Terms and Conditions
Please carefully read and ensure you understand the following terms and conditions as they set out the basis upon which we accept all bookings. If you decide to travel with Aurora Expeditions and make payment on a voyage, you do so on the understanding that you agree to accept the terms and conditions of the contract. We reserve the right to amend our booking conditions from time to time.
1. Price and Validity
1.1 Expedition costs are based on ground costs, fuel prices, ship charter rates and airfares at time of printing. While we try our utmost not to increase our prices, this is sometimes outside our control. We reserve the right to amend our prices. Amendments should occur only in the event of significant surface increases and/or marked fluctuations in the USD exchange rate upon which the land content is based or large fluctuations in fuel costs. Any increase in price must be paid by you before your departure.
2. Responsibility and Assumption of Risk
2.1 These terms and conditions will form a binding contract between you and Aurora Expeditions for the expedition upon payment of the required deposit (see clause 3.1). If you list one or more other persons on the booking form, you agree that you will be personally responsible for all obligations ensuing from this Agreement which concern you and the other persons booked.
2.2 Except to the extent that this waiver may be prohibited or restricted by the Competition & Consumer Act, Australian Consumer Law or other legislation that may exist from time to time in Australia, you hereby release Aurora Expeditions, its employees and agents, and any licensor or licensee from all claims and actions that you have, or may have at any time in the future, against them or any of them, howsoever arising, for personal injury, death, property damage or any other loss, damage or expense that you may suffer as a result of your participation in any trip organised with or in conjunction with Aurora Expeditions.
2.3 You are aware that your adventure trip, in addition to the usual dangers and inherent risks, has certain additional dangers and risks, some of which may include: physical exertion for which you may not be prepared, extreme weather conditions that are subject to sudden and unexpected changes, remoteness from normal medical services, evacuation difficulties if you are disabled. You accept all the inherent risks of the proposed adventure trip and the possibility of personal injury, death, property damage, or loss resulting therefrom. You acknowledge that the enjoyment and excitement of adventure travel is derived in part from the inherent risks incurred by travel and activity beyond the accepted safety of life at home or work, and that these inherent risks contribute to such enjoyment and excitement, being a reason for your participation. You agree that if you suffer injury or illness, Aurora Expeditions can, at your cost, arrange medical treatment and emergency evacuation service, as Aurora Expeditions deems essential for your safety.
2.4 Notwithstanding anything else in this Agreement, you release Aurora Expeditions from any and all liability to you or anyone claiming through or under you by way of subrogation or otherwise, including by your insurer, for any loss or damage in respect of which you are entitled to receive compensation under a travel and/or cancellations insurance policy.
2.5 Aurora Expeditions will not be responsible or liable for loss, damage or robbery of travel documents, baggage or other possessions.
2.6 In entering into this Agreement, you are not relying on any oral, written or visual representatives or statements by Aurora Expeditions or its staff or any other inducement or coercion to go on the adventure trip, hence, only of your own free will.
2.7 You confirm that you are over the age of 18 years and that you have read and understand the terms and conditions of this Agreement prior to signing it and agree that this Agreement will be binding upon your heirs, next of kin, executors, administrators and successors.
3. Booking Confirmation and Payment Terms
3.1. In order to confirm your booking, you are required to complete a booking form and make a non-refundable deposit payment of $2,500 per person (in the booking currency) within 7 workding days of booking. Exception: Deposit for Nepal treks is $1,250 per person USD (non-refundable).
3.2 In order to confirm your participation on an activity (example, kayaking, diving, snowshoeing), a deposit of $250 (in the booking currency) per person per activity is required. The activity deposit is in addition to the deposit required to confirm your spot on the voyage, and the deposit for the activity is only refundable if the activity is cancelled due to minimum numbers not being reached. In this instance, your activity deposit can be credited towards the final balance of your voyage.
3.3 In the event that Aurora Expeditions is forced to cancel an activity or trek due to minimum numbers not being met, or the activity or trek is cancelled by a third party, as per clause 7.3, Aurora Expeditions will refund in full any payments made by you for that activity or trek.
3.4 Final payment is due 90 days (or as stated by us) prior to the departure date of the expedition and an invoice will be sent to you for this purpose.
