Booking Terms

1. Scope of these booking terms

These booking terms apply to tours, activities, private guiding, charters and other services booked directly with Svalbard Photography AS, unless different conditions are expressly stated for the selected service.

Bookings made through an external travel agency, booking platform, reseller or other third party may also be subject to that provider’s separate terms and procedures.

2. The booking

A booking becomes binding when Svalbard Photography AS has accepted the reservation, received any required payment or deposit and issued a written booking confirmation.

A quotation, payment request or provisional reservation does not guarantee availability unless a written confirmation has been issued.

Customers must check the booking confirmation immediately and notify us without delay if any information is incorrect.

3. Booking information

The person making the booking is responsible for providing complete and accurate information for all participants.

Relevant information may include names, contact details, ages, nationality, accommodation, dietary requirements, mobility, health considerations, previous experience and any other details required for safe participation.

The person making the booking is also responsible for ensuring that all participants receive these booking terms and any product-specific information.

4. Prices and included services

The applicable price and included services are stated in the product description, quotation, invoice or booking confirmation.

Unless expressly included, additional services such as accommodation, flights, meals, specialist equipment, external transport, third-party activities and personal expenses are charged separately.

Prices are normally stated in Norwegian kroner (NOK).

5. Payment

Payment must be completed using one of the payment methods approved by Svalbard Photography AS and by the stated due date.

Certain bookings may require full payment at the time of reservation, while private programmes, groups, charters or production services may require a deposit followed by one or more later payments.

Failure to complete payment by the agreed due date may result in the release of reserved capacity or cancellation of the booking.

6. Customer cancellations

The cancellation and refund conditions displayed for the selected product at the time of booking, or stated in the quotation or booking confirmation, form part of the agreement.

Cancellations must be submitted in writing and are effective from the time they are received by Svalbard Photography AS.

Refunds, cancellation fees and any non-refundable amount will be determined according to the conditions applicable to the specific booking.

7. Changes requested by the customer

Requests to change the date, time, participant name, route, activity or other booking details are subject to availability and operational feasibility.

Changes may result in additional charges, price differences or amendment fees.

A substantial change may be treated as a cancellation of the original booking followed by a new booking.

8. Changes made by Svalbard Photography AS

Arctic activities depend on weather, sea state, snow, ice, visibility, avalanche conditions, wildlife, road access, technical equipment, official restrictions and other operational factors.

Svalbard Photography AS may therefore change the route, timing, duration, transport, guide, activity content or order of the programme where reasonably necessary.

Such changes do not automatically entitle the customer to a refund where the essential character and value of the booked service remain substantially unchanged.

9. Cancellation by Svalbard Photography AS

We may cancel an activity where it cannot be operated safely, legally or reasonably because of weather, technical problems, insufficient conditions, official instructions, illness or other circumstances beyond our reasonable control.

Where possible, we may offer another departure, an alternative route or a comparable activity.

If we cancel the booked service and do not provide a reasonable alternative accepted by the customer, payments received for the cancelled service will normally be refunded.

Unless required by applicable law, Svalbard Photography AS is not responsible for consequential costs such as flights, accommodation, meals, missed connections or independently booked activities.

10. Minimum participant numbers

Some scheduled activities may require a minimum number of participants to operate.

Where the required minimum is not reached, we may offer an alternative departure, a private upgrade subject to an additional charge or a refund for the cancelled activity.

11. No-show and late arrival

Participants are responsible for arriving at the confirmed meeting point or being ready for pickup at the stated time.

A missed departure caused by late arrival, incorrect information, transport delays or failure to attend is normally treated as a no-show and does not entitle the customer to a refund.

The guide is not normally able to delay the departure where doing so would affect safety, other guests or the planned programme.

12. Participant responsibilities

Participants must follow instructions from guides, drivers, captains, crew members and other responsible personnel at all times.

Guests must act responsibly and avoid behaviour that places themselves, other participants, wildlife, equipment or the environment at risk.

