Terms and Conditions
By attending one of our Workshops you are accepting certain risks. Your application shall serve as a release of our liability and a complete assumption of all risks by you and your heirs, administrator, executor, successors, and assign for all family members. By accepting our terms of service, you are acknowledging that you are aware that travel, wherever it may be, and by whatever means, involves some inherent risk of injury, illness, death, loss, or damage to personal property, which may be caused by acts of nature, negligence or actions of others.
In consideration of, and as part of the payment for your participation in a program, workshop, excursion, expeditions, other activities, or any program that Arctic Exposure ehf, or their assigns, may be conducting, you are voluntarily releasing Arctic Exposure ehf, their employees, assigns, independent contractors, or anyone involved thereof, from any damages, liabilities, costs, injuries whether mental or physical, known or unknown, and by participation you agree to assume all risks whether known or unknown. You acknowledge voluntarily that by traveling to areas that may be remote, foreign, mountainous, wilderness, wild rivers, remote deserts, and may not be maintained to the standards you are accustomed and therefore may involve certain additional risks, dangers, and inconveniences including, but not limited to, forces of nature, wild animals, terrorism, hotel accommodations, airplane, vehicles, trains, boats, roads, walkways, trails, and other means of conveyance or other unknown risks. You acknowledge that medical services and facilities may not be readily available during all or part of the trip, including medical care, presence of physicians, and medication. We assume no liability for medical care. We assume no liability for dietary requirements you have.
Unless accompanied by a parent or legal guardian (and with our approval), you must be at least 18 to attend one of our workshops. Your application signifies your full understanding and agreement that you release and hold harmless Arctic Exposure ehf, its officers, agents, sponsors, associates, sub-contractors, from any and all liability, actions, causes of actions, claims, debts, and demands of every kind whatsoever, known or unknown which may arise in connection with your participation in any activities arranged by them without limitation, all liability, actions, causes of action, claims, debts, and demands related to the negligence of said persons.
You also acknowledge that you understand that travel with a group invariably involves compromise to accommodate the diverse desires, travel goals, personalities, and physical abilities of group members. You also understand that while itineraries are carefully planned, they are not a guaranteed schedule of activities, events, or participation, but only a guideline and example. Group participants must allow for flexibility and changes deemed necessary by the program leader or professional guides. There may be situations beyond our control due to geographic, climatic, physical, or governmental restrictions that will cause further changes in timing, locations, and activities. Understanding this, you further agree that there will be no discounts or refunds for activities curtailed or otherwise affected by such circumstances.
You have assumed the responsibility to select an activity appropriate to your physical abilities and interests. You are personally responsible for being in sufficiently good health to undertake the activity. By accepting our terms of service, and by your deposit, you certify that you do not knowingly have any physical or other considerations of disability that would create a risk for you or other participants. In addition, you authorize Arctic Exposure and/or its trip leader, to initiate and offer medical care in the event of a medical emergency. We reserve the right to request a doctors statement of good health.
You will be responsible for studying all pre-trip information; for bringing all equipment, personal items, and appropriate clothing; for conforming to standards of dress and hygiene; and for acting in a manner considerate of fellow participants, locations and environments, models, and locations. We reserve the right to cancel any activity and to accept or reject any person as a member of any activity. The program, workshop, expedition, excursion, or trip leader’s judgment shall provide the ultimate determination of an individuals ability to participate in, or continue to participate in, any activity or program.
You are responsible for yourself during your tour and/or workshop. You travel at your own risk during the pandemic and at other times. Arctic Exposure excepts no financial responsibility for any delays or disruption of your travel plans due to COVID-19, other illnesses, or other circumstances out of its control.
As of February 25, 2022, there are no COVID-19 related restrictions in Iceland. However, Arctic Exposure highly recommends that you follow health authorities’ recommendations regarding handwashing, hand sanitizing, mask use and/or social distancing, and other measures to protect yourself and others during the workshop.
This Agreement shall be governed by Icelandic law. The Contracting Parties shall use their best endeavours to solve any potential disputes in a peaceful manner. Any legal proceedings that may be instigated on account of disputes arising out this Agreement shall be brought before Reykjavik District Court.
