Backroads Terms & Conditions

Backroads is providing new, more flexible booking policies in order for you to plan your future travel with complete peace of mind. Learn more about what to expect when traveling with us this season here.

 

Book With Confidence

Your Deposit is FULLY REFUNDABLE on Scheduled and Private Trips

Your Deposit Is FULLY TRANSFERABLE on Scheduled Trips

  • You may transfer to another trip or place your deposit on account for a future trip prior to your final payment date.
  • On Special Departures, Private Trips and Custom Trips, you can transfer deposits to a new trip prior to 155 days before your trip start.
  • On 2023 Ocean & River Cruises, you can transfer deposits to a new trip prior to 185 days before your trip start.

Your Trip WILL RUN (at any group size)¤

It is unlikely that your trip will have only one or two parties. If so, for most departures, we’ll call you before final payment to ask if you’d prefer to travel with more guests. Most Backroads guests prefer a robust group of travelers; if you choose to transfer to a fuller trip, you’ll receive a $200 credit, per guest. If instead you prefer to travel with a very small group, an additional $500 per guest guarantees your trip will run. Better yet, if even one more party signs up, which happens over 90% of the time, we’ll refund your $500. 

† see chart below

¤ Applies to Scheduled Trips. Does not apply to Private Trips, Cruises or Special Departures (Africa Safaris; Vietnam & Cambodia Walking & Hiking; Peru Trekking and possibly others as noted on our website); Asia; Latin America; Middle East; Dalmatian Coast; Martha’s Vineyard & Nantucket; Morocco; New Zealand; Amalfi Coast Premiere; Iceland Northern Lights; Yellowstone & Tetons Snow Adventure and trips with Internal Air.

 

Our Standard Booking Policies

BOOKING A NEW TRIP

How to Sign Up: Where’s your next adventure? Reserve your trip anytime at backroads.com or call 800-GO-ACTIVE (462-2848) Monday–Friday 7–5 PT, and weekends 7–3 PT, to speak with one of our Trip Consultants. 

Price: Prices are valid at time of publishing and may change. Prices are per person based on double occupancy (two people per room), quoted in US dollars, and are set well in advance of the trip departure date. Our prices vary depending on a variety of cost factors, with peak travel times being the most expensive. You can always find the most current prices on our website, or by calling us. Once you book your Backroads trip, your price is guaranteed. Prices cover land costs only, and do not include airfare to and from the trip. Trip prices include baggage transfers, porterage and all ground transportation during your trip. Please see the web page for each trip for the specific details for all items included in the trip price. Local taxes may apply on certain trips. Cruise Trips are subject to port fees. Private rooms and pro bike upgrades incur a supplemental fee. 

Additional Accommodations: If you book after the final payment due date (see chart below) and Backroads must request additional rooms from our hotels, you will be charged your trip deposit (and final payment for Active Cruises) before you are confirmed on the trip. If we are unable to confirm your room(s) within 7 business days, you will receive a full deposit refund. If we can confirm your room(s), your remaining balance will be charge on the following day using the same payment method as your deposit. If you decide to cancel after the rooms have been confirmed, standard cancellation fees will apply (see chart below). 

Traveling Solo: If you are traveling solo and prefer to share a room, Backroads will endeavor to find you a roommate of the same gender. We are able to pair roommates over half the time, saving you the private room fee. The further out you book, the more likely we will be able to find you a roommate. 

Travel Protection Plan: Because you can’t plan for the unexpected, we strongly encourage that you consider the Backroads Travel Protection Plan to help protect against financial loss due to cancellation fees. A travel protection plan may protect up to 100% of your vacation investment when unforeseen covered issues arise. Visit backroads.com/travel-insurance for a detailed plan summary and more information. 

Paying Your Balance: The balance of your trip cost is due according to the chart below. We automatically bill the credit card on file when the balance is due, unless otherwise instructed. Balances may be paid by check, money order, wire transfer in US dollars or by major credit card. If final payment is not received when due, Backroads reserves the right to cancel your reservation. 

