Terms & conditions

Photo: ©Mattias Fredriksson Photograpy AB

These terms and conditions apply to your booking for a holiday and/or sea passage in Norway. Please read them carefully, as you will be legally bound by them.

1.1 'Client' means the person or company making a reservation or booking with ICONIC NORWAY AS, and if there are more than one persons or companies making the booking, these Booking Conditions bind them jointly and severally.

1.2 ‘Booking Conditions' means these booking terms and conditions.

1.3 'IN' means ICONIC NORWAY AS NO 915 979 262

1.4 'Suppliers' means service providers engaged by IN to provide certain components of a tour.

2.1 IN is a tour operator. The Client wishes to engage IN to put together a tour for the Client in Norway, and select and engage Suppliers to provide different components of that tour.

3.1 By making a reservation with IN, the Client acknowledges that they have read, understood and agree to be bound by these Booking Conditions.

3.2 Reservations will be converted to bookings upon the Client paying: (a) a deposit of 20% of the tour cost within 7 days of receiving the suggested itinerary. The balance of the tour cost must be paid no later than 30* days prior to the departure date; or (b) the whole tour cost for bookings made less than 30 days from the departure date. Payment must be received by IN within 72 hours of notification of the reservation.

3.3 A reservation will lapse if the Client does not pay the deposit or the tour cost by the due date for the relevant payment.

3.4 IN reserves the right to withdraw, change, cancel or reallocate the tour components, the tour cost and the departure date at its discretion at any time before the booking is confirmed.

3.5 Any requested variation to a tour booking must be submitted in writing to IN. IN may decide in its discretion whether to accept a request for variation. IN reserves the right to charge an administration fee of up to NOK 500 per person per variation. The Client must pay any extra cost arising from the variation including any cancellation fees incurred by IN from third party suppliers, and the administration fee, within 7 days of notification by IN.

*For itineraries including coastal voyages on Hurtigruten, full payment is required 65 days prior to the departure date.

4.1 For all cancellations IN will make every effort to ensure the best protection for you. However, late cancellation can result in compensation claims from hotels and other service providers.

4.2 The Client must notify IN in writing if it wishes to cancel any booking. Cancellations are subject to the Client paying the relevant cancellation fee set out below and will be effective only upon written acknowledgement by IN.

4.3 Cancellation Fees: If a cancellation is received more than 65 days prior to the departure date, IN will retain or charge a cancellation fee equal to the full deposit (being 20 % of tour cost)

If a cancellation is received between 28 days and 64 days prior to the departure date, IN will deduct or charge 20 % of the tour cost as the cancellation fee. In addition, the Client will be required to pay any cancellation fees imposed by Suppliers which are not covered by the cancellation fees detailed in this clause. 

If a cancellation is received between 27 days and 14 days prior to the departure date, IN will deduct or charge 90% of the tour cost as the cancellation fee. If a cancellation is received less than 14 days prior to the departure date, IN will charge 100% of the tour cost.

If you cancel for a reason covered by your travel insurance you may be able to reclaim the cancellation charges.

4.4 No refunds can or will be given in connection with: (a) any changes to the tour booking requested by the Client after departure; (b) the Client's failure to appear for the tour, or any component part of the tour, or the Client leaving the tour after its commencement; or (c) the Client being excluded from the tour, or any component part of the tour, in accordance with these Booking Terms.

5.1 The Client acknowledges that the Suppliers are independent contractors and are not under the direct control of IN, and are not the agents or employees of IN.

5.2 IN does not warrant the performance of any Supplier, and the Client releases IN from liability for any loss, damage, cost or expense (including without limitation any property damage or personal injury) suffered by the Client which arises from any act or omission of a Supplier or failure by a Supplier to meet the Client’s expectations. 

5.3 Suppliers provide services in connection with the tour pursuant to their own terms and conditions, which the Client must comply with.

5.4 Baggage is the responsibility of the Client. Lost, damaged or delayed baggage is subject to the terms and conditions of carriage of the relevant carrier. IN is not responsible for, and the Client releases IN from, any liability for any lost, damaged or delayed baggage.

6.1 It is the Client's sole responsibility to take all appropriate medical advice prior to departure as to whether the Client is fit enough to undertake the tour and as to the vaccines, medications and other precautions appropriate to the tour.

6.2 The Client acknowledges that medical services and facilities may not be readily available during the tour, and that no medically qualified personnel will accompany the tour.

