Arctic Booking Conditions

Please read the following booking conditions carefully and make sure you understand them before booking your holiday. By paying your non-refundable deposit to Talior-Made Journeys Pty Ltd trading as Arctic Travel Centre you are accepting these conditions.


1. Tour costs
Costs are based on ground costs, airfares and exchange rates at the time of booking. While we make every effort not to increase prices, in the event of exchange rate fluctuations, increases in hotel rates, airfares, entrance fees, fuel costs or increases in ground operator fees, we reserve the right to amend our prices, with or without notice, at any time up to and including the day of departure. Acceptance of this arrangement is an express condition of making a booking.
Fares are quoted in US dollars (US$ – Ocean Nova, Akademik Sergey Vavilov, Akademik Ioffe) and Australian Dollars (2018 AU$ – Greg Mortimer, 50 Years of Victory and Sea Spirit, National Geographic Explorer).
Rates for voyages, flights are based on tariffs and exchange rates in effect at the time booking and are subject to change prior to departure. Substantial changes in tariffs, exchange rates and the price of fuel, services and labour sometimes increase the cost of expedition arrangements significantly. Arctic Travel Centre reserves the right to alter prices or introduce surcharges accordingly, even if payment has been received in full. All travellers are required to pay for their excursions and additional purchases in conjunction with their excursions in the same currency.
Discounts and Promotions; Arctic Travel Centre has the right to limit, withdraw or change any and/or all discounts and promotions without notice and/or compensation.


2. Not included in your tour costs
Airfares unless otherwise stated, visa and passport costs, travel insurance, excess baggage, airport departure and ticket taxes, laundry, postage, telephone calls and items of a personal nature, vaccination and medical expenses, meals not mentioned in itinerary, beverages, and gratuities.


3. Insurance
It is a condition of booking with Arctic Travel Centre that you take out comprehensive travel insurance (including voyage cancellation coverage and helicopter medical evacuation insurance) for the full duration of your holiday. We suggest that you take out insurance at the time of booking and that the policy should include, but not be limited to, the following features: loss of deposit through cancellation; injury; death; theft; loss of luggage and personal items; curtailment of tours en route; medical expenses; cancellation of advance purchase airfares; additional expenses to cover hotel accommodation and repatriation costs to Australia should your tour need to be extended or curtailed due to illness while overseas, or due to a need to return because of an unexpected death or illness of a close relative.


4. Changes and transfers
Should you wish to make changes (not including transfers) to your booking after confirmation has been advised, a fee of $75.00 per booking will be levied on each change made. Any changes requested by you after final documentation has been issued will incur a fee of $150.00 per booking plus any other fees levied by hotels, ground/cruise operators and/or airlines. We will do our best to process and obtain confirmation of your changes but it is important to realise that changes, especially close to departure date, can take some time to confirm and some may not be possible.
Transfers of Deposits or Payments to Alternative Voyages
Should travellers be unable to take the expedition they originally booked but would like to travel on an alternative date, it may be possible to transfer deposits or payments from the original booking to an alternative voyage. Arctic Travel Centre reserves the right to prohibit transfers on any of its voyages. Should a transfer request be granted, a change fee will be charged by the cruise operator.


5. Itinerary variations
It is possible that circumstances beyond our control may necessitate a route or itinerary change and, in the event of such an occurrence, we reserve the right to cancel or re-schedule tour departures and itineraries. Where it is necessary to change a hotel, we reserve the right to substitute accommodation of a similar standard. No refund will be available in the event of an itinerary or hotel change. The itinerary described is subject to change at the discretion of the ship’s Captain and voyage Expedition Leader. This is an expedition to a remote part of the world and the ship operator reserves the right to change the itinerary due to weather conditions, availability of anchorages, political conditions or other factors beyond its control, without consulting the traveller. It is understood that such decisions will be made in the best interests of all travellers aboard and with regard to the safety of the vessel. The traveller has no right to any refund or other considerations in the event of these itinerary changes. The traveller must be in possession of a valid passport and any visas, permits and certificates that are required for the duration of the services provided by Arctic Travel Centre, and shall arrange for such vaccinations as are normally recommended for the countries through which he/she intends to travel.


6. Cancellation
If it becomes necessary for you to cancel your tour, you must notify us in writing. Upon receipt of your written notification, cancellation will take effect and the ship operator will apply per person. You will also be liable for any additional penalties levied by hotels, ground operators and/or airlines.

