MODIFICATIONS, POSTPONEMENTS & CANCELLATIONS (2020)

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

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. This amount is also shown on the final version of the quote document.

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 considered.

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 presented to Discover Scandinavia Tours.

A5.  The “Program Starting Date” is defined as the 1^st day on the client’s program including 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 – INDEPENDENT PROGRAM (FIT) MODIFICATION 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 charge of at least $50 USD and at most $250 USD will apply. The exact amount of the charge will depend on the level of complexity involved in executing such modifications. 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 – INDEPENDENT PROGRAM (FIT) POSTPONEMENT PENALTIES

In the event where a client requests an entire independent program to be postponed 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 $250 USD per traveler will apply.
• A package price change due to date-based price adjustments may apply.

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 D – INDEPENDENT PROGRAM (FIT) CANCELLATION PENALTIES

In the event of a cancellation of an independent 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.
5. Airfare between North America and Europe is non-reimbursable.

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 postponement or cancellation.

Section E – EXCEPTIONS DUE TO COVID-19 (valid for bookings made through DECEMBER 31, 2021)

The following scenarios will trigger exceptions to our standard terms & conditions for program postponement and cancellation:

• The U.S. Department of State issues a Level 4: Do Not Travel Global Health Advisory, or the government in the client’s country of residence restricts all but essential travel;
• The U.S. Department of State issues a Level 4: Do Not Travel due to COVID-19 for the destination the client is travelling to, or the government in the client’s country of residence issues a comparable advisory;
• The destination the client is travelling to has entry restrictions in place that prohibit the client from travelling, such as closed borders or extended quarantine requirements;
• International flights are cancelled without alternative routing available for client to use to reach the destination(s) in the itinerary;

If any of the scenarios described above is in place at NINETY (90) DAYS prior to a client’s departure, the client will be allowed to:

1. Change their programs to a future date at no additional cost, OR
2. Cancel their programs and receive a reimbursement of payments made to Discover Scandinavia Tours, minus the initial deposit of $1,000 USD per traveler. However, this sum will be used as a credit if the client choses to book a new program with Discover Scandinavia Tours at a future date.

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.

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.