1. Definitions
● "Trip": The specific travel package and associated services offered by Race Beyond.
● "Booking Order": The application form completed by the participant to register for a Trip.
● "Participant": Any individual who books or participates in a Race Beyond trip.
2. Booking and Reservations
● To secure a reservation, participants must submit a completed Booking Order and pay the required deposit.
● Race Beyond reserves the right to reject any Booking Order due to availability or other reasons. If a booking is not accepted, any payments made will be fully refunded.
● Reservations and payments are processed via WeTravel. Participants agree to WeTravel’s terms and policies regarding payment processing, refunds, and security.
3. Pricing and Payments
● All prices are quoted in U.S. dollars and may be subject to change due to exchange rate fluctuations or supplier cost adjustments.
● A non-refundable deposit is required to secure a booking. The final balance is due 120 days before departure.
● Prices do not include airfare, personal expenses, travel insurance, or optional activities.
● Late payments may incur a penalty fee and could result in cancellation of the booking without refund.
● Change fees may apply if modifications are requested after booking confirmation, subject to supplier charges and administrative fees.
4. Cancellations and Refunds
● By the Participant:
○ Deposits are non-refundable.
○ Cancellations made more than 120 days before departure will receive a 50% refund of payments made, excluding deposits.
○ No refunds will be issued for cancellations within 120 days of departure.
● By Race Beyond:
○ Race Beyond reserves the right to cancel or modify a Trip due to unforeseen circumstances. If this occurs, participants may opt for a full refund or an
alternative trip.
○ Race Beyond is not responsible for additional costs incurred due to trip cancellations, such as non-refundable airfare.
5. Itinerary Changes
● Itineraries are subject to change due to unforeseen circumstances such as weather, supplier issues, or logistical concerns.
● Race Beyond will make every effort to provide comparable alternatives when changes are necessary.
● If significant changes occur, participants will be notified as soon as possible.
6. Health and Safety
● Participants must be in good health and capable of enduring the physical demands of marathon travel.
● Race Beyond is not liable for any health conditions or injuries sustained during the trip.
● In case of a medical emergency, participants authorize Race Beyond to seek medical assistance at their expense.
● Race Beyond reserves the right to deny participation to individuals deemed medically unfit for travel.
7. Travel Documentation
● Participants are responsible for obtaining valid passports, visas, and other required travel documentation.
● Failure to secure necessary documentation does not entitle a refund.
8. Insurance
● Participants are strongly encouraged to purchase comprehensive travel insurance covering trip cancellations, medical emergencies, and lost baggage.
● Race Beyond is not responsible for any costs related to uninsured losses.
9. Liability and Assumption of Risk
● Race Beyond acts as an intermediary for third-party providers (hotels, airlines, event organizers) and is not liable for their actions.
● By booking a trip, participants acknowledge and accept the risks associated with international travel and marathon participation.
● Participants agree to indemnify and hold Race Beyond harmless from any claims arising from their participation.
● Race Beyond reserves the right to remove participants from a trip due to misconduct, including disruptive behavior or failure to comply with trip guidelines.
10. Force Majeure
● Race Beyond is not liable for cancellations, delays, or changes caused by events beyond its control, including natural disasters, pandemics, political unrest, or airline disruptions.
11. COVID-19 Policy
● Participants must comply with all local and international COVID-19 travel regulations, including vaccination, testing, and quarantine requirements.
● Race Beyond is not responsible for additional costs related to COVID-19 disruptions, including testing, quarantine stays, or canceled flights.
● If a participant tests positive for COVID-19 before or during the trip, they may be required to isolate at their own expense and follow local health guidelines.
● Any changes or cancellations due to COVID-19 will be subject to the standard cancellation and refund policy outlined in Section 4.
12. Roommate Policy
● Participants who book shared accommodations without a designated roommate will be assigned a roommate whenever possible.
● If a suitable roommate cannot be found, participants may be required to pay the single occupancy supplement.
● Requests for specific roommates must be submitted at the time of booking and are subject to availability.
13. Media Release
● By participating in a Race Beyond trip, participants grant permission for their images and likenesses to be used in promotional materials.
● Participants who wish to opt out must notify Race Beyond in writing before the trip.
14. Governing Law and Dispute Resolution
● These Terms & Conditions are governed by the laws of the Commonwealth of Massachusetts.
● Any disputes shall first be resolved through mediation. If unresolved, disputes will be subject to binding arbitration in Massachusetts.
15. Entire Agreement and Modifications
● These Terms & Conditions constitute the entire agreement between Race Beyond and the participant.
● Any modifications must be made in writing and agreed upon by both parties.
