BELGIUM BIKE FEST · ROAD & GRAVEL
5–6–7–8 May 2027
Terms and Conditions
You are registering to participate in Belgium Bike Fest, an event organised by Surplace VZW, with its registered office at Oude Steenweg 46, 2530 Boechout, VAT BE0564.831.889, hereinafter “Surplace Sports” or “the organiser”.
Surplace Sports is your contact for all questions. You can reach Surplace Sports at info@belgiumbikefest.be or using the contact details at the end of this document.
Purchase
The Participant hereby declares that, at the time of purchase, they are at least 18 years old or have their legal guardian’s permission to register for Belgium Bike Fest.
The purchase is valid only if the registration form has been completed fully and truthfully, the ticket price and payment for extras have been paid in full, and these terms and conditions have been accepted.
Participation
Participation in Belgium Bike Fest requires a valid ticket as described under “Purchase” and compliance with the age requirements below.
Participants under the age of 18 must always be accompanied by a person over the age of 18.
The Participant must respect the environment at all times. The Participant must take care of their own safety and that of other Participants. Participants must follow the instructions of the organiser, medical teams and police.
Participants must wear a cycling helmet during the rides. Road traffic rules must be observed at all times.
The organiser reserves the right to exclude Participants who do not comply with these terms and conditions or who pose a danger to themselves or third parties.
Prices
The stated prices of Surplace Sports products are always expressed in euros and include VAT, unless expressly stated otherwise.
The stated prices for Belgium Bike Fest are all-inclusive, except for snacks and alcoholic and non-alcoholic drinks available for purchase at our bar. On-site payments can be made by Payconiq, bank card or cash.
Payment
The Participant must pay the full ticket amount (the ticket price and any extras) in advance at the time of purchase, using the online payment system provided.
Surplace Sports considers that it has taken all possible and relevant precautions and therefore acts as a normal and diligent online seller. Any theft cannot therefore be invoked against it.
Ticket changes
Participants who wish to transfer their Belgium Bike Fest ticket to another person may email info@belgiumbikefest.be.
Participants who wish to change their package may also email info@belgiumbikefest.be. Any additional cost for the new package will be charged.
A ticket for Belgium Bike Fest in 2027 cannot be used for a later edition.
Tickets may not be resold for more than their original purchase price. Commercial resale is prohibited and may result in the ticket being invalidated without entitlement to a refund.
Programme changes
The organiser may change the programme, routes, schedules, locations, facilities or other practical aspects of the event when circumstances require it, including for safety reasons, weather conditions or instructions from the competent authorities. Such reasonable changes do not entitle Participants to a refund or compensation, provided that the core of the event is maintained.
Right of withdrawal
The purchase falls within the services referred to in Article VI.53, 12° of the Belgian Code of Economic Law (leisure services with a specific date or period of performance), for which the right of withdrawal is excluded. The Participant is expressly informed of this at the time of purchase and accepts that the statutory 14-day right of withdrawal does not apply.
In the event of non-participation, for any reason, no refund of the ticket price or any extras may be claimed unless the Participant took out cancellation insurance for their ticket.
Cancellation insurance for weekend tickets
When purchasing a Belgium Bike Fest ticket, the Participant may choose to take out cancellation insurance. Cancellation insurance for an individual weekend ticket costs €30 per ticket. For a weekend ticket covering several people, the cost is €30 per person. For a weekend ticket for four people, the cost is therefore €120.
For a weekend ticket covering several people, cancellation insurance may be invoked for an individual or for the whole group. If invoked for an individual, the refund is calculated proportionally. We do not require evidence to invoke cancellation insurance.