Svalbard Photography AS may refuse participation or remove a guest from an activity where the person is intoxicated, behaves dangerously, ignores safety instructions or is otherwise considered unsuitable for continued participation.

No refund is normally provided where participation is refused or ended because of the participant’s conduct.

13. Health, mobility and fitness

Customers must assess whether the selected activity is suitable for their health, mobility, fitness and previous experience.

Any relevant medical condition, physical limitation, pregnancy, allergy or other circumstance that could affect safe participation should be disclosed before booking.

Svalbard Photography AS may require further information or decline participation where reasonable safety concerns cannot be adequately managed.

14. Age and participation requirements

Minimum ages, licence requirements, height or weight limits and other participation conditions may apply to particular activities.

These requirements are stated in the relevant product description or booking information and must be satisfied by all participants.

Children and minors must be accompanied by a responsible adult unless otherwise agreed in writing.

15. Clothing and personal equipment

Participants are responsible for bringing suitable clothing, footwear and personal equipment as described in the booking information.

Arctic weather can change rapidly. Guests should follow the clothing and equipment recommendations provided for the selected activity.

Participation may be refused where inadequate clothing or equipment creates a significant safety risk.

16. Wildlife and natural phenomena

Wildlife sightings, northern lights, midnight sun visibility, glacier calving, snow conditions and other natural phenomena cannot be guaranteed.

Routes and observation distances may be adapted to protect wildlife and comply with local regulations and responsible guiding practices.

17. Personal belongings

Participants are responsible for their personal belongings throughout the activity.

Svalbard Photography AS is not responsible for loss, theft or damage to cameras, mobile phones, luggage, clothing or other personal items, except where liability cannot legally be excluded.

18. Travel documents and legal requirements

Customers are responsible for holding valid identification, passports, visas, driving licences, insurance documents and other permits required for their journey and participation.

Failure to satisfy such requirements does not normally entitle the customer to a refund.

19. Travel insurance

All participants should hold suitable travel insurance covering the booked activities, medical treatment, evacuation, cancellation, interruption, delay, lost baggage and other relevant risks.

Customers should verify that their insurance remains valid for Svalbard and for the specific activities included in their booking.

20. Third-party services

Some programmes may include transport, accommodation, activities or services provided by independent third parties.

Where Svalbard Photography AS acts only as an intermediary, the third-party provider’s own terms and liability conditions may apply to that part of the booking.

21. Photographs and recordings

Guides or other participants may take photographs or video during an activity.

Commercial or promotional use by Svalbard Photography AS will only take place where a valid legal basis or appropriate permission exists.

Participants should inform the guide if they do not wish to appear in general group photographs.

22. Specific-date leisure services

Under Norwegian consumer rules, the ordinary statutory right of withdrawal does not generally apply to leisure services supplied on a specific date or during a specific period.

The cancellation conditions applicable to the selected booking therefore remain important and should be reviewed before payment.

23. Force majeure and extraordinary circumstances

Svalbard Photography AS is not responsible for failure or delay caused by circumstances beyond its reasonable control.

Such circumstances may include severe weather, natural events, avalanches, sea ice, government action, official restrictions, transport disruption, strikes, epidemics, infrastructure failures, technical breakdowns or similar extraordinary events.

In such cases, the available remedy will depend on the affected service, recoverable supplier costs and applicable law.

24. Complaints

Any concern arising during an activity should be reported to the guide or responsible representative as soon as possible so that a practical solution can be considered.

Complaints submitted after the activity should be made in writing without unreasonable delay and should include the booking reference, date and a clear description of the issue.

25. Applicable law

Bookings with Svalbard Photography AS are governed by applicable Norwegian law.

Any mandatory consumer rights remain unaffected.

26. Contact

Booking questions, amendment requests and written cancellations should be sent to:

info@svalbard-photography.no

Please include the booking name, booking reference, activity and departure date in your message.