By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:
1. Booking & Paying For Your Arrangements
A booking is made with us when you pay us a deposit (or full payment by the balance due date) and we issue you with a booking confirmation. We reserve the right to return your deposit and decline to issue a booking confirmation at our absolute discretion. A binding contract will come into existence between you and us as soon as we have issued you with a booking confirmation electronically or otherwise, that will confirm the details of your booking and will be sent to you or your travel agent. Upon receipt, if you believe that any details on your booking confirmation or any other document are wrong you must advise us immediately as changes cannot be made later and it may harm your rights if we are not notified of any inaccuracies in any document within ten days of us sending it out (five days for airline travel documents).
The balance of the cost of your arrangements (including any applicable surcharge) is due not less than 70 days prior to scheduled departure. If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case we shall retain your deposit and any administration fee already applied to your booking.
Please note that deposits cannot be rolled over to a future year.
We endeavour to ensure that all the information and prices on our website (including quotes given) are accurate, however occasionally changes and errors occur and we reserve the right to correct prices (including quotes given) and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before you make your booking.
Adequate travel insurance is a condition of your contract with us. You must be satisfied that your insurance fully covers all your personal requirements including pre-existing medical conditions, cancellation charges, medical expenses, any and all excursions and activities you partake in and repatriation in the event of accident or illness. If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.
We reserve the right to amend the price of unsold trips at any time and correct errors in the prices of confirmed trips. We also reserve the right to increase the price of confirmed trips solely to allow for increases which are a direct consequence of changes in:
Such variations could include but are not limited to airline cost changes which are part of our contracts with airlines (and their agents), and any other transport providers.
However, if this means that you have to pay an increase of more than 8% of the price of your confirmed trip (excluding any amendment charges and/or additional services or travel arrangements), you will have the option of accepting a change to another trip if we are able to offer one (if this is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid to us, except for any amendment charges and/or additional services or travel arrangements. Should you decide to cancel for this reason, you must exercise your right to do so within 7 days from the issue date printed on your final invoice.
Should the price of your trip go down due to the changes mentioned above, then any refund due will be paid to you less an administrative fee of €50. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
There will be no change made to the price of your confirmed trip within 20 days of your departure nor will refunds be paid during this period.
Please note, where specified in our programme, half-price child places are offered on a subject to availability basis. To qualify, bookings must consist of a minimum of 4 passengers including 1 child between 2-11 years at the time of return travel. Minimum 4 persons excludes infants. If a half-price place is applicable it will be allocated to the youngest aged child. Should amendments occur to the booking resulting in a reduction in party numbers below the minimum requirement the half-price child place is forfeited and a revised invoice will be issued. Award of half-price child places is at our sole discretion and may be withdrawn or introduced at any time in accordance with management decision. Only 1 half-price child place will be granted, per booking. Promotional Offers cannot be combined.
5. Jurisdiction and Applicable Law
These Booking Conditions are governed by the laws of the Republic of Ireland and we both agree that the Courts of Ireland have exclusive jurisdiction over any dispute, claim or other matter which may arise between us (unless you live in England, Wales or Scotland, in which case you can bring proceedings in your local court under English, Welsh or Scottish law, as applicable).
6. Cutting Your Trip Short
If you are forced to return home early, we cannot refund the cost of any travel arrangements you have not used. If you cut your trip short and return home early in circumstances where you have no reasonable cause for complaint about the standard of accommodation and services provided, we will not offer you any refund for that part of your trip not completed, or be liable for any associated costs you may incur. Depending on the circumstances, your travel insurance may offer cover for curtailment and we suggest that any claim is made directly with them.
7. If You Change Your Booking & Transfers of Bookings
If you wish to change any part of your booking after our confirmation invoice has been issued, you must inform us by email at [email protected] as soon as possible. This should be done by the first named person on the booking. Whilst we will do our best to assist, we cannot guarantee that we will be able to meet your requested change. Please note the following terms apply:
Where we can meet a request, all changes within the same season and received prior to 70 days in advance of tour departure will be subject to payment of an administration fee of €75 per person per change, as well as any costs and charges incurred by us and/or incurred or imposed by any of our suppliers in making this change which often include any costs incurred to airlines for cancelled air travel documents and any additional cost incurred for new air travel documents at higher value (where scheduled airlines are concerned this will often be the total value of the original air travel documents as a minimum). You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible.
