Bikepacking Terms and Conditions

Terms and Conditions (“Terms”)

Last updated: 22/07/2020

Please read these Terms and Conditions (“Terms”, “Terms and Conditions”) carefully before using the Event website (, or and the (the “event”) operated by Rwanda Beyond (“us”, “we”, or “our”).

Your participation in the event is conditioned on your acceptance of and compliance with these Terms. These Terms apply to all visitors, users and others who are part of the event.

Signing up for an Rwanda Beyond event or participating in the event, you agree to be bound by these Terms. If you disagree with any part of the terms then you may not access the event.

Event participation

If you wish to participate in any event made available through Rwanda Beyond, you may be asked to supply certain information relevant to your event including, without limitation, your: Health details, copies of doctors and vaccination checks (including COVID related tests), personal information contained on your passport, proof of insurance, proof of payment, telephone number, email address, emergency contacts and similar.

All information requested must be given to Rwanda Beyond prior to the start of the event.

Rwanda Beyond commit to only keeping personal details for the duration of the event. Following events personal information will be deleted unless Rwanda Beyond have written consent to keep the information . 

Travel and Medical

All participants are required to have sufficient personal travel and medical insurance to cover the event. Proof of insurance, a ‘fit to participate’ form signed by a medical profession and the participant’s signature of a waiver form are mandatory prior to any event.

All participants are responsible for abiding by any restrictions or mandatory requirements that are in place from travel providers, national institutions and Rwanda Beyond. Rwanda Beyond do not accept any liability should travel be cancelled by a third party or participants do not meet travel requirements. 

Payment terms

Payment is due at time of registration. Payments received after this term may incur an additional administration charge. For changes in the registration, the organiser retains the right to charge an administration fee. For changes/cancellations an administration charge of 10% of the registration fee is applicable. It is possible to change the participant information to allow a replacement to attend the event in your place up-to 24 hours prior to the event start. Switching to different events is generally not permitted, but will be considered on a case by case basis.

In case of participant cancellation

In case of cancellation longer than 3 months before the event starts, either 90% refund will be given or transfer of 100% of the amount paid to an alternative event.

In case of cancellation within 3 months of the event but longer than 1 month before the event you will be charged 50% of the registration fee as cancellation fee.

In case of cancellation within 1 month before the event 100% of the registration fee will be charged.

Cancellation needs to be done in writing by e-mail to the organisers. The date of cancellation is determined by the date of the e-mail as received by the organisers.

In case of insufficient number of registrations the organiser retains the right to cancel or postpone the event

Participant cancellation (COVID related)

If a participant is forced to cancel their participation due to COVID specific force majeure they will receive a 90% refund of the event entry fee (transaction fee excluded)

If a participant is forced to cancel their participation do to COVID related events not included in COVID specific force majeure, then they will receive a 50% refund (transaction fee excluded)

‘COVID Specific force majeure’ means an event of COVID that is beyond the control of the participant but directly prevents their participation in the Event. This includes:

  • Contracting COVID – Proof of test is required by the event organisers
  • Closure of national airports due to Governmental COVID related restrictions – National Govt Website confirmation is needed as proof.
  • Rwandan Govt enforcing mandatory quarantine period for international arrivals.

COVID specific force majeure does not include:

  • Family/friend/colleague contracting COVID
  • Having to take a COVID test
  • Change of flights leading to inability to participate
  • Work related requirements/restrictions leading to inability to participate
  • Refusal to comply with Govt regulations surrounding vaccines, if they become available.

Event Cancelation or delay (COVID related)

If the Event is cancelled or delayed due to COVID then all participants will receive a full refund (transaction fees excluded)

Delay of event (Non-COVID)

Rwanda Beyond reserve the right to delay an event at any time. If an event is delayed due to force majeure (see specific section below), pandemic, weather, safety & security, Rwanda Beyondltd will provide either an 80% refund to the value of the event cost to participants OR automatic enrollment in the delayed Event. The refund does not include bank fees and charges. Rwanda Beyond will communicate this via email to each participant individually.