3.5 Credit card payments are accepted. Standard fees and surcharges apply.
4. Child Policy
4.1 Bookings are open to people 8 years of age and over. Travellers under 18 years of age must be accompanied at all time by an adult throughout the expedition and cannot be left unsupervised at any time including during paid additional activities such as diving. An accompanied child remains the sole responsibility of the adult at all times and Aurora Expeditions cannot be liable for any incidents and accidents during an expedition if an accompanied child is left unsupervised at any time.
4.2 Children between 8-17 years of age must pay the adult price of the expedition.
5. Booking Transfer or Cancellation by you (the client)
5.1 If it becomes necessary to cancel your expedition, we ask that you notify your Travel Agent or our expedition sales team immediately in writing. Cancellation will take effect upon receipt by Aurora Expeditions of your written notice.
5.2 If the cancellation is made more than 90 days prior to the expedition departure date, you will forfeit the deposit. However, your deposit may be transferred to a different voyage with Aurora Expeditions for a fee of $500 (in the currency of your voyage). Transfers of bookings are subject to availability and are only valid on expeditions that depart within 12 months from date of transfer. Only one transfer of your deposit to another expedition is permitted. If you cancel the second expedition, your deposit is forfeited. Funds will not be held in suspense and a new expedition new booking must be advised at time of requested transfer. You must pay the difference between the original booked price and the price of any transferred booking including the new deposit amount.
Only one transfer of your deposit to another expedition is permitted. If you cancel the second expedition, your deposit is forfeited. Funds will not be held in suspense and a new expedition new booking must be advised at time of requested transfer. You must pay the difference between the original booked price and the price of any transferred booking including the new deposit amount.
5.3 If the cancellation is made less than or equal to 90 days prior to the expedition departure date, you will be required to pay the full cost of the expedition.
6. Special Requests or Requirements
6.1 While Aurora Expeditions will do our utmost to accommodate special requests, we cannot guarantee all special dietary requirements. Please advise Aurora Expeditions or your travel agent at the time of booking if you have any special requirements, or if you are celebrating a special event, and we will do our best to accommodate your needs. Aurora Expeditions reserve the right to move passengers to a different cabin number (of the same cabin category) at any time prior to the voyage if it is necessary for us to do so, with the only exception applying to passengers booked in the Captain’s Suite.
7. Cancellation by Aurora Expeditions
7.1 Notwithstanding anything else in this Agreement, Aurora Expeditions reserves the right to cancel any expedition prior to departure in which case any payment made by you will be refunded in full and you will not be entitled to make any further claims related to such a cancellation, including but not limited to compensation or damages, for any loss, consequential or indirect damage, expenses, loss of time or inconvenience, loss of opportunity or loss of enjoyment which may result from such cancellation.
7.2 Aurora Expeditions reserves the right to cancel an expedition, trek, or activity if the minimum number of participants is not reached. We will endeavour to make any decision to cancel an expedition, trek or activity, and to notify you of that decision, at the earliest opportunity prior to the expedition departure date. If another departure is not suitable, you will be refunded in full any payment already received from you.
7.3 Aurora Expeditions also reserves the right to not operate or cancel an activity or trek in the event of a cancellation by a third-party.
7.4 This clause applies to Aurora Expeditions’ ‘Fly & Sail’ or ‘Fly/Fly’ voyage options. You acknowledge that weather conditions may delay or require a cancellation of a Fly & Sail or Fly/Fly itinerary. Aurora Expeditions will make every effort to ensure the voyage takes place, however due to weather conditions, flying in some regions can be difficult and beyond the control of Aurora Expeditions. If a voyage’s charter flight has been delayed due to weather conditions, Aurora Expeditions will attempt for up to 72 hours with the airline to fly you to the start point of the voyage.
If the voyage’s charter flight is not able to take off within 72 hours of the scheduled departure time, the voyage will be cancelled and Aurora Expeditions will offer you the following options:
a) We will endeavour to accommodate you on the scheduled voyage following the one that you were booked on subject to cabin availability.
b) Failing the above, we will offer a 50% discount on a future voyage of your choice (subject to availability) in the form of a credit. The 50% discount is only applicable to the same cabin category of the original voyage. Upgrades to higher cabin category will be subject to any subsequent price difference between the original and upgraded cabin category. This credit offer has a 12-month validity from the voyage cancellation date, is not transferable or redeemable for cash and will expire 12 months after issue.
