Terms and Conditions
Voyage rates are quoted in U.S. dollars and are based on passengers sharing a cabin. Rates for all Polar Latitudes voyages are based on anticipated fuel costs at the time of departure multiplied by a maximum daily usage. There will be no fuel surcharge for Polar Latitudes voyages if the price of fuel, delivered locally, does not exceed US$1,250 per metric ton. Should the price go above this a surcharge, to cover only the increase in fuel costs, may apply. In this case agents will be notified immediately and passengers will have the right to cancel their reservations within 14 days of notice of increase without penalty.
To confirm a booking a deposit of $1500 per person is required. Final payment is due in full 90 days prior to departure. Within 90 days of departure, full payment is required to confirm a booking.
Cancellations / Payments
All cancellations must be received in writing. Reservations cancelled more than 90 days to departure are subject to a $750 per person cancellation fee. Reservations cancelled 90 days or less prior to departure are subject to full fare forfeiture. In cases where payment is late, we reserve the right to treat the booking as canceled by you.
In general there are no specific physical requirements for travel in Antarctica. However, we are traveling to the most remote region of the world and we are traveling on a ship which, at times, may be in rough seas and which has limited facilities. Passengers with unstable medical/health issues may not be appropriate for this type of expedition and are advised to exercise appropriate caution.
Passenger Medical Information
We require all passengers to submit basic medical information prior to departure. Upon receipt of that basic medical information, significant disabilities or unstable medical conditions may necessitate additional documentation from a passenger’s physician certifying fitness to travel on a voyage to Antarctica. If additional medical confirmation is requested, boarding will not be allowed absent receipt of that confirmation. PLEASE NOTE: please review our medical form at time of booking, and if there is any question regarding your eligibility contact your agent immediately to begin a dialog with us. While we cannot dispense medical advice we reserve the right to deny passage to any passenger whose individual situation is deemed to be a safety risk, or who has not disclosed accurate information as to their physical or mental condition. In such a case Polar Latitudes cannot be responsible for any expenses incurred. This includes non refundable cruise fees, airfare or any other miscellaneous expenses. If you have any questions, please contact your agent for further clarification.
Polar Latitudes has a pregnancy policy that women who will be in the 13th through 22rd weeks of pregnancy during the entire voyage are welcome with explicit doctor’s permission and having signed a specific waiver. Pregnancy policies of carriers (airlines, bus companies, hotels, etc) may also apply. Please note that medical information will, of necessity, be available to designated Polar Latitudes staff.
Please note that regardless of general eligibility there may be instances where environmental conditions require a level of fitness/mobility. In these cases, individual participation in the landing(s) in question may be restricted by the Captain, Expedition Leader, or ship’s doctor.
All passengers must carry a Travel Protection Plan. This Plan must cover personal injury, medical expenses, repatriation expenses, evacuation expenses, and pre-existing medical conditions. Additionally, passengers are strongly advised to carry a Travel Protection Plan which should also include coverage for cancellation, curtailment, trip interruption, and all other expenses which might arise as a result of loss, damage, injury, delay or inconvenience occurring to or otherwise involving a passenger. As any potential evacuation from Antarctica can cost up to $150,000 we recommend that no policy carry less than this amount of coverage. Polar Latitudes will require information as to carrier, policy number, and a 24-hour contact number. Please also note: Travel to Antarctica carries with it a slight but inherent risk that a voyage may be cancelled or interrupted before or after the voyage has begun. In such a case, Polar Latitudes cannot be responsible for situations outside its control, and your insurance may be your only recourse for recovery of funds.
Polar Latitudes’ captain and expedition team will do everything possible to complete the voyage as outlined in the voyage itinerary. However, itineraries in polar regions are heavily dependent on weather and ice conditions. Occasionally conditions and or safety concerns require Itinerary changes. The Captain and expedition team will accordingly make every effort to find the best alternative to the original itinerary while keeping passengers informed and updated. Itinerary changes are not subject to passenger approval/consent, and in the event of such a change no refunds or price adjustments are possible. Placement of a booking with Polar Latitudes amounts to an acknowledgement that itinerary changes are possible.
