Terms & Conditions
Antarctica & the Arctic 2014-2015
INCLUDED IN ANTARCTICA AND ARCTIC PROGRAMS: Prices are valid from January 31, 2014, to January 31, 2015, and include all accommodations as noted in the itinerary; meals as specified; arrival transfers from the airport to the starting hotel regardless of the day of arrival and departure; transfers on the day of debarkation to the airport; fully guided sightseeing as noted in the itinerary (including park and entrance fees); local bottled water during sightseeing; selected beverages with group meals; complimentary standard bar drinks, beer, house wines, soft drinks, coffee drinks, juices and bottled waters (excluding premium wines and Champagnes) while on board 'Le Boreal'; all shore excursions and full lecture program while on board 'Le Boreal'; services of an A&K Expedition staff and local guides; handling of two pieces of baggage per person for international flights (other conditions/restrictions may apply for internal routes; please refer to BAGGAGE section); hotel taxes; all gratuities throughout; a complimentary expedition parka and backpack provided on board 'Le Boreal'; and a post-cruise expedition logbook.
SPECIAL NOTES: All extensions are locally guided and gratuities are not included.
NOT INCLUDED IN ANTARCTICA AND ARCTIC PROGRAMS: A&K Guest Protection Program; international and internal airfares, unless otherwise noted; costs associated with obtaining passports or entry visas; airport departure taxes, unless otherwise noted; Ushuaia Customs & Migration Tax; Argentina Reciprocity Fee (if applicable); excess baggage charges; meals other than specified in the itinerary; beverages other than noted in your pre-tour documentation; sightseeing not included in the itinerary; and personal expenses such as laundry, communication charges and optional activities (which are subject to availability).
ITINERARIES: Accommodations, including vessels and trains, and arranged sightseeing are subject to change at any time due to unforeseen circumstances or circumstances beyond Abercrombie & Kent's control. Every effort will be made to operate itineraries as planned, but alterations may occur after the final itinerary has been issued. A&K also reserves the right to withdraw a program or any part of it, to make such alterations to the itinerary or the program inclusions as it deems necessary or desirable, and to pass on to tour members any expenditures or losses caused by delays or events beyond its control.
SPECIAL REQUESTS: Specific requests such as adjacent or connecting rooms, bedding requests, smoking rooms and special dietary needs should be advised at time of booking. Please note that every effort will be made to secure a special request; however, it cannot be guaranteed in advance of travel.
PRICES AND ARRANGEMENTS: Quoted program prices include planning, handling and operational charges and are based on current rates of exchange, tariffs and taxes as of July 2013. A&K reserves the right to increase program prices to cover increased costs, tariffs, taxes and V.A.T. received after prices are published and to reflect fluctuations in foreign exchange markets. A&K is under no obligation to give a breakdown in costs of any journey. Modification of program content to accommodate a smaller group size will not affect the published program price. Early Booking Discount rates are based on double occupancy bookings only, are not valid for single bookings, are subject to availability and may be discontinued at any time prior to the published expiration date.
IMMEDIATE CHECK-IN: On programs where immediate check-in has not been included in the program price, A&K has requested that all hotels provide the service when possible; however, it cannot be guaranteed. Most hotels allow check-in to take place during the mid-afternoon. Should you wish to have a guaranteed room ready for your immediate check-in upon arrival, it can be arranged for an additional charge. Please ask A&K for details and prices.
EARLY ARRIVAL: A&K recommends that you arrive a day or two before the start of your planned program to allow time to relax and refresh after your journey. To prepare for the start of your tour, A&K has negotiated favorable overnight rates at many hotels; please ask for details at time of booking. Departing early from the U.S. and Canada during the winter months might be recommended, due to possible flight disruptions and cancellations caused by inclement weather. Please ask your travel consultant for details.
CHILD POLICY: A minimum age of 10 years is required except on the December 19 family departure, where a minimum age of 7 is required. Special rates for December 19 family departure apply for children ages 7-18 travelling with full-fare paying adult passenger(s). Some terms and conditions apply; please call A&K for full details.
ACTIVE ELEMENTS: Some active elements have been incorporated into select itineraries. To enjoy the trip as intended, a minimum level of fitness is required. A&K will require notice if any participant has any physical or other condition or disability that could create a hazard to him or herself or to other members of the group. A&K reserves the right to decline acceptance of anyone whom it considers unsuitable due to fitness level. A&K also reserves the right to remove from the trip, at the participant's own expense, anyone whose condition is such that it could create a hazard to him or herself or others, or otherwise impact the enjoyment of other passengers. SHOULD YOU HAVE ANY QUESTIONS OR NEED ANY CLARIFICATION ABOUT A SPECIFIC PROGRAM, PLEASE ASK FOR DETAILS AT TIME OF BOOKING.