Fly/Sail and Fly/Fly Contingency Plan
For Fly/Sail and Fly/Fly voyages (where a voyage commences with a flight from Punta Arenas to Antarctica) Aurora Expeditions will deploy the following Contingency Plan. Every effort will be made to fly our passengers to Antarctica to start their voyage, as long as it safe to do so. This requires suitable weather conditions at both the departure point and the arrival point in Antarctica. For each day of the itinerary after Day 1, if there is a flight delay, Aurora Expeditions’ ground staff will update all guests on the flight status. During the delay, we are waiting for a break in the weather allowing us to depart, and are often required to leave with very little notice. All expeditioners and staff will be on standby during this time.
Days 1 & 2
After breakfast, there will be a briefing regarding new flight departure time from Punta Arenas (in case there is a confirmed flight time) or new briefing time (in case there is no confirmation of flight time).
If the flight has been scheduled to depart early afternoon, an updated transfer bus departure time will be advised to expeditioners.
If the flight is delayed until the evening, lunch will be provided and an afternoon excursion will be offered to expeditioners.
If the flight has been delayed until the following day, a briefing will occur to advise expeditioners of the new flight departure time from Punta Arenas the following day.
Aurora Expeditions will provide all meals and guided tours to sites of historic and wildlife interest in Punta Arenas as well as additional night(s) of hotel accommodation in Punta Arenas with breakfast included.
If by 2.00 pm authorisation to fly to Antarctica is not provided, the voyage will be cancelled. Aurora Expeditions will provide accommodation and all meals. No other services are included after day 3.
Sail/Fly and Fly/Fly Voyage Contingency Plan
At the end of a Sail/Fly and Fly/Fly voyage, if the return charter flight from King George Island to Punta Arenas is delayed, passengers already in Antarctica will remain on board the ship until the return flight to Punta Arenas is authorised to depart. If the flight from Punta Arenas is cancelled after up to 72 hours of attempting to depart, the ship will transport passengers from King George Island to Puerto Williams or Ushuaia for disembarkation. Full board is included. Strictly no refund will be provided for any reason.
Important Note: No refund will be provided to you for the voyage if the flight is successfully completed regardless of which day it was executed up to 72 hours after the originally scheduled flight time, or if the voyage is fully cancelled after unsuccessfully attempting to depart for up to 72 hours after the originally scheduled flight time. Aurora Expeditions will not be liable for and does not accept any claims for any costs made by you including but not limited to international airfares, domestic airfares, accommodation, any additional services purchased, or change fees impacted by or as a result of the delay or cancellation of a Fly & Sail voyage. Aurora Expeditions will provide a trip interruption letter to be submitted by the passenger to their insurance company for the airfare, change fees, rebooking fees, and other expenses incurred due to the trip interruption or cancellation
8. Delay or Change of Itinerary
8.1 Due to unforeseen circumstances, Aurora Expeditions may be forced to change the following with little or no advance notice: expedition departure dates, the scheduled point of departure for the expedition, omit or change any scheduled stop on the expedition or change the scheduled place of conclusion for the expedition whether before or after the trip has departed, including as a result of force majeure or weather conditions. You will have no right to any refund and Aurora Expeditions will have no obligation to you or be liable for any compensation or damages, for any loss, consequential or indirect damages, expenses, loss of time or inconvenience, loss of opportunity or loss of enjoyment in respect of such changes. Such changes may not be used by you as a reason for cancelling the trip or to put forward a claim of any kind to Aurora Expeditions.
8.2 At the time of reservation, a guaranteed cabin category will be confirmed, however the specific cabin number itself will be assigned at Aurora Expeditions’ discretion, and may change at any time until embarkation. Passengers can potentially benefit from a cabin upgrade without a price surcharge. In any event, the minimum category booked and paid will be guaranteed.
8.3 In order to minimise the effects of tourism on the pristine environments in Antarctica and the Arctic, IAATO & AECO restrict shore landings to a maximum of 100 people at any given time. In the event where more than 100 expeditioners wish to go ashore, Aurora Expeditions reserves the right to manage landings in accordance with regulations established by governing authorities.
9. Force Majeure
9.1 Aurora Expeditions will not be responsible for the performance of this agreement if prevented or delayed by acts of God, strikes, or other industrial relations matters, accidents, weather, traffic, airport conditions, lack of performance by third party suppliers, or other causes beyond their reasonable control.
10. Health, Required Fitness Levels, Trip Grades, Age Limits + Compulsory Medical Assessments
10.1 It is your responsibility to advise Aurora Expeditions of any pre-existing medical conditions and/or disability that might reasonably be expected to increase risk of you requiring medical attention, or that might affect the normal conduct of an expedition and negatively impact other expedition members.