Cancellation insurance provides the following refund terms:
| Cancellation date | Refund |
|---|---|
| Up to and including 23/03/2027 | 100% of the ticket price, excluding discounts and the total amount of the cancellation insurance. |
| Up to and including 12/04/2027 | 75% of the ticket price, excluding discounts and the total amount of the cancellation insurance. |
| Up to and including 02/05/2027 | 50% of the ticket price, excluding discounts and the total amount of the cancellation insurance. |
| From 03/05/2027 | No further refund. |
Cancellation insurance for day tickets
When purchasing a Belgium Bike Fest ticket, the Participant may choose to take out cancellation insurance. Cancellation insurance for a day ticket costs €10 per ticket. We do not require evidence to invoke cancellation insurance.
Cancellation insurance provides the following refund terms:
| Cancellation date | Refund |
|---|---|
| Up to and including 23/03/2027 | 100% of the ticket price, excluding discounts and the total amount of the cancellation insurance. |
| Up to and including 12/04/2027 | 75% of the ticket price, excluding discounts and the total amount of the cancellation insurance. |
| Up to and including 02/05/2027 | 50% of the ticket price, excluding discounts and the total amount of the cancellation insurance. |
| From 03/05/2027 | No further refund. |
Cancellation of Belgium Bike Fest – force majeure – liability
General
Surplace Sports is liable only for a breach attributable to it, insofar as this liability has not been expressly excluded or limited in these terms and conditions. In all cases, the total liability of Surplace Sports is limited to compensation for direct damage (excluding indirect damage) and can never exceed the value of the service provided, namely the ticket price.
Liability in cases of force majeure is excluded. Force majeure means any circumstance beyond the control of Surplace Sports that prevents it, even temporarily, from fulfilling its obligations in whole or in part. This includes, without limitation: failure or delay in delivery or errors by suppliers or other engaged third parties; instructions, decisions or interventions of any kind by public, administrative or regulatory authorities (“fait du prince”); terrorism or threats of terrorism; weather conditions (such as extreme heat, thunderstorms, storms, gusts of wind, flooding, etc.); fire; riots; war or threat of war; insurrection; epidemics; pandemics (such as COVID-19); quarantine; disruptions to a telecommunications network or connection or to communication systems used; disturbances on public roads; blockades; strikes or lockouts; demonstrations and other disruptive disorder.
Cases of force majeure do not entitle Participants to any refund of the ticket price or any other form of compensation.
COVID-19
COVID-19 is a highly contagious virus that can cause serious illness and death. An inherent risk of exposure to COVID-19 exists in any public place where people are present. Attendance at the event is entirely voluntary and at the Participant’s own risk, and constitutes acceptance of the risks associated with exposure to COVID-19 or another contagious disease, meaning any disease caused by an infectious and/or toxic substance arising through its direct or indirect transmission by an infected person, another living organism or an object. The organiser is not liable if a Participant contracts COVID-19 or another disease as a result of participating in or attending the event.
If the organiser cannot hold the event because of an epidemic or pandemic (such as COVID-19 and any new outbreaks) and/or urgent government measures (“force majeure”), the ticket will automatically be transferred to the new date or to the next edition of Belgium Bike Fest.
Cancellation
If Surplace Sports cancels the event for reasons other than force majeure, tickets will be exchanged for tickets for a new/next edition of Belgium Bike Fest or for another Surplace Sports event. Any other costs incurred in connection with the event, such as service and administration fees and any extras (including merchandise, T-shirts, training plans, charitable donations, etc.), will not be refunded.
Insurance and medical expenses
The organiser provides the necessary first aid and safety arrangements during the event. However, the Participant takes part on their own responsibility and at their own risk. The organiser recommends that each Participant hold valid personal accident and civil liability insurance covering sporting activities.
Any medical expenses arising from participation in the event are payable by the Participant, except in the event of a fault attributable to the organiser.
Code of conduct and sanctions
The Participant must behave in a sporting and respectful manner towards other Participants, staff, volunteers and local residents. Any behaviour that compromises the safety, proper running or reputation of the event is prohibited.
Participation under the influence of alcohol or drugs is prohibited. The organiser reserves the right to exclude any Participant who fails to comply with this code of conduct or with instructions from the organisation, medical teams or police, without entitlement to a refund.
