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London to Paris Bike Ride Info Pack

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Get on your bike for Waverley Care. This is the information pack for the London to Paris sponsored bike ride.

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Page 1: London to Paris Bike Ride Info Pack

London to Paris 2011Get on your bike for Waverley Care

Page 2: London to Paris Bike Ride Info Pack

Dear Cyclist,

London to Paris Cycle 27 Jul – 31 Jul 2011 Many thanks for your recent enquiry – you are now well on your way to taking part in what promises to be the trip of a lifetime. The opportunity to cycle with like minded people and visit this fantastic destination will provide you with an unbelievable experience which you will never forget….and all for a great cause! Enclosed in this pack are the following:

London to Paris Cycle Brochure 2011

Reservation Form Places are filling fast so sign up quickly to avoid disappointment! Simply fill in the enclosed reservation form and send it on to us with your registration fee. We will then send you your confirmation pack, which will include all the information you will need to proceed with your fundraising and your training! We do hope you’ll be able to join us on our London to Paris Cycle and if you have any questions, please do not hesitate to pick up the phone and call us now! We look forward to hearing from you shortly. Kind Regards

Jane Griffin Fundraising & Communications Team

Page 3: London to Paris Bike Ride Info Pack

Connect two of the world’s most chic capital cities as you embark on the challenge of a lifetime for charity. Cycling through beautiful English villages and into the stunning countryside of rural France you’ll pass historical landmarks and famous bat-tlefields from World War I until you reach Paris, undoubtedly one of the most magical places on earth. The sense of achievement you’ll experience will be one you’ll treasure forever.

Come cycle with us…

janeg
Text Box
Waverley Care Supporting people living with HIV and Hepatitis C in Scotland
Page 4: London to Paris Bike Ride Info Pack

Questions and answers

For more info call 020 7424 5511

Is the trip for me?Definitely! This trip is a fantastic challenge for anyone wanting to do something amazing for a great cause! There will be lots of like minded people on the trip all looking for the challenge of a lifetime and of course to meet new friends. Some people come with friends or family but most people come on their own so what are you waiting for? Sign up today for a fantastic experience and the opportunity to make life long friends.

How fit do I need to be?People from all walks of life will take part in this challenge and most people will be exactly like you. However it is vital that you train so that you get the most of the cycle ride. We will send you a suggested training plan and will be on hand to help you with any training advice.

Will I be able to raise the sponsorship money?YES! Once you have started you will find that raising the minimum sponsorship is easy and most importantly fun! We have suggested a few simple fundraising ideas in this brochure and we will of course be available every day to help you with more ideas!

Will you help me?YES! You will have one main contact here who will be on hand to help you in the lead up to the event. You will be sent access to a full confirmation site shortly after you register on the event which will give you all the information you need but we are always here to make the event as enjoyable and hassle free as possible! And there will even be the opportunity to meet the other cyclists on the trip at a gathering before the event!

What about food and drink?Breakfast, lunch and dinner will be provided throughout the trip except for 3 meals (dinner on the ferry on the way out to France and lunch and dinner in Paris on our last night). We can of course cater for vegetarians and other dietary requirements – as long as you let us know in advance!

What do I need to bring?No specialist kit is required however a cycle helmet is compulsory and we strongly recommend that you use your own bike for both your training and the cycle itself.

Will you carry my luggage whilst I’m cycling?There will be support vehicles with the group at all times which means your luggage will be transported in one of these vehicles for you. You will just need to carry a bum bag for any essentials like a camera and sun tan lotion.

When should I book my place on the trip?As soon as possible! Places are extremely limited and get snapped up quickly so to avoid disappointment sign up today and don’t miss out!

Page 5: London to Paris Bike Ride Info Pack

Facts and figures

For more facts and figures call 020 7424 5511

Registration Fee: All our fundraising trips require a registration fee to be paid on booking – please see enclosed Reservation Form for details. (1)

Minimum sponsorship: We ask you to raise a minimum amount of sponsorship to take part in this trip – please see enclosed Reservation Form for details. (2)

No. of days: 5 days (4 days cycling)

Accommodation: 2 – 3 star hotels

Temperature: Between 16°C and 28°C. The climate of Northern France is very similar to Southern England

What’s included: Travel by Ferry to France and return travel to London on Eurostar, accommodation, all meals (excluding dinner on the ferry on day 1 and lunch and dinner on day 5), mechanics, guides and medical support. (4)

Notes:1. The registration fee is non-refundable.

