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Booking Terms and Conditions

Nordic Travel (Australia) Pty Ltd trading as Nordic Travel
A.B.N. 18 627 634 486
Australia +61 2 9904 5424 or 1300 702 833
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Booking Conditions to apply: Nordic Travel (Australia) Pty Ltd trading as Nordic Travel ABN 18 627 634 486 (“Nordic Travel”, “we”, “us” and “our”) offers tours according to these Booking Terms and Conditions (“Booking Conditions”).

You the traveller (“you” and “your”) agree that these Booking Conditions along with the itinerary and any other written information we provide to you before we confirm your booking, form the basis of our contract to perform your travel arrangements with us according to your booking.

Please read these Booking Conditions carefully as they set out our respective rights and obligations.

Our Booking Procedure is:

  • After receiving your enquiry, we issue a quote which includes the travel arrangements, price and deposit requirements. The travel arrangements are subject to availability and may change. Prices quoted are based on foreign exchange rates at the time.
  • You complete the Client Booking Form (one form per person) and pay the deposit. You accept these Booking Conditions by submitting the Client Booking Form.
  • We request the travel arrangements with our supplier/s.
  • We confirm the booking of your travel arrangements and issue our invoice showing the deposit received by us, the final payment owed to us and the final payment due date.

On completion of the booking procedure, a legally binding contract exists between us and you for the travel arrangements.

Prices: Nordic Travel reserves the right to adjust prices due to factors including but not limited to fuel costs, foreign exchange rate fluctuations, taxes, airline surcharges and other price rises beyond our control. Price adjustments may be made at any time prior to receipt by Nordic Travel of the final payment. All prices are in Australian Dollars.

Deposits: The deposit amounts will vary according to the travel arrangements. For general arrangements, a minimum deposit of 30% of the total price of the booking is required. However, for travel arrangements incorporating Christmas, New Year, Faroe Islands, Greenland and Cruising, a higher deposit is required. At the time of quotation, you will be advised of the deposit requirements for the booking. Once a booking is confirmed, all deposit payments become non-refundable and non-transferable, subject to cancellation and amendment rights.

Final Payment: Final payments for most travel arrangements are due a minimum of 90 days prior to the starting date. Certain travel arrangements and destinations require a different timetable for final payment of which you will be advised at the time of quotation. For bookings made less than 90 days prior to the starting date, full payment is required at time of booking. Non-payment by due dates may result in the cancellation of the travel arrangements.

Amendments by the Traveller: Should a change be requested by you after the booking has been confirmed, or if the re-issue of documents is required, a minimum charge of $100 per change, per person, will apply. Any fees/charges imposed upon Nordic Travel by its suppliers and third parties as a result of such a requested change, will be also added to the price.

Cancellation by the Traveller: All cancellations to travel arrangements must be notified in writing. Notification is not effective until received by Nordic Travel. Notification must be sent during office hours only (Mon-Fri, 09:00hrs-17:00hrs, Sydney time, not being weekends or public holidays). If some or all portions of the booking are cancelled, after the booking has been confirmed, the following charges will apply.

Cancellation fees for General arrangements:
90 days or more prior to the start date: whole deposit
89-45 days prior to the start date: 50% of the price
Less than 45 days prior to the start date: 100% of the price

Cancellation fees for Cruising Arrangements:
90 days or more prior to the start date: whole deposit
89 days or less prior to the start date: 100% of the price

Cancellation fees for Christmas & New Year arrangements:
100 days or more prior to the start date: whole deposit
99 days or less prior to the start date: 100% of the price

Cancellation fees for Greenland & Faroe Islands Arrangements:
90 days or more prior to the start date: whole deposit
89-45 days prior to the start date: 70% of the price
Less than 45 days prior to the start date: 100% of the price

If the travel arrangements have already commenced, the cancellation fee is 100% of the price. There is no refund or credit for unused services, or for portions of travel arrangements missed by the traveller.

Please note that any fees/charges imposed upon Nordic Travel by its suppliers and third parties, as a result of such a requested cancellation, may be added.

Unused services: Once the traveller has left Australia, a refund will not be given for any service or accommodation not used by the traveller due to late arrival, early departure, or by choice. This includes the failure of any transportation to operate as scheduled, or weather conditions being such that activities cannot take place.

