Weather changes in Iceland can be unpredictable, and we are sometimes struck with strong winds and low cloud overcast, without much notice. For this reason, flights are dependent on weather conditions and our suppliers reserve the right to change the flight route and/or itinerary due to weather or other circumstances which are out of their control. If in any case the supplier is forced to cancel the flight due to weather, that particular service is fully refundable.
In order to ensure that we are able fulfill the itinerary without much disruption we will do whatever is in our power to rearrange the program so that our guests can still enjoy the activities which have been booked for them.
In case of canceled flights, we strive to make a second plan, usually the day before, or in the morning of acquired information from our suppliers who monitor the weather and keep the Nine Worlds contact, who is on the 24/7 emergency phone, updated. The procedure is that if changes need to be made we calculate the difference between the cancelled services and the services we book instead. Subsequently, the clients are informed of what will be either charged or reimbursed accordingly.
Kindly note that cancellations or changes of the itinerary initiated by the client will not result in refund.
Other: • Meet and greet by Nine Worlds staff member upon arrival at hotel in Reykjavík. When the first night is spent outside of Reykjavik, all travel documents and welcome material will be provided by the arrival driver/driver guide, or at hotel check-in. • A welcome kit including a small gift and printed welcome materials and a cell phone for your use in Iceland • Light snacks in vehicle during day tours • Waterbottles in vehicles • 24/7 Emergency phone access
NOT INCLUDED IN THE PRICE: • Alcogol beverages in Private Villa, payable on spot • Additional hours for drivers, guides or driver-guides exceeding the stated number of hours o Price pr. extra hour for vehicle & guide is from: USD 150 / EUR 120 • Travel insurance (highly recommended) • Beverages, snack, lunches, dinners unless otherwise noted • Room outside of normal check-in/check-out times • Porterage at airport and hotels • Optional excursions, activities, museums or pre and post trips not mentioned above • Any service not specifically listed under "included”
VALIDITY OF PRICES The rates and condition in this quotation are valid for 30 days from date of issue. All rates quoted or shown in our tariffs are based on current purchasing prices in Iceland. Iceland Travel/Nine Worlds reserves the right to
increase prices already quoted or published in our price lists without notice in the event of currency fluctuation, government taxes, or due to any other cost increases that are outside IT’s control. After the invoice has been issued the price is guaranteed against any surcharge, unless an increase is due to government laws or currency changes. IT will absorb an amount equivalent to 5% of the package price. Amounts that exceed the 5% will be charged and clients will be entitled to cancel their booking with a full refund if the surcharge exceeds 10%.
TERMS OF PAYMENT A nonrefundable deposit of 20%, of the total package price should reach Iceland Travel/Nine Worlds upon confirmation of booking. Iceland Travel/Nine Worlds will send a proforma invoice for FIT/groups for full payment, 8 weeks prior to arrival. Full payment (less deposit) for groups and individuals shall reach Iceland Travel/Nine Worlds at least 6 weeks prior to arrival of clients or upon confirmation of booking if done within 6 weeks. In case of further delay on payments, Iceland Travel/Nine Worlds will reserve the right to treat the booking as a cancellation and withdraw its confirmation of services.
ROOMING LISTS A preliminary rooming list must be received no later than 8 weeks prior to the client's arrival, and a final rooming list at least 4 weeks prior to client's arrival.
CANCELLATION All cancellations must be made by letter, fax or e-mail. In conformity with business practices within the Icelandic travel industry, the Travel Agent is obliged to charge cancellation fees to passenger(s) as follows:
CANCELLATION CHARGES (Applies to 80% of the final price, 20% confirmation fee is non-refundable) Time of cancellation (Individuals) or cancellation within a group: More than 6 weeks prior to arrival none
5 weeks (35 days) and more than 4 weeks
4 weeks (28 days) and more than 3 weeks
3 weeks (21 days) and more than 2 weeks 10%
2 weeks (14 days) and more than 1 week 25% 1 week (7 days) and more than 72 hours 50% 72 hours and more than 24 hours 75% 24 hours’ notice and less 100%
Time of cancellation (Groups (10+ )):For large groups (=50 rooms) more than 6 months 10% (of accommodation) More than 8 weeks prior to arrival none
8 weeks and more than 4 weeks 10%
4 weeks and more than 1 week 50%
1 week and more than 72 hours 75%
Less than 72 hours 100%
The counting method for cancellation charges excludes the day of arrival, and a week is seven (7) days Please note that cancellation of one or more passengers within a group may cause a price increase for the group or a cancellation fee according to above rules for those cancelled passengers. Cancellation terms may be stricter than stated above when dealing with conferences and large groups.
If a service which has unconditionally been confirmed is cancelled by Iceland Travel/Nine Worlds, for example due to insufficient participation, cancellations must be made with at least 4 weeks´ notice on IT´s behalf. IT shall make every effort to provide similar alternative arrangements without additional cost to the buyer. Should those alternatives not be to the buyer’s satisfaction, a full refund shall be made to the amount paid.
LIABILITY Iceland Travel/ Nine Worlds disclaims responsibility for any loss, damage, accidents, sickness or changes in schedules caused by weather, strikes or any other irregularity outside Iceland Travel’s/Nine World’s control. Iceland Travel/Nine Worlds reserves the right to alter routes, itineraries or departure times, without prior notice, should the necessity arise. In case of any changes in flights (domestic and international), the passenger has to pay any additional cost caused by this, at the time the service is provided (extra hotel nights, meals, transfers etc). We advise all clients to have insurance, as clients are on their own responsibility on optional tours, such as riding tours and snow scooter tours. All complaints must reach Iceland Travel/Nine Worlds within 5 days from departure from Iceland. Otherwise possible compensation is not valid.
DOMESTIC FLIGHTS AND TO/FROM GREENLAND- SPECIAL CANCELLATION AND CHANGING CONDITIONS
Air Iceland does not permit Group Allocations on any flights.
For flights to/from Greenland only
A 20% nonrefundable deposit is required to for all reservation on a flight to and from Greenland. If a reservation for individuals, groups or an individual from a group, is changed 72 hours after reservation is made and until 8 weeks prior to departure, Iceland Travel will charge agent a 10% changing fee of the fare/ package price per passenger.
The following does also apply for domestic flights as well as flights to/from Greenland.
If a reservation, individual, group or an individual from a group, is cancelled within 8 weeks and until 6 weeks prior to departure, Iceland Travel will charge agent 40% off the fare/ package price per passenger. If a reservation is changed during this time Iceland Travel will charge 20% in changing fee.
If a reservation, individual, group or an individual from a group, is cancelled within 6 weeks and until 4 weeks prior to departure, Iceland Travel will charge agent 60% off the fare/ package price per passenger. If a reservation is changed during this time Iceland Travel will charge 30% in changing fee.
If a reservation, individual, group or an individual from a group, is cancelled within 4 weeks and until 2 weeks prior to departure, Iceland Travel will charge agent 80% off the fare/ package price per passenger. If a reservation is changed during this time Iceland Travel will charge 40% in changing fee
If a reservation, individual, group or an individual from a group, is cancelled within 2 weeks prior to departure, Iceland Travel will charge agent 100% off the fare/ package price per passenger. If a reservation is changed during this time Iceland Travel will charge 50% in changing fee