Participant liability
The Participant is liable for damage caused through their fault or negligence to other Participants, third parties, the organiser or the infrastructure and equipment used. The Participant indemnifies the organiser against any third-party claim connected with a fault attributable to the Participant.
Damage and theft
Participation in Belgium Bike Fest and entry to the event grounds are at the Participant’s own risk. The organiser provides a room where Participants may leave bicycles and personal belongings voluntarily and free of charge. The organisation will take all reasonable security measures to guard the room as effectively as possible, but its use is at the Participant’s own risk. Bicycles may be secured to the crowd barriers in this room.
Participants with an individual weekend ticket or a day ticket with an additional overnight stay in a Budget shared room cannot lock their room. The organiser advises these Participants not to bring or store valuables. Those arriving by car may store valuables in their vehicle.
The organiser is in no event liable for any damage to, or loss or theft of, the Participant’s belongings.
Recommendations for healthy and safe sport and COVID-19
Participation requires good health and adequate physical preparation. The Participant declares that they meet this requirement. The organiser recommends a preventive sports medical examination by a recognised sports physician before participation.
The organiser has taken the necessary health and safety measures for the event. The Participant declares that they will strictly follow the measures in force, which the organiser may adapt at any time to circumstances and the rules applicable at that time.
Participants are advised not to attend the event if they experience symptoms that may indicate COVID-19, such as flu-like symptoms, fever, coughing, shortness of breath, a runny nose or unusual fatigue.
People in risk groups are advised not to participate in the event.
Personal data and intellectual property rights
Participants’ personal data are processed by Surplace Sports as data controller, in accordance with General Data Protection Regulation 2016/679 of 27 April 2016 (GDPR). The data are used to organise and enable participation in Belgium Bike Fest and for the associated administration and communications.
Data are used for direct marketing only on the basis of the Participant’s consent. This consent is freely given and may be withdrawn at any time and free of charge, without affecting participation in the event. Data are not shared with third parties for their own marketing purposes without separate consent.
The Participant has the right of access, rectification, erasure, restriction of processing, objection to processing and data portability. These rights may be exercised using the contact details in these terms and conditions. The Participant also has the right to lodge a complaint with the Belgian Data Protection Authority (Drukpersstraat 35, 1000 Brussels – www.gegevensbeschermingsautoriteit.be). Further information on personal data processing is provided in the privacy policy at www.belgiumbikefest.be.
Photographs and recordings may be made during the event in which Participants are recognisable. Surplace Sports may use these images to promote its events in print, film, video and online without any payment being due. A Participant who does not wish their image to be used for these purposes may notify the organiser at any time using the contact details provided, after which the organiser will act on the request within reasonable possibilities.
Comments and complaints
Comments must be submitted through one of the channels listed at the beginning of this document. Surplace Sports will always make reasonable efforts to address each comment within 10 days of receipt through one of those channels. If this is not possible, the Participant will be informed and an alternative timeframe proposed.
Validity of clauses
If one or more provisions of these terms and conditions are void or unlawful for any reason, this does not affect the validity of the remaining provisions.
Applicable law and jurisdiction
These terms and conditions are governed by Belgian law. Disputes concerning these terms and conditions fall within the jurisdiction of the courts for the area in which Surplace Sports has its registered office, without prejudice to mandatory provisions allowing consumers to bring proceedings before another competent court.
Contact details
Surplace VZW
Oude Steenweg 46
2530 Boechout
VAT BE0564.831.889
www.belgiumbikefest.be
info@belgiumbikefest.be
Maarten Dewachter – 0496 78 47 09 – maarten@surplacesports.be
Niels Pellegroms – 0497 64 26 28 – niels@surplacesports.be
Alexander Vrints – 0487 16 23 77 – alexander@surplacesports.be
Version: September 2026 – applicable to the 2027 edition of Belgium Bike Fest.