10.2 You are required to provide an assessment of your medical condition from a fully qualified medical practitioner, and for this purpose we provide a medical form that needs to be signed by the medical practitioner, regardless of whether you have a pre-existing condition or not, between 3 and 6 months prior to the departure date of the expedition. If you book within 3 months prior to the departure date of the expedition, your assessment is due immediately and required for confirmation of your booking.
10.3 Should your medical condition change after submitting the medical condition forms, it is your responsibility to advise Aurora Expeditions immediately.
10.4 Aurora Expeditions reserves the right to deny entry/boarding, without refund or resulting expenses, to any traveller for any reason at its sole discretion (including but not limited to) in the event that the Expedition Leader and/or Aurora Medical Adviser determines that the traveller has not disclosed accurate medical information that may deem the traveller unfit to participate in the expedition and/or additional activities.
10.5 Any person under 18 years of age must be accompanied by an adult over 18 years of age.
10.6 Should you be pregnant, for your safety and the safety of your unborn child, Aurora Expeditions does not recommend that you join an expedition. However, if you discover that you are pregnant prior to the commencement of a voyage and wish to participate irrespective of our advice against travelling, you must be 16 weeks or less into your pregnancy at the completion of the voyage and you must have clearance from a medical practitioner prior to departing your country of residency. Your travel insurance must cover pregnancy-related complications arising from adventure-based activities. In any event, Aurora Expeditions reserves the right to implement clause 10.4 whereby the Expedition Leader and/or Aurora Medical Adviser has the final decision on whether the participant is considered fit to join the Expedition, or participate in Expedition activities.
11. Mandatory Travel Insurance
11.1 Due to the adventurous style of travel offered by Aurora Expeditions and the remoteness of the areas in which we travel, it is therefore a condition of travel with Aurora Expeditions that all travellers are adequately covered by travel insurance prior to departure. Insurance should cover personal accident and medical expenses, evacuation and repatriation, baggage loss, and cancellation or curtailment of holiday. Your insurance details must be supplied to us prior to final payment and if you fail to provide the requested insurance information at the time requested, we reserve the right, acting in our sole discretion, to cancel bookings and apply charges as per our cancellation policy. In some cases, a pre-existing medical condition may not be covered by your travel insurance provider.
11.2 Passengers travelling with Aurora Expeditions are required to be covered by a reputable travel insurance policy that includes medical, accident and repatriation/emergency evacuation coverage worth at least $250,000 USD. We travel to remote regions of the world and we recommend that the insurance policy’s repatriation/emergency evacuation benefit be higher than minimum and cover you for remote or Polar Evacuation should it be required. In the case of a medical issue arising during the expedition, either on board or on shore, which results in costs for medical treatment, repatriation, evacuation, use of aircraft, etc, the responsibility for payment of these costs and expenses belongs solely to the passenger. Please ensure that such eventualities are covered by your travel insurance policy. In any case, if you are not covered by a travel insurance policy, the responsibility remains with the passenger and Aurora Expeditions specifically declines any responsibility whatsoever.
12. Personal Data, Visas, Health Requirements
12.1 You are responsible for ensuring that all personal information provided by you to make a booking is correct. Aurora Expeditions will not be liable for any faulty vouchers or tickets as a result of incorrect or incomplete information provided by you. Any name or spelling changes made after booking confirmation may result in supplier imposed fees which will be at your sole cost and expense. Please provide us with a scanned copy of your passport at the time of reservation.
12.2 You are responsible for all immigration, passport, visa, health, quarantine and customs laws, regulations, orders, demands or other requirements of countries visited or transited. You should check the requirements of those countries with their embassies or consulates or other authorities.
12.3 Visas (including transit visas) and Reciprocity fees (paid prior to departure) are the travellers’ responsibility. For more information, please log on to www.dfat.gov.au (for Australian passport holders) or www.smarttraveller.gov.au. Please check with the respective Embassy or Consulate of each country that you are travelling to determine if you require a visa for that country. You need to ensure that you have at least 6 months validity on your passport from the date of your return to your home country.
12.4 It is your responsibility to ensure that you are aware of any health requirements for your travel destinations as vaccinations may be required for the countries you visit. You need to contact your local doctor or a travel doctor who will advise you of these requirements. Please note that vaccinations may be recommended some period in advance of travelling.
