Polar Trip Booking Conditions - UK (Agent)
1. Our contract
All bookings are made with Intrepid Travel Pty Ltd (ABN 35 007 172 456). By booking a trip with us you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice.
Dates, itineraries and prices are valid from 01 January 2014 until 15 March 2015. Beyond 15 March 2015 dates, itineraries and prices are indicative only.
3. Deposit requirement
You are required to pay a non-refundable deposit of £1,350 per person per polar voyage for your booking to be confirmed, except for the North Pole cruise (WQMN) where a £4,000 non-refundable deposit is required. To book sole occupancy of a cabin, the non-refundable deposit is 1.7 times the above amount, or 2 times the above amount dependant on the cabin category. If your booking is made within 90 days of the departure date then the full amount is payable at the time of booking.
4. Acceptance of booking and final payments
If we accept your booking we will issue a confirmation invoice. A contract will exist between us from the date we issue the confirmation invoice or if you book within 7 days of departure the contract will exist when we accept your deposit. Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the trip price is due 90 days before the departure date. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled.
5. Your details
In order for us to confirm your travel arrangements you must provide all requested details with the balance of the trip price. Necessary details include full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. If you are 70 years of age or over we also require you to complete and forward a Self-Assessment form. Your booking cannot be confirmed without provision of these details.
6. Cancellation by the traveller
If you cancel some or all portions of your booking cancellation fees will apply. A cancellation will only be effective when we receive written confirmation of the cancellation. If you cancel a trip:
• 180 days or more prior to departure, we will retain £1,350
• between 179 and 90 days prior to departure, we will retain the deposit
• less than 89 days prior to departure, we will retain 100% paid by you in connection with the booking. If full payment has not yet been received the full penalty will still apply and any unpaid balance is due immediately.
Note that different cancellation conditions may apply to some Short Break Adventures, Urban Adventures and additional services - please ask your booking consultant for details. Please note that for certain travel arrangements the cancellation charge may be higher than those shown. In certain cases a 100% cancellation fee applies as soon as the booking is made and the ticket is issued. Please ask for full details of cancellation charges at time of booking. You are strongly advised to take out cancellation insurance at the time of booking which will cover cancellation fees. If you leave a trip for any reason after it has commenced we are not obliged to make any refunds for unused services. If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made. The above cancellation fees are in addition to fees which may be levied by accommodation providers, travel agents or third party tour and transport operator fees.
7. Cancellation by Intrepid
We may cancel a trip at any time up to 56 days before departure, subject to clause 14. We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for us to operate the planned itinerary. If we cancel your trip, you can transfer amounts paid to an alternate departure date or alternatively receive a full refund. In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights. Please note that different cancellation conditions may apply to some Short Break Adventures and Urban Adventures - please ask your booking consultant for details.
8. Booking amendments
If you wish to transfer from one trip to another, this may be possible subject to the following conditions: Transfer only applies from one Arctic or Antarctic voyage to another Arctic or Antarctic voyage. A fee of £100 per person per change will apply plus any fees levied by the operator is due before a change can be made. Intrepid reserves the right to prohibit amendments between voyages. If you notify us less than 90 days prior to the proposed departure date the refund policy applicable to cancellations will apply. Amendments to any other arrangements made in conjunction with your trip will incur a £50 administration fee per booking per change. This fee is in addition to any charges levied by hotels, ground operators or airlines. No amendments are permitted to your booking within 10 days of departure.
The land price of your trip includes:
• all accommodation as listed in the Trip Notes
• all transport listed in the Trip Notes
• sightseeing and meals as listed in the Trip Notes
• the services of a group leader as described in the Trip Notes
The land price of your trip does not include:
• international or internal flights unless specified
• kitty as specified in the Trip Notes
• airport transfers, taxes and excess baggage charges unless specified
• meals other than those specified in the Trip Notes
• Visa and passport fees
• travel insurance
• Optional activities and all personal expenses
11. Prices & surcharges
Our trip prices are based on currency exchange rates published by OANDA in August 2013. We reserve the right to impose surcharges up to 28 days before departure due to unfavorable changes in exchange rates, increases in airfares or other transportation costs, increases in local operator costs, taxes, or if government action should require us to do so. In such instances we will be responsible for the first 2% of the additional costs and you will be responsible for the balance. If any surcharge results in an increase of more than 10% of the trip price you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund. We will not surcharge any booking for travel within the validity of this brochure once paid in full. Air Passenger Duty is included in the price of your air inclusive trip. In view of the current volatility of world oil prices, a fuel supplement may be added to the price of your holiday at the time of booking. Please note that a levy of up to 2.35% may be applied to all purchases made by credit card.