2. The first 80% is due 12 weeks before the event.

3. All fundraising incurs costs. The tour costs are approximately 50% of the

minimum sponsorship level. Costs are confirmed 8 weeks before departure.

4. All participants are responsible for their own passport (no visa required

for UK residents). No specific vaccinations are required although a tetanus

injection is essential. The tour costs do not include travel insurance which

is compulsory.

Page 6: London to Paris Bike Ride Info Pack

How to raise the money...

For more fundraising tips call 020 7424 5511

THINK BIG!The average sponsorship level for the London to Paris Cycle Ride is around £1,400 so below we have indicated some tried and tested ideas to get you started.

Start by asking everyone you know – the more people you ask, the more you will raise! Try to get payment upfront to halve the effort, and ALWAYS start each sponsorship form with a generous sponsor as this will set a high standard for the rest. (It really does work!)

Ask your employer to sponsor you, too – many companies actually match pound for pound!

Here are some ideas:

Arrange a £10 menu at a local restaurant on one £150 of their quiet nights and charge 10 friends £15! (Do this twice as it’s so easy)

Hold a karaoke in your local pub for a percentage £100 of the drinks sales

A car boot sale (get your family and friends to £150 have a clear out!)

Ask your local school to hold a non-uniform day £100

Hold a quiz night with raffle £100

Dinner party or barbecue for 10 friends who £100 each pay £10

Hold a skills auction where you rope in friends £200 with certain skills (hairdressing / reflexology etc) to donate their skills for free

Persuade a friend to shave their head/legs/sit in £100 a bath of custard!

A Friday night Three-legged Pub Crawl £100

Ask 5 business clients or suppliers for £30 £150

Ask friends and family for sponsorship money £150 instead of Birthday/Christmas presents

TOTAL £1,400!

Tell the world!You are doing something quite amazing – make sure you tell EVERYONE – and let your local newspaper/radio know, too!

With a bit of thought, planning and some help from your friends, you’ll have reached the target before you know it – GO FOR IT!!!

Page 7: London to Paris Bike Ride Info Pack

The itinerary

For the experience of a lifetime call 020 7424 5511

Day 1 London to CalaisOur challenge begins bright and early from Blackheath heading south on route to the coast. Our long journey today takes us through rural Kent- the garden of England. Our path winds though traditional British countryside, along the North Downs Way before we reach the white cliffs of Dover. The ferry takes us across to Calais and our first nights resting place. 95 miles (approx)

Day 2 Calais to AbbevilleLa belle France! Stunning picturesque countryside awaits us in northern France as we travel south through some beautiful quaint villages- do not be surprised to be greeted with a Bonjour Monsieur/Madame as you cycle through! Cycle through Desvres, a market town known for its ceramics and continue with the windy roads along the valley of the Canche River. The Artois region is amazing with the Spanish influenced town of Hesdin and its tremendous architecture and close proximity to the battle of Agincourt. We spend the night in Abbeville – steeped in history from the war and despite being destroyed in just one night it has managed to retain its beautiful gothic church.75 miles (approx)

Day 3Abbeville to BeauvaisOur route this morning follows the river Somme out of Abbeville. The Somme is perhaps most famous for its battles and you cannot fail to be reminded of the thousands who lost their lives in the war. But the Somme is also a Celtic word meaning tranquility… so summing up the feeling of the day as you cycle through this superb region. After lunch you can enjoy the countryside with a little less ‘undulations’ than previous days. We finish the day in Beauvais where the market square, Place de l’Hôtel de Ville, is a true highlight. Several of the houses close to the Cathedral date back from the twelfth to the sixteenth centuries. 70 miles (approx)

Day 4 Beauvais to Paris Our final day of cycling and the big push to Paris, our final destination. We are still treated to some stunning countryside including a lovely lunchtime in wooded area next to the River Oise. After lunch we near the outskirts of Paris and you will start to spot the familiar sights of the Eiffel Tower and the River Seine. We rendezvous in a park just north of Paris before joining together to cycle the last miles along some of the famous boulevards. Our finish point can be seen for miles above the Paris skyline and on arrival the celebration can begin! 60 miles (approx)

Day 5 Paris to LondonThe day is yours to soak up the Parisian way of life, explore the city, and visit the landmarks that only yesterday you were cycling by. We will meet in the afternoon at the Gare du Nord to catch our Eurostar home, arriving at St Pancras where you will be reunited with your bike and commence your onward journey home.

