Terms & Conditions
TERMS & CONDITIONS
Terms and Conditions for ESCORTED & INDEPENDENT Tours
DEPOSITS: A 25% deposit of tour price is required at the time of confirmation, except for Greenland tours that require a 50% deposit.
FINAL PAYMENT: Final payment is due no later than 60 days prior to departure. Failure to comply with this requirement may result in automatic cancellation of the reservation and forfeiture of deposit.
DEPARTURES: Escorted Tour departures are guaranteed only if so stated. Non-guaranteed departures can be cancelled up till 4 weeks prior to departures.
In such cases we will make every effort to provide similar alternative arrangements, if not possible a full refund will be given constituting full settlement.
CANCELLATION AND REFUNDS: Cancellation fees are assessed as a percentage of the total tour price. Notification of cancellations must be in writing.
Up to 60 days prior to tour departure a refund will be paid less a 25% (50% for Greenland) cancellation fee of total tour price. Between 59 and 31 days prior to tour departure a refund will be paid less a 50% cancellation fee of total tour price. Cancellations received between 30 and 15 days prior to tour departure a refund will be paid less a 75% cancellation fee of total tour price. Cancellations received inside 14 days prior to departure a 100% cancellation fee apply of total tour price.
NOTE!! Unused portions of any tours are non-refundable. No exceptions.
ADDITIONAL FEES: Changes to reservations made after confirmation are subject to a fee of $50.00 per person per change until 60 days prior to departure. Thereafter until 31 days prior to departure the fee is $100.00 per person per change plus any fees levied by hotels or other suppliers. No changes are permitted 30 days or less prior to departure.
Special requests/changes are not guaranteed to be available.
TOUR COMPANIES: ScanAm does not operate tours but only acts as a seller. Accordingly any legal issues against local tour operators shall be adjudicated in accordance with the prevailing laws in it’s home country.
TIPS AND TAXES: Included throughout the itineraries except for Tour Escort, Coach Driver and Local Guides. Airline fuel surcharges, departures taxes & U.S. Security fees are additional.
INDEPENDENT TOURS: Independent Tours include any of SCANAM WORLD TOURS’ unescorted tour packages as well as any related special independent or custom arrangements including car rentals.
PAYMENT: Full payment of total tour price is due when all arrangements have been confirmed and invoiced. A VISA, Master Card, American Express or Discover Card is required at the time of booking to cover possible ensuing change or cancellation charges. Final payment accepted by check, VISA, Master Card, American Express or Discover Card.
CANCELLATION OF TOUR PACKAGES: From time of confirmation, verbal or written, until 31 days prior to departure 25% cancellation fee apply. 30 to 15 days prior to departure, 50% cancellation fee plus any additional charges levied by hotels or other suppliers. 14 days or less prior to departure, no refunds. In the case of air tickets, rail tickets or cruises, conditions of the airlines, rail lines and cruise lines and/or their legal representative will apply if more strict than those of SCANAM WORLD TOURS.
Refunds will not be made if above procedures are not followed.
CHANGES TO TOUR PACKAGES: From time of confirmation, verbal or written, until 15 days prior to departure, $100.00 per person fee plus any additional charges levied by hotels or other suppliers. 14 days or less no changes can be made. NOTE!! If client chooses to make changes to tour packages while in Scandinavia there will be NO REFUNDS for unused portions.
TOUR PLANNING FEE: For clients that need assistance with CUSTOM arrangements, i.e. detailed tour planning that involves products, services and areas outside our brochure content, we offer our services at a $50 per hour planning fee, starting at a minimum of $50. The fee is non-refundable and must be pre-paid prior to any quotes being provided. However, the fee will be applied to any travel services booked with ScanAm.
TRAVEL INSURANCE: We strongly recommend the purchase of travel insurance. Please see our website for a link to AIG-TRAVEL GUARD INTERNATIONAL or call us for a brochure.
HOTELS: When necessary substitutions are of similar quality standard.
MEALS: Full breakfasts are included at all hotels. Lunches and/or dinners are included only where specifically listed in the itineraries. Lunch and/or dinner can be Scandinavian buffet style or 2-3 course set menu. Beverages are not included.