12. Age & Health requirements
Minimum General Policy: For the majority of our trips the minimum age is 15 at the time of travel. On polar voyages, the minimum age is 8 years old, and there are age and weight requirements for children. In addition, a child waiver form must be completed. All travellers under the age of 18 must be accompanied by a legal guardian, or, in lieu of a legal guardian, by an escort over the age of 18, appointed by their legal guardian. The legal guardian or their designee will be responsible for the traveller under the age of 18’s day to day care. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant document to delegate their authority. Please note we cannot guarantee triple or joining rooms for families; accompanying adults may be required to share with others in the group on a twin share basis. Variations: A minimum age of 18 applies to many Overland adventures, while a lower minimum age applies to Family trips and Short Break Adventures. Please check with your consultant or agent at the time of enquiry.
Maximum General Policy: For the majority of our trips we have no upper age limit, though we remind you that our trips can be physically demanding and a Self-Assessment Form is required for all passengers 70 years and over.
We are able to provide details on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements, recommendations for your destination and any costs. Where you do not do so and either are not allowed to enter any country, or suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements.
13. Passport and visas
You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries in which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip; please refer to the Trip Notes for details. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.
14. Travel insurance
Travel insurance is compulsory for all Intrepid travellers and should be taken out at the time of booking. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of US$200,000 for each of the categories of cover. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide proof of your travel insurance on the first day of your trip; you will not be able to join the trip without it. If you obtain travel insurance through us you acknowledge that you are satisfied with the level of insurance we have arranged.
You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.
16. Change of itinerary
While we endeavor to operate all trips as described we reserve the right to change the trip itinerary. Please refer to our website before departure for the most recent updates to your itinerary.
Before departure: If we make a major change we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.
After departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances the additional cost of any necessary itinerary alterations will be covered by you: please refer to the Trip Notes for your trip for details of Emergency Funds which you agree to carry, to be used in such instances. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.
17. Authority on tour
Our group trips are run by a group leader. The decision of the group leader is final on all matters likely to affect the safety or well-being of any person participating in the trip. If you fail to comply with a decision made by a group leader, or interfere with the well-being or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund. We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines.
18. Acceptance of risk
You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However it is also your own responsibility to acquaint yourself with all possible relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.
19. Limitation of liability
We contract with a network of companies, government agencies and individuals to assist in the running of our trips as agent for these third parties. We are not responsible for the acts and omissions of these third parties.
To the fullest extent permitted by law:
• any liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a trip, or any breach of the Booking Conditions, is excluded
• you release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a trip
• any condition or warranty which would otherwise be implied by law into these Booking Conditions (Implied Warranty) is excluded.
To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking.
Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.
20. Optional activities
Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your tour leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and activity provider.
21. Claims & complaints
If you have a complaint about your trip please inform your tour leader or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 30 days of the end of the tour.
In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
23. Photos and marketing
You consent to us using images of you taken 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 such images for publicity and promotional purposes.
25. Applicable law
The laws of Victoria, Australia govern these Booking Conditions to the fullest extent allowable. Any disputes in connection with a trip or these Booking Conditions must be initiated in the courts of Victoria, Australia.
26. Registered address
Intrepid Travel Pty Ltd,
Level 3/380 Lonsdale Street,
Melbourne VIC, 3000, Australia
27. Updating of terms and conditions
The Company reserves the right to update and/or alter these terms and conditions at anytime, and it is the Clients responsibility to be familiar with them. The latest terms and conditions can always be found on the Company website
www.intrepidtravel.com and will supersede any previous versions.