Page 8: London to Paris Bike Ride Info Pack

Registration Form Waverley Care London to Paris Cycle 27 Jul - 31 Jul 2011 Non refundable Registration fee payable now £99.00 Minimum Sponsorship Level £1,350.00 Personal Details (please use capital letters) Title as on passport (Mr/Mrs/Ms/Miss/other)_______________________________________________________ Forenames as on passport ____________________________________________________________________ Surname as on passport ______________________________________________________________________ Name you prefer to be addressed as _____________________________________________________________ Address____________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________Postcode ________________________________ Daytime phone_______________________________Evening phone____________________________________

Mobile________________________________Email_________________________________________________ (Please include, if possible, as it will be a primary point of contact) Where did you hear of this event?________________________________________________________________ What made you decide to take part in this Charity Trek? ___________________________________________________________________________________________ Please enclose your non-refundable cheque for £99.00 registration fee made payable to Skyline or pay by credit / debit card. I authorise Skyline to debit my Delta/Solo/Switch/Visa/MasterCard for £99.00 Card Holders name as it appears on the card……………………………………………………………………………….. Card no …………………………………………Expiry Date…………..Issue Date…………..Issue no …….CVC………. Signed ……………………………………Date…………………

Please read and complete all sections of this form and return with your £99.00 payment to:

Waverley Care c/o Skyline

31 Corsica Street London N5 1JT

London to Paris Cycle Ride 39OSC WCARE

Page 9: London to Paris Bike Ride Info Pack

Skyline and Charity Booking Conditions: 1. This agreement is between your choice of charity (we/us/our), Skyline Promotions Limited (Skyline) and you and relates to your proposed participation in your challenge

event (the event).

2. This agreement will come into force when Skyline has accepted your registration to take part in the event. Skyline will notify you of your registration by sending you a

receipt for your registration and fundraising administration fee. No contract between us, Skyline and you will exist until Skyline has issued such receipt.

3. Skyline and we reserve the right not to accept your application for registration, in which case Skyline will return your registration and fundraising administration fee.

4. The purpose of this agreement is:

4.1 to enable you to take part in the event so that you can use your participation in it to raise money for your choice of charity; and 4.2 to set out your obligations in relation to the event and Skyline's and our obligations to you in relation to it.

5. The event is not organised by us or Skyline. It is organised by a tour operator and once your tour costs have been paid the tour operator will be fully responsible to you for

provision of all travel, accommodation and other tour services in accordance with the information set out in the brochure for the event. Payment of the fundraising

administration fee is not a payment for travel services and does not create a contract between you and the tour operator.

6. If you are selected to take part in the event (in accordance with clauses 8, 9 and 10 below) you will have a direct contract with the tour operator for the provision of its

services and that contract shall be in the form of the tour operator's booking conditions set out below

7. All enquiries and requests for information before departure will be handled by Skyline whose contact details are set out in the brochure relating to the event. 8. To be eligible for the event you must:

8.1 complete and sign the registration form and return it to Skyline with a registration and fundraising administration fee payable to Skyline; and

8.2 be over 18 at the date of departure; and

8.3 raise for the charity the initial sum of 80% of the total sponsorship and send this to Skyline by cheque made payable to the charity 12 weeks before the trip departs (the

due date).

9. You will only be entitled to take part in the event if:

9.1 Skyline receives from you the initial sum specified above by the due date (time being of the essence); and

9.2 you have provided Skyline with a satisfactory reply to a medical questionnaire or have provided the tour operator with a doctor's certificate indicating that you are sufficiently fit and healthy to take part in the event without serious risk to your health and safety or the health and safety of others; and

9.3 Skyline (acting reasonably) is satisfied that your participation in the event is not likely to have a detrimental effect on the morale of the participants as a whole so as to

make it likely that other participants will fail to complete the event; and

9.4 you have taken out travel insurance provided by the tour operator or have provided to the tour operator a letter from your insurers in such form as the tour operator may

reasonably require confirming that your travel insurance is suitable for the event; and

9.5 we have confirmed that the event will take place by paying to the tour operator the costs of your participation in the event. We will only confirm this 8 weeks before the

departure date for the event.

