The present agreement between Participant(s) and Mike Reyfman (Organizer hereafter) on behalf of Vega Expeditions AS (Operator hereafter) is for booking an allocation and full board on the Expedition Cruise on the M/V Freya for the Svalbard departure from June 27, 2023 to July 6,2023. Trapper's lodge-style Basecamp hotel accommodation with breakfast on June 26th is also included in the price.
The agreement is valid from the moment of paying the deposit to July 6,2023. Parties agree that payment obligations and other obligations listed in this agreement are to survive the contract termination in case those are not completely fulfilled.
To book a place on the expedition, you need to:
*All payments are non-refundable. This is dictated by the terms of the contract between the Organizer and the Operator.
We understand that unforeseen circumstances may force you to cancel your participation in our trip. The full refund will be issued if you find a full-paying customer taking over your spot. Please let us know as soon as possible if you have to cancel and we will try to find replacement on your spot.
Organizers reserve the right to cancel the itinerary due to insufficient reservations.
In the very unlikely event that the itinerary is canceled prior to departure, Organizer will provide a full refund of all collected funds. This refund will be the limit of the Organizers liability. Organizer is not responsible for any expenses incurred by trip members in preparing for the trip, including non-refundable or penalty-carrying airline tickets, special clothing, or other trip-related expenses.
In case of cancellation of the tour by the Operator for reasons related to COVID-19 participants will receive a voucher for the amount paid for a period of 12 months with the possibility of renewal up to 24 months. If it is impossible to redeem the voucher within the specified period, the deposited funds will be returned to the participants in full.
Force majeure means any event beyond the reasonable control of the Organizer and Operator that is inevitable and extraordinary, including but not limited to natural disasters / adverse weather conditions, epidemics, pandemics or any other viral outbreaks, global health emergencies, pollution, public unrest / strikes, war, changes in laws or regulations, coercive measures by the state or quarantine, which make the execution of the route and services on board partially or completely impossible, give the Operator the right to postpone / cancel the expedition.
The Organizer and Operator will make every effort to suggest alternative dates for the expedition. All participants will receive a personal voucher for the amount paid. The voucher will be valid for 12 months from the original date of departure and can be renewed for another 24 months.
If a participant is late in payment for more than 30 calendar days, all previously made payments expire, and the application for participation in the tour will be canceled.
By direct permission, and on a limited basis, name changes on a reservation can be made at a fee of USD 300 per person, but not less than 90 days before the departure.
Children must be at least 15 years of age to participate in the expedition cruise. However, Organizer may accept children ages 12-14 on a case-by-case basis after additional consideration by the Organizers.
This voyage is conducted in English. If you speak other language, please let us know. On this trip assistance is also available in Dutch, French, German, Swedish, Ukrainian and Russian languages.
All passengers are subject to instructions or regulations given by the Captain, Expedition Leader and Tour Leader.
The itineraries published on the website and in any other sources serve as examples only. Real itineraries of any expedition cruise (including all scheduled landings and excursions) in polar regions are heavily dependent on weather and ice conditions. Occasionally, conditions and/or safety concerns require itinerary changes. Тhe Captain, Expedition Leader and Tour Leader will accordingly make every effort to find the best alternative to the original itinerary while keeping passengers informed and updated. It is understood that such decisions will be made in the interests of all passengers aboard and with regard to the safety of the vessel.
Itinerary changes are not subject to passenger approval/consent and in the event of such a change no refunds or price adjustments are possible.
Operator expressly reserves the right to change the itinerary, the date or place of departure due to weather conditions, availability of anchorages, political conditions and other factors beyond Operator's control without consulting the participants. Placement of a booking with Operator amounts to an acknowledgement that itinerary changes are possible.
Organizer reserve the right to use photographs and/or videos taken during the operation of the voyage for promotional purposes. Passengers may not charge for their appearance in any photographs or video.
Smoking in cabins or public areas of the ship is strictly prohibited by safety regulations. There will be a designated smoking place outside in a sheltered area.
Alcohol beverages are available for sale in the on-board bar. Organizer reserve the right to refuse alcohol to anyone deemed to be intoxicated.
On-board payments. All payments are in US dollars or Euro. Passengers may run a tab that must be paid prior to disembarkation. Payments can be made in cash or via credit card.
There are no specific physical requirements for travel in polar regions. However, the purchased expedition cruise is a cruise in the remote region of the world on a ship. Please note that there is no specialized medical assistance available in these regions. Passengers with certain medical/health issues may not be appropriate for this type of expedition and are advised to exercise appropriate caution.
