for more than 50% of the expedition, or a change in accommodation, where the standard or type of accommodation is deemed to be lower than that which was planned and published.

21.5 - If we make major changes to any expedition, we will engage with expedition members individually and offer reasonable compensation to include a refund to the value of any price difference, if the alternative arrangements are deemed to be of a lower value.

22. Cancellation by us

22.1 - We will only cancel an expedition if it is deemed absolutely necessary to do so and we feel that there are no other options. Factors leading to a cancellation may include: risk to the health and safety of expedition members, severe weather, which is likely to have a significant and unpredictable impact on the planned expedition or where there are insufficient numbers to make the expedition commercially viable.

22.2 - If an expedition is cancelled for these reasons, expedition members will be informed at the earliest opportunity and a full refund will be offered.

23. Force Majeure

23.1 - With the exception of where we have stated clearly in our booking conditions, we will not be liable or pay you compensation if our contractual obligations to you are affected by any event which we or any third party working with or on the behalf of Lakota-Expeditions could not, even with reasonable due care, foresee or avoid.

23.2 - These events can be deemed to be extraordinary or unavoidable and include but are not limited to: the impact of Covid 19, war, threat of war, riots, civil strife or political unrest, terrorism and its consequences, natural disasters, floods, earthquakes and other disasters to include fires, explosions, severe weather conditions, epidemics, pandemics (including risks to health), airport closures or flight cancellations, alterations, strike or industrial disputes and problems that arise with transport and governmental decisions and act, including FCO advice that may result in restrictions to travel.

24. Vaccinations and Other Entry Requirements

24.1 - Expedition members are responsible for making sure they are fully aware of any entry requirements, or requirements for using any services in your chosen destination. This could include things such as visas, passenger locator forms, testing or vaccinations.

24.2 - If you are unable or unwilling to meet any such requirements you may need to cancel your booking and our standard cancellation charges (above) would apply. Depending on the circumstances you may be able to recover any non-refundable costs from your insurer.

25. Photography and promotional material

25.1 - We will obtain your permission to take photos of film footage as part of the booking process. If your permission is given you waive any rights to photographs, film, video and you give Lakota-Expeditions Ltd permission and authority to utilise in full any photography, film or video. You waive any right to compensation for appearing in any content taken during the expedition.

26. General Conditions

26.1 - No person, with the exception of the permission in writing of a Director of Lakota-Expeditions Ltd has the authority or is empowered to waive or vary any of the Contract.

26.2 - The invalidity or illegality of any clause within these Terms and Conditions shall not affect the continuation in force of the remainder of these terms.

26.3 - The Contract shall be construed in accordance with English Law and the parties irrevocably submit to the exclusive jurisdiction of the English Courts to settle any disputes, which may arise out of or in connection with the Contract.