6.3 Clients must inform IN prior to commencement of the tour of any medical conditions, which may affect the Client's ability to participate in the tour.

6.4 The Client acknowledges and agrees that IN and its Suppliers may in their sole discretion exclude the Client from the tour or any activity if IN or a Supplier considers that the Client is unable to safely participate in the tour or activity as a result of a medical condition.

7.1 It is the Client's responsibility to ensure that all passports, visas, travel permits, health certificates, or other documentation required for the tour are obtained, and are in order, and that all required vaccinations have been obtained. It is the Client's responsibility to meet any additional costs incurred either by the Client or by IN on the Client's behalf, as a result of any failure to comply with these requirements. Please note that your passport details are required for all bookings including cruises.

7.2 Some people can visit Norway without a visa, but most people from countries outside the EU/EEA must apply for a visitor's visa. To check the requirements for your country of residence please follow this link: https://www.udi.no/en/want-to-apply/visit-and-holiday/

8.1 IN strongly recommends that all travelers protect their travel investment with adequate travel insurance. Insurance should cover, but not be limited to, cancellation fees and loss of deposit, damage to and loss of baggage and money, medical and hospitalisation expenses, repatriation or curtailment expenses due to illness, the need to return home because of an unexpected death or illness in the immediate family, evacuation expenses and accidental death or disability. Clients should obtain exclusion waivers where appropriate for adventure activities excluded in travel insurance policies.

8.2 It is the Client’s sole responsibility to obtain the appropriate insurance cover as set out in clause 8.1 of these Booking Conditions. IN encourage the Client to use their trusted insurance provider from their country of origin. IN can help in this process.

9.1 The Client acknowledges that there may be inherent risks involved in participating in the tour due to the harshness of the wilderness. By making a booking, the Client accepts all risks associated with the tour.

9.2 The Client hereby releases IN and its respective officers and employees from all actions, proceedings, claims and demands that the Client may otherwise have now or in the future against IN, as a result of or in connection with, whether directly or indirectly the Client's participation in the tour (except where IN has breached these Booking Terms).

9.3 The Client will be responsible for any loss or damage arising from their acts or omissions.

9.4 IN will not be liable for loss of enjoyment, financial loss, damage, cost or expense (including without limitation any property damage or personal injury) suffered by the Client resulting from adverse weather condition, strike or other circumstances outside IN’s control.

9.5 IN acts in good faith, and cannot be held responsible for any agent, hotel, coach operator, airline, guide, restaurant or any other person’s or company’s acts, defaults or delays.

9.6 In no event will IN’s liability to the Client under these Booking Conditions exceed the total price paid by the Client for the tour booked with IN.

10.1 All prices are quoted in norske kroner (NOK) and include VAT and taxes.

10.2 IN will make every effort to maintain the tour cost as quoted at the time of the booking. However, IN reserves the right to pass on as a surcharge any cost increases due to circumstances outside its control, such as Suppliers increasing their costs, currency fluctuation or an increase in VAT or other local taxes. IN will endeavour to notify Clients in writing as soon as it is aware of any likely surcharge.

10.3 After the final invoice has been issued, the price is guaranteed against any surcharge, unless an increase is due to government laws or currency fluctuation. Amounts will be charged, but should the surcharge exceed 8%, you will be entitled to cancel your booking with a full refund.

10.4 All information in the website is subject to change. IN reserves the right to alter/change/correct mistakes that may possibly appear in the website or published price lists.

11.1 IN aims to offer outstanding customer service and in order to do so Clients who have any cause for complaint while travelling must immediately notify IN and the relevant Supplier, where possible in writing, to give IN the opportunity to remedy the complaint.
11.2 IN will not accept responsibility for complaints received more than 14 days after the occurrence of an event leading to the complaint.
11.3 Both IN and the Client will use alternative dispute resolution procedures to resolve disputes prior to resorting to legal proceedings.

11.4 Citizens of EU, Norway, Iceland or Liechtenstein may resolve their dispute on the ODR Platform.

12.1 IN requires certain information about the Client to provide the tour and other services. Without this information, IN will not be able to accept the Client’s booking for a tour.

12.2 IN will not sell or share the Client’s personal information with any outside parties except to its Suppliers for the purpose of arranging and booking the Client’s tour.

12.3 View IN's Privacy Policy for further information on how we gather, store and use information