Booking information

Booking

nordicvisitor.com is the online booking site and trading name of Nordic Visitor ehf. Our registered head office is at Bríetartún 13, 105 Reykjavík, Iceland.

These booking conditions govern all bookings with nordicvisitor.com, whether they go through our office in Iceland or Sweden. Any booking made or order placed by you, whether through the company’s website or otherwise, shall be deemed as an offer by you to purchase the relevant package or other travel arrangement subject to these booking conditions.

No contract between you and Nordic Visitor shall come into existence until Nordic Visitor accepts full payment and issues a confirmation invoice. The person who makes the booking accepts these conditions on behalf of all members of the party and is responsible for all payment due from the party. Booking services with Nordic Visitor are currently only available to persons who are at least 18 years old.

By submitting a booking, you warrant and confirm to us that you comply with these arrangements. 

If you have been working with one of our travel consultants on a custom tour, you can book it here.

Terms of payment

A non-refundable deposit of 20% of the total price should reach Nordic Visitor at the time of booking. Full payment (less deposit) for groups and individuals should reach Nordic Visitor at least four weeks prior to the arrival, or upon confirmation of booking, if done within four weeks. In the case of delayed payment, Nordic Visitor reserves the right to treat this as a cancellation and to withdraw its confirmation of the services.

If your travel arrangements include a cruise, accommodation at ice- or snow hotels, flights or train tickets, a non-refundable deposit of 50% of the total price should reach Nordic Visitor at the time of booking. Full payment (less deposit) should reach Nordic Visitor at least six weeks prior to the arrival, or upon confirmation of booking, if done within six weeks. In the case of delayed payment, Nordic Visitor reserves the right to treat this as a cancellation and to withdraw its confirmation of the services.

In the event that Nordic Visitor is unable to obtain confirmation from the supplier, an alternative will be offered. If you do not accept the alternative, or Nordic Visitor is unable to offer an alternative, no charge will be made. You will be notified of any relevant changes prior to the issuing of a confirmation invoice. 

To pay for services booked directly at nordicvisitor.com, we accept all major credit cards and electronic bank transfer. If you wish to make an electronic bank transfer and need details of our bank account, please contact one of our travel consultants. If your travel documents are being paid for with a third-party credit card, we will require written authorisation to be provided by the cardholder via fax or letter.

Please note that American Express and Diners Card charge Nordic Visitor higher than usual handling fees and we must regretfully pass part of this fee – 3% of the total invoice - on to our clients. 

Validity of Prices

All rates quoted or shown in our tariffs are based on current prices and are subject to change without notice in the event of currency fluctuation, government taxes or any such cost increase that is beyond Nordic Visitor’s control. If an incorrect price has been posted in error, we reserve the right to refuse, cancel, amend or limit any order placed at the incorrect price.

Nordic Visitor reserves the right to notify you of any increase to prices already published in our pricelists, brochures or website. Any eventual changes in rates will not be made without at least eight weeks’ notice.

After the final invoice has been issued, the price is guaranteed against any surcharge, unless an increase is due to government laws or currency changes. Nordic Visitor will absorb an amount equivalent to 5% of the package price. Amounts exceeding 5% will be charged but should the surcharge exceed 10%, you will be entitled to cancel your booking with a full refund. 

Cancellation 

For all cancellations, Nordic Visitor will make every effort to ensure the best protection for you. However, late cancellation can result in compensation claims from hotels and other service providers.  All cancellations must be sent to Nordic Visitor in writing, by letter or e-mail. In accordance with standard business practices of the travel industry in the Nordic countries, Nordic Visitor is obliged to charge customers cancellation fees at a percentage of the full price, as follows : 

Cancellation Charges

Notice of cancellation – Individual customers

• More than two weeks prior to arrival: 20%
• Less than two weeks prior to arrival: 50%
• Less than 72 hours prior to arrival: 100%

Notice of cancellation – Groups (10 or More)

• More than four weeks prior to arrival: 20%
• Less than four weeks prior to arrival: 50%
• Less than 72 hours prior to arrival: 100% 

Please note that cancellation rules are stricter than normal for the following services: international and domestic flights, day tours that include flights, accommodation at ice- or snow hotels, train tickets and cruises. Therefore, Nordic Visitor cannot refund any of these services booked through us. 