Where we are unable to assist you and you do not wish to proceed with the original booking or where a change request is received by us within 70 days of departure, such requests will be treated as a complete cancellation of the holiday involved. We will treat this as a cancellation by you and cancellation fees set out in condition 8 below become applicable.
Transfer of Booking:
If you or any member of your party is prevented from travelling, that person(s) may transfer their place to someone else, subject to the following conditions:
You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, cancellation charges as set out in condition 8 will apply in order to cover our estimated costs. Otherwise, no refunds will be given for passengers not travelling or for unused services.
8. If You Cancel Your Booking Before Departure
If you or any other member of your party decides to cancel your confirmed booking you must notify us by email at [email protected] Your notice of cancellation will only take effect when it is received in writing by us at our offices and will be effective from the date on which we receive it. Cancellations will always be acknowledged by us in writing.
Should one or more member of a party cancel, it may increase the per person trip price of those still travelling and you will be liable to pay this increase.
Since we incur costs in cancelling your arrangements, you will have to pay the cancellation charges as follows:
Period before departure in which you notify us
More than 70 days to departure
29 - 70 days prior to departure
50 % of trip cost
15 - 28 days prior to departure
75% of trip cost
0 – 14 days prior to departure
100% of trip cost
Please note that amendments charges are not refundable in any circumstances.
Important Note: Certain arrangements may not be amended after they have been confirmed and any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements in addition to the charge above.
If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
Where possible, we will deduct the cancellation charge(s) from any monies you have already paid to us.
Cancellation by You due to Unavoidable & Extraordinary Circumstances:
You have the right to cancel your confirmed trip before departure without paying a cancellation charge in the event of “unavoidable and extraordinary circumstances” occurring at your trip destination or its immediate vicinity and significantly affecting the performance of the trip or significantly affecting the transport arrangements to the destination. In these circumstances, we shall provide you with a full refund of the monies you have paid but we will not be liable to pay you any additional compensation. Please note that your right to cancel in these circumstances will only apply where the Department of Foreign Affairs advises against travel to your destination or its immediate vicinity. For the purposes of this condition, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination.
This condition 8 outlines the rights you have if you wish to cancel your booking.
9. If We Change or Cancel
As we plan your trip arrangements many months in advance we may occasionally have to make changes or cancel your booking and we reserve the right to do so at any time.
Changes: If we make a minor change to your trip, we will make reasonable efforts to inform you or your travel agent as soon as reasonably possible if there is time before your departure but we will have no liability to you. Examples of minor changes include (a) alteration of your outward/return flights by less than 12 hours; (b) changes to aircraft type or changes of carriers; (c) change of accommodation to another of the same or higher standard; and (d) change from a direct to an indirect flight, save where this would amount to a significant change. Please note that carriers such as airlines mentioned in our marketing materials, website or elsewhere may be subject to change.
Arctic weather conditions: Activities throughout your holiday are undertaken in Arctic weather conditions. The organisers reserve the right to vary the tour content and duration of activity in accordance with local safety practice. Duration of outside activities will vary in accordance with conditions applicable on the day and times and schedules specified in the itinerary are those expected to apply but will be adjusted locally to fit with current conditions. Parents and guardians are responsible at all times for the supervision of children travelling within their party for the total duration of the tour. Structures featured within our tours, built from ice, snow etc., e.g. Snow Holes, Snow Igloos are dependent on satisfactory levels of snow and means of its compactability. Where inappropriate conditions exist such structures cannot be provided as they are dependent on specific Arctic weather conditions prevailing. Tours within our website operate in the Arctic. Most pictures in the website depict snowy conditions. Lack of snow however would not be an acceptable reason for cancellation or compensation. The programme would be adapted to fit with this situation. The tour would continue with the other or alternative elements provided and there would be no right of cancellation due to lack of snow.