A&K GUEST PROTECTION PLAN: Our Guest Protection Plan, which provides cancellation coverage, medical coverage and protection against lost or damaged luggage, is not included in the program price and is strongly recommended. Due to the remote locations, A&K requires proof of a minimum of $50,000 per person in emergency evacuation/repatriation insurance for all Antarctica and Arctic cruises. This minimum amount is included in the A&K Guest Protection Plan; upgrades can be purchased for higher coverage on request. If you do not purchase the A&K Guest Protection Program, we will require proof of alternative coverage. Call A&K for details.
PLEASE NOTE: Emergency evacuation insurance provides for covering the cost associated with emergency evacuation and repatriation up to the limits of the respective policy; however, it does NOT guarantee the timing, method or mode of such evacuation and repatriation, which is subject to weather, location and other conditions or variables outside of A&K's control.
PASSPORTS AND VISAS: Valid passports are required for all international destinations. For U.S. citizens, it is recommended that you check with the U.S. Department of State web site for the latest passport and visa requirements. Please note that non-U.S. passport holders are responsible for obtaining the required documentation applicable for entry. Passports must be valid for six (6) months after the return of your journey and should also have sufficient blank pages for visas and immigrations stamps. A&K cannot be held responsible should you be denied entry to a country due to non-compliance with these requirements. A copy of your valid passport must be submitted to A&K in order to confirm air reservations.
ARGENTINA RECIPROCITY FEE: For travel to Argentina, U.S. citizens are required to pay a reciprocity fee of $160 on line in advance of travel; this one-time charge is good for the life of the passport. (Reciprocity fee as of July 2013 and subject to change). Reciprocity fee or Visa requirements may vary depending on nationality. For non-U.S. citizens, it is the responsibility of the traveller to be familiar with the requirements for their own nationality in advance to make any necessary arrangements for their documentation.
PLEASE NOTE: Payments for Argentina reciprocity fee are NOT accepted upon arrival and passengers arriving without proof of payment will be refused entry. Proof of payment is required at all points of entry. Please contact A&K for more details.
REGISTRATION AND PAYMENT SCHEDULE: A deposit of $2,450 per person is required at the time of booking. Final payment is due 120 days prior to departure. If your reservation is made within 120 days of departure, the entire cost of the trip must be paid at the time of the request in order to secure confirmation.
CANCELLATION CHARGES: Cancellations received by A&K 120 days or more prior to departure will be subject to a $500 per person/per tour cancellation fee; 119-90 days prior to departure will be subject to 20% of the program price; 89-60 days prior to departure will be subject to 50% of program price; and 59 days or less will be subject to 100% of program price. A 100% cancellation charge applies to internal air cancelled less than 120 days prior to departure, where applicable.
CANCELLATION CHARGES FOR EXTRA SERVICES: Additional hotel nights and other extra services booked in connection with A&K programs are subject to the following: Cancellations received 31 or more days prior to the service will be refunded in full; cancellations received 30-15 days in advance will be charged 50% of the price; and cancellations received less than 15 days in advance will be charged 100% of the price.
AIR TRANSPORTATION: International airfares are not included in program pricing. Abercrombie & Kent USA, LLC has special agreements with many carriers and can offer quotations from any gateway. Please ask your tour consultant about our special fares. All international and internal (or charter) air quotes are subject to change and can carry penalties and surcharges until final payment has been received by A&K. Flight confirmation is based on availability. In the instance of limited charter flight seating availability, A&K reserves the right to substitute and confirm charter flight air reservations on a suitable alternative scheduled air flight. In any case, air reservation requests cannot be confirmed until a passport copy is received by A&K. PLEASE NOTE THAT CERTAIN AIRFARES ARE SUBJECT TO A SERVICE FEE.
Airlines concerned are not to be held responsible for any act, omission or event during the time passengers are not on board their planes or conveyances. These programs may use the services of any IATA carrier. International air carriers are subject to international air conventions limiting their liability. The limitations of liability are contained on the reverse side of the airline ticket or e-ticket receipt, or on the carrier's web site, and form part of the terms and conditions of this package. The passage contract in use by these companies, when issued, shall constitute the sole contract between the companies and the purchaser of these travel programs and/or passage.
BAGGAGE: Abercrombie & Kent provides handling of two pieces of baggage per person. Weight restrictions on some routes on internal/domestic flights may apply; details will be provided with pre-tour documentation. Baggage and personal effects are at the owner's risk throughout the travel program, and A&K assumes no liability for lost or damaged baggage. Please check with your international carrier for other baggage restrictions applicable to your international flights. PLEASE NOTE: Baggage restrictions on some contracted charter air flights may vary from the airlines' stated baggage restrictions and are at the full discretion of the air carrier and outside of Abercrombie & Kent's control.
