Terms & Conditions

TERMS AND CONDITIONS
It is important that you read our terms and conditions, and that you contact us if anything is unclear. It also requested that you read carefully what is written about the trip you will be attending, as this information is crucial to whether you can attend the trip or not.

EQUIPMENT LIST
For a detailed equipment list, check out the trip on it`s respective side. It is essential that you follow this list, because wrong or missing equipment can make it difficult for you to complete the trip in a safe and comfortable way.

QUESTIONS
For any questions, thoughts or comments, please send an email to post@arcticexplorers.no, or call us at +47 48 60 22 38. Planning and preparation are essential for a successful trip. We enjoy ourselves when we are talking about our trips, so no question is too silly, no thought unnessecary.

BOOKING, CANCELLATION, AND PAYMENT
We will be happy to answer your questions by mail, but the booking has to be done on our webpage. Our prices are in norwegian kroner, and our trips include everything that is necessary. We have no hidden prices or additional costs that are written in small print.

We require that 25% of the costs pr. trip pr. person is paid when you are booking your trip. The rest of the money must be paid latest 1 month before the tourdate, so we can plan well ahead. Is it less than a month before the trip when you book, the sum must be paid in full.

We spend many hours every day, because of last minute cancellations, trying to find replacement, mainly because people book many days to be sure to see lights, and if they see lights the first day, they often want to cancel the rest of the days. This work cost us a lot of time and money.

We will keep a cancellation fee of 10 %, but no more than up to NOK. 600,-, to cover this work if you cancel after you have paid us deposit or full payment. This is to cover payment for our people, that have to spend often hours trying to find others to join, often last minute.

if we find others to take your seat(s), we will no matter when you cancel refund you 90 %. If we find no one else, we will not refund you anything, if you cancel 9 days or less before the trip. (Not Svalbard sailing trip)

You get a 90 % refund if there is 10 days or more for the trip to take place. (Not Svalbard and Lyngen Alps sailing trips)

We will not keep 10 % booking fee if that amount exceeds NOK. 600,-. This is the maximum amount we will keep.

We will not pay back money due to bad weather. If the weather conditions are good enough to give us good chances to see northern lights, the tours go as planned. You will be surprised how different the conditions are further inland in rainshadows behind the big mountains, although the clouds are thick over Tromso.

Regarding our Svalbard trip it is like this: 25 % paid when you book. The rest, 75 %, will be paid 4 months before the trip. We need this arrangement because it would be challenging for us to receive last minute cancellations on this trip, since most guests book long time in advance.

PRIZES
All trip prices mentioned on the trip pages are pr. person, and not the total amount each trip costs.

LIFE LASTING DEPOSIT
We do not use a standard cancellation fee. You do not get all your money back if you cancel 9 days or less before departure, because the seat(s) you have booked and then canceled can be difficult to fill at such short notice, but we take care of the payment, except those 10 % we keep for the extra work this gives us.

You can always order a new adventure with us, and we will subtract the 90 % payment previously paid from the new trip cost. You will receive an email confirming this, and that is your proof of your right to use the deposit at a later date.



We understand that you may be interested in a different trip than the one you ordered, so this life lasting deposit is not tied to the trip you first ordered. You can use the deposit on any of our tours.

If you are feeling generous, it is okay if you give others the opportunity to take advantage of this deposit. Just let us know about it, so this amount can be deducted from a trip that is booked with us, by another person of your choice. With this solution with life lasting security deposit, we show that we understand that flexibility is crucial in the tourism industry.

 If you cancel a trip for the second time, in which you have confirmed the trip by your life lasting deposit, history will repeat itself, since we then will continue to keep this until you one day are ready for one of our adventures.

CANCELLED TRIPS
We reserve the right to cancel the trip due to insufficient participants. Those who have paid for a trip like this will of course get a full refund. We are not responsible for other expenses you have had while preparing for this trip, for example things like airline tickets, hotelrooms, equipment or other expenses.

INCLUDED
All the necessary equipment required on our our tours are included in the price. Prices include, if required, things such as head torch, all meals, hot drinks, pick-up near the starting place for your trip, transportation, guide, warm clothing, and all taxes. Flight to Tromso is not included in any of our prices. Please see each tour for more details.

CARS
Cars used on our trips are rented out to the guests in the group, so everyone can in fact, in theory, drive them on our tours, but we advise of course that our guides do the driving. This is up to the group to decide. We charge money for the guiding itself, food, serving, and equipment. No pay for transportation in cars, or for the driving.

UNEXPECTED COSTS
Delays may occur. The cost for such delays are not included if we are late because of traffic, roadworks, accidents, bad weather, landslides, sudden illness or other unexpected events.

The price of our tours can increase without prior notice although you have already paid for the trip. Our prices are published well in advance. If there in the meantime have been significant increases in the form of fees, like fuel taxes, which we cannot predict, we will let you know right away. International currency fluctuations may also have occurred. It is regrettable if the price increases, but it rarely increases considerably. If the price increases by more than 10%, you can cancel your trip and get all the money back if you want.