NOTE! Clients that book the Hurtigruten full cruises should be aware that deposits and final payments are charged directly to your credit card by Hurtigruten in Norway as they no longer have a booking office in North America effective with 2010 sailings.
Even though payment processing is in U.S. Dollars, some credit card companies may charge a Foreign Transaction fee. Make sure you check with your credit card companies for rules and fees before providing us with your card. Hurtigruten can not reverse charges once processed.
PASSPORTS: A valid passport is required by all US citizens traveling to any of the Nordic/Scandinavian countries as well as the Baltic/Russia.
The passport must be valid a minimum of 6 months after your RETURN date to the U.S.
VISAS: U.S. Citizens do not currently need a visa in order to visit the Scandinavian Countries. A visa is required for travel to Russia. Presently visas for the Baltic Countries of Estonia, Latvia and Lithuania issue visas when entering each country and visa fees are paid locally. Make sure you check with each country’s Consulate to ensure that there are no changes to these rules.
NOTE! Clients are resposible for any/all loss or damages resulting from improper passports, visa or other personal documents.
BAGGAGE: At owner’s risk.
TOUR COST: Where quoted in US dollars, the amount is based on the exchange rate and VAT tax in effect on November 15, 2012 and may be subject to change if exchange rates fluctuate or VAT tax levels are increased. Bookings made inside 30 days will be subject to a document delivery fee of $25.00.
PRICES: US dollar prices are subject to change until paid in full.
HANDLING FEE: A non-refundable handling fee of $25.00 will be added to all bookings.
RESPONSIBILITY: SCANAM, its general agents and local agents give notice that all tickets and coupons issued by them and all arrangements for transport and conveyance, or for hotel accommodations, are made by them as agents only on the expressed condition that they shall not be liable for any injury, damage, loss, accident, delay or irregularity which may be occasioned either by reason of any defect in any vehicle, or through the acts or default of proprietor or servant. The operators and/or associated companies accept no responsibility for losses or additional expenses due to delays or changes in train, steamer, or other services, sickness, weather, epedemics, quarantine, strikes, Acts of God, or other causes. All tour itineraries may be affected by alterations in steamship, air, or railroad services of the various countries or by other causes. The rights are reserved to cancel a not guaranteed tour prior to departure. In such cases, full refund of all payments will constitute full settlement with the passenger.
AIRLINE CLAUSE: Where airlines are included in the travel arrangement, the involved airline(s) are not to be held responsible for any act, omission, or event during the time the passengers are not aboard their aircraft. The passenger ticket in use by the airline, when issued, shall constitute the sole contract between the airline and the purchaser of the tickets and/or the passenger.
SAS AIRLINE CLAUSE: Neither SAS nor any other IATA carrier shall be liable for any loss, damage, injury, accident, delay or irregularity which may be occasioned by reason of defect in the goods or services provided or through the acts of commission of any person or company performing or rendering the services other than carriage by air described in the applicable supporting literature. The services described in this material, other than carriage by air furnished by SAS or any other IATA carrier, are furnished by independent contractors who are not servants of or joint ventures or partners with SAS. Notwithstanding the foregoing, SAS transportation shall be subject to its respective contract of carriage.
NOTE!! Arctic weather conditions and limited capacity in Greenland may cause traffic delays resulting in interruptions, limitations or changes in the itinerary. This may result in extra expenses to cover meals, hotel accommodation and/or transportation not foreseen in the program’s. Such expenses have to be paid directly by passengers themselves. The local tour operator and ScanAm cannot accept any responsibility, economic or otherwise for such changes.
Also note that optional tours can be cancelled or changed due to local conditions without prior notice.
Mosquitoes are prevalent in July and August and you are advised to bring repellants, proper clothing and/or medicine in case of allergies.
When booking Greenland Tours clients agree to these special conditions!
TRAVEL AGENCY RESPONSIBILITY: In order to avoid misunderstandings, please be sure that clients are informed about any cancellation and/or change fees applicable to their travel program