CLAIMS AND REFUNDS: Refunds are not made for any missed services, except for verifiable extenuating circumstances. Please see our LIMITS ON ABERCROMBIE & KENT'S RESPONSIBILITY clause below. For verifiable claims to be considered, they must be received in writing within 30 days of the termination of the program and be accompanied by supporting documentation and/or a statement from the local destination company verifying the claim. Any adjustment considered will be based on the actual price of the services involved and not on a per diem basis. Adjustments will not be made for unused sightseeing trips or meals. A&K will not accept any liability for any claims that are not received within 30 days of the termination of your travel program. All claims for days missed while travelling should be made in writing within 30 days of the termination of the program.
PHOTOGRAPHY DURING TRAVEL: Abercrombie & Kent reserves the right to take photographs during the operation of any program or part thereof and to use them for promotional purposes. By booking a program with A&K, program members agree to allow their images to be used in such photographs. Program members who prefer that their images not be used are asked to identify themselves to their Tour Director at the beginning of their program.
LIMITS ON ABERCROMBIE & KENT'S RESPONSIBILITY: Abercrombie & Kent, USA, LLC, its employees, shareholders, officers, directors, successors, agents and assigns (collectively A&K), does not own or operate any entity which is to or does provide goods or services for your trip. It purchases transportation (by aircraft, coach, train, vessel or otherwise), hotel and other lodging accommodations, restaurant, ground handling and other services from various independent suppliers (including from time to time other affiliated Abercrombie & Kent companies). All such persons and entities are independent contractors. As a result A&K is not liable for any negligent or willful act of any such person or entity or of any third person.
In addition and without limitation, A&K is not responsible for any injury, financial or physical loss, death, inconvenience, delay or damage to personal property in connection with the provision of any goods or services whether resulting from but not limited to acts of God or force majeure, illness, disease, acts of war, civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of aircraft or other means of transportation or for failure of any transportation mechanism to arrive or depart on time.
There are many inherent risks in adventure travel of the type involved here, which can lead to illness, injury, or even death. These risks are increased by the fact that these trips take place in remote locations, far from medical facilities. Passenger assumes all such risks associated with participating in this trip.
TRAVEL ADVISORIES AND WARNINGS: It is the responsibility of the traveller to become informed about the most current travel advisories and warnings by referring to the U.S. State Department's travel web site at travel.state.gov or by phone at 888 407 4747. In the event of an active State Department Travel Warning against travel to the specific destination location(s) of the trip, should the traveller still choose to travel, notwithstanding any travel advisory or warning, the traveller assumes all risk of personal injury, death or property damage that may arise out of the events like those advised or warned against.
ARBITRATION AGREEMENT: Any controversy or claim arising out of or relating to these TERMS AND CONDITIONS, to the LIMITS ON ABERCROMBIE & KENT'S RESPONSIBILITY clause, to the brochure, to any information relating in any way to the trip, to the trip itself, or to any products or services related to the trip, shall be settled solely and exclusively by binding arbitration in Chicago, Illinois, in accordance with the Commercial Arbitration Rules of the American Arbitration Association, except that (a) in lieu of a personal appearance at arbitration, the arbitration may be conducted by telephonic means, (b) arbitration is the exclusive forum for dispute resolution (no court actions), and (c) except as otherwise provided by statute, each party shall bear its own costs and expenses and an equal share of the arbitrator and administrative fees.
TRAVELLERS REPRESENTATIONS: The traveller represents that neither he nor she nor anyone travelling with him or her has any physical or other condition or disability that could create a hazard to himself or herself or other members of the tour. A&K reserves the right to decline to accept anyone on a trip, and to remove from the trip, at his or her sole expense, anyone whose condition is such that he or she could create a hazard to himself or others, or otherwise impact the enjoyment of other passengers on the trip.
ANY PAYMENT TO ABERCROMBIE & KENT CONSTITUTES YOUR ACCEPTANCE OF THE TERMS AND CONDITIONS SET OUT HEREIN AND IN MORE SPECIFIC PRE-DEPARTURE PASSENGER DOCUMENTATION, INCLUDING THE PERSONAL INFORMATION FORM.
Abercrombie & Kent accepts all major credit cards.
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Throughout this brochure, you'll see references to "Abercrombie & Kent" (or simply "A&K"). This is our shorthand for the many independent A&K companies that work with Abercrombie & Kent USA, LLC, of Downers Grove, Illinois, to provide its guests with a consistent worldwide standard of expertise and excellence in travel. Their independence allows our guests to benefit from unique local knowledge and specialized services available only from destinationbased operating companies around the globe.
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