EQUIPMENT
Our equipment are top class. We only use equipment from solid, reputable brands which we know works. For a detailed overview of what equipment is necessary, please check the trip information. We have always with us what is needed to get the necessary assistance wherever we are. We have both cell phones, and we will always have with us what is necessary to ensure rapid and effective help if something should happen. We always have our extensive first aid equipment with us.

HEALTH AND MEDICINE
It is very important that you notify to us if you have medical problems, and what kind of medications you use. In consultation with a doctor, we will make sure that you get a safest possible tour with us. We leave nothing to chance, and will do everyhing necessary to ensure that your health will be taken into consideration. If you need contact with a doctor when you stay in Tromso, we'll arrange it for you.

We have the right to refuse participants to join the trip with us if we feel the trip is to physically and/or to mentally demanding for them. A full refund are given under such circumstances.

It is important that people with different health challenges contact their doctor to discuss any challenges regarding your health condition, with a focus on necessary medications, your ability to cope with cold and physically challenging trips, previous surgeries, or other relevant health issues.

YOUR RESPONSIBILITY
Our customers are responsible for selecting a trip that is suitable according to their interests and abilities. If there are any uncertainty about this, feel free to contact us.

Our customers are responsible for wearing the right kind of clothing and equipment adapted to our Arctic climate. We are thinking particularly of thermal underwear, warm shoes, mittens, scarf, and windproof outerwear. You do not need windproof clothing on our northern lights trips. The thermal suit is warm and windproof enough.

Use of gloves is not desirable for our winter trips, since we have not yet experienced a glove that can keep your fingers warm when it's winter here in the north. If you are uncertain about, or need to discuss which clothes or other equipment to bring with you, just contact us. Our equipment are included in the price.

Our guides really appreciate that all our customers demonstrate good, respectful, and inclusive manner. We consider an open and friendly contact with other people, often from countries other than oneself, as an enrichment of any trip, and as a golden opportunity to increase knowledge and self-development. Dare to be open in relation to the others on the trip, and you will get a better experience.

Our customers are of course responsible for their own behavior. We demand that local laws are followed, and will not tolerate the use of illegal drugs, or any violation of Norwegian law. Smoking is not permitted in our vehicles.

AGE
To book a trip from us, you must be 18 years old the day the trip will take place. Only people above 10 years old on our northern lights trips and boat trips. We can take younger people on our fjord excursion by car.

WARRANTY
We guarantee that our tours and our equipment are of high quality. We guarantee that we will do our best to meet your expectations. We cannot guarantee the things in which nature decides, and we cannot promise you that you will see the Northern Lights.

PHOTOS AND MARKETING
You agree that we can use images that we take of you or the other persons you booked on the trip during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use these images for publicity and promotional purposes. If your for some reason do not accept this, let us know, and we will take that into consideration. We will never use pictures of your face in marketing, without asking you first. If you say no, we will not use it.

LIMITATIONS OF
LIABILITY

Arctic Explorers, our guides, owners, shareholders, other employees, or agents assume no responsibility for our customers negligent or willful acts that lead to their own or others' death, personal injury, loss, damage, or deterioration of person or property.

When commenced trip, Arctic Explorers is not responsible for naturally occurring events, interrupted trip if others need emergency assistance at road accidents or nature-made accidents, illness within the tour group, broken equipment, food poisoning, theft, delays, strikes, terrorism, civil disturbance, government restrictions or other unforeseen events that delays, or causes an interrupted trip. Your money will be returned if something happens, that leads to a cancellation of the trip, or you will have the opportunity to go on another trip if available.

By payment to us the customer agrees to our terms and conditions.

ECOTOURISM
We offer sustainable and responsible tours. We offer tours where our small groups are an essential part of the concept of ecotourism, as small groups influences nature less than large groups. In small groups, the impact on nature are not as big, and we manage to be in nature without disturbing the wildlife unnecessarily. We preserve our natural and cultural heritage on earth, and its rich diversity. We support local communities, and we do what we can to ensure that the heritage that will be given to our children may be something we are proud of.

It is therefore natural for us to be a proud member of "The International Ecotourism Society", and with them we combine conservation, communities and sustainable travel.



DEFINITION OF ECOTOURISM
Ecotourism is defined as "responsible travel to natural areas that preserve the environment, and improve local living conditions."
 The main principles of ecotourism

 is about uniting conservation, communities, and sustainable travel. This means that those who implement and participate in ecotourism activities should follow the following ecotourism principles:


  • Minimize impact
  • Build environmental and cultural awareness and respect
  • Provide positive experiences for both visitors and hosts
  • Provide direct financial benefits for conservation
  • Provide financial benefits and develop local people at various levels
  • Increase sensitivity to host countries' political, environmental and social climate