Cancellation by Ship Operator/Cruise Company
Arctic Travel Centre is an independent travel agent we are not the voyage/cruise operator.  We work with a number of Arctic ship operators/cruise companies.  On the rare occasion that a ship operator/cruise company cancels a voyage we will inform you as soon as we receive official notification from the ship operator/cruise company.  We will pass on any offers by the ship operator/cruise company of: alternative voyages, assistance with re-booking services, or refunds.

Please note that in the event of cancellation of a cruise by the ship operator/cruise company Arctic Travel Centre is not responsible for the cost of re-booking any additional travel arrangements, other items, including those not purchased through Arctic Travel Centre.  Arctic Travel Centre will do all we can to obtain refunds for unused services we have booked in conjunction with the cruise.

Cancellation by Arctic Travel Centre

Arctic Travel Centre reserves the right to cancel any service prior to departure, in which case payments made will be refunded without further obligation on our part.

Force Majeure
Arctic Travel Centre’s partners (ship operators/cruise companies) has the right in the case of force majeure (e.g. war, uprising and natural disasters, abnormal/exceptional weather and ice conditions, legal stipulations of the local/regional authorities, and “acts of God”) to cancel your trip. Arctic Travel Centre may not be held liable for any claims made due to force majeure. If situations of force majeure occur during the trip, Arctic Travel Centre or its representatives will try to offer an alternative program. If this should prove impossible, Arctic Travel Centre, its representative, or you are entitled to cancel the trip. In such a case, Arctic Travel Centre will not be held financially liable. However, in the event of any cost savings, Arctic Travel Centre shall refund these monies to you.
Arctic Travel Centre or your travel agent is obliged to assist you in obtaining a return trip/flight, however, in such circumstances you are responsible for any costs incurred. Arctic Travel Centre is not liable for costs incurred by you in preparation of the tour, nor for reservations of travel components (such as, but not limited to, flights, hotels, connecting programs, travel insurance) which are booked elsewhere in combination with the trip booked with Arctic Travel Centre.


7. Refund/unused services
No refund is available for cancellation after travel has commenced. If you make any alteration to any portion of your holiday while you are away, costs incurred by such alteration will be at your own expense. After the holiday has commenced, no refunds are available for any services/ground content provided in the tour price but not utilised by you for any reason.
Adventure Options (e.g. kayaking & camping) Prices quoted are based on group participation and no refunds will be made for any part of the program in which you choose not to participate, including kayaking, camping, cross-country skiing, snow-shoeing, or mountaineering, or which, at the discretion of the Captain and Expedition Leader, may or may not proceed for operational reasons or due to adverse conditions. It is understood that refunds cannot be made to travellers who do not complete the services for any reason whatsoever.


8. Health and immigration
Medical forms, or, if applicable, a direct online link to the cruise operator’s required forms, will be sent to you via email once your deposit has been received. You must review and complete the forms immediately (one for each person travelling) and, if not completed via the operator’s link, return them to Antarctica Travel Centre or your travel agent. Questions that relate to your physical or mental suitability may need to be completed by a medical practitioner. Medical forms must be filled out in full, honestly and accurately, and disclose all medical history and information. Should your medical situation change after submitting the medical forms, it is your responsibility to advise Arctic Travel Centre (or the ship operator / cruise company) immediately. The information submitted will be reviewed and Arctic Travel Centre (or the cruise operator) reserves the right to ask for further information, clarity on information, or for documentation from your medical practitioner.
Arctic Travel Centre (or the ship operator / cruise company) reserves the right to deny passage to any traveller on reasonable medical grounds. For travellers who book within 90/120/180 days of departure (which varies dependent upon the cruise operator’s booking term)s , completed medical forms must be received within 7 days of making payment. The cruise operator reserves the right, at its sole discretion, to deny boarding, without refund or resulting expenses, to any traveller at the pier for any reason, including but not limited to the event that the on-board medical officer determines the traveller not to have disclosed accurate medical information. It is also your responsibility to provide information of any pre-existing medical conditions and/or disability that could reasonably be expected to affect your booking, as well as the enjoyment of others on the trip. Arctic Travel Centre (or the ship operator / cruise company) reserves the right, at its reasonable discretion, to refuse your participation on a trip and/or cancel your booking.
You should familiarise yourself with any health or visa requirements that may be applicable in the areas you intend visiting, and you shall be responsible for all exit, entry, health and other documents required by laws, regulations, orders, demands or requirements of the countries visited or transited. You shall carry a valid passport at all times.


