Terms & Conditions
Cancellation Policy and Changes of Itineraries
VAE operations and services are highly dependant on weather conditions, so changes to the itinerary may occur, which are not under the responsibility of VAE. Such reschedules do not imply unilateral cancellation or modification of services 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 the trip may be carried out, VAE will not be responsible for such situation, denying any kind of refund to the passenger.
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 Antartica, 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.
If for any reason the flight does not take place on the appointed day, it will be resumed as soon as possible until the time established by the contract has expired. In such case, VAE offers alternative programs free of charge for the passenger. The programs include visits to nearby locations of interest. As an example, and not in a restricted, binding or discriminatory way, the following visits will be offered:
1. Visit to Fuerte Bulnes
2. Visit to Cerro Condor
3. Visit to Reserva Magallanes
Passengers will not be compelled to participate in these programs but, in case the opportunity to fly to Antarctica is made available, VAE will not be responsible if it is not possible to locate passengers that are not participating in these alternative activities. For this, it is the exclusive responsibility of the passenger to stay in touch with the host.
VAE will neither be responsible if after locating the passengers, these are out of the possibility to reach the flight in time or if they fail to reach the flight for any reason.
VAE will consider these situations a cancellation on behalf of the client, in which case no refund applies.
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 29 or less days 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.
Cancellation Policy and Changes of Itineraries
The following cancellation and refund policy will apply in the case of individual bookings; in the case of charters (booking of the entire tour and vessel) or group bookings specific payment, cancellation and refund terms can be negotiated and agreed upon by separate contract. In the case of cancellation of a booking, which must be done in writing by the passenger, the following terms will apply:
· Cancellation received up to 180 days prior to departure: there will be a full refund of the deposit received less a US$600 per person processing fee.
· Cancellation received between 179 and 120 days prior to departure: there will be no refund of the deposit paid.
· Cancellation received between 119 and 90 days prior to departure: there will be a refund of 15% of the amount paid, provided that the final payment has been received.
· Cancellation received between 89 and 60 days prior to departure: there will be a refund of 10% of the amount paid, provided that the final payment has been received.
· Cancellation received between 59 and 30 days prior to departure: there will be a refund of 5% of the amount paid, provided that the final payment has been received.
· Cancellation received between 29 and the departure date: there will be no refund whatsoever.
Upon cancellation, the passenger releases the cancelled cabin and all rights over it to VAE.
VAE reserves the right to cancel a tour prior to the scheduled date of departure for any reason whatsoever. The decision to cancel a tour is within the sole and absolute discretion of VAE. In the event of such a cancellation, all monies received by VAE from the passenger or the passenger’s booking agent for that tour will be refunded, including the deposit mentioned in
the General Booking Terms. VAE shall not be liable for any special or consequential damages, whether known or unknown, neither for any costs of air ticket, hotel or similar expenses that the passenger may have incurred in or will incur in, under any circumstances whatsoever.
VAE also reserves the right (in its sole and absolute discretion) to alter or omit any part of the itinerary with due notice to the passengers wherever practicable. Such rescheduling does not constitute a cancellation by VAE. All reasonable efforts will be made by VAE to ensure that the passenger’s travel objectives are met. VAE strongly recommends all passengers to purchase a travel cancellation and interruption insurance as protection against an unforeseen event which may force them to cancel their booking before departure or leave a tour while it is in progress.
A Contingency Plan is in place for those cases when weather conditions require that the day of operation of the flight between Punta Arenas and Antarctica is modified from the itinerary. The purpose of the Contingency Plan is to provide travellers with a flexible travel experience that adapts to the weather conditions, and to provide a refund of the cruise fare in case weather conditions prevent clients from reaching Antarctica.
Contingency Plan For Antarctica Express Air-Cruises starting in Ushuaia, and Magellan Explorer Inaugural Air-Cruise
In the case of a delay on the return flight to Punta Arenas from Antarctica, passengers on board the ship will continue cruising to nearby places until the return flight to Punta Arenas is authorised. Full board and all excursions are included. No refund will be extended for any reason whatsoever.
Contingency Plan for Classic Antarctica Air-Cruises, Polar Circle Air-Cruises, South Georgia and Antarctica Air-Cruise, and Antarctica Express Air-Cruises starting in Punta Arenas Outbound flight to Antarctica
Between Day 1 and until 2 PM on Day 4 every effort will be made to transport passengers to Antarctica taking into consideration their safety and the safety of the aircraft.
