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Terms & Conditions

Terms and Conditions – Iceland Explore

This document sets out the contractual terms that are legally binding between you (the travel trade partner) and Iceland Explore. Please read them carefully before making any booking requests. By requesting or confirming a booking, you acknowledge and accept these Terms and Conditions.

1. Booking and Payment Terms

  • All booking requests must be submitted in writing via email or through our official channels.

  • Upon receipt of a booking request, Iceland Explore will respond with a formal offer, including detailed itineraries and pricing.

  • A binding agreement is established once the client confirms the offer in writing and Iceland Explore issues a formal confirmation invoice.

  • A non-refundable deposit of 20% of the total trip cost is required upon confirmation to secure the booking.

  • The remaining balance must be paid at least six weeks prior to scheduled departure.

  • For bookings made within six weeks of travel, the full amount is payable at the time of confirmation.

  • Payment methods accepted include bank transfer and major credit cards.

  • No contract shall be deemed to exist until Iceland Explore confirms the booking with a formal invoice.

  • Note: Iceland Explore operates exclusively on a B2B basis; all bookings are made between Iceland Explore and travel trade partners, not directly with end consumers.

2. Validity of Prices

  • Prices listed are based on current rates from local suppliers and are valid until the client receives a confirmed offer.

  • Prices are subject to change until the offer is confirmed and the deposit is received.

  • Once full payment is received, the price is fixed and guaranteed in Icelandic Króna (ISK).

  • Variations may occur due to currency fluctuations, taxes, government levies, or supplier cost changes, which will be communicated proactively.

3. Cancellation Policy

  • Cancellations must be communicated in writing via email.

  • Once a confirmed offer has been accepted, any cancellation will incur the following charges:

    More than 60 days prior to departure: 20% cancellation fee (deposit retained)*
    Between 30–60 days prior: 40% of the total trip cost
    Within 30 days of departure: 100% of the total trip cost

  • For group bookings (6 or more participants), specific cancellation policies apply:

    More than 4 weeks prior: 40% credit / 60% refund
    Less than 4 weeks: 80% credit / 20% refund
    Less than 2 weeks: No refund or credit

  • Cancellation fees may vary according to property policies and specific arrangements. These will be communicated during the booking process.

  • We strongly recommend clients secure comprehensive travel insurance covering cancellations.

4. Weather and Activity Conditions

  • Outdoor activities are weather-dependent; safety and experience are our priorities.

  • We reserve the right to modify or cancel activities due to adverse weather or other unforeseen circumstances.

  • Any canceled activities will be fully refunded or rescheduled where possible.

  • Changes to itineraries may occur without prior notice for safety reasons or operational constraints.

5. Amendments

  • Requests to amend or add services must be submitted in writing.

  • Amendments may incur additional charges based on availability and supplier policies.

  • Changes to individual activities or services are treated as partial cancellations and governed by the applicable cancellation policy.

  • All amendments or cancellations must be communicated to info@icelandexplore.com.

6. Liability & Responsibility

  • Iceland Explore is not responsible for delays, injuries, or losses caused by weather, natural disasters, strikes, or other Force Majeure events.

  • We reserve the right to alter routes, schedules, or itineraries to ensure safety.

  • Clients are responsible for their own safety and are advised to purchase comprehensive travel insurance.

7. Passports, Visas & Travel Documentation

  • Travelers are responsible for ensuring their passports and travel documents are valid for at least three months beyond their planned departure date.

  • Visa requirements are the responsibility of the traveler.

  • All travel documents will be provided electronically; hard copies will be available upon arrival.

8. Travel Insurance

  • Comprehensive travel insurance is strongly recommended, covering medical expenses, cancellations, and personal liability.

9. Payments & Cancellations due to Special Circumstances

  • Payments should be made by bank transfer or credit card.

  • If services are canceled by Iceland Explore due to unforeseen circumstances, such as low participation or Force Majeure, clients will be notified at least four weeks in advance and offered alternative arrangements or full refunds.

10. Additional Charges & Responsibilities

  • Extra charges for additional luggage, special requests, or last-minute amendments will be communicated and payable prior to the service.

  • Any damages caused by clients to vehicles or property will be billed in full.

  • Smoking inside vehicles or accommodations is strictly

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