General terms of Dutchexplorers.com

bookING

This is how it works. Fill in the booking form on our website to make a reservation. for one of our outdoor adventures, expeditions, road trips or courses. You can make a booking for a group of max five people with this form. If you like to travel with a bigger group of people then contact us in advance.. Press the sent button when you are finished and your reservation is on our way to us. You will receive from us an email message that we have received your reservation within several minutes. If you don't receive a message from us, please contact us. Please check if maybe a spam filter caused troubles (check your folders). We inform you within 24 hours by email about the availability of the trip that you have chosen. If you have indicated on the booking form that you have questions we will contact you by email or phone to answer them . If we have to discuss things with you before we confirm your booking we will contact you by phone or email. After that your reservation will be processed by us you will receive a booking confirmation by email with all the details, useful travel information, an invoice and a packing list. This process takes max 48 hours, but often much quicker. Once we have send you the booking confirmation by email you are ready to start with preparations (book flights and so on). At the moment you receive a confirmation your place (and others mentioned on the form) on the chosen outdoor adventure, expedition, road trip or course is a fact!​
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Payment and shared costs

If you book more than 3 months in advance we will send you first an invoice (deposit) of 25% of the costs of participation. 3 months before the start of the trip you will receive a second invoice (75%). If you book within 3 months prior to the start, you will get just one invoice (100% of the costs of participation). If you book shortly before the start of a trip, make sure you transfer your payment well before arrival. The invoices have to be paid within 10 days. The costs of participation do not include any flights, transfers to and from the place where the expedition, outdoor adventure, road trip or course starts and ends, food (we shop together), diesel, fees for the use of (mountain) cabins and (if you join a sailing expedition) the harbor costs. At the end of the trip, these expenses are shared among the participants and staff. These costs are usually not more than 15 - 25 Euro average per day per person.​

Checklist and briefing

About 10/14 days before the start of the expedition, outdoor adventure, road trip or course starts you receive a checklist and you can check your preparations. A few days before the start of the expedition you get by email a briefing with detailed information about the location of the expedition, transfers from the airport, travel tips, the latest news and more.

Packing list and rental of gear

Together with our booking confirmation, you will receive a packing list with the gear, clothes and so on that, you need to bring. Some stuff can be rented from us. Check the FAQ for more details. Be on time if you want to rent gear, we carry a limited amount of different sizes.
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Insurances

Make sure you have a travel insurance that covers activities we plan to do during the expedition, outdoor adventure, road trip or course that you have chosen (for example sailing, diving, kayaking and so on). Also, make sure that your insurance is valid in the area where the expedition takes place (some insurances, for example, don't cover sailing far from the coast in case you join a sailing expedition). We also strongly recommend a cancellation insurance in case you have an urgent issue and you cannot join the trip that you have booked. Safety during the activities in the outdoors is an important issue for us and we will teach you our standard safety procedures at the start of each expedition and during our expeditions. Remember you participate on your own risk. We expect that you do not take only care of yourself, but also keep an eye on each other, that is an important element in creating and sustaining a safe and enjoyable social environment.​

Cancellation

If you have to cancel an expedition, outdoor adventure, road trip or course or if you foresee problems to join an expedition, please let us know as soon as possible (call us to discuss or sent an email). We might manage to find a solution or help you. We use the following cancellation charges in case we cannot provide a solution: 3 months or more before the starting date of the trip: 25% of the costs of participation Between 2 - 3 months before the starting date of the trip: 50% of the costs of participation Shorter than 2 months before the starting date: 75% of the costs of participation. 7 days or less before the starting date of the trip: 90% of the costs of participation On the starting date of an expedition or during the trip: 100% of the costs of participation We seldom cancel expeditions, but there are rare situations that we have to cancel for instance severe and unexpected illness of the expedition leader or (unforeseen) non-availability of our expedition ship, essential gear or permits. In most cases, we will make some changes in the program of the expedition, outdoor adventure, road trip or course. Vehicles (boats, kayaks and cars) and tents mentioned or pictured on the website can be changed for alternative types during maintenance work or repair. In case we have to cancel a whole expedition we will refund the amount you have paid. We do not refund any costs for transfers and flights.​ Once you have received our booking confirmation your place on the chooses trip is a fact and you are obligated to pay the costs of participation.  From the moment that your booking is confirmed the cancellation charges apply.

​Changes in the place where an expedition, outdoor adventure or road trip starts or ends

Remember that during expeditions, outdoor adventures or road trips it​ can happen that we cannot reach our final destination (usually caused by weather conditions like a storm or for instance, severe icy or snow blocked roads). In some cases, the place where an trip starts may be altered. These things are part of the expedition style of traveling and exploring. In those cases, your transfers from or to the airport will be different. Do not worry. We know the area and we can help with local transfers to get you on time on the airport or to the place where the trip starts. We advise participants always to arrive a day before the start and leave a day after the expedition's end, so you have no stress caused by a tight schedule. In the briefing (sent by email) that you get a few days before the start of the trip, we inform you about transfers and other useful things for your arrival in Norway.​

Rental gear

You can rent gear from us. Reserve it well in advance, so we have it ready for you. Rental prices on this website are for the duration of one trip. There is no return of rental fee in case items are not used or less used because of weather conditions or change of plans. If you lose or damage gear then we can charge you the costs of replacement or repair.

Luggage

You are responsible to take good care of your own luggage. Take watertight bags with you to store your electronic equipment. Norway can be salty and wet at times.

Medical issues and others

Let us know before arrival if you have physical or medical issues that we need to be aware of. We also like to know if you use any medicines or have a certain food or other allergies.​

​The expedition style of travelling and exploring

Live the life of explorers! And therefore, be flexible! We organize expeditions because we want to achieve certain goals, for instance, try to reach a certain spot, observe something or complete a journey. And now reality comes around the corner. For instance, weather or weather forecasts, technical issues, physical capability or endurance of individual participants can get us in a situation that we have to alter our plans. So, you need to have a flexible attitude and a n open mind to join our expeditions. Here some examples to illustrate this. If the sky is cloudy it will block our view to see the northern lights, if there are waves on the sea the location of whales cannot be obtained, if there is no wind or in case we encounter fog or storm, we might not  sail and do other awesome outdoor things instead, if there are low clouds or heavy rain in the mountains, we might not get to the summit or have to wait in a mountain cabin until the weather weather conditions improve before we can descend. Expect the unexpected and be able to adapt to fast-changing plans. That's the essence of the expedition style of traveling and exploring. So nature, gear, weather, people can cause that we have to change plans, choose other destinations, other routes and adapt goals. We know that you use your holiday or your days off from school or work to join us, but that doesn't mean we organize holiday trips. So before joining our trips, realize that you need a flexible attitude and be able to take care of yourself and the other participants. But the great thing is that when you live the unexpected,  it brings you non-planned life-changing experiences, great surprises, adventures, meeting new people and stories that you will remember a lifetime. Welcome to the adventurous world of the Dutchexplorers. Welcome to the Arctic.​

DUTCHEXPLORERS.COM
Back office Dutchexplorers.com Piet Heinstraat 77a, 2518 CD, The Hague, The Netherlands 
Phone us: +31707370645 
Mobile phone: +31651375957 
Front office Dutchexplorers.com Nybrygga 2nd floor, 8285 Leines, Norway
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Dutchexplorers.com is trade name of Intraventie Holding BV Piet Heinstraat 77a 2518 CD The Hague The Netherlands VAT/BTW number: NL808579927B01 Chamber of Commerce: 27183481 On all our agreements Dutch law applies.

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