9. Consular advice
We recommend you contact the Australian Department of Foreign Affairs & Trade for current official travel advice concerning the countries you will visit.


10. Common sense
Common sense and ordinary care before and during travel must be exercised. We cannot be held responsible for problems, damage or loss of enjoyment brought about by a lack of reasonable care, understanding or attention by you.


11. Documentation
It is your responsibility to check all air tickets and vouchers immediately upon receipt and to contact us at once if you believe any bookings have been made incorrectly or necessary documentation has been omitted. Please note that route maps provided by us are for general information and may not necessarily indicate exact routes. Arctic Travel Centre has done its utmost to ensure that all tour descriptions, information and documentation issued is accurate in any printed or online media, brochure or publication. This information provided is given in good faith; however, things change and some of the information may become out of date. Arctic Travel Centre shall not be liable for any injury, damage or loss caused by any unintended inaccuracy.


12. Airline responsibility clause
This brochure is not issued on behalf of, and does not commit, any airline whose services are used in the course of the tours, such services being subject to the airline’s conditions of contract.


13. Responsibility
These booking conditions form part of the general conditions as does the PASSENGER TICKET CONTRACT. Payment of a deposit is an acknowledgement that you have read, understood and accept the terms and conditions of Tailor-Made Journeys Pty Ltd trading as Arctic Travel Centre and that we act only as an agent for carriers, hotels, ground operators, coach companies and suppliers of other travel services (suppliers) used on these tours. All bookings are subject to the terms and conditions of the liability imposed by the other suppliers, some of whom limit or exclude liability in respect of death, personal injury, delay, loss of or damage to baggage. All tickets and documents are issued subject to the terms and conditions under which the suppliers provide the services. We accept no responsibility for carrier-caused delays, schedule changes, sickness or accidents. You accept that you may be travelling through areas of political or climatic instability, high altitude and remote areas, and areas without proper medical services, and you accept the associated risks. Should we deem it desirable for political, climatic or other reasons, to amend or vary any itinerary, we may do so by shortening, varying or completely re-routing the trip in which case no objection will be made by the participant.
You authorise the company and its suppliers to take all necessary action in respect of medical treatment and emergency evacuation and agree that all associated costs are to be paid by you. The terms and conditions are incapable of alteration or waiver by us or any agent and by making a booking you, your next of kin, heirs, administrators and executors, accept all the conditions of contract and are bound by them.
Compensation for personal injury is limited in accordance with the provisions of any applicable International Conventions. These include, for example, in the course of road travel, air travel, rail travel, sea travel, or hotel accommodation and are limited to the provisions of, respectively, the Geneva Convention 1973, the Warsaw Convention as amended by the Hague Protocol 1955, the 1961 Berne Convention, the 1974 Athens Convention and the 1962 Paris Convention.
Limitation of Liability
Antarctica Travel Centre purchases transportation, hotel accommodations, and other services from various independent suppliers that are not subject to its control. Neither Arctic Travel Centre, its affiliates, owners, officers, agents, employees, nor any associate organisation, shall be held liable for any act, default, injury (including death), loss, expense, damage, deviation, delay, curtailment or inconvenience caused to or suffered by any person or their property, howsoever arising, which may occur or be incurred by any organisation or person, even though such act, default, injury, loss, expense, damage, deviation, delay, curtailment or inconvenience may have been caused or contributed to: (a) by the act, neglect or default of Antarctica Travel Centre, or of any persons for whose acts it would otherwise be responsible, or (b) defects or failures of any aircraft, vessel, automotive vehicle or other equipment or instrumentality under the control of independent suppliers. In issuing tickets for transportation of the travel by any means and making arrangements for travel, hotel or other accommodation, Arctic Travel Centre is not acting as principal but only as agent for the companies, corporations, owner, public carriers or persons providing or offering the means of transportation and accommodation. You further understand that Arctic Travel Centre neither owns nor operates such third party suppliers and accordingly, agree to seek remedies directly and only against those suppliers and not hold Arctic Travel Centre responsible for their acts or omissions. In no event will Arctic Travel Centre be responsible for incidental, consequential or special damage or loss suffered by any person.