13. International Airfares and Ticketing
13.1 All flight bookings are subject to the carrier’s conditions of carriage. Cancellation and refund policies associated with airfares vary according to airfare terms and conditions and the relevant airline. Aurora Expeditions sell both wholesale and tactical promotional airfares that have strict conditions when it comes to amendments, changes, and cancellations – many of which are non-changeable and non-refundable after the ticket has been issued. Please ask your agent about the fare conditions at the time of booking. Once you have departed Australia, we recommend you contact the airline directly to make any changes to your ticketed flight bookings.
14. Authority of the Expedition Leader
14.1 At all times, the decision of the Aurora Expeditions’ Leader or representative will be final on all matters likely to affect the safety and well-being of expedition members and the trip. This includes any decision that the Aurora Expeditions’ Leader makes about the client’s ongoing participation in the trip or certain activities that comprise part of the trip. If the client fails to comply with a decision made by the Aurora Expeditions’ Leader, or interfere with the well-being of the group, the Aurora Expeditions’ Leader reserves the right to terminate this Agreement and order the client to leave the expedition immediately, with no right of refund and Aurora Expeditions will not be liable for any compensation, costs, damages or losses arising from such termination.
15. Photographic Consent and Release, Privacy and Data Protection
15.1 As a passenger travelling with Aurora Expeditions, you extend permission to Aurora Expeditions to take your photograph during the expedition, and you release all rights over those images without further consideration. You understand and consent that Aurora Expeditions may use any likeness taken of you and your comments for future publicity in any media and promotional material.
15.2 Any passenger who does not wish to be photographed must advise Aurora Expeditions in writing prior to expedition commencement.
15.3 In order for us to process your booking and provide a service to you, you are required to provide us with your personal information, which we may need to provide to service providers, as well as to customs and immigration authorities. Some of the persons to whom we provide your personal information are located overseas, including in countries that may not provide 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 clause.
15.4 We may also use your name and contact details for marketing purposes, unless you tell us in writing prior to expedition commencement that you do not want us to do so.
16.1 If you have any complaints about your trip, you must make it known at the earliest opportunity to the Aurora Expeditions’ Expedition Leader or an Aurora Expeditions representative, who will be able to take appropriate action. If at the end of the trip you feel that your complaint has not been properly dealt with, please notify us in writing either directly or through your travel agent within 30 days of the end of your trip.
17. Travel Agent Bookings
17.1 Aurora Expeditions acknowledges that you (the traveller) may utilise a travel agent to book your arrangements with Aurora Expeditions and we shall not be liable for any representations made by the travel agent on our behalf. You (the traveller) understand and acknowledge that it is your responsibility to read, understand, and accept our Terms and Conditions at the time of booking. Any reservation made with Aurora Expeditions either directly or through a travel agent constitutes a binding agreement signifying your acceptance of, and your agreement to, follow and be bound by these Terms and Conditions. It is the responsibility of the traveller to complete the booking form and personal information form accurately. Any flights or pre/post land arrangements not booked through Aurora Expeditions and Aurora Expeditions Agency Services do not form a part of this agreement and are subject to their own terms and conditions to which Aurora Expeditions are not party to. Your travel agent will have their own booking conditions (in addition to ours) which do not form a part of Aurora’s contract.
18. Ship Images, Map, Voyage Itineraries
18.1 All images and videos relating the Greg Mortimer in this brochure and on Aurora Expeditions’ website are artist’s impressions and the final interior design of cabins, suites, and public areas are subject to change until the launch of the ship.
18.2 The deck plan, suite sizes, images, and layout, and inclusions in this brochure and on Aurora Expeditions’ website are artist’s impressions only, may vary, and subject to change until the launch of the ship. Pictured representations (and videos) of suites and public areas may not be drawn to scale and are indicative representations only until the launch of the ship. Suite and balcony sizes within each category may vary slightly depending on their location on each deck.
18.3 Maps and/or voyage itineraries contained in this brochure are merely a guide. While every effort will be made to follow the itinerary described, in the event of political problems or natural disturbances which are beyond our control and prevent our travelling to a particular area, we reserve the right to substitute an alternative activity for that section of the trip. While unlikely, it is an inherent consequence of expeditionary travel in remote and lesser-visited areas.
19. Jurisdiction and Law
19.1 All disputes and claims arising out of or in connection with this Agreement are governed by the laws applicable in the State of New South Wales, Australia. By acquiring products and services from Aurora Expeditions, you consent and submit to the exclusive jurisdiction to the Courts of New South Wales.