All activities, whether on board or ashore, conducted during a Polar Latitudes voyage are permitted by authorities and must comply with strict guidelines and regulations. As such, no one may conduct unauthorized activities during a Polar Latitudes voyage. The use of personal recreation equipment or technologies without clear pre-voyage consent is not allowed. Polar Latitudes is currently permitted for the commercial use of UAVs by trained members of our staff. Please note that individual permits are not possible, and personal drones are strictly prohibited.
All voyages are conducted in English as the principal language. Our on-board staff will do their best to make the voyage as enjoyable as possible for our non-English speaking guests. However, if safety is an issue, guests not fully understanding briefings may be excluded from an activity at the discretion of the Expedition Leader or Captain.
Non-English speaking groups may bring interpreters under pre-arranged conditions approved by Polar Latitudes.
All passengers are subject to instructions or regulations given by the Captain or the Expedition team.
Photography / Video
Polar Latitudes reserves the right to use photographs and/or videos taken during the operation of the voyage for promotional purposes for the company and/or its sales agents. Passengers who prefer that their images not be used are asked to identify themselves to Polar Latitudes and its agent, prior to embarkation.
Our ships offer a smoke-free environment. Smoking is permitted only in the designated smoking area. Smoking is not permitted anywhere inside the ship (including the balcony areas). The Expedition Leader will discuss this policy with anyone known or suspected to be smoking in a non-designated area so that there is no misunderstanding as to the proper location and protocol for smoking. Repeated non-compliance will result in a $1,000 penalty to be added to your shipboard account. The Expedition Leader and Captain also reserve the right to disallow participation in off ship activities.
Alcohol is available for sale in our bar. Polar Latitudes reserves the right to refuse alcohol to anyone deemed to be intoxicated.
All payments are in US dollars. Passengers may run a tab which must be paid prior to disembarkation. Payments can be made in cash or with a credit card.
Polar Latitudes is a qualified tour operator that organizes and administers its polar voyages. Polar Latitudes will provide services in conjunction with local operators and air and sea operators. The designated operator(s), in turn, acts only as an agent for any transportation carrier, hotel, ground operator, or other suppliers of services connected with these tours (“other providers”), and the other providers are solely responsible and liable for providing their respective services. The passenger tickets in use by the carriers shall constitute the sole contract between the carriers and the passenger; the carriers are not responsible for any act, omission, or event during the time participants are not aboard their conveyances.
Polar Latitudes and its designated service providers shall not be held liable for (A) any damage to, or loss of, property or injury to, or death of, persons occasioned directly or indirectly by an act or omission of any other provider, including but not limited to any defect in any aircraft, watercraft, or vehicle operated or provided by such other provider; and (B) any loss or damage due to delay, cancellation, or disruption in any manner caused by the laws, regulations, acts or failures to act, demands, orders, or interpositions of any government or any subdivision or agent thereof, or by acts of God, strikes, fire, flood, war, rebellion, terrorism, insurrection, sickness, quarantine, epidemics, theft, or any other cause(s) beyond their control. The participant waives any claim against Polar Latitudes for any such loss, damage, injury, or death.
By accepting passage on a Polar Latitudes voyage, the participant acknowledges these terms and conditions and certifies that he/she does not have any mental, physical, or other condition or disability that would create a hazard for him/herself or other participants. Polar Latitudes and its designated tour operator reserve the right in their sole discretion to accept, decline to accept, or remove any participant from a voyage. Polar Latitudes reserves the right, without penalty, to make changes in the published itinerary whenever, in their judgment, conditions warrant, or if they deem it necessary for the comfort, convenience, or safety of participants. The Captain and Expedition Leader have the right to restrict the activities of any passenger who repeatedly violates onboard or on shore protocols.
Neither Polar Latitudes, nor its service providers shall be liable for any air carrier’s cancellation penalty incurred by the purchase of a nonrefundable ticket to or from the participant’s departure city. Baggage and personal effects are at all times the sole responsibility of the participant.
In the unlikely event that a Polar Latitudes expedition is cancelled or interrupted, all passengers are advised to work with their travel insurance providers for reimbursement. Pending verified resolution of your claim, Polar Latitudes will provide a full refund of outstanding funds paid to Polar Latitudes.
Updated February, 2018. Terms and Conditions subject to change.