The daily program described below will apply:
Day 2 · Guided tours to sites of historic and wildlife interest in Punta Arenas will be provided. Meals are included as well as accommodation at the same hotel included on Day 1 of the itinerary.
Day 3 · Guided tours to sites of historic and wildlife interest in Punta Arenas will be provided. Meals are included as well as accommodation at the same hotel included on Day 1 of the itinerary.
Day 4 · If by 2 PM Antarctica21 will not be able to transport passengers to Antarctica, the trip will be interrupted. Accommodation with breakfast in a 3-star hotel in Punta Arenas will be provided. No other services or meals will be included. Antarctica21 or, if applicable, the traveller’s booking agent will refund to each passenger 100% the cruise fare paid for the expedition.
Day 5 · Group airport transfers are provided. No other services or meals are included.
Return Flight from Antarctica · In case the return flight to Punta Arenas is moved forward, passengers will disembark the ship and fly to Punta Arenas up to one day earlier than indicated in the itinerary. On arrival, accommodation at the Cabo de Hornos Hotel or similar will be provided. All other inclusions will remain per the original itinerary. In the case of a delay on the return flight to Punta Arenas from Antarctica, passengers on board the ship will continue cruising to nearby places until the return flight to Punta Arenas is authorised. Full board and all excursions are included. The trip will end at the Punta Arenas airport. No refund will be extended for any reason whatsoever.
Note on Polar Circle Air-Cruises OCN10-PC and OCN18-PC and on Classic Antarctica Air-Cruises MAG08-CA and HEB05-CA:
In the case of a protracted delay of the return flight to Punta Arenas from Antarctica, the ship will sail across the Drake Passage to Puerto Williams, Chile. Upon arrival a charter flight will take travellers to the Punta Arenas airport where the trip will end.
Important Notice on Refunding – Refunding will take place as soon as possible through the same channel used for booking and will release VAE from any further liability.
All requests for cancellations must be received in writing. Cancellations received 90 days prior to departure are fully refunded less an administrative fee of US$ 500 per person.
From 89 days up to and including the day of departure all deposits and tariffs are forfeited. If cancellation occurs within the 89 day period and full payment has not yet been received, the full penalty will still apply and unpaid monies are due immediately.
For these and other reasons mentioned below, you are strongly encouraged to obtain trip cancellation insurance.
Antarpply Expeditions reserves the right to cancel any voyage prior to departure in which case payments will be refunded in full without further obligation on our part.
You may cancel your booking by notifying the Tour Operator. Cancellation fees, if any, will be determined with reference to the date on which notice of cancellation is received by the Tour Operator and are expressed as a percentage of the total price paid for the cancelled Tour, product or service (excluding any insurance products).
Cancellation Terms for Expedition Trips:
(a) Cancellation 90 days or more before first departure on relevant booking: Lifetime Deposit (US$750 per person) will be held by the Tour Operator in accordance with these Terms and the remainder of the payments to the Tour Operator for the cancelled Tour will be refunded.
(b) Cancellation 89-60 days before first departure on relevant booking: Lifetime Deposit will be held by the Tour Operator in accordance with these Terms and an amount equal to 50% of the remainder of the payments made to the Tour Operation for the cancelled Tour will be refunded.
(c) Cancellation less than 60 days before first departure on relevant booking: Lifetime Deposit will be held by the Tour Operator in accordance with these Terms and no further refund will be payable.
Cancellation of Pre and Post Cruise Add-Ons (including Transfers, Pre and Post Cruise Accommodations, and flights booked with Expedition Tours):
(a) Cancellation 90 days or more before first departure on relevant booking: All payments made to the Tour Operator for the cancelled Pre or Post Cruise Add-On will be refunded.
(b) Cancellation 89-60 days before first departure on relevant booking: an amount equal to 50% of the payments made to the Tour Operator for the cancelled Pre or Post Cruise Accommodations will be refunded.
(c) Cancellation less than 60 days before first departure on relevant booking: no refund is payable for the cancelled Pre or Post Cruise Accommodations.
Cancellation of Kayaking, Camping, and Theme Packs:
(a) Cancellation 31 days or more before departure: You will receive a full refund for cancelled Kayaking, Camping or Theme Pack.
(b) Cancellation 30 days or less before departure: No refund will be payable for cancelled Kayaking, Camping or Theme Pack.
