Terms & Conditions

The following terms and conditions apply in the case of program alteration, postponement or cancellation requested by the client:

TERMS & CONDITIONS

Section A – DEFINITIONS

A1.  A “Program,” “Package,” or “Vacation Package” is defined as the set of all services which are included in any vacation plan designed by Discover Scandinavia Tours. These services (accommodations, transportation, tours, etc.) are identified on the quote document provided to the client at the time of purchase. The “Full Package Price”, defined in USD, is the total amount owed by the client to Discover Scandinavia Tours for the purchase of a vacation package. Private programs (or FITs) are implemented for clients desiring to travel exclusively with their selected travel companions and are based on dates selected by the client. Group programs, on the other hand, consist of itineraries based on dates (“departures”) determined by Discover Scandinavia Tours and sold to any travelers interested in purchasing seats on a given departure of a program. Each departure consists of a limited number of seats available, typically no more than 12. Group programs can be extended via private extensions.

A2.  A “Client-Requested Cancellation” (or, simply, “Cancellation”) is defined as the event where a request is made by the client to Discover Scandinavia Tours, in writing, for the cessation of the planning and implementation of the client’s trip. All cancellation requests must be presented to Discover Scandinavia Tours in writing in order to be executed.

A3.  The “Cancellation Date” is defined as the date when the cancellation request is sent to Discover Scandinavia Tours, in writing, by the client.

A4.  The “Booking Date” is defined as the date when the client agrees to purchase a vacation package from Discover Scandinavia Tours, as shown on the Booking Form signed by the client and presented to Discover Scandinavia Tours.

A5.  The “Program Starting Date” is defined as the 1^st day on the client’s program which includes any services booked by Discover Scandinavia Tours. Generally, such date is not the same as the client’s departure date from North America.

Section B – PRIVATE PROGRAM (FIT) ALTERATION PENALTIES

In the event where a program alteration is required by the client after said program has been designed by Discover Scandinavia Tours and purchased by the client, a fee of at least $100 USD and at most $1,000 USD will apply. The exact amount of the fee will depend on the level of complexity involved in executing such modifications and payment of the fee will be due prior to making changes to the program . Also, additional charges imposed by Discover Scandinavia Tours’ suppliers may apply. Such charges include, but are not limited to:

• Non-reimbursable services, such as flights;
• Supplier cancellation fees;
• Supplier rebooking fees.

Section C – PRIVATE PROGRAM (FIT) DATE-CHANGE PENALTIES

In the event where a client requests an entire private program to be moved to a new set of dates, the following will apply:

• In order to be considered, requests must be placed in writing and must occur no later than THIRTY DAYS (30 days) prior to the original starting date for the program.
• A charge of $1,000 USD per group (of up to 8 people) or $2,000 USD (of 9 or more people) will apply.
• Additionally, a package price change due to date-based price adjustments may apply.
• Finally, additional charges imposed by Discover Scandinavia Tours’ suppliers may apply.

Such charges include, but are not limited to:

• Non-reimbursable services, such as flights;
• Supplier cancellation fees;
• Supplier rebooking fees

Section D – PRIVATE PROGRAM (FIT) CANCELLATION PENALTIES

In the event of a cancellation of a private program, the client is responsible for paying Discover Scandinavia Tours the following:

1. If the cancellation takes place 91 days or more prior to the beginning of the program (1^st day of the vacation package), the following penalty applies: $1,000 USD per passenger plus the cost of any penalties applied by our suppliers to any bookings made by the time of the cancellation request.
2. If the cancellation takes place within 61 and 90 days prior to the beginning of the program, the greater of the following penalties applies: 25% of the full package price OR $1,000 USD per passenger plus the cost of any penalties applied by our suppliers to any bookings made by the time of the cancellation request.
3. If the cancellation takes place within 31 and 60 days prior to the beginning of the program, the greater of the following penalties applies: 50% of the full package price OR $1,000 USD per passenger plus the cost of any penalties applied by our suppliers to any bookings made by the time of the cancellation request.
4. If the cancellation takes place 30 days or less prior to the beginning of the program, the following penalty applies: 100% of the full package price.

NOTE: we strongly advise all of our clients to consider purchasing a travel protection plan, which may cover some or all expenses in the case of a program alteration or cancellation.

Section E – GROUP PROGRAM CANCELLATION PENALTIES

In the event of a cancellation of seats purchased on a group program, the client is responsible for paying Discover Scandinavia Tours the following:

1. If cancelling more than 180 days prior to the departure we retain the initial instalment of $1,000 USD per person;
2. If cancelling between 180 and 90 days prior to the departure we retain 25% of the total price of the program;
3. If cancelling between 89 and 30 days prior to the departure we retain 50% of the total price of the program;
4. If cancelling less than 30 days prior to the departure we retain 100% of the total price of the program.
5. Any extensions to group programs will be treated as private programs and, therefore, follow the same cancellation terms defined in Section D.

NOTE: we strongly advise all of our clients to consider purchasing a travel protection plan, which may cover some or all expenses in the case of a program alteration postponement or cancellation.

Section F – REIMBURSEMENT & PROJECT TERMINATION

In the event of a cancellation, the client agrees to the following:

1. If the sum of all payments made to Discover Scandinavia Tours by the cancellation date exceeds the cancellation penalty owed by the client, Discover Scandinavia Tours will reimburse the client for the difference between the two amounts. Discover Scandinavia Tours is under no obligation to provide vouchers, tickets or confirmation numbers to the client in the case of a cancellation.
2. If the cancellation penalty owed by the client exceeds the sum of all payments made to Discover Scandinavia Tours by the cancellation date, Discover Scandinavia Tours will invoice the client for the difference between the two amounts. Discover Scandinavia Tours is under no obligation to provide vouchers, tickets or confirmation numbers to the client in the case of a cancellation.