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Terms and Conditions Antarctica FULL DAY and OVERNIGHT programs 2016-2017

King George Island is located at the northern end of the Antarctic Peninsula. This is one of the most remote places on earth; therefore, it is hard to reach. This unique and fascinating destination presents special challenges; it is difficult to find modern life comforts and the weather is highly unpredictable.
The Antartica Full Day and Overnight are safe programs, developed by high level professional with over 20 years of experience in Antarctica. However, in King George Island there is no hospitals or emergency units, therefore, VAE requires passengers to have appropriate insurance that includes medical evacuation.
To land safely, a clear sky with perfect visibility is required, that is why in many cases trips need to be postponed while waiting for adequate weather conditions or improvement in the landing strip.
That is why having a tight schedule to do your Antarctic program it is not advisable, delays of several days must be anticipated. VAE strongly suggests that on scheduling, you consider some days window to gain some flexibility. Also an open air ticket for your trip back home would be a good idea to provide rescheduling flexibility.
Flight into Antarctica take two and a half hours. First, crossing the Darwin Mountain Range, then the mystic Cape Horn, the Drake Passage, and finally arriving at King George Island in the Antarctic Peninsula. Information on weather conditions is checked via Satellite, at all times, before departure and during the flight.
Each Antarctic program signifies a lot of work on behalf of our personnel, everything has to be well coordinated, several phone calls have to be made, Antarctic permissions are required and other expenses are involved in each King George Program planning, that is why our Refund Policy must be strictly respected. VAE knows how disappointing it is for travelers if they are forced to abandon their trip, that is why we strongly advices that all passengers carefully read these terms and conditions and purchase a trip cancellation and interruption insurance as protection against an emergency which may force them to cancel or leave the program while it is in progress.

Reservation and Payment    

1.     The Cost of Full Day Program is of US$ 5.500,00 (Five thousand and five hundred US dollars), per person. A minimum of 05 passengers and maximum of 06 is required for the King Air 300 aircraft and a minimum of 30 passengers and maximum of 40 for the BAe-146 aircraft.    

2.     To make a reservation you must contact the charters department sending an e-mail to To make the booking you must prepay 50% of the total program cost by wire transfer or credit card.   

3.     The reservation will be confirmed once the initial payment is effective. The program must be fully paid at least 30 days prior to departure date.

If payment has not been received according to these terms and conditions, VAE reserves the right to cancel the reservation, unless a change in the payment schedule has been agreed upon.

Cancellation and Changes of Itineraries

VAE operations and services depend highly on weather conditions, so changes to the itinerary may occur, which is not a VAE responsibility. Such reschedule does not constitute cancellation by VAE.

Travelers are advised to schedule a 3 days window when planning their Antarctic visit, to make the tour, in case of bad weather conditions that might postpone the program. Not considering the arrival day of passenger. If the client cannot or does not want to wait for those 3 days and has or wants to leave before, VAE will consider this as a client’s cancellation.

VAE reserves the right to cancel the program for any reason whatsoever, including few participants or logistical problems caused by any circumstances beyond VAE`s control. In the event of cancellation by VAE, the money will be refunded.
VAE is not responsible for any expenses incurred by the client or client’s booking agents in the process of preparing for the trip or as a result of its cancellation, including airline tickets, accommodations, special clothing, food, visa, passport fees or other related expenses.

Penalties and Refunds

In the case of a client’s cancellation, the following penalties will apply:

• Cancellations 30 days prior to departure, the initial payment of 50% will be fully retained.

• Cancellation from day 29 thought 0 before departure, 75% of the total value would be retained.
In the case of cancelation by VAE, payment received will be fully reimbursed.
In the event of cancellations due to force majeure or adverse weather conditions, the amount paid will be reimbursed except for the nonrefundable fee of 10%. VAE considers a flight cancelled because of bad weather conditions once 3 full days have passed since the date of the original schedule, and service has not been provided.
VAE’s staff, crew and representatives, other than official Managers, are not entitled to promise refunds and VAE will not be bound to such promises.

Authority during flight and on Ground

On board a VAE’s flight, everybody is required to respect the authority of the captain and comply with his instructions. During field trips, guides have the same authority.
VAE’s guides and aircraft pilots are the leaders during the programs. Your signature signifies your acceptance of the leader’s authority to make decisions affecting the group or individuals. The leader may require an individual to leave the group if he/she believes the person’s health is at risk; if an illegal act is committed, or their behavior becomes detrimental to the safety, enjoyment or well-being of the group.  


Please be aware that there are known and unknown hazards involved in Antarctic trips, which you accept voluntarily and at your own risk. VAE will not be held responsible for any illness, injury or death sustained during the program. That is why VAE strongly encourages you to check with your insurance agent to make sure you are adequately covered for all contingencies, including medical evacuation.

This agreement and any dispute here under shall be governed in accordance with the laws of Chile.

Upon deposit of a part or full payment of any of VAE’s programs, the undersigned confirms that he/she has read and understood these terms and conditions which he/she accepts and is bound to them and will be binding on his/hers heirs, next of kin, executors, administrators and successors.

This is the entire understanding between the signer and VAE and cannot be modified without the consent of both parties.