Our Booking Process
Booking with us is a little different, and we like it that way. We think you will too.​
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With most tours, cycling or otherwise, you do some online research, find a tour that suits your goals, budget and timeline, select your dates, pay your fees, and then set off to book the necessary flights and other peripheral requirements.
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We don't do it that way.
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We like to think of ourselves as cycling tour concierges, so you can expect us to give your Tour a bit of 'white glove' treatment along the way. We recognize these trips for what they are: adventures. And we want your adventure with us to be...well...Epic.
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To that end, we have a process we like to follow that helps us ensure that we get the information we need from you, so that we can get you exactly what you're looking for during your time with us. Here's a brief overview of what you can expect.
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1. You'll fill out a form. The initial form gathers a bit of contact info and basic data on the type of Tour you're looking for, as well as some details relating to your bike. This will get us started.
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2. We'll have a call. After you fill out the form in Step 1, we'll be in touch within a day or two (no more than 3) to setup a date/time to have a video call (cameras are always optional). During the course of the call, we'll review the information that you provided on the form, but we'll delve a little deeper as well, and get an idea of the types of rides you want to do, the cities you want to see, after-ride activities that interest you, as well as the types of food you want to eat. We'll also discuss any travel companions who'll be joining us, and the types of activities they'd enjoy. Finally, we'll discuss your budget for the Tour, so that we can stick to that.
The call should take between 30-60 minutes but we'll take all the time you need.
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3. We'll prepare a quote, with a few options. As the length of the Tour and the selected hotels are likely to be the largest factors impacting budget, we like to put a few options together for you to look at. This will be delivered to you, via emailed PDF, within 72 hours of the video call. It's important to note that until a Tour is booked, prices within the quote are subject to change, though unless you're significantly changing your travel dates and hotels, the changes shouldn't be too drastic.
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4. We'll have another brief call (optional). If the quote contains exactly the Tour you're looking for, let us know which one it is, and we'll move on to the next step. Otherwise, we'll meet for 15-30 minutes to go over your options and make any necessary adjustments.
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5. Once a Tour is selected, we'll provide you with a payment link so you can pay your deposit (50% of the Tour cost).
A receipt will be provided to you once the payment is made to the email address you use in your payment profile. NOTE: If you choose to, you can pay for your entire Tour at this point.
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6. 15 Days before your Tour's start date, you'll receive another payment link to pay the balance of your Tour.
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7. 3 Days prior to your Tour's start date, we'll be in touch to confirm flight details so that we can ensure that our staff is at the airport on time, and that we can track the flights in the event of changes or delays. On this date, the GPX files will also be shared with you, so that you can download them to your cycling computer (Garmin, Wahoo, Hammerhead, etc).
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8. On the day before your Tour, you'll be invited to the Tour's Whatsapp group. The group members will include all participating EpicCycloTour staff, as well as any other participating cyclists. We try to keep these groups 'chatter-free' so as not to inundate our phones with unneeded notifications, but the groups will be used to communicate vital information such as ride start times, meeting points, meal info, etc.
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That's it! Pack your bike and get ready to spin the pedals!