Arctic Travel Centre’s maximum liability, for any reason whatsoever, will be limited to the amount paid to Actic Travel Centre for its services. Without limitation, Arctic Travel Centre is not responsible for any negligent acts, or acts which are beyond its control, including but not limited to acts of God or force majeure, weather emergencies, breakdown, or failure of diving or mechanical equipment, government actions, inclement weather, sickness, attacks by animals, availability of medical care or the adequacy of the same, criminal activity of any kind, terrorism, war, civil disturbance, sanitary conditions, quality or sanitation of food, quarantine, customs, regulations, epidemics, strikes, hotel overbooking, safety and/or security standards at hotels or other accommodations, or for any other reason beyond the control of Arctic Travel Centre. You understand, agree with, and agree to be legally bound by the terms of the release and waiver of liability set forth herein. Arctic Travel Centre reserves the right (at their discretion) to alter or omit any part of the itinerary or change any reservation, feature and/or means of conveyance without notice and for any reason whatsoever, without allowance or refund and with extra costs, if any, resulting, said changes being paid by the travellers.
We reserve the right to cancel any services prior to departure, in which case payment will be refunded without further obligation on its part. Arctic Travel Centre shall not be responsible for any injury to person (whether or not resulting in death) or damage to property arising out of any act of war, insurrection, revolt or other civil uprising or military action occurring in the countries of origin, destination or passage. In case of a medical problem arising during the voyage, either on board or on shore, which results in costs for evacuation, use of aircraft or repatriation, the responsibility for payment of these costs belongs solely to the traveller. The traveller contract in use by the carriers concerned (when issued) shall constitute the sole contract between the transportation companies and the purchaser of these services and/or passage. By accepting the ticket, the traveller also agrees to its terms and conditions. By payment of your deposit, you certify that you do not have any mental, physical or other condition or disability that would create a hazard for yourself or other travellers and you confirm that you are physically and mentally capable of participating in the activity and willingly and knowingly elect to participate in your travel package in spite of the potential risk of danger.
By payment of your deposit, you certify that you willingly and voluntarily assume full responsibility for any injury, loss or damage suffered, whether caused in whole or in part by the negligence of the owners, directors, agents, officers, employees, contractors or subcontractors of Antarctica Travel Centre. Antarctica Travel Centre reserves the right to remove a passenger or cancel or withdraw any reservation at any time at its sole discretion.
Release of Liability
In consideration of the services and arrangements provided by Arctic Travel Centre, you, for yourself and for your heirs, personal representatives or assigns, do hereby release, waive, discharge, hold harmless and agree to indemnify Arctic Travel Centre, and its owners, officers, directors, employees and affiliates from any and all claims, actions, or losses for bodily injury, property damage, wrongful death, loss of services, lost profits, consequential, exemplary, indirect or punitive damages or otherwise which may arise out of or occur during your travel in connection with the scheduled travel package and any activities conducted in conjunction therewith.
Express Waiver of Consequential, Punitive or Exemplary Damages Regardless of the situation or circumstances giving rise to a claim, you waive any right to seek consequential, punitive or exemplary damages against Antarctica Travel Centre, its owners, officers, directors, agents, contractors and employees, for any reason whatsoever.


14. Customer Service
In the unlikely event that you should have a complaint about your services offered by Arctic Travel Centre we urge you to bring this up with your guide, the tour/expedition leader or company representative immediately so that we can attempt to rectify the issue. If at the end of the trip you feel that your complaint has not been adequately dealt with you must notify us in writing no later than 30 days after the end date of the services Arctic Travel Centre has provided.


15. Privacy and Publicity
You agree that Arctic Travel Centre may use images taken of you, without recourse and/or compensation to you. Such images will only be used for promotional and Centre finds appropriate. In order to supply services to you, Arctic Travel Centre needs to collect certain personal details from you. This information will be disclosed to our suppliers and representatives for the purpose of organising and operating your tour or expedition but will not be used for any other purpose.


16. Law of contract
This contract shall by governed by the laws of the state of Victoria, Australia and any legal action arising from it shall be only under the jurisdiction of Victorian courts.

We will tailor the perfect holiday to suit your needs.