Reserving your Adventure
Reservations can be made with VISA or MasterCard online, by fax, mail, email, or phone; with a cheque or money order by mail; or by bank transfer. All prices are per person, and are based on double occupancy. A deposit of 30% is required to reserve your space, and the balance is due 30 days before the adventure begins. Upon receipt of your deposit, we will send you an information packet, including a checklist, map, and meeting details.
Changes and Cancellations
If, after reserving your adventure, you want to switch to another adventure in the same calendar year, you must provide at least 60 days' notice, and pay a change fee of $100 per person (+ tax in Canada). If you want to postpone until the next calendar year, and give us at least 60 days' notice, the change fee will be $200 (+ tax in Canada). All other changes will be treated as cancellations.Cancellations must be received in writing, and are subject to the following refund conditions:
- Cancellations received in writing at least 60 days in advance of start date will receive a 50% refund of any deposit paid.
- Cancellations received between 60 and 30 days ahead will forfeit deposit.
- Cancellations within 30 days require full payment of the tour cost
Travel accident and cancellation insurance is strongly recommended. If you do not have it through your credit card or another source, you can easily purchase coverage from RBC Travel Insurance through this link. Try it out to obtain a quote.
All adventure prices are per person, and based on double occupancy. Single occupancy charges reflect the cost of having a room by yourself. If you prefer to share or to avoid the extra cost, and are joining an advertised departure, give us as much notice as you can, and we will do our best to match you with a roommate of the same gender. If you reserve at least 120 days in advance, and are willing to share a room, we will waive the charge even if we are unable to match you with a room-mate. From 120 to 60 days ahead, the charge will be reduced by 50%. Within 60 days, the single occupancy charge must apply until we are able to match you up. Any charge will be refunded if we are later able to match you up with a room-mate. Please note that where suitable shared occupancy is not available, a pro-rated single occupancy charge will apply. Please also note that private groups are not eligible for single occupancy exemption.
If a third participant shares a room with two other full-paying guests, they will receive a 15% adventure discount, pro-rated to reflect availability of triple lodging. This will become 20% if they are 12 or under, or 50% if under five years old, and can accept a temporary bed.
We reserve the right to change prices and itineraries without notice. If relevant currency exchange differs significantly between advertised print date and final balance due date, we reserve the right to apply fair adjustment to the final balance. We reserve the right to cancel trips when circumstances make it necessary, in which case a full refund will be made to any registrants. We guarantee your dates upon booking, with the following conditions: If there are fewer than four participants in your trip, three to four weeks prior to departure you may be given the choice of switching to self-guided, paying a premium to keep the trip guided, switching to another guided adventure, or cancelling for a full refund.
We reserve the right to deny participation to anyone endangering or disrupting the enjoyment of any other trip participants, in our estimation.
How we Guarantee your Dates
We need at least two participants for self-guided, and four participants to operate a guided trip at the advertised price. If, a month or less before the guided departure date, there are fewer than four, you may be given the following choices:
- Switch to the self-guided format of the same trip. Cost is usually lower, and we can switch back to guided if we receive sufficient last-minute bookings.
- Switch to another trip in the same year.
- Keep it privately guided for two people, at a 20% cost premium.
- Cancel for a full refund.
Canadian adventures are subject to 5% sales tax (15% in NS and NL). 50% of the tax is refundable to non-residents on adventures that include inns. We will process the refund for you, and adjust your final balance.
Rewards apply to any guided trip of five days or more as advertised, booked directly with Freewheeling. They are not applicable to self-guided, self-supported, private or customized trips, or new departures requested less than six months in advance unless they fill (10ppl+). They can be combined with each other without limit, but cannot be combined with any other discounts, prizes, or rebates.
If you have referred new customers to book directly with us since your last Freewheeling Adventure, you are entitled to a reduced cost. Each new guest who mentioned you as a referrer will allow you $125 off your next trip in the same season. Qualifying referrals apply to new guests, excluding family members, who have never traveled with Freewheeling before, and who identify you as “where they heard about FA”. They apply to your next payment once they have confirmed a scheduled guided trip of five days or more. You can ask your referrals to tell us you recommended us, or you can simply give us their name and contact details yourself. Unless they are already on our list, we will send them our invitation, and once they book, can apply the credit to your next adventure. Please claim the reward when you reserve your next trip, or before your final balance is due.
Once you have participated in any adventure, we will apply a $125 preferred guest discount on successive trips within three years.
Luggage is restricted
to two soft-sided duffel style pieces per person.
One may be large, and the other must conform to airline
carry-on rules, usually used as a day bag. Hard sided
suitcases and extra luggage, including bike boxes,
must be declared at booking, and will incur extra
fees to be determined based on circumstance.
All details, conditions and pricing are subject to change without notice.