These terms and conditions are applicable for all bookings.
By completing an on-line reservation/booking you confirm you have read and agreed to the following terms and conditions. You accept these Terms and Conditions as a binding contract between Aurora Service Tours on behalf of yourself and any other members of your party. Aurora Service Tours cannot accept your booking without a signed booking form, or a completed online reservation, or your verbal confirmation to proceed given over the telephone. A written/emailed confirmation sent to you by Aurora Service Tours means we have accepted your booking.
EMAIL ADDRESS & TELEPHONE
It is vital that we have a valid email address. If you change this you should inform us immediately. We correspond by email. Once your booking has been made and we have received your deposit, all further correspondence is by email. We will also email you all of the information that you’ll require for airport collection. We also require a mobile phone so we can contact you during your stay or prior to your arrival.
PAYMENT, RESERVATION AND DEPOSIT
Upon booking we charge a non-refundable 100 euro deposit (per person). Once this deposit has been paid it secures your dates. We cannot guarantee any reservation until your deposit has been received. The remaining balance of the holiday, plus any additional services you have booked, is payable no later than one calendar month before your arrival date. Bookings made less than one calendar month before the holiday starts, must be paid in full within 7 days. Payments are made by credit debit card on our website. Full details will be emailed to you when you complete the booking. Failure to make your payment on time could result in you losing your booking.
ARRIVAL AND DEPARTURE TIMES
On the first day of your rental the cottage will be ready for you from 2pm. Should you not use our free airport collection (which will arrive at the cottages around 4pm) you may arrive between 2pm and 10pm. If your flight is delayed or cancelled, you are required to contact Aurora Service Tours so we can notify everyone involved – failure to do this will result in a EUR 100 penalty. On your departure day please be ready to leave at the time specified/agreed on the day before by our representative. It can vary a little depending on the time guests are flying out. But usually it is 9.30am we leave the cottages. Otherwise the cottage must be vacated by midday. During the hours of midday to 2pm our team of cleaners fully check, clean and prepare the cottage for the next incoming guests.
CANCELLATION AND REFUNDS
What will it cost to cancel my northern lights holiday after I’ve booked and paid for it?
The lead name on the booking must give written notice to cancel – this can include an email – and the charges shown below apply from the date that we receive the notice at our office. If only a member of your party has to cancel you can replace that member with someone else (ie get someone to take their place) at no extra cost.
The cancellation charges are as follows:
If we receive notice of your cancellation more than 60 days before arrival date you only lose your deposit (100 euros p/p) and the remainder will be refunded.
If we receive notice of your cancellation between 59 and 30 days before arrival date you will lose 20% of the cost of your holiday and the remainder will be refunded.
If we receive notice of your cancellation between 29 and 14 days before arrival date you will lose 40% of the cost of your holiday and the remainder will be refunded.
If we receive notice of your cancellation between 13 and 7 days before arrival date you will lose 50% of the cost of your holiday and the remainder will be refunded.
If we receive notice of your cancellation 7 days or fewer before arrival date you will lose 75% of the cost of your holiday and the remainder will be refunded.
We recommend taking out travel insurance before you visit. If you get travel insurance with cancellation cover this should cover you in the event of a cancellation due to illness, injury or other unforeseen circumstances. No exceptions to this policy can be made for any reason, therefore holiday insurance with a cancellation policy to cover any such rare occurrence is strongly recommended.
CHANGES TO BOOKING AND PROPERTY AVAILABILITY
Aurora Service Tours reserves the right to amend the booking dates. This may be due to several reasons, not limited to but including, war, adverse weather conditions, riots and or matters concerning participants safety, operational circumstances such as damage caused by fire, or the cottage becoming unusable due to utility company work or lack of services (water/electric/heating etc), leaks, repair work or any other such reason. In these circumstances the booking may need to be adjusted accordingly. Aurora Service Tours is not liable for any additional costs or losses that may be incurred by the client due to the change of booking. This includes, but is not limited to, any extra hotel reservations or car rentals, or the cost of non-refundable airline tickets. Situations may arise which, in our opinion, make it necessary for us to alter the normal booking schedule. If you cannot accept the dates of any new booking that Aurora Service Tours propose then we will refund monies you have paid to us in full. We advise that your travel insurance covers holiday curtailment.
