Booking and cancellation policy

Deposits and payments

Secure your place: A deposit of US$1,200 per person (30% of the trip price) is required at the time of booking to reserve your spot on the trip. This secures your place in the group at the confirmed booking price.

Remaining balance: The remaining balance is due 60 days before the trip’s arrival date. We will send you an online payment link, or you may pay by bank transfer.

Bookings made within 60 days of arrival: If you book less than 60 days before the trip’s arrival date, the full trip price is due at the time of booking.

Late or missed payments: If the remaining balance is not received by the due date, BikingCR reserves the right to cancel your booking and retain your deposit, subject to the applicable cancellation policy.

Private group quotes: Prices and hotel availability included in a private group quotation are held for 8 business days from the date the quotation is issued. If we do not receive your deposit within that period, hotel rooms may be released and prices and availability may change. A new quotation may then be required.

Group size

Each departure requires a minimum of 4 riders and accommodates a maximum of 12.

The price for this trip is US$4,000 per person, regardless of the final group size, whether the group consists of 4, 6, 8, 10 or 12 participants.

The minimum group size is assessed 60 days before the scheduled departure date. If four participants have not confirmed their reservations by this deadline, BikingCR will contact everyone booked on that departure and offer two options:

• Cancel your reservation: Receive a full refund of your US$1,200 deposit, without cancellation fees or deductions.
• Change your departure date: Transfer your US$1,200 deposit to another available scheduled departure, subject to availability.

The choice is yours. BikingCR will not automatically transfer your reservation to another date without your agreement.

Cancellation and minimum group policy

Our hotels, transportation providers and local partners require advance payments to secure your arrangements. These payments are often non-refundable, which means cancellation fees apply depending on how far in advance you cancel your trip.

If you need to cancel, the following terms apply:

• 60 days or more before departure: You will receive a refund of what you have paid, minus a cancellation fee equal to 10% of the total trip price.
• 59 to 31 days before departure: You will be responsible for 50% of the total trip price. Any amount paid above this 50% will be refunded.
• 30 days or less before departure: No refunds or travel credits will be issued.

All cancellation fees are calculated on the total trip price, whatever amount you have paid.

Minimum group requirement: Each departure requires a minimum of 4 riders and accommodates a maximum of 12. If the minimum of 4 participants has not been reached 60 days before departure, BikingCR will contact you to inform you of the situation. You may then choose to:

• Cancel your reservation and receive a full refund of your deposit.
• Transfer your reservation to another available departure date.

Important exception: If BikingCR does not reach the minimum of 4 participants by 60 days before departure, the full deposit refund described above applies without any cancellation fee. This is an exception to the standard cancellation policy and takes precedence over the regular cancellation charges.

This exception does not apply to bookings made 31 to 59 days before departure. The standard cancellation terms apply to those bookings.

Cancellation insurance: You can buy trip cancellation insurance from an insurance company. It can cover your cancellation fees if you have to cancel for a reason your policy covers. See Travel insurance below.

Additional notes: All cancellation deadlines are calculated based on your scheduled departure date. Cancellation requests must be submitted in writing by email to BikingCR. The date we receive your email will be considered the official cancellation date.

Changing your dates

Any requests to change booking details, participant names, travel dates or accommodation arrangements must be submitted to BikingCR in writing. All changes are subject to availability, supplier conditions and BikingCR’s approval. Additional charges may apply.

During the trip

No refunds for unused services or early departure: No refunds will be issued if you choose to leave the trip before its scheduled end, miss or decide not to use any included service (such as hotel accommodation, meals or transfers), or are removed from the group due to unsafe behavior or failure to follow the guide’s safety instructions.

Weather and route adjustments

Weather conditions in Costa Rica can change quickly, particularly in mountainous and rural areas. Heavy rainfall, landslides, swollen rivers or unsafe trail conditions may require us to modify the planned route, replace certain cycling sections with minibus transfers, or make alternative arrangements. Our priority is always the safety and well-being of our guests. Such adjustments are part of the nature of an outdoor adventure in Costa Rica and do not entitle participants to a refund.

Events beyond our control (force majeure)

BikingCR cannot be held responsible for cancellations, delays, interruptions or changes to the trip caused by events beyond our reasonable control. These may include, but are not limited to, earthquakes, volcanic eruptions, severe flooding, tropical storms, landslides, border closures, public health emergencies, strikes, prolonged road closures, government restrictions or civil unrest.

In such circumstances, we will make reasonable efforts to assess the situation, adapt the itinerary or arrange suitable alternatives whenever possible. However, refunds or compensation cannot be guaranteed for disruptions or services affected by these events. Any applicable refunds will be subject to our cancellation policy, the terms of our suppliers and applicable law.

Travel insurance (mandatory)

All participants are required to purchase their own comprehensive international travel and medical insurance before departure. Your policy must include:

• Emergency medical expenses and medical evacuation.
• Trip cancellation and interruption, including coverage for medical reasons.
• Coverage for adventure sports, specifically mountain biking on mixed terrain, including paved roads, gravel roads and off-road trails.

Please check directly with your insurance provider that mountain biking under the conditions of our trips is explicitly covered. Standard travel insurance policies may exclude certain cycling activities or classify them as high-risk sports.

BikingCR does not provide personal travel or medical insurance, and participants are responsible for ensuring they have adequate coverage for the entire duration of their trip.

Participant waiver

Every rider must sign the Participant Waiver, Assumption of Risk & Emergency Medical Authorization before the first ride. Please read it before you book. You can find it on our Participant Agreement & Waiver page and in the documents below.

You don’t need to print or send anything. Every rider signs a printed copy by hand at the welcome meeting on Day 1.

Terms and privacy

Adventure begins with trust. Before booking your BikingCR experience, we encourage you to review our terms, policies and practical guidelines so you know exactly what to expect.

These documents explain how bookings and payments work, our cancellation and refund conditions, travel insurance requirements, safety guidelines and how we handle your personal information.

We believe in transparency, clear communication and responsible adventure travel. Please take a few minutes to read through the information before confirming your reservation.

BikingCR is the trade name of Out in the Open CR S.R.L., cédula jurídica 3-102-893261, the company responsible for your booking.

By booking a trip with BikingCR, you acknowledge that you have read and agree to the applicable booking terms and conditions.