Booking can take place at a travel agency or by writing directly to the Operator, per letter, e-mail or fax. Bookings are confirmed when the deposit has been paid (see payment) and when you have received written confirmation. From this moment on, a travel agreement exists between the parties.
Day activities have to be paid by booking. When booking other activities, a deposit of 25% of the price have to be paid. The Operator shall issue an invoice for the remaining balance, which must be paid 12 weeks before the departure date. Bank fees and charges are paid by the Customers.
If you want to pay by creditcard a charge of 2,5% will be added to the total.
Cancellation fees for individual booking (up to 4 persons)
Cancellation must be made in writing (by letter/fax). Dependent on when we receive notice of cancellation, we will refund the price of the tour minus the following percentage of the price to cover our losses in connection with the cancellation fee:
90 days or more prior to departure: 5%
89-60 days prior to departure: 25%
59-30 days prior to departure: 50%
29-days or less before departure: 100%
Covid 19: Cancellations made no later than 48 hours before departure due to Covid 19 regulations from the authorities that makes travelling impossible will be refunded 100% minus external charges like bank and credit card fees.
Payment for group booking (more than 4 persons)
When booking is confirmed, a confirmation will be sent along with a deposit invoice of 40% of the total. The final invoice with the remaining balance is invoiced separately and must be paid 120 days prior to arrival.
Cancellation fees for group booking
Cancellation made 120 days prior to activity is refunded 100 %. Cancellation made 120- 91 days prior to activity is refunded 50 %. Cancellation made 90 days prior to activity is not refunded.
Only written cancellation is valid.
There will not be given any refund due to flight cancellation, no valid driver’s license or sickness. We recommend our customers to have travel insurance.
Arctic Adventures AS is the liable tour operator. The company acts on behalf of airline companies as stated in a separate section, and shipping companies and hotels/guest houses etc. included in the tour arrangements and is not liable for circumstances affecting the above companies etc., or for delays or losses, damage or costs incurred by circumstances beyond our control. We also reserve the right to make changes to the itinerary (both before and after booking has been confirmed) with the customer’s safety and comfort in mind. Changes may also be made in order to provide assistance to other persons or groups out in the field. Providing assistance in this way is normal practice in waters such as these, and shall be regarded as a part of the journey insofar as the occurrence cannot be said to have adversely affected the journey in general to a significant degree. The demanding conditions of the Arctic can lead to delays for flights and ships. Ice, fog and other weather conditions lead to difficult supply conditions, limited availability of services and no local public transport. Participants should be aware that changes may be made to the schedule, but the Operator will endeavour to ensure that the tour proceeds as planned as far as possible. The Operator reserves the right to use ships, transports and hotel other than those stated in the program.
The customer must adhere to regulations concerning conduct and guidelines given by the operator. Arctic Adventures reserves the right to refuse admittance to a trip if the customer is considered a safety liability, or if the customer behaves in such a way that he/she is of nuisance to the other participants on the trip.
Changes in price
We reserve the right to change the price without prior notice. The price of the tour can only be changed up to 20 days before departure after a confirmed booking. This may be necessary due to unforeseen changes in duties, taxes or transport costs. Should a price increase of this nature be in excess of 10 % of the price of the tour, the customer is entitled to cancel the arrangements with full compensation.
The Operator reserves the right to cancel any departure due to insufficient bookings up to 8 weeks before the departure date. The Operator also reserves the right to cancel any departure up until the date of that departure due to force majeure or other circumstances beyond the control of the Operator which prevent the customer taking the tour. Should this be the case, the amount of compensation payable by the Operator is limited to the amount the customer has paid the Operator.
If the customer feels that the tour is lacking in some way, he/she must immediately take the matter up with the tour leader or the Operator’s representative. If the problem is not rectified and the customer wishes to lodge a complaint when he/she return, a written complaint, stating the nature of the problem, should be sent to the Operator or the travel agent where the tour was purchased as quickly as possible and no later that one month after the tour is over. If the customer feels that the Operator’s/travel agent’s reply is unsatisfactory, he/she has four weeks to take the matter up with ”Reklamasjonsnemda for selskapsreiser” (consumer complaints board), PB 2924 Solli, 0230 Oslo, Norway.
The Operator has taken out liability and SAR insurance with Gjensidige A/S. The customer must have ordinary travel insurance in order to take part in the trip, and this may be purchased in travel agents or from insurance companies. Many people have an annual travel insurance policy which is either separate or forms part of broader insurance arrangements. Many creditcards do also have travelinsurance if you pay a certain part of the total with the card.