Some of our holiday packages do have stricter cancellation rules, and in these cases, such rules will be stated in the detailed package information on the product site. 

Please note that cancellation by passenger(s) within a group may either result in a price increase for the whole group or a cancellation fee being charged to the passenger(s) who has cancelled.

We strongly recommend that all our clients take out comprehensive travel insurance to avoid dispute in case of cancellation.

Changes to Bookings

All requests for changes to a booking must be made in writing from the person who submitted the booking. An administration fee of 2500 ISK will be charged to the credit card used for the original booking for each day/night of the itinerary that is modified in addition to any additional supplier costs incurred by the change(s) requested.

However, the administration fee will be waived if changes are requested within 30 days of the date of booking. Furthermore, for bookings made within 60 days of arrival, changes can be made without incurring an administration fee until the confirmation/travel documents have been sent. Additional supplier costs may still apply depending on the change(s) requested.

Transfers: A booking may be transferred from one party to another, provided that the new party upholds the conditions of the booking. An administration fee of 2500 ISK will be charged for the transfer, and both parties must assume joint liability for this fee and any other costs that may be incurred to the booking. 

Special offers - terms and conditions

The following terms and conditions apply to all Special Offers on www.nordicvisitor.com in conjunction with our standard booking terms for all Nordic Visitor holiday packages:

• Applies to new bookings only
• Not valid in combination with any other discounts or promotions
• Valid only for standard packages as listed on the website -- not for customizations such as hotel upgrades or additional nights, supplemental activities or extra days with a rental car
• Discount will be deducted from the total price at time of booking

Early Bird offer - terms and conditions

Below are terms and conditions for the Early Bird offer (for the winter season of 2012-2013):

• For new bookings only. “Self-drive” refers to standard packages with a rental car
• Not valid for vacation packages already on special offer or in combination with other discounts
• Discount does not apply for additional nights, activities or days with the rental car
• Discount will be displayed and calculated in the total price during the booking process
• To redeem the discount, the package must be paid in full at time of booking -- if paying by credit card, you will start by paying a 20% deposit, then the remaining 80% will be charged automatically shortly after
• Bookings of packages with the Early Bird discount are not commissionable for third-party travel agents.

Invoice and voucher delivery

All travel documents are sent electronically as PDF documents attached in an email. 

Those who arrive to Reykjavik, Iceland or Stockholm, Sweden can also collect hard copies of the travel documents on arrival, either from the driver of the airport transfer (Iceland only) or at the hotel.

You may also request to have the documents mailed to you by first class post. There is a small additional fee for this service. In accordance with mail order regulations, documents must be sent to the billing address of the credit card holder, not to the address(es) of the passenger(s), unless they are one and the same. Please note that Nordic Visitor cannot accept responsibility for documents mislaid or lost. We therefore recommend that all documents be sent to you by Registered Post or Courier Service to your home address, though there is an extra cost for this. 

Liability 

Nordic Visitor claims no responsibility for any loss, damage, accident, injury, sickness or schedule change due to weather, strike or any other cause beyond Nordic Visitor’s control. Nordic Visitor acts in good faith, and cannot be held responsible for any agent, hotel, coach operator, airline, guide, restaurant or any other person’s or company’s acts, defaults or delays.

Nordic Visitor reserves the right to alter routes, itineraries or departure times, without prior notice, should the necessity arise. In the case of any changes to flights (domestic and international) or to scheduled travel by cruise, ferry, bus or train, the passenger is responsible for any additional costs incurred as a result of such changes (e.g., additional nights at a hotel, meals, transfers, etc.), at the time provided. We therefore advise all customers to have comprehensive travel insurance to meet all contingencies.

Our goal is to provide excellent customer service and in order to do so we maintain strict quality monitoring. If, for any reason, you are dissatisfied with your holiday package, we want to hear about it. We recommend you contact us as soon as any incident arises. If you are unable to do so at the time, you must advise Nordic Visitor in writing within 30 days of your return. If you fail to do so, this may jeopardise your right to compensation.

All information in the website is subject to change. Nordic Visitor reserves the right to alter/change/correct mistakes that may possibly appear in the website or published price lists.