Prior to boarding, specific passenger information is required by Operator for passenger safety and for international reporting regulations. Required information must be completed and submitted at least 60 days prior to departure. Final documents cannot be issued for passengers whose information has not been received.
We require all passengers to submit basic medical information prior to departure. Upon receipt of that basic medical information, specific physical conditions may necessitate additional documentation from a passenger's physician certifying fitness to travel on a polar expeditions voyage. If additional medical confirmation is requested, boarding will not be allowed absent receipt of that confirmation.
Important Notice: Please be advised that prospective passengers must carefully consider whether their health condition is adequate for participation in the expedition cruise taking place in remote regions.
If the passenger decides to participate in the cruise in spite of a medical condition and/or the concerns of their physician and their condition deteriorates while aboard, requiring emergency evacuation that the passenger's insurance company does not recognize as appropriate and/or legitimate, all evacuation expenses will be borne by the passenger.
Operator has a pregnancy policy that women are welcome with explicit doctor's permission and having signed a specific waiver.
Please note that regardless of general eligibility there may be instances where environmental conditions require a level of fitness/mobility. In these cases, individual participation in the landing(s) in question may be restricted by the Captain or Expedition Leader.
It is mandatory for all passengers to carry adequate travel insurance that must contain medical, evacuation and repatriation coverage. Passengers must ensure that their purchased insurance includes cruise travel in the polar regions, and has evacuation and repatriation coverage of no less than US$ 200,000 per person. As part of the pre-departure forms that passengers complete, the Operator requires information as to the insurance company name, policy number, amount of coverage and 24-hour contact number. Any risks not covered by the insurance policy provided are the responsibility of the passenger at his/her own expense. Passengers must have proof of insurance while aboard and produce it if requested.
The payment of a deposit or other payments for a reservation on this tour shall constitute consent to all the provisions contained herein.
Operator and Organizer are not responsible for any costs or penalties relating to air transport or other services that are cancelled. Operator and Organizers are not liable for failure to provide the services or accommodations offered to the extent that such services or accommodations cannot be provided due to force majeure or other circumstances beyond its control.
Operator and Organizer shall not be held liable for (a) any damage to, or loss of, property or injury to, or death of, persons occasioned directly or indirectly by an act or omission of any other provider, including but not limited to any defect in any aircraft, watercraft, or vehicle operated or provided by such other provider; and (b) any loss or damage due to delay, cancellation, or disruption in any manner caused by the laws, regulations, acts or failures to act, demands, orders, or interpositions of any government or any subdivision or agent thereof, or by acts of God, strikes, fire, flood, war, rebellion, terrorism, insurrection, sickness, quarantine, epidemics, theft, or any other cause(s) beyond their control. The participant waives any claim against Operator and Organizers for any such loss, damage, injury, or death. In the event of Itinerary change due to any unforeseen circumstances or due to force majeure Operator and Organizer are not to be held liable for any costs incurred by passengers in this case and no refunds or price adjustments are possible.
By registering for our voyage, the participant certifies that he/she does not have any mental, physical, or other condition or disability that would create a hazard for him/herself or other participants. Operator reserves the right in their sole discretion to accept, decline to accept, or remove any participant from a voyage.
Operator and Organizer reserve the right, without penalty, to make changes in the published itinerary whenever, in their judgment, conditions warrant, or if they deem it necessary for the comfort, convenience, or safety of participants.
If a passenger misses any scheduled departure flight, Operator and Organizer shall not be liable for any costs, expenses or damages incurred by the passenger as a result of his/her action and no refund of fare shall be granted.
Baggage and personal effects are at all times the sole responsibility of the participant.
Passengers are not permitted to bring or have on board any pets or animals, firearms, flammable or hazardous items, controlled or prohibited substances or drugs.
We are taking the situation with the pandemic seriously and the safety of participants and partners is our top priority. We will be monitoring and following all advice given by WHO. If the COVID-19 persists, we will use updated guidelines to make sure we can offer SAFE TRAVEL for our clients and partners.
Depending on the COVID-19 situation we may require а proof of vaccination from all participants.
Acceptance of the initial services to be provided on the trip shall constitute an acceptance by the trip member of these terms and conditions. On advancement of deposit to Organizers, the depositor therefore agrees to be bound by the above-recited Terms & Conditions.