Cancellation or delay or changes for reasons beyond our control (force majeure events): Nordic Travel is not responsible to refund the price or compensate the traveller if a travel arrangement is cancelled, delayed, changed, or its conduct is affected in any way by an event of force majeure. A force majeure event means: unforeseen circumstances outside of a party’s control, and may include adverse weather or road conditions, natural disasters, the closure of a place or a route, civil and government disturbances, acts of God, acts of terrorism, an epidemic, a pandemic, war, strikes or other industrial relations matters, accidents, defects in machinery, breakdown of equipment, inclement weather, quarantine, medical or customs regulations, loss of baggage, traffic, airport conditions, lack of performance by third party suppliers and other events that necessitate changes to or abandonment of the itinerary or operating difficulties imposed by the owners and/or operators of accommodation, facilities or transport, or events in places or countries which result in Level 3 or Level 4 Travel Safety Advice being issued by the Australian Department of Foreign Affairs and Trade or acts of Governments such as a travel ban (closure of borders) being ordered by the Australian Government or the Government in the destination.

Changes by us to your travel arrangements: Nordic Travel has the right to change, modify or cancel the travel arrangements, either in whole or in part for reasons beyond our control, or if we determine it is in the interest of safety and security or for operational reasons. Reasons include force majeure events and events such as if an airline changes its schedule, a natural disaster or political crisis occurs, a hotelier overbooks hotel accommodation, or an operator cancels a tour. If so, you will be notified as soon as possible, and we will endeavour to provide alternative arrangements of the same standard as that originally booked.

If the change/s result in the booking price being increased by more than 10% or the new travel arrangements are materially different from that contemplated prior to the change/s being effected, and in respect of which we have already accepted a deposit or balance of payment, you have the right to accept the new travel arrangements or, to ask for the monies already paid to be refunded, less any supplier and third party cancellation charges.

Entrance fees for attractions in Iceland: Some entrance fees payable throughout Iceland for attractions including but not limited to natural and historic sites are only payable locally in Icelandic Kroner. These entrance fees are not included in the price and must be paid by the traveller in cash at the time of entrance to the attraction.

Travel documentation: Travel documents are sent out approximately 2-4 weeks prior to the starting date of the travel arrangements, dependent upon when they are made available to Nordic Travel by our supplier. Documentation will not be sent until final payment has been received.

Commencement of Arrangements: Prior to making any other bookings (e.g. transport), it is your responsibility to take note of the date, time and place that your arrangements commence, so as to ensure that you arrive in time.

Traveller Assistance: Should a problem occur with your own travel arrangements before you start the tour (such as delayed arrival due to missed flights, illness, etc.) or, once our travel arrangements have started, it is essential that you try to resolve the problem immediately with the local supplier, particularly having regard to the difference in time zones between Australia and your destination. Your documentation shows their contact details and many problems can be rectified on the spot when you communicate your concerns. If you fail to take such steps locally, any claim for compensation may be reduced or denied. If you have any unresolved complaint, this must be sent to Nordic Travel in writing together with any supporting documentation, within 30 days of the date the complaint arises. No claim made after this period will be considered.

Passports, Visas and Other Documentation: Each traveller must carry a valid passport with at least six months validity remaining from the date of return date to the country of origin. Passport validity and visa requirements are the traveller’s responsibility. Travellers are also responsible for travel information, namely all exit, entry, re-entry, health (including COVID testing, vaccination and certification requirements) and other documents required by law, regulations, orders, demands or requirements of the countries visited, transited or returned to.

Hotels: If a hotel nominated is unavailable at the time of booking, the booking will be made in an alternative hotel of equivalent standard. Prices are based on standard, lead in accommodation. The mention of hotel facilities such as gyms, pool, parking etc does not imply that use of such facilities is available or is without cost to the traveller and such costs must be paid locally by the traveller.

Bedding Configuration: The term Double/Twin Room usually refers to a room with 2 single beds either pushed together for a Double Room or kept apart for a Twin Room. A Triple Room is a Double/Twin Room with an extra bed, usually being a sofa bed or rollaway bed, and accordingly may be cramped. Some hotels offer Triple Rooms only when the 3rd person is a child. Triple Rooms where offered are always subject to request. 

Travel Insurance: 
We strongly recommend that at the time of booking with Nordic Travel, each traveller purchases comprehensive travel insurance. Comprehensive travel insurance includes cover for cancellation, medical and repatriation expenses, personal injury, death, cover for loss of baggage, money and valuables, personal liability, delay, curtailment, missed departure and legal expenses. If you suffer from a disability or medical condition, this may be a pre-existing medical condition which must be disclosed to your insurer when applying for travel insurance. Insurance cover offered by credit card companies or reciprocal medical cover agreements may not provide such cover or cover may be limited or require a certain level of expenditure with the credit card to be triggered. Take care that cover is not excluded under a travel insurance policy through your action or inaction, as you are responsible.

