Polar travel by nature is very dynamic. Though PolarExplorers will make efforts to minimize changes in dates or activities outlined in the itinerary, it is important to understand that changes often occur, and PolarExplorers reserves the right to make necessary changes to work around changing weather, aircraft availability, political conditions, or any number of other variables beyond PolarExplorers' control.
Payment & Cancellation
A deposit of 25% is required to confirm a reservation on any adventure. Reservations are taken on a first come, first serve basis and space is necessarily limited. The deposit and final balance may be paid by check, wire transfer or credit card (a processing fee applies to all credit card payments; a wire transfer fee applies to all wire transfers). The balance is due 120 days prior to departure. PolarExplorers reserve the right to charge the balance against a credit card or resell the space if the balance is not received when due.
A 25% deposit will hold your space on any PolarExplorers expedition. This payment is refundable until 120 days prior to the expedition less administrative fees. Because of the demand for many trips, PolarExplorers reserve the right to consider reservations canceled if the balance is not received when due.
Application and Confirmation
Upon receipt of your 25% deposit, PolarExplorers will send pre-departure documents explaining what to expect, what to pack, how to prepare, a suggested reading list and much more. From that point until the departure of the expedition, PolarExplorers will be in regular contact with you to ensure that all your questions are answered and to help you prepare for this incredible expedition.
Responsibilities of PolarExplorers
PolarExplorers exists to help people achieve their dreams of travel within the polar regions. PolarExplorers will work closely with each team member to achieve individual and team goals. PolarExplorers is the polar division of The Northwest Passage, Inc. The Northwest Passage, Inc.,(dba PolarExplorers) and its employees, agents, outfitters, and owners act only as the agent for certain providers such as hotels, transportation companies, land operators and suppliers of travel services and their owners, contractors and suppliers. PolarExplorers assumes no responsibility or liability for damage, death, expense or inconvenience caused by negligent conduct or financial irresponsibility of suppliers / outfitters whether caused by defects in aircraft or vehicles, breakdown in equipment, late air arrivals or departures, changes in schedules, acts of God, detention, annoyance, quarantines, strikes, civil disturbance, terrorism, theft, government regulations, etc., over which PolarExplorers has no control.
PolarExplorers reserves the right to alter or omit without notice any part of the itinerary, including lodging and expedition/trip leadership. Should there be insufficient participation in any trip or should circumstances beyond their control arise, PolarExplorers reserves the right to withdraw the trip. If such an event occurs before departure, a full refund will be made. PolarExplorers will make every attempt to accommodate you on another trip. PolarExplorers reserves the right to alter prices and dates listed in their material. Air packages may also be altered at any time to accommodate international influences.
PolarExplorers is not responsible for any expenses incurred by trip members such as equipment purchase, medical costs, trip cancellation and evacuation insurance, air ticket cancellation penalties, etc.
Responsibilities of Participants
All adventure has many elements of risk. The risks on a polar expedition include, but in no way are limited to: flying in charter aircraft in very remote regions, cold weather injuries and illnesses including hypothermia and frostbite, falling, sunburn, snow blindness, falling in open water, moving ice, collision, overturning dogsleds, snowmobile accidents, altitude sickness, etc. Be sure you are willing and prepared to assume all risks associated with the trip and the activity before joining PolarExplorers.
All participants are required to read, be certain that they understand and, if they agree to fully assume all the risks involved, sign a waiver releasing PolarExplorers from any liability resulting from participation in any given trip.
Participants must make any medical problems (physical and mental) and any dietary restrictions known to PolarExplorers when they register. Participants with known medical difficulties must provide their doctor's written permission to participate. Participants should take care of any pending medical or dental problems prior to departure and must supply their own medical needs including medication for 21 days longer than the duration of the trip. The trip leader has the right to disqualify anyone at any time during the trip if he or she feels the trip member is physically incapable and/or if the trip member's continued participation will jeopardize the safety of that individual or of the group. Neither refunds nor credits are given under such circumstances.
Trip participants must choose a trip that is appropriate for their interests and abilities, must bring appropriate clothing and equipment as advised by PolarExplorers, and are responsible for following normal social behavior patterns with fellow trip members as well as maintaining normal standards of personal hygiene. Should it become necessary, PolarExplorers will arrange or supply medical treatment, evacuation or any other emergency service on your behalf and at your expense, as PolarExplorers deems essential for your safety and well being.
Liability Coverage & Insurance
The Northwest Passage, Inc.(dba PolarExplorers), and its employees, agents, outfitters and owners, assumes no liability for loss of or damage to personal property or for injury or loss of life. PolarExplorers does not carry medical insurance on trip participants.
PolarExplorers highly recommends that all participants obtain short-term baggage, life and trip insurance to cover any loss of property or life and to reimburse non-refundable portions of a canceled reservation. PolarExplorers furthermore requires that all participants on polar dogsled or ski expeditions obtain medical evacuation insurance. Please be sure that you are adequately covered. It is important to understand that PolarExplorers may contract out portions of a trip, or all of a trip, to outside vendors, and that PolarExplorers assumes no liability for losses sustained while engaged in any manner with these vendors, whether it is due to the ownership, maintenance, use, operation, or control of any aircraft, helicopter, snowmobile, dogsled, automobile, boat, hotel or the negligence of any leadership.