Private Trip Payment and Cancellation Policy

Private Trip Booking Categories:

  • Cohort A: Groups where one person pays for the entire booking. Examples:
    • A family vacation where one person pays the full amount and coordinates who attends
    • A coach booking a camp, paying TCH directly, and then selling spots to their customers separately
  • Cohort B: Groups where each participant pays for their own spot. Examples:
    • Someone organizing a private trip where friends pay individually
    • Someone using our trip organizer program to earn a free spot by recruiting others

Reservation Process

  • Cohort A:
    • Contact TCH headquarters about your private booking interest
    • We’ll prepare a proposal based on your group size, location, and preferences
    • Pay a 25% non-refundable deposit to confirm your booking
    • Pay the remaining  75% of the balance at least 150 days before the trip
    • If booking within 150 days of the trip, pay full amount upon booking
    • Cancellations before the 150-day mark:
      • 100% of the amount paid is eligible to be used as a credit for a future trip used within 1 year. 
      • Any amount paid over the 25% deposit is eligible for refund.
    • Cancellations within 150 days: non-refundable
    • Trip insurance is required of all participants prior to the trip
  • Cohort B:
    • Contact TCH headquarters about your private booking interest
    • We’ll prepare a proposal based on your group size, location, and preferences
    • Trip organizer pays $1500 non-refundable deposit at booking for their personal spot
    • Each participant pays their own $1500 non-refundable deposit when they book
    • Within 30 days of the organizer booking the first spot (The Initial Booking Window), we’ll review the booking progress with the organizer and mutually agree to maintain the forecasted per-person price or reprice the per-person rate based on new booking expectations. After this conversation TCH will send out the invoices, payable 150 days before the trip start date.
    • No later than 150 days before the trip, we’ll review with the organizer:
      • If participant numbers meet or exceed proposal requirements, in which case: trip remains private and all participant remaining balances due
      • If participant numbers are below requirements, you’ll choose from:
        • Option 1: Increase per-person fee to maintain private trip. All remaining balances due immediately. TCH will recalculate per-rider cost based on new trip size. 
        • Option 2: Cancel trip with 100% of the amount paid eligible to be used as a credit for a future trip used within 1 year. Any amount paid over the $1,500 deposit is eligible for refund.
        • Option 3: In the discretion of TCH and if you agree, we may open trip to public bookings with current participants paying their remaining balances right away
    • At 150 days, full payment is required
    • Inside of the 150 day window if a confirmed rider does need to cancel, they will have the option to to recruit another rider to replace their spot, and in which case amounts paid to date will be eligible for full refund once the new rider is confirmed and has completed full payment. Otherwise, cancelations within this period are not transferable and non-refundable.
    • Trip insurance is required of all participants prior to the trip

Final Payment Options

  • ACH bank transfer
  • Credit Card (2.9% surcharge)
  • Check mailed to: The Cycling House, 235 N. 1st St. W. Suite B, Missoula, MT 59802

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