10 As soon as you become eligible to take part in the event, the costs of your participation which we have paid to the tour operator will be protected by the tour operator's ATOL bond arranged with the Civil Aviation Authority. At this point your contract with the tour operator will come into force and you agree to abide by the tour operator's

booking conditions.

11 The costs of your participation in the event do not include airport taxes, passenger ferries or border taxes and you will be required to pay these if you take part in the

event. The amount of such costs will be notified to you by Skyline as soon as such costs are known.

11.1 If you choose to make personal arrangements with the tour operator for provision of services not arranged between us and the tour operator, you will pay to the tour

operator the costs of those services.

12 The conditions for carriage by air of all airlines used will apply in respect of all air travel as if incorporated in this agreement. 13 You agree that you will raise for the charity the minimum sum specified in the brochure for the event and you will use all reasonable endeavours to collect and send such

minimum sum (less the initial sum already paid) and all additional sponsorship pledged, to Skyline within 8 weeks after the end of the event. Such sums should be sent to

Skyline by cheque made payable to the charity.

14 You agree that in carrying out all fundraising for the benefit of the charity you will comply with the following requirements:

14.1 You will abide by any fundraising guidelines issued by us from time to time;

14.2 You will only use lawful means to fundraise and must not do anything which harms or is likely to harm the charity's reputation;

14.3 You agree to comply with the following financial procedures:

14.3.1 to pay all money collected on behalf of the charity to Skyline by cheque payable to the charity; 14.3.2 to send to Skyline any money you collect within 21 days of you receiving it;

14.3.3 to use (and return to Skyline) the sponsorship form provided to you for the purposes of the event.

14.4 When asking for money from potential sponsors you will make it clear that the cost of your participation in the event will be paid out of the money raised. This cost is

stated in the brochure.

14.5 When asking for money from potential sponsors, you will make it clear that their sponsorship will be paid for the benefit of the charity and will not be refundable even

if the event does not take place or you do not take part in it or you do not complete it; and

14.6 You agree not to use fundraising materials other than those supplied to you by Skyline and the charity for the purposes of the event. 15. We and Skyline will use all reasonable endeavours to ensure that the event takes place so far as reasonably possible in accordance with the information provided in the

brochure. However, bearing in mind the purpose of the event and the eligibility criteria, we may make such alterations to the arrangements as we may reasonably require,

including (for example) changes to the anticipated departure date and return date by up to two days either side of those dates, changes to the itinerary and changes to the

proposed accommodation.

15.1 Skyline reserves the right to cancel the event at any time before the departure date and in particular to cancel if fewer than 15 participants become eligible to take part.

15.2 In certain circumstances the cancellation of the event or changes in the itinerary or other arrangements could give you rights to compensation and/or refunds under the

Package Travel, Package Holidays and Package Tours Regulations 1992 (as amended). Bearing in mind the purpose of the event and that the source of funds for your

participation is charity donations, you hereby irrevocably assign to the charity all rights you may now or in the future have to receive such compensation and/or refunds in relation to the event.

15.3 You may in certain circumstances have a right to make a claim to the Civil Aviation Authority for a refund in relation to travel and accommodation costs and other

services to be provided by the tour operator. For the same reasons set out in clause 15.3 you hereby irrevocably assign to the charity all such rights as you may now or in the

future have to any such refunds in relation to the event.

16 If you choose not to participate in the event or if the event is cancelled or if you do not become eligible to take part in the event or if Skyline prevents you from doing so,

all sums collected or pledged will still be payable to the charity. However, Skyline will refund the registration and fundraising administration fee if it cancels the event or we

or Skyline or the tour operator prevent you from taking part. The registration fee is not refundable in any other circumstances.

17 The tour operator will be liable to you for the provision of the tour services. The charity is only the beneficiary of your fundraising and is not involved in the event in any way. Skyline only provides administrative services and is also not responsible for the running of the event.