Cancellation or Change of a Workshop
While Arctic Exposure ehf, will make every attempt to operate a trip once confirmed, we do reserve the right to cancel or change a trip, including the itinerary, at any time due to insufficient bookings and/or reasons beyond our control that might create unsafe or undesirable travel conditions for the participants. In the case of reasons beyond our control, we do not promise any refunds or credits. We may choose to reschedule the workshop at a future date, or we may decide to issue you credit for a future workshop, or a refund may be issued, less any non-refundable deposits we have paid to workshop providers on your behalf. No matter what, the financial liability of Arctic Exposure ehf. shall be limited to the amount paid to Arctic Exposure ehf. for the workshop only and shall not be extended to cover any other associated travel costs incurred (e.g. non-refundable air tickets, currency conversion fees, visa fees if applicable, clothing, equipment, miscellaneous transportation costs, medical expenses, travel insurance premiums, etc.). We reserve the right to refuse acceptance of any participant, for any reason, at any time. We are not responsible for any additional expenses incurred by such participants. Workshops tuition may be adjusted after you have signed up, based on currency fluctuation.
If a participant in a workshop harasses or abuses, verbally or physically, our guides or other workshop members, we reserve the right to remove them immediately from the workshop.
In case of dismissal from the workshop on those grounds, the participant is not entitled to a refund or compensation from Arctic Exposure.
Payments for workshops, expeditions, and custom tours
When signing up for a workshop you commit to paying a deposit of USD 2.000 for Icelandic workshops or a specified amount for international workshops on the Arctic Exposures website. Workshops in Iceland shall be paid in full at least 90 days before the departure date and 150 days before international workshops and expeditions.
A seat on the tour is not guaranteed until the deposit has been paid and confirmation received by Arctic Exposure. If a seat is reserved and the deposit is unpaid, Arctic Exposure can allocate that seat to a different passenger.
If a custom tour is booked within 30 days, it shall be paid in full when booked. Greater than 30 days 10% in advance and final payment 30 days prior to departure.
Cancellation & refund policy
We understand that attending our workshops requires advance commitment and unforeseeable events may require cancellation of a workshop. We strongly recommend you purchase travel insurance.
Based on the cancellation date, the following applies for workshops/tours/expeditions in Iceland:
Greater than 90 days from the start date of the workshop: full refund minus deposit payment.
75 days: 75% refund – minus deposit payment
60 days: 50% refund – minus deposit payment
Less than 60 days: no refund
Deposits are nonrefundable but can be transferred to a different workshop if availability permits.
Custom tours/day tours that are canceled with less than 30 day days’ notice are not eligible for a refund.
Based on the cancellation date, the following applies for workshops/expeditions Internationally:
Greater than 150 days from the start date of the workshop: full refund minus deposit payments.
120 days: 75% refund – minus deposit payment
90 days: 50% refund – minus deposit payment
Less than 70 days: no refund
Deposits are nonrefundable but can be transferred to a different workshop if availability permits.
For sailing expeditions, travel insurance with emergency evacuation coverage is mandatory.
All refunds are subject to a $150 processing fee.
Air transportation and related fees (except as indicated in the itinerary); activities noted as optional in the itinerary; gratuities, unless otherwise noted on the itinerary page; passport and visa expenses; baggage/accident/cancellation insurance; personal expenses, such as laundry, telephone calls, meals (except as indicated on the itinerary) alcoholic beverages; and any other items not specifically noted as included.
Single rooms are not included in most workshops and expeditions. It is stated on our website under each workshop/tour/expedition if single rooms are available and for what cost. If you sign up for a shared room and no suitable person has signed up for the workshop/tour/expedition for you to share a room with a single room supplement is added to your balance payment.
You are responsible for ensuring that you have the proper travel documents and immunizations. You should check with the respective consulate(s) or visa agencies to determine whether visas are required. Valid passports are required for international travel. Traveling within Schengen requires that passports are valid for at least 3 months after your arrival date. For other travelers it’s 6 months.
Unless you are already covered under an existing policy, we recommend that you purchase travel insurance. Such insurance often provides coverage for losses suffered in the event of trip cancellation and interruption, travel delay, loss of baggage and travel documents, baggage delay, medical emergencies and accidental death.
You understand that in some cases we rely upon third party tour organizers, transportation providers, hotel operators and food providers to provide the services associated with the Workshops. All tickets, coupons, reservations, etc. are subject to the terms and conditions and other policies of the third-party service provider. We cannot control the actions of such third-parties and do not assume responsibility for unanticipated events that may occur, including, without limitation, travel delays, lost luggage, cancellations, overbooking, and other reservation errors. You should build some flexibility into your schedule in case we need to extend the length of the Workshop or make other reasonable scheduling changes to accommodate unanticipated events such as travel delays, lost luggage, cancellations, overbooking and other reservation errors. You will not be entitled to a refund in the event of unanticipated events requiring scheduling changes. You further agree to hold us harmless from and against any liability for injury, death, damage, loss, accident, delay or irregularity that might occur in connection with any services provided by third parties.
Revised August 8, 2019
Updated February 25, 2022 regarding new COVID rules in Iceland