Return Policy

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This Return Policy outlines the cancellation, refund, and rescheduling terms for cycling event packages and related services purchased from Vibrantbonesspin through vibrantbonesspin.world. Because our products are event organization services rather than physical goods, traditional return procedures do not apply. Instead, this policy governs how bookings may be cancelled or modified and under what circumstances refunds are issued.

1. Scope

This policy applies to all convoy packages and add-on services offered by Vibrantbonesspin, including:

• Community Ride Day package (€890)
• Corporate Cycling Rally package (€2,450)
• Festival Peloton Experience package (€4,200)
• Add-on services including event photography, premium catering, and branded merchandise
• Custom convoy planning services arranged on an individual basis

2. Booking Confirmation

A booking is considered confirmed when Vibrantbonesspin receives the required deposit (thirty percent of the total package price) and issues a written booking confirmation via email. The booking confirmation includes the event date, package details, total price, payment schedule, and applicable cancellation terms. Please review your booking confirmation carefully and contact us immediately if any details are incorrect.

3. Cancellation by the Client

3.1 Standard Cancellation Terms

If you need to cancel a confirmed booking, the following refund schedule applies based on the number of days before the scheduled event date that we receive your written cancellation notice:

• More than 60 days before the event: Full refund of all payments made, minus a €50 administrative fee.
• 45 to 60 days before the event: Refund of fifty percent of the total package price. The deposit is non-refundable.
• 30 to 44 days before the event: Refund of twenty-five percent of the total package price. The deposit is non-refundable.
• Less than 30 days before the event: No refund. The full package price remains due.

Cancellation requests must be submitted in writing through our contact form or by email. The cancellation date is determined by the date we receive your written notice, not the date you send it.

3.2 Deposit Policy

The initial deposit of thirty percent is required to secure your event date and initiate planning activities including route scouting, permit applications, and staff scheduling. Once planning activities have commenced, the deposit becomes non-refundable regardless of the cancellation timeline, except in cases covered by Section 5 (Cancellation by Vibrantbonesspin) or Section 6 (Force Majeure).

3.3 Partial Cancellations

If you wish to reduce the scope of your booked package rather than cancel entirely, such as decreasing the number of marshals or removing add-on services, please contact us at least thirty days before the event. Partial reductions are subject to availability and may incur re-planning fees. Price adjustments will be calculated based on the revised package scope.

4. Rescheduling

4.1 Client-Requested Rescheduling

You may request to reschedule your event to a different date subject to availability. Rescheduling requests are handled as follows:

• More than 45 days before the original event date: One free rescheduling to a new date within twelve months. A €75 administrative fee applies to subsequent rescheduling requests.
• 30 to 45 days before the original event date: Rescheduling is permitted with a €150 re-planning fee, subject to staff and resource availability.
• Less than 30 days before the original event date: Rescheduling is treated as a cancellation under Section 3.1, and a new booking must be made at current prices.

Rescheduled events must take place within twelve months of the original event date. Deposits and payments already made will be transferred to the new date. If the rescheduled package price is higher due to seasonal pricing or scope changes, the difference must be paid before the new event date.

4.2 Seasonal Considerations

Finnish cycling conditions vary significantly by season. If you reschedule from a summer date to a winter date, or vice versa, route plans and safety measures will be adjusted accordingly. Vibrantbonesspin will provide updated proposals reflecting seasonal requirements at no additional planning charge for the first rescheduling.

5. Cancellation by Vibrantbonesspin

In rare circumstances, Vibrantbonesspin may need to cancel an event due to reasons within our control, such as inability to secure required permits, insufficient staff availability, or failure to meet safety standards for the planned route. In such cases:

• You will receive a full refund of all payments made, including the deposit
• We will offer to reschedule your event to an alternative date at no additional cost
• We will provide written notice as early as possible, with a minimum of fourteen days notice where feasible

Vibrantbonesspin shall not be liable for any additional costs you may incur as a result of our cancellation, including travel arrangements or accommodation booked by you or your participants, except as required by mandatory Finnish consumer protection law.

6. Force Majeure

Neither party shall be liable for failure to perform obligations due to circumstances beyond reasonable control, including but not limited to:

• Severe weather conditions making cycling unsafe (storms, ice, extreme temperatures)
• Natural disasters, floods, or wildfires affecting planned routes
• Government restrictions, public health emergencies, or road closures imposed by authorities
• Strikes, civil unrest, or other events preventing safe event execution
• Pandemic-related restrictions on public gatherings or sporting events

In force majeure situations, Vibrantbonesspin will work with you to reschedule the event to the earliest feasible alternative date. If rescheduling is not possible within six months, you will receive a full refund of all payments made. Deposits paid for events cancelled due to force majeure are fully refundable.

7. Add-On Services

7.1 Photography and Catering

Add-on services booked separately from a main convoy package follow the cancellation terms of the associated event. If the main event is cancelled, add-on services are automatically cancelled and refunded according to the applicable cancellation schedule. Standalone add-on orders cancelled more than fourteen days before delivery are eligible for a full refund minus a €25 administrative fee.

7.2 Branded Merchandise

Custom branded merchandise including jerseys, caps, and finisher items are produced to order and cannot be returned once production has begun. Merchandise orders may be cancelled within seven days of placement for a full refund, provided production has not commenced. After production begins, merchandise orders are non-refundable. Defective merchandise will be replaced at no charge if reported within fourteen days of delivery.

8. Refund Processing

Approved refunds are processed within fourteen business days of the cancellation confirmation. Refunds are issued to the original payment method used for the booking. If the original payment method is no longer available, alternative arrangements will be made upon verification of your identity. Bank transfer refunds to Finnish bank accounts are typically completed within three to five business days. International refunds may take up to ten business days depending on your financial institution.

Refund amounts are calculated in euros. If you paid in a different currency, the refunded amount may differ slightly due to exchange rate fluctuations between the payment date and the refund date. Vibrantbonesspin is not responsible for fees charged by your bank or payment provider in connection with refunds.

9. Consumer Rights

If you are a consumer residing in the European Union, you have statutory rights under Finnish and EU consumer protection law that cannot be excluded by this policy. For services booked at a distance, you may have a fourteen-day right of withdrawal under the Consumer Protection Act, unless the service has been fully performed with your prior express consent before the withdrawal period expires.

Because our cycling event packages involve significant advance planning and resource allocation, the right of withdrawal may not apply once planning activities have commenced with your agreement. We will inform you of the applicable withdrawal rights at the time of booking.

10. Disputes

If you are dissatisfied with our handling of a cancellation or refund request, please contact us first so we can attempt to resolve the matter. We are committed to fair and transparent resolution of all client concerns. If we cannot reach a satisfactory resolution, you may refer the dispute to the Finnish Consumer Disputes Board (Kuluttajariitalautakunta) or seek resolution through the courts of Finland as described in our Terms of Use.

11. Changes to This Policy

Vibrantbonesspin may update this Return Policy from time to time. Changes will be posted on vibrantbonesspin.world with an updated revision date. Changes do not affect bookings confirmed before the effective date of the revised policy. The cancellation terms in effect at the time of your booking confirmation apply to your booking.

12. Contact

For cancellation requests, rescheduling inquiries, or refund questions, please contact:

Vibrantbonesspin
Suomalaistentie 7, 02270 Espoo, Finland
Phone: +358442888040

message@vibrantbonesspin.world