18 This agreement constitutes the entire agreement and understanding between us, Skyline and you relating to the event and supersedes all other prior representations,

agreements, or arrangements whether written or oral, express or implied relating to the event.

19 This agreement is governed by English law and you and we irrevocably submit to the exclusive jurisdiction of the English courts.

20 By completing and signing the application form to take part in the event, you agree to be bound by these conditions and by the tour operator's terms and conditions.

Name…………………………………………….Signature…………………………………………Date……………

Page 10: London to Paris Bike Ride Info Pack

Tour Operator Booking Conditions Your contract with Skyline Tour Operations Ltd ( “STOL”), ATOL 10069

1. STOL accepts registrations subject to the following conditions. When you register and we accept it, a legally binding contract is made. When signing the registration form

you agree to accept all the conditions. A contract will exist as soon as we issue you a confirmation invoice.

2. Consumer protection: All events involving flights are ATOL protected, since we hold an Air Travel Organisers Licence granted by the Civil Aviation Authority. Our

ATOL number is 10069. In the unlikely event of insolvency the CAA will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us

for an advanced booking. For further information visit their web site at www.atol.co.uk. Events not involving flights are protected by an insurance policy as required by the

UK Package Travel Regulations 1992. In the unlikely event of insolvency this insurance will be used to ensure your repatriation and will arrange to refund any money you have paid to us for an advanced booking.

3. To secure a place on an Open Challenge: A registration fee is required for each individual booking. These are non refundable and are payable to Skyline Promotions Ltd.

If taking out STOL insurance, you will need to pay the premium at this point to ensure you are covered should the need arise for you to cancel.

4. Payment: Full payment of the tour costs must be made eight weeks prior to departure and is paid by your chosen charity

5. Credit card payments: No fee will be charged for credit card payments

6. Bookings made over the telephone by credit card will not be deemed accepted until we have received a signed registration form in our office and we have issued a

confirmation invoice. If a signed registration form is not received within 10 days of the booking being made over the telephone, the booking will be deemed cancelled, the deposit will be forfeit and the place will be released for resale.

7. Cancellation: must be received in writing from you and from Skyline Promotions Ltd and will be taken from the date received. Cancellation fees after registration has

been made are as follows. In all cases you will lose the registration fee and insurance cost. The following monies will be refunded to your chosen charity: More than 42 days

prior to departure = 90% 42-29 days prior to departure= 50% 28-15 days prior to departure= 30% 14-4 days prior to departure = 10% 3-0 days prior to departure = Nil

8. Minimum numbers: Please note that each tour has a minimum number of clients required for its operation. As a result STOL reserves the right to cancel a specific

departure for any reason up to 42 days prior to the departure. In the circumstances you will be offered an alternative trip (which may involve an additional payment) or a

complete refund.

9. Itinerary: While STOL endeavours to follow the published itinerary there may be exceptional circumstances when it is not possible to do so. Due to the nature of the trip arrangements have to be planned well in advance, so changes may have to be made and STOL reserves the right to cancel or modify the itinerary as necessary. Should a

material change be necessary STOL will inform you as soon as reasonably possible. A material change includes, for example, a significant change of destination, route, a

change of flight time by more than 12 hours or a change of airport.

10. Challenge Participation and responsibility: We accept your booking on the understanding that you realise the hazards involved in this type of tour, including injury or

death, disease, loss or damage to property, and that you come on the tour at your own risk. Other than liability for negligence in respect of death or personal injury, we accept

no liability for any injury resulting from the hazards of trekking, cycling or any other activity included in the itinerary, or for any other mishaps to yourself or your property,

and in particular as a consequence of flight cancellations, strikes, wars, riots, sickness or other such happenings. Any independent travel arrangements that you make are

also at your own risk. Helmets when cycling, and safety equipment supplied for all other activities must be worn correctly at all times. 11. Flight delays: The timings of air, road or rail departures are estimates only. We cannot accept liability for any delay in your flight from or to the UK, whether the

cancellation or delay is caused by adverse weather conditions, rescheduling by an airline, airport authority and/or action by air traffic controllers, mechanical breakdown or

industrial action. Where long flight delays result in lost challenge time, no refunds are given by hotels or suppliers. Similarly, airlines do not offer compensation for flight

delays. In recognition of the above STOL’s travel insurance policy offers some monetary compensation for flight delays over 12 hours to cover lost time or delayed return.