Travel Information: Travellers should familiarise themselves with any entry, health and/or visa requirements that may be applicable in the areas they intend visiting. Nordic Travel does not provide travel information and makes no representation as to the safety, conditions or other issues that may exist at any destination. For Australians, visit and subscribe to receive an email when an update of travel advice or an SMS when there’s a critical alert for the countries you're planning to visit. You can also subscribe for news updates and get push notifications. For passengers from other countries, please visit your Government’s Health/Travel website/s.

Limitation of Liability: Our suppliers provide their services independently of Nordic Travel, and do so subject to their terms and conditions and the laws and regulations of the jurisdictions in which they operate  The issuance of tickets and vouchers shall be deemed to be consent to the conditions on the ticket or voucher.

While we choose reputable suppliers, we do not maintain any control over the way in which the suppliers conduct the tour and assume no responsibility for and cannot be held liable for any personal injury, death, disappointment, distress or frustration, whether physical or mental, property damage or other loss, accident, delay, inconvenience or irregularity which may be occasioned by reason of any wrongful, negligent, wilful, or any unauthorised acts or omissions on the part of any of the suppliers.

No responsibility is accepted for any loss, expense, accident, injury, or damage to any person or property due to force majeure events.

We strongly urge you to take a high level of personal responsibility in order to ensure that possessions, equipment and personal documents are always closely monitored and protected. We are not responsible for any luggage or personal effects losses, injuries, thefts or unforeseen expenses incurred by you while participating in the tour.

You must comply with the local law while on the tour. We will not accept responsibility if you contravene any law or regulation while on tour.

We reserve the right to accept or retain any person as a member of any tour, or to change or withdraw the tour as circumstances demand.

We are not responsible for loss for additional expenses, due to scheduling, delay or changes, or your failure to follow instructions, including but not limited to, check-in and check-out times and baggage handling.

You indemnify us from and against any liability, actions, demands, claims, suits, causes of action, proceedings, costs and expenses of whatsoever nature which may be taken or made against or incurred by us in relation to your participation in, and your activities during the tour.

Brochure Content: Every effort has been made to ensure that the brochure is accurate at the time of publication and Nordic Travel shall not be liable for any injury, damage or loss caused by any inaccuracy which it could not reasonably foresee.

Weather Conditions and Natural Phenomena: We cannot guarantee the appearance or quality of weather conditions and natural phenomena described in the brochure, including but not limited to the Northern Lights, the Midnight Sun, snow, ice, waterfalls, geysers and thermal pools and no refund will be given to any traveller due to the non-appearance or quality of same.

Inclusions and exclusions: Items which are stated as inclusions in the itinerary are included in the price. All items not marked as inclusions are excluded from the price. Excluded are airfares unless otherwise stated, visa and passport costs, travel insurance, vaccination and medical expenses, excess baggage, airport departure taxes, local government, bed and city taxes, laundry, postage, phone calls, fax/email charges, beverages, all items of a personal nature.

GST Provision: GST applies to Australian content only. GST does not apply to air and land arrangements consumed overseas e.g. coach tours, hotel accommodation and car rental.

Invoice Errors or Omissions: Nordic Travel reserves the right to correct any errors in rates quoted or calculated for any service, notwithstanding that the invoice may have been paid in full. All confirmed bookings are issued with an invoice detailing the services booked. If any service is still on request this will be indicated on the invoice.

Privacy: For the securing of bookings and reservations, and for the facilitation and enabling of travel arrangements, you are required to provide us with your personal information. This information may be required by our suppliers as part of their service provision to you and to us.  Some of the suppliers are in countries which may not have the same level of protection of personal information as required by Australian law.  By making a booking, you give us your consent to use and disclose your personal information in the manner described in this condition. Further information is available in our Privacy Policy which is displayed on our website.

Alterations and applicable law: No-one has any right to alter, vary or waive any of these Booking Conditions, nor do they have the right to undertake any liability whatsoever on our behalf unless such alteration, variation, waiver or undertaking is in writing and is signed by a duly authorised representative on our behalf.

All contracts with us are governed by Australian Law and are subject to the exclusive jurisdiction of the Courts in the State of New South Wales.

Last updated December 2023