TERMS & CONDITIONS
Diamond Road Cycling Expeditions
These Terms & Conditions apply to all cycling expeditions organized and operated by Brazil Bike Tours, a Brazilian company registered under CNPJ 58.886.143/0001-22, hereinafter referred to as the Operator.
By submitting an application, confirming a booking, and making payment, the participant agrees to these Terms & Conditions.
1. Expedition Nature
Diamond Road Cycling expeditions are multi-day cycling journeys across historic dirt-road routes in Brazil, designed for experienced riders seeking an immersive and physically demanding cycling experience. Participants acknowledge that:
● routes may include unpaved roads and remote terrain
● daily distances and elevation may vary
● weather conditions may affect riding conditions
● travel through rural areas may involve limited infrastructure
Participants accept that flexibility and adaptability are essential elements of expedition travel.
2. Application and Acceptance
Participation begins with the submission of an application form through the Diamond Road Cycling website.
Applications are reviewed individually to ensure that riders:
● have appropriate cycling experience
● understand the physical demands of the expedition
● are compatible with the group format
Submission of an application does not guarantee a reservation.
Participation is confirmed only after:
1. acceptance by the Operator
2. completion of the booking form
3. payment of the required 10% deposit
3. Minimum Group Size
Diamond Road Cycling expeditions require a minimum of four (4) confirmed participants in order to operate.
The expedition departure will be formally confirmed three (3) months prior to the scheduled start date, at the time when final balance payments are due.
If the minimum number of participants has not been reached by that time, the Operator reserves the right to cancel the expedition.
In such cases, participants will receive a full refund of all payments made to the Operator.
Participants acknowledge that Diamond Road Cycling is not responsible for any additional costs incurred by the participant, including but not limited to airfare, travel arrangements, or other personal expenses.
The Operator will notify all participants promptly if the expedition cannot proceed due to insufficient enrollment.
4. Pricing and Payment
A place on the expedition is secured only after:
1. Completion of the reservation form
2. Acceptance of the service agreement and liability waiver
3. Payment of the required deposit
The standard payment structure is:
● Deposit: 10% of the total expedition price at booking
● Balance payment: Due 90 days before expedition start
Failure to complete the balance payment by the deadline may result in cancellation of the reservation.
5. Included Services
Unless otherwise stated, the expedition price includes:
● expedition leadership and guiding services
● route planning and navigation
● hotel accommodation in single occupancy rooms – note that bathroom can be shared in occasion given the remoteness of the route
● logistical coordination during the expedition
● support vehicle during riding stages
● selected meals as specified in the itinerary
6. Services Not Included
The expedition price does not include:
● international or domestic airfare
● personal travel or medical insurance
● bicycle or cycling equipment
● optional meals or personal expenses
● visa or travel documentation costs
Participants are responsible for their transportation to and from the expedition starting location.
7. Participant Responsibilities
Participants are responsible for:
● ensuring they are physically prepared for the expedition
● maintaining their bicycle and equipment in safe working order
● carrying appropriate cycling clothing and gear
● complying with safety instructions provided by the expedition leader
Participants must respect local communities, cultural environments, and fellow riders.
8. Insurance Requirement
Participants must carry valid travel insurance covering:
● medical treatment
● emergency evacuation
● cycling activities
The Operator’s insurance does not replace personal insurance.
Participants may be required to provide proof of coverage before the expedition begins.
9. Itinerary Changes
The Operator reserves the right to modify the itinerary when necessary due to:
● weather conditions
● road closures
● safety considerations
● logistical constraints
Such modifications are considered a normal part of expedition travel and do not entitle participants to refunds.
10. Cancellation Policy
If a participant cancels their reservation:
*50% refund for cancellations made more than 60 days prior to departure
*25% refund for cancellations made 30–60 days prior
* No refund within 30 days of departure
Participants are strongly encouraged to obtain trip cancellation insurance.
11. Cancellation by the Operator
The Operator may cancel an expedition due to circumstances including but not limited to:
● force majeure
● extreme weather events
● safety concerns
● insufficient participants
In such cases, participants will receive:
● a full refund of payments made from the Operator, or
● the option to transfer the payment to a future expedition
The Operator is not responsible for additional travel costs incurred by participants.
12. Risk Acknowledgment
Cycling expeditions involve inherent risks including but not limited to:
● falls or collisions
● mechanical failures
● unpredictable terrain conditions
● limited access to medical services in remote areas
Participants must sign a separate Risk Acknowledgment and Liability Waiver prior to participation.
13. Mechanical Condition of Bicycles
Participants are responsible for ensuring that their bicycle and equipment are in safe and reliable working condition prior to the expedition.
While the Operator will provide basic mechanical assistance when possible, the expedition support team cannot guarantee repair of all mechanical issues.
If a participant’s bicycle becomes unsafe or unrideable and cannot be repaired with available tools or parts, the participant may be required to:
● ride in the support vehicle, or
● from riding for the remainder of the expedition.
No refund will be provided in such cases.
13. Photography and Media
During expeditions, photographs or video footage may be taken.
Participants grant permission for the Operator to use such media for documentation or promotional purposes unless written notice is provided beforehand.
14. Responsibility for Personal Equipment
Participants are responsible for:
● Providing their own bicycle and cycling equipment
● Ensuring proper maintenance and safe condition
● Carrying necessary spare parts and personal items
The Operator provides logistical support but cannot guarantee repair of all mechanical issues during the expedition.
15. Conduct and Group Dynamics
Diamond Road Cycling expeditions operate in small groups and rely on cooperation and respect among participants.
Participants are expected to:
● follow safety instructions from the expedition leader
● ride responsibly
● respect fellow participants, local communities, and the environment.
The Operator reserves the right to remove a participant from the expedition if their behavior:
● jeopardizes the safety of the group,
● significantly disrupts the expedition experience, or
● violates local laws or regulations.
In such cases, the participant will be responsible for their own onward travel arrangements and no refund will be provided.
16. Governing Law
These Terms & Conditions are governed by the laws of the Federative Republic of Brazil.
Any disputes shall be subject to Brazilian jurisdiction.
17. Acceptance
By completing a reservation and making payment, participants confirm that they have read, understood, and agreed to these Terms & Conditions.