Day Tours: In the event of an aircraft diversion or delay in departure our total liability to you will be as follows: a delay in departure exceeding 4 hours where the Clients have not boarded the aircraft will result in the tour being cancelled with a full refund of payments made. In the event of aircraft diversion the following procedures will be followed: where the new airport of arrival is within a 150 mile radius of the original airport by road, bus transportation will be provided to the original airport and the tour will operate in full. To comply with flight crew regulations this will inevitably mean the departure from Lapland in the early hours of the following morning. For arrivals at airports outside a 150 mile radius a Day Tour based on appropriate services available in the locality at short notice will be provided, which of course may vary greatly to that offered in the tour described. In all the years of operation of Day Tours, thirteen have been cancelled and only five diverted to an airport. By agreeing to our booking conditions you accept our total liability to you in the event of tour cancellation will be a full refund of tour cost. We cannot be responsible for other out of pocket expenses such as overnight hotels, petrol, taxi fees etc.
Occasionally we may have to make a significant change to your confirmed arrangements. Examples of “significant changes” include the following, when made before departure:
If we have to make a significant change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the choice of:
You must notify us of your choice within 7 days of our offer. If we do not hear from you within 7 days, we will contact you again to request notification of your choice. If you fail to respond again, we will assume that you have chosen to accept the change or alternative booking arrangements.
We reserve the right to cancel your trip up until 10 weeks prior to departure date for overnight tours, and 4 weeks prior to departure date for day trips, for reasons of:
In such cases, no compensation or out of pocket expenses will be paid.
10. Force Majeure
Except where otherwise expressly stated in these Booking Conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by “Force Majeure”. For the purposes of these Booking Conditions, Force Majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak or existence of serious disease at the travel destination (including the ongoing effects of Covid-19) or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of or any guidance issued by any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events beyond our or the supplier(s) concerned control.
11. Special Requests
Any special requests must be advised to us at the time of booking e.g. diet, room location, a particular facility at a hotel etc. You should then confirm your requests by email at [email protected]
or telephone at +0044 01923 822388. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed by us. We do not accept bookings that are conditional upon any special request being met.
12. Disabilities and Medical Problems
Whilst we are not a specialist provider of disabled holidays, we will do our utmost to cater for any special requirements you may have. If you or any member of your party have any medical needs or disability which may affect your booking, please provide us with full details before you make your booking so that we can try to advise you as to the suitability of your chosen arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.
We make every effort to ensure that your trip arrangements run smoothly but if you do have a problem during your trip, please inform the Tour Manager through your Guide or via our Information Desk immediately, who will endeavour to put things right. If your complaint is not resolved locally, please contact by email at [email protected] or telephone at +0044 01923 822388.
If the problem cannot be resolved and you wish to complain further, you must send an email to [email protected] of your complaint within 28 days of the end of your stay, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. Failure to follow the procedure set out in this condition may affect ours and the applicable supplier’s ability to investigate your complaint, and will affect your rights under this contract.
14. Your Behaviour
All our customers are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of others. If in our opinion or in the opinion of any hotel manager or any other person in authority, your behaviour or that of any member of your party is causing or is likely to cause distress, danger or annoyance to any other customers or any third party, or damage to property, or to cause a delay or diversion to transportation, we reserve the right to terminate your booking with us immediately. In the event of such termination our liability to you and/or your party will cease and you and/or your party will be required to leave your accommodation or other arrangements immediately. We will have no further obligations to you and/or your party. No refunds for lost accommodation or any other arrangements will be made and we will not pay any expenses or costs incurred as a result of termination. You and/or your party may also be required to pay for loss and/or damage caused by your actions and we will hold you and each member of your party jointly and individually liable for any damage or losses caused by you or any member of your party. Full payment for any such damage or losses must be paid directly to the hotel manager or other supplier prior to departure. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you.