M/V Plancius, M/V Ortelius and M/V Hondius
The contracting party may cancel the travel contract (exclusively in writing) at any time before the beginning of the trip. In the case of cancellation by the contracting party, VAE is entitled to charge the following cancellation fees to the contracting party:
– up to and including 90 days prior to departure: 20% of the total price;
– from 89 days up to and including 60 days prior to departure: 50% of the total price;
– from 59 days up to and including the day of departure: 100% of the total price .
Other (deviating) cancellation policies / fees (for example in the case of group charters, block charters or whole boat charters) may be applicable; these are valid only if confirmed by VAE in writing (in e.g. the original offer made, travel confirmation, (block) charter agreements or in communication sent later) and these cancellation policies shall prevail over those of the cancellation policy / fees as mentioned above.
In the case of flight and hotel reservations, a 100 % cancellation fee will apply for those involved costs unless this is a non-refundable ticket / hotel accommodation; in that case the terms and conditions of the related airline company / hotel will apply.
If the contracting party after booking wishes to introduce changes into the booked trip, this is considered a cancellation and the cancellation costs stated above apply. In case of minor changes, VAE is entitled to charge reservation costs of at least 50 EURO per alteration.
VAE STRONGLY RECOMMENDS the contracting party in the case of a (travel) organisation: the client(s) of the (travel) organiser to take out a cancellation insurance to cover the costs of any cancellation of the trip.
Akademik Ioffe, Akademik Sergey Vavilov and RCGS Resolute
You may only cancel the contract in writing, and only provided more than 120 days remain before the departure date. In doing so you will forfeit the non-refundable deposit. If you cancel on or after the 120th day before the departure date you must pay the cost of the travel in full.
VAE is never in any circumstances liable for costs that you may have incurred in preparation for or associated with your travel or intended travel (such as but not limited to flights, hotels, excursions, activities, connecting programmes or insurances).
VAE strongly recommends that you purchase insurance to cover the costs of any cancellation and/or curtailment of the travel.
No refund will be made –in the event you do not take part in any programme, excursion or activity.
Santa Maria Australis
The following penalties will apply in case of cancellation as soon as the Company receives written notice:
In the case of cancellation earlier than 3 months before the start of the sailing voyage, the first 1/3 of the total charter fee is forfeited.
In the case of cancellation earlier than 6 weeks before the start of the sailing voyage, 2/3rds of the charter fee are forfeited.
In the case of cancellation after 6 weeks before the start of the sailing voyage, the total fee is forfeited.
1. If the customer wishes to cancel the contract, they must inform the operator as soon as possible in writing or electronically. The date of receipt by the operator shall be regarded as the date of cancellation.
2. In the event of cancellation, the customer shall owe to the operator a fixed compensatory payment, at a percentage of the agreed price, namely:
3. Compensation for the ship:
20 % in the case of cancellation up to 6 months before the start of the sailing voyage
40% in the case of cancellation up to 4 months before the start of the sailing voyage
60% in the case of cancellation up to 2 months before the start of the sailing voyage
80% in the case of cancellation up to 1 month before the start of the sailing voyage
100% in the case of cancellation up to 1 week before the start of the sailing voyage
3. The customer can request the operator’s consent for a third party to take their place, up to 7 days before departure. The person replacing the customer must fulfil all the conditions associated with the contract. The customer and the person replacing them shall be jointly and severally liable for payment of the amount still owed for the sailing voyage, the alteration costs of € 50.00 and any extra costs.
4. The operator can cancel the contract if they cannot execute the contract as a result of exceptional and unavoidable circumstances and the operator informs the customer immediately and before the start of the sailing voyage.
5. The operator can cancel the contract within the period stated in the offer in the event that the number of reservations for the sailing voyage is smaller than the minimum number of participants required, which the customer was made aware of prior to the booking.
6. In the cases referred to above in paragraphs 4 and 5, the operator shall repay to the customer all amounts already paid for the sailing voyage, without being liable to pay damage compensation.
Stella Australis and Ventus Australis
The following penalties will apply in case of cancellation as soon as the Company receives written notice:
Up to 120 days before departure US$0.
From 119 and 60 days before departure US$400 (deposit).
From 59 and 50 days before departure 25% of sales value.
From 49 and 40 days before departure 50% of sales value.
From 39 and 30 days before departure 75% of sales value.
From 29 and 0 days before departure 100% of sales value.