Payment and cancellation conditions for Tour Operators 2023-2024

Applied for Polar Explorer icebreaker, Arctic Explorer icebreaker and services combined with icebreaker cruises


Reservation, confirmation, rates rules 

Reservation can be done by email [email protected] or via partner access on website www.icebreaker.fi . Reservation is preliminary and is confirmed when the full payment is received.

  • Full payment is due to 30 days prior to cruise departure.
  • No cancellation fees are charged if cancelled earlier than 30 days before cruise departure. If cancelled 30 days before the departure or later, cancellations fees are charged according to cancellation conditions.

Should no payment received until due date, payment reminder will be sent with extra overdue fees 5 €.

Payment can be done online by credit card or by invoice.  Credit card surcharge 2.863% applies. No extra fees apply when payment is made by bank transfer. Payer is responsible for any bank fees from own side. An invoice for bank transfer or payment link for credit card payment will be sent to email address mentioned in reservation unless agreed differently. Invoice is sent 30 days before the cruise with due date 14 days before the cruise.

Charter cruise payment conditions to be discussed separately for each charter.

Cancellation terms and conditions

Cancellation fees are charged If cancelled for any reason, including but not limited to medical, local government restrictions, flight cancellations or other similar force majeure situations. We recommend buying a travel insurance covering loss caused by these conditions. All cancellation and changes must be made in written and dated within the office hours in Finland (08:00-16:00, +3 GMT, Mon-Fri.

Full cancellation:

More than 30 days prior the cruise     no charge

30 – 14 days prior the cruise                 25 € per pax booking fees are charged

14 – 8 days prior the cruise                    75 € per pax booking fees are charged

7 days or less prior the cruise                100% of the total amount will be charged

Decrease of the confirmed number of pax:

More than 30 days prior the cruise     no charge

30 – 14 days prior the cruise                    50% decrease no charge, over 50% 25€ per person booking fees are charged

14 – 8 days prior the cruise                      25% decrease no charge, over 25% 75€ per person booking fees are charged

7 days or less prior the cruise                100% cancellation fee for all 

Charter cruise cancellation conditions to be discussed separately for each charter.

No Show

100% cancellation fees are charged in case of “no show”. In case of being late for cruise departure or shuttle bus pick up resulting in missing the departure, 100% cancellation fees apply. Rebooking is a matter of availability. 50 € per person charge apply for last minute changes.
 

Groups

Tour leader is free of charge in group of min 15 fully paying customers. Max 2 free persons in group. Tour leader is at 50% discount in group of 10-14 fully paying customers.

Child rates

Infant 0-3 years free of charge, child 4-12 (inclusive) years: -15 %

Passenger information

All passengers must keep valid ID during the cruise.
For individuals: at least one name per reservation is required, nationality of leading passenger, phone number if available.
For groups: group name or reference, tour leader name and phone number, nationality (according to majority).

Delays

Polar Explorer Oy shall not be held liable for any compensation for any losses caused by delays due to weather conditions, road traffic and other events.

Polar Explorer Oy withholds the right:

  • to change the timetables / content of the Icebreaker Cruises due to weather conditions or other similar force majeure situation. Polar Explorer Oy shall not be held liable for any compensation for loss of gratification in case of an unforeseeable adverse weather conditions.
  • to cancel a cruise in case of lack of passengers or for safety reasons. In this case a rescheduling or full refund is offered.
  • to run own online promotions and campaigns

FAQ

Most frequent questions and answers

Yes, you can choose your pick up and drop of location during the booking process. Price will be calculated accordingly. Your luggage will be stored in the bus during the tour. 

Yes, when you are coming by our shuttle bus you can store your luggage in the bus during entire trip. No special reservation for luggage is required.

Yes, you can make your way with your own car and park free of charge at the cruise terminal. There is no actual border between Finland and Sweden, you can drive non-stop via the border.

There is no age limit for participating in a cruise, children of all ages are welcome on board!
Survival suits are available at size 125 cm so if your child height is close to 125 cm they can swim. It is up to responsible crew member decision if the child is grown enough and it is safe to swim for child. 

No, a double layer survival suit, which you will put over your normal clothes, will keep you insulated from cold water.
Swimming is voluntary – so if you don’t feel like it you don’t have to do it.

Walking on sea ice is allowed only when ice is solid and at least 20 cm thick. Early winter cruises may not allow walking on ice activity.
Captain makes a decision when it is safe to walk on ice on each cruise.

The ship is not wheelchair accessible due to high thresholds around the ship required for water holding in case of flood.

Lunch on board can be added at special price 20 € per person when booked together with shuttle bus. Lunch on board without reservation is 25 €.
Snacks and beverages can be purchased from the cafeteria on board.

Gluten and lactose intolerance is considered in all meals. Vegetarian meals are offered.

There is no border control between Finland and Sweden, driving is non-stop. Though occasional check may happen. Please also have valid ID with you.
If you hold Schengen visa, same visa is valid for both countries and single entry visa also valid to cross brothers within Schengen area multiple times. 

In case the border of Finland or Sweden is closed due to emergency lock down, all cruises will be cancelled and your payment is fully refunded. 
In case the country where you were travelling from closes down and travelling outside of the country is prohibited for leisure reasons, standard cancellation policy will apply.
We recommend buying travel insurance covering costs caused by cancellations due to COVID, health conditions or any other circumstances preventing travelling.

No cancellation fees are charged if you cancel your booking 31 or more days before cruise departure.
25€ booking fees per person are non-refundable. 
If you cancel 30 days before cruise departure or later, 100% cancellation fees are charged.
In case of “no show”, being late for cruise departure or shuttle bus pick up resulting in missing the departure, 100% cancellation fees apply.
Cancellation fees are charged If cancelled for any reason, including restrictions due to COVID-19 and medical reasons.
We recommend buying travel insurance covering costs caused by cancellations due to health conditions or any other circumstances preventing travelling.

In case our icebreaker cruise is cancelled due to weather conditions or lack of passengers, you will be offered an alternative cruise date or time.
If none of the alternative options fit you, you will get a full refund.

We do not practice discount coupons. 
We keep our prices as low as possible so everyone can join.