Guest Transfer & Cancellation Policy: Exceptions to our cancellation policy cannot be made for any reason, including but not limited to weather, terrorism, civil unrest, pandemics, personal, family or medical emergencies. There is no refund for arriving late or leaving a trip early. Private rooms, staterooms and internal air charges are considered part of the total trip cost and are subject to cancellation fees. Percentage cancellation fees are calculated on your total trip cost. 

We reserve the right to cancel departures in cases of force majeure or the failure of third parties—such as hotels or ships—to honor their reservations. In these cases, you will be refunded your trip price, less any nonrecoverable costs. If the COVID pandemic continues to impact Backroads trips, we may postpone your trip. In this case, you can choose to reschedule your trip for a future date or 100% of your funds will be placed on account for a future trip. Backroads is not responsible for expenses incurred in preparation for any canceled or postponed trips, such as airline tickets, or for costs that are incurred due to travel delays, flight cancellations or illness. All policies are subject to change without prior notice. 

 

DEPOSITS, TRANSFERS & FINAL PAYMENT (per person)

 

SCHEDULED TRIPS

SPECIAL DEPARTURES*

ACTIVE CRUISES**

PRIVATE TRIPS***

DEPOSIT

$600

your deposit is due at time of booking, and may be made by check, money order, wire transfer in US dollars or a major credit card

$1,000

your deposit is due at time of booking, and may be made by check, money order, wire transfer in US dollars or a major credit card

$1,000

your deposit is due at time of booking, and may be made by check, money order, wire transfer in US dollars or a major credit card

$2,000

your deposit is due at time of booking, and may be made by check, money order, wire transfer in US dollars or a major credit card

REQUEST A REFUND up to 7 days after you book when you book 7 days or more before final payment due date up to 7 days after you book when you book 7 days or more before final payment due date up to 7 days after you book when you book 7 days or more before final payment due date up to 7 days after you book when you book 7 days or more before final payment due date
TRANSFER YOUR DEPOSIT to another trip or put your deposit on hold up until the final payment due date

to another trip or put your deposit on hold up until the final payment due date 

to another trip or put your deposit on hold up until the final payment due date up to 7 days after you book when you book 7 days or more before final payment due date

FINAL PAYMENT DUE

95 days to trip start

155 days to trip start

216 days to trip start

185 days to trip start

 

 

CANCELLATION FEES (% of trip price, per person)
DAYS TO TRIP START SCHEDULED TRIPS SPECIAL DEPARTURES* ACTIVE CRUISES** PRIVATE TRIPS***
186+ days $200 $600 $600 $2,000

156-185 days

$200

$600

30%

50%

96 - 155 days

$200

40%

30%

50%

61 - 95 days

30%

50%

50%

100%

31 – 60 days

60%

100%

75%

100%

0 – 30 days

100%

100%

100%

100%

      *Special Departures: Africa Safaris, Vietnam & Cambodia Walking and Hiking, Peru Trekking and possibly others as noted on our website.

   **"Except for Antarctica, which has final payment due at 216 days, a cancellation fee of $1000 at 216+ days and 30% cancellation from 186-216 days prior to departure.

***Reductions in the group size may result in an increased trip price due at final payment. See Private Trip Terms & Conditions.

 

Bike Cancellation Policy: If you have upgraded to a Cannondale or Co-Motion Tandem, a full cancellation fee will apply in the event you cancel your trip reservation inside 30 days.

Trip Forms & Release of Liability: Guests are required to complete and sign our Release, Assumption of All Risks, and Binding Arbitration Agreement and the Personal Information Form. These forms will be available in your Backroads account for your convenience. We require all forms to be completed prior to final payment. We are unable to allow guests to participate in any aspect of a Backroads trip without a signed release form.

What if my trip is postponed due to travel restrictions?

For trips in international destinations where the borders aren’t open yet for American travelers, we will be reviewing trips at 65 days but no later than 35 days prior to departure (or closer as the situation changes) to determine if it is feasible to run the trip. In the event your trip is postponed, we will place 100% of your trip funds (including Travel Protection Plan, if applicable) on account along with an additional bonus credit per guest to be used for future travel.*

*All funds and credit must be applied to a new reservation by 12/31/23.