Purchase orders and terms

General Terms and Conditions of Purchase

When booking activities/accommodation through the members of the Svalbard Tourism Board (owner of Visit Svalbard AS), Longyearbyen Guiding is considered the sole provider of the service. This means that all bookings made through our own websites, www.visitsvalbard.com, or the booking systems Travelize and/or Guestmaker, are considered agreements between the customer/participant (hereinafter referred to as "the customer," i.e., the person making the booking) and Longyearbyen Guiding.

If the customer makes a booking on behalf of multiple participants, the customer is responsible for communicating the terms and conditions to each participant. Each participant is bound by the agreement made by the customer. If any individual participant disputes the payment responsibility, the booking customer is jointly liable with the participant for whom the booking was made.

All correspondence in the form of confirmations, content, changes, and any complaints shall be resolved between the two contracting parties: Longyearbyen Guiding and the customer.

Registration

Registration for activities can be made by booking through www.longyearbyen-guiding.no, www.visitsvalbard.com, or by direct contact with us or another sales outlet (hotel reception, travel agency, or similar).

Payment Terms

For day tour activities, the full amount must be paid upon booking.

Cancellation Policy

Cancellations must be made directly to Longyearbyen Guiding and must be in writing. Bookings will not be refunded in the event of canceled or changed flights to Svalbard. Longyearbyen Guiding cannot be held responsible for any loss of funds due to exchange rate changes or transaction costs incurred by international transfers when refunding a cancellation. The following cancellation fees apply:

• Up to 22 days before the activity: 5% of the paid price

• From 21 to 8 days before the activity: 50% of the paid price

• 7 to 0 days before the activity: 100% of the paid price

Responsibility

Longyearbyen Guiding is responsible for the delivery of the service in its entirety.

Customer Obligations

The customer is obligated to familiarize themselves with the terms and conditions of sale and participation for each activity offered by Longyearbyen Guiding and to communicate these to other participants they book on behalf of. Additionally, the customer and any other participants are required to follow all instructions given by us or our tour leaders. The customer is also responsible for familiarizing themselves with the current travel regulations for entry to Norway and Svalbard.

Customer Responsibility

The customer and each participant are individually responsible for assessing their own physical and/or mental fitness in relation to the tour’s content, preferably before booking the activity. It is not allowed to bring private weapons or pyrotechnic equipment on the tours. Longyearbyen Guiding cannot be held liable for accidents or injuries beyond the company’s control. We reserve the right to refuse participation in an activity if the customer or any participants they have booked are deemed a safety threat, either to themselves or to others, or if the customer behaves in a manner that causes significant inconvenience to other participants. If the tour is delayed, changed, or must be canceled due to one or more participants not following the operator's instructions, those concerned may be held financially responsible for any additional costs.

Insurance

The customer and any participants they have booked are advised to take out their own travel insurance. Each customer/participant has an independent responsibility to ensure that such travel insurance is arranged before the activity is conducted. Each operator is covered by liability insurance through their insurance provider. Operators have also provided the necessary guarantees to the Governor of Svalbard, including covering expenses related to potential rescue operations.

Program Changes / Unforeseen Events

We reserve the right to change departure times or cancel tours up until the start of the tour if there are too few participants compared to the number specified in the brochure or on the website. Similarly, we reserve the right to cancel tours up until the start due to weather and surface conditions, force majeure, or other events beyond the company's control that prevent the activity from being conducted safely. If unforeseen events/weather conditions require a change of route/content compared to the program, this will not affect the price of the activity.

Disclaimer

Longyearbyen Guiding reserves the right for any typographical errors and changes to the scheduled program and prices.