Cancellation of event (Non-COVID)

Rwanda Beyond reserve the right to cancel the event at any time. If an event is cancelled due to force majeure (see specific section below), pandemic, weather, safety & security, Rwanda Beyond will provide either a 90% refund to the value of the event cost to participants OR enrollment in the following year’s Event. The refund does not include bank fees and charges.Rwanda Beyond will communicate this via email to each participant individually.

Definition of Force Majeure

Event of Force Majeure” means an event beyond the control of the participant and Rwanda Beyond, which prevents compliance with any of its obligations of an Event, including but not limited to:

  • Act of God (such as, but not limited to, fires, explosions, earthquakes, drought, tidal waves and floods);
  • War, hostilities (whether war be declared or not), invasion, act of foreign enemies, mobilisation, requisition, or embargo;
  • Rebellion, revolution, insurrection, or military or usurped power, or civil war;
  • Contamination by radio-activity from any nuclear fuel, or from any nuclear waste from the combustion of nuclear fuel, radio-active toxic explosive, or other hazardous properties of any explosive nuclear assembly or nuclear component of such assembly;
  • Riot, commotion, strikes, go slows, lock outs or disorder, unless solely restricted to employees of the Supplier or of his Subcontractors; or
  • Acts or threats of terrorism.

Consequences of Force Majeure Event

Neither the participant nor Rwanda Beyond shall be considered in breach of these terms to the extent that performance of their respective obligations is prevented by an Event of Force Majeure that arises after the confirmation of the Event Payment..

The Party (the “Affected Party”) prevented from carrying out its obligations hereunder shall give notice via email to the other Party of an Event of Force Majeure upon it being foreseen by, or becoming known to, the Affected Party.

If, Rwanda Beyond is prevented from executing the Services by the Event of Force Majeure, while Rwanda Beyond is so prevented Rwanda Beyond shall be relieved of its obligations to provide the Services but shall endeavour to continue to perform its obligations under the Contract so far as reasonably practicable, and in accordance with Govt regulations without incurring any additional costs.


Our event allows you to post, link, store, share and otherwise make available certain information, text, graphics, videos, or other material (“Content”). You are responsible for ensuring that any information of images of a personal nature are approved in writing before being shared. 

Links To Other Web Sites

Our Service may contain links to third-party web sites or services that are not owned or controlled by Rwanda Beyond.

Rwanda Beyonds Ltd has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third party web sites or services. You further acknowledge and agree that Rwanda Beyond shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, or events available on or through any such web sites or services.


We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will try to provide at least 30 days’ notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

Liability Waiver & Release

In consideration of being allowed to register for, and participate in, the events participants hereby warrant and represent that they are age 18 or above at the event start, and freely waive, release from liability, assume all risks, and covenant not to sue Rwanda Beyond or its members, employees or volunteers for any expense, loss, damage, personal injury, including loss of life, disability, property damage, or property theft or actions of any kind that I may hereafter suffer or sustain before during or after the Event unless said expense, loss, damage, personal injury, including loss of life, disability, property damage or property theft or actions of any kind is caused by the sole, gross negligence of Rwanda Beyond. This Waiver and Release is specifically binding upon my heirs and assigns and is knowingly given.


This agreement is construed in accordance with the laws of Rwanda, without reference to its conflict of law provisions, and the obligations, rights and remedies of the parties hereunder shall be determined in accordance with such laws.


Any dispute arising out of or in connection with these terms and conditions shall be referred to and finally resolved by Arbitration under KIAC rules. The number of arbitrators shall be one, the seat of arbitration shall be Kigali, Rwanda, the language to be used in the arbitral proceedings shall be English and the governing law shall be the law of Rwanda. 

Contact Us

If you have any questions about these Terms, please contact us.