We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.
15. Our Responsibilities
Excursions or other tours that you may choose to book or pay for whilst you are on trip are not part of your contracted arrangements with us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.
17. Insolvency Protection
We provide security for the money you pay for your holiday and to bring you home in the event we become insolvent. The Package Holidays and Travel Trade Act 1995 (as amended by the European Union (Package Travel and Linked Travel Arrangements) Regulation 2019) require us to provide security for the monies that you pay for the package holidays booked from us and for your repatriation in the event of our insolvency. We hold Tour Operators Licence Number TO275 and Travel Agents Number 0409 issued by the Commission for Aviation Regulation, 3rd floor Alexandra House, Earlsfort Terrace, Dublin 2, D02 W773, Tel: + 353 1 6611700, Email: [email protected] and as a requirement have arranged an approved secured bond. This means that when you book a holiday with us you can be entirely confident that in the unlikely event of our insolvency before or during your holiday, any money you have paid to us is fully secured, and if you are overseas, that full arrangements will be made to repatriate you at the end of your holiday.
18. Entry, Passport, Visa and Immigration Requirements & Health Formalities
It is your responsibility to check and fulfil the entry, passport, visa, health and immigration requirements applicable to your itinerary. If you or any member of your party is 16 or over and haven’t yet got a passport, our recommendation is that you should apply for one at least 16 weeks before your arrangements. We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up to date position in good time before departure.
Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting. For further information contact the Passport Service at the Department of Foreign Affairs or visit https://www.dfa.ie/passports/.
Up to date travel advice can be obtained from the Department of Foreign Affairs, visit https://www.dfa.ie.
Non Irish passport holders should obtain up to date advice on entry, passport, visa, health and immigration requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling. We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any entry, passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any entry passport, visa, immigration requirements or health formalities.
You acknowledge that the suppliers providing your trip, including, airlines and other carriers, hotels and excursion providers, will need to comply with national and/or local guidance and requirements relating to COVID-19, and have implemented certain measures as a result. This may include specific requirements regarding personal protective equipment, such as use of face-masks by staff (and you may be required to wear a face-mask as well), social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitisation, limited entertainment options and limited food/drink availability. We do not expect these measures to have a significant impact on your enjoyment of the trip and all measures will be taken with the purpose of securing your safety and those around you.
19. Conditions of Suppliers
Many of the services which make up your trip are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us. Some of these terms and conditions may limit or exclude the supplier's liability to you, usually in accordance with applicable International Conventions. Copies of the relevant parts of these terms and conditions are available on request from us or the supplier concerned.
Please note, images used within the brochure and/or website of Santa and his elves are purely representative of the standards that are provided on our tours. Actual Santa and elves may vary in accordance with location visited.
20. Prompt Assistance
If, whilst you are on trip, you find yourself in difficulty for any reason, we will offer you such prompt assistance as is appropriate in the circumstances. In particular, we will provide you with appropriate information on health services, local authorities and consular assistance, and assistance with distance communications and finding alternative travel arrangements. Where you require assistance which is not owing to any failure by us, our employees or sub-contractors we will not be liable for the costs of any alternative travel arrangements or other such assistance you require. Any supplier, airline or other transport supplier may however pay for or provide refreshments and/or appropriate accommodation and you should make a claim directly to them. Subject to the other terms of these Booking Conditions, we will not be liable for any costs, fees or charges you incur in the above circumstances, if you fail to obtain our prior authorisation before making your own travel arrangements. Furthermore, we reserve the right to charge you a fee for our assistance in the event that the difficulty is caused intentionally by you or a member of your party, or otherwise through your or your party’s negligence.
21. Department of Foreign Affairs Advice
You are responsible for making yourself aware of Department of Foreign Affairs advice in regard to the safety of the countries and areas in which you will be travelling and to make your decisions accordingly. Advice from the Department of Foreign Affairs to avoid or leave a particular country may constitute Force Majeure event. (See condition 10).
22. Advance Passenger Information
Published October 24, 2022
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