12. Travel and cancellation insurance: Travel insurance is mandatory for all clients whilst on a tour organised by STOL. You travel, together with your personal property

including baggage, solely at your own risk at all times. You are wholly responsible for arranging your own insurance. If you choose not to take out STOL’s specially

arranged Travel/Cancellation insurance you are responsible for ensuring that you have adequate private travel insurance, with protection for the full duration of the tour in respect of at least medical expenses, injury, death, repatriation, cancellation and curtailment. If you make your own arrangements you should ensure that there are no

exclusion clauses limiting protection for the type of activities included in the tour. You should satisfy yourself that any travel insurance arranged through STOL meets your

requirements and you should arrange supplementary insurance if need be. You will be deemed to have read the insurance cover. We require proof of cover not less than

three months before departure. We reserve the right to refuse participation without proof of insurance.

13. Medical Form: We require a completed medical questionnaire from each participant. If you are aged over 65 years of age or if you have any medical condition that could

be adversely affected by exercise, particularly a heart condition or asthma, you must provide us with a medical certificate from your doctor. By accepting these terms you are

confirming that, to the best of your knowledge, your general state of health is good and that you take full responsibility for your health and personal well-being.

14. Complaints: Should you have a complaint about any of the tour arrangements, you must tell both the relevant supplier and the tour leader at the time. It is only if the Company and the relevant supplier know about problems that there will be the opportunity to put things right. Any complaints must be communicated to the tour leader in

writing immediately while on tour and to the office no later than seven days after the return of the tour.

15. Costs: The registration fee is fixed and will not increase. STOL reserves the right to increase the tour cost to take account of the following items: government action,

currency, transportation costs, including cost of fuel, over flying charges and increase in airfares. The company will absorb the sum equal to 2% of the cost excluding

insurance premiums. Your chosen charity will have to pay any sum in excess of 2% up to 12% of the tour cost whereby the client has the right to cancel within seven days

of notification. No surcharge will be levied within 42 days of departure. The event cost is based on the exchange rate prevailing at the time of quoting.

16. Equipment: Clients taking their own equipment and bike on tour are responsible for any charges for transportation levied by the airline including excess baggage. 17. Participants: STOL reserves the right on reasonable grounds to refuse participation to anyone at any time without having to disclose the reason. Your entitlement to

participate depends on our being satisfied that there are no circumstances under which we ought properly to decline your participation. Our decision on your participation

shall be final and binding. We however will not exercise this right without having clear grounds to do so. In any circumstances where we decide that you may not participate

your registration fee and insurance premium will be refunded to you in full.

18. Refunds and compensation: If you cancel your travel arrangements or the event is otherwise cancelled for any reason, no refund will be payable to you as your

sponsorship was raised for charitable purposes. Accordingly, we will pay your chosen charity any balance of the tour costs paid to us after deduction of cancellation charges

which have been detailed in paragraph 7. If cancellation occurs in circumstances where recovery of cancellation charges is indemnified under your travel insurance, you

hereby agree that you will co-operate in the recovery of these charges from the insurers and any sums recovered under the policy will again be paid to your chosen charity. Except in respect of damages awarded to you by a court, you hereby irrevocably assign to your chosen charity all rights you now or in the future may have to receive funds

or compensation arising from cancellation of the event or alteration to the tour arrangements and irrevocably authorise us to pay such monies to your chosen charity.

19. Minimum age: Participants must be over 18 years of age.

20. Passport, vaccinations and visas. You are responsible for arranging, and must be in possession of, a valid passport and any visas and vaccination certificates required for

the whole of your journey. Information given by STOL about these matters or related items (climate, clothing, baggage, personal gear etc) is given in good faith, but without

responsibility on STOL. It is your responsibility to obtain any necessary vaccinations for your tour and to do so well before the departure date.

21. Booking form: Signing your registration form signifies your agreement to abide by the authority of the leader, who represents STOL. The decision of the leader as to the

conduct, itinerary and objectives of the tour is final. If in the opinion of the leader, your behaviour or physical condition is detrimental to the safety, welfare and wellbeing of the group as a whole or that your general well-being will be put at risk by continuing with the Open Challenge, you may be asked to leave the tour without the right to any

refund for unused services.