Terms and Conditions

Terms and Conditions

Your deposit is required to establish and hold a reservation to cover costs of accommodation, flights for both you and our employees, admin fees and many other tour costs. Therefore, your deposit is non-refundable.

Your deposit guarantees your reservation for the tour, and is non-refundable should you choose to withdraw from the tour for any reason. However, should Ellwood Motorcycle Adventures (EMCA) cancel the tour, your deposit will be refunded except in circumstances where cancellation is due to events beyond our control (see below).

Tour Cancellation by EMCA: In the rare event that EMCA cancels a tour due to circumstances beyond our control — including weather events, road closures, natural disasters, or safety concerns — we will not be liable for costs associated with cancelled travel, accommodation, or loss of enjoyment. In these situations, you will need to claim through your travel insurance. It is your responsibility to ensure that your insurance policy includes cover for cancellations due to weather, road closures, and other natural events that may interrupt or prevent completion of the journey.

Deposit and Cancellation Policy:

  • Deposit: Non-refundable.

  • Cancellations within 45 days of the tour: No refund will be provided.

  • Cancellations more than 45 days before the tour: The deposit remains non-refundable. Any payments made over the deposit will be refunded minus a $380 administrative fee.

  • If you wish to cancel your tour and find a replacement rider to take your place, your deposit and final payment can be transferred to that replacement rider (less a $380 admin fee), contingent on them completing the booking form and agreeing to these terms and conditions.

Travel Insurance: Travel insurance is mandatory. It is the participant's responsibility to obtain suitable travel insurance that covers cancellations, trip curtailment, personal injury, medical evacuation, damage or loss of belongings, and natural events such as extreme weather or road closures. Ellwood Motorcycle Adventures holds appropriate public liability insurance; however, this does not cover any personal injury, loss, or interruption to your travel arrangements.

Please ensure that your travel insurance specifically covers motorcycle touring (including off-road), and that it is valid for the country/region in which you will be riding.

Final payment is due 45 days prior to your tour (6 weeks for Nepal tours). From this point, no refund will be given. Travel insurance is expected to cover your tour costs in the event you are unable to attend.

Disclaimer: By booking, the customer automatically agrees to the following:

I am fully aware of the inherent risks of trail bike riding on and off-road and accept that I take part in this trip at my own risk. I agree that neither Ellwood Motorcycle Adventures nor its representatives or agents are responsible for any injury, damage, financial loss, or unforeseen circumstances beyond their control. I understand that EMCA is not responsible for the actions or behaviour of other tour participants.

I agree to abide by all local traffic regulations and group riding rules. I confirm that I am in good health, able to meet the required tour standards, and hold a current, valid motorcycle licence.

The rider is responsible for:

  • Ensuring they have valid travel insurance appropriate for the tour.

  • Adhering to all terms outlined in the rental agreement.

  • Paying for any damage to property caused by careless, reckless, or intentional riding, including damage from water submersion, salt exposure, or riding under the influence of drugs/alcohol.

  • Using the motorcycle legally and in accordance with road laws.

  • Securing ignition keys; riders are responsible for lost or stolen keys.

  • Following all instructions from EMCA staff and tour leaders.

  • Wearing a roadworthy helmet at all times.

  • Remaining alert to traffic, road conditions, and weather.

  • Respecting others and behaving safely. EMCA reserves the right to remove any participant who is unsafe or behaves offensively, without refund.

  • Informing EMCA of any pre-existing medical conditions and providing emergency contact details.

  • Looking after personal belongings throughout the tour.

  • Adhering to any tour itinerary changes implemented by EMCA.

Required Documents:

  • Copy of a valid motorcycle licence (or learner’s licence where applicable).

  • Acceptance of Terms and Conditions at time of booking.

  • Signed Release and Waiver, Assumption of Risk and Indemnity Agreement (to be signed in person at tour commencement).

Exclusions: Motorcycle tour packages do not include:

  • Alcoholic beverages

  • Optional tours/sightseeing

  • Gratuities

  • Travel insurance

  • Personal injury insurance

Safety and Support: We provide trained first aiders, satellite communication, and first aid supplies. Daily briefings are conducted outlining conditions and itinerary updates. Prior to departure, your tour leader will review local road rules and safety procedures.

Flexibility and Tour Changes: Tour participation requires flexibility, cooperation, and understanding that conditions may change due to factors outside EMCA's control. These may include but are not limited to: weather events, road closures, vehicle issues, or government restrictions. In such cases, EMCA will make reasonable efforts to provide alternative arrangements of similar quality and duration. Cancellation fees will apply as per these terms.

Liability: Ellwood Motorcycle Adventures is not responsible for delays, loss of enjoyment, or incidental expenses resulting from itinerary changes. Participants acknowledge that adventure travel involves risk, and accept the potential for injury, death, or property damage as part of participating in the tour.

For the right candidate, we are open to training in all aspects of the role and, where required, supporting sponsorship for work visas or relocation. Please reach out if you would like to learn more.