In the event before your arrival or during your holiday the cottages advertised become unavailable or unusable for any reason we reserve the right to offer you an alternative property of the same level of quality and in a similar area, or to refund all monies paid to date and cancel the booking. We reserve this right in the case of availability clashes, unexpected, unforeseen or uncontrollable situations. Should Aurora Service Tours successfully be able to you offer a similar property and location, a pro-rated refund for the difference will be refunded if the property offered is a lower rental cost for the same period. If Aurora Service Tours is not able to find a similar property then a full refund of monies paid will be returned, or in the case that some time has been used already at the property before it becomes unavailable then a pro-rata refund will be given. This constitutes the maximum liability of Aurora Service Tours. Aurora Service Tours are not responsible for any other expense or costs incurred including rearranging or cancelling flights or car hire. We strongly recommend holiday insurance cover.
Aurora Service Tours recommends that you take out adequate travel insurance, including cover for medical treatment, accidents and repatriation, and holiday cancellation and curtailment.
It is your responsibility that you arrange, or ensure your party have appropriate comprehensive travel insurance. This to include cover for illness, personal injury and travel delay/cancellation. We assume that such a policy is in force before you depart.
HOLIDAY RATES AND PRICE GUARANTEE
Prices quoted on our website are those in effect at the time of viewing and remain guaranteed once the 100 EURO reservation deposit has been paid. Once a price has been agreed and deposit paid Aurora Service Tours will not change this price under any circumstances, thus guarding against any future price increases.
We are responsible for providing the services listed on our website, where it is within our control. We carefully and regularly monitor our properties. Aurora Service Tours cannot guarantee that all items listed on our website will be functional at all times, however all endeavours will be made to rectify any problems as soon as we possibly can. We reserve the right without prior notice to withdraw any part or all of the facilities available, and to make such changes as may be necessary. Furthermore, it is agreed by you that the owners, operators and agents of the rental property/s of Aurora Service Tours are not the guardians of any customers safety and they, individually or collectively, cannot be held liable in any way for any occurrence, which might result in illness, injury, death or other damage, loss or theft to the customer, his property, or his family, heirs, or assigns. The liability of Aurora Service Tours is limited to a total of the booking price irrespective of the title/claim.
YOUR DUTY OF CARE
You agree to make sure that the cottage is in the same condition when you leave, as it was when you arrived. You must dispose of any rubbish before you leave. You are responsible for removing your rubbish from the cottage to the correct waste disposal places assigned. Please let us know immediately if something gets broken, stained, marked or damaged during your stay so that we can replace it at once. Depending on what is broken, we may have to make a charge. Please also ensure that dishes and pots are cleaned. Towels and sheets can be left in each room.
YOUR COTTAGE INCLUDES
The use of the cottage and its facilities as described on our website. The cottages are thoroughly checked before your arrival for any damages and any problems that cannot be fixed are recorded. After you depart the damages found during the inspection/cleaning will be final. If you see any stains or markings especially on fabrics, scratches on glass surfaces, broken items of furniture, doors or any item not functioning, you should report it as soon as possible after you arrive and within the first 24 hours after arrival.
Aurora Service Tours cannot guarantee that all items or facilities listed on our website will be functional at all times. If you or we find a fault, all endeavours will be made to rectify any problems as soon as we possibly can, you must advise us straight away of any such problems. Items do breakdown, and utility services can get interrupted however it is rare. No refunds or rate adjustment shall be made for unforeseen mechanical failures. At times we can be in the hands of outside contractors, or waiting for spare parts, but we will push them as hard as we can to rectify any faults as quickly as possible.
The cottage rental does not include any personal travel insurance, your flight(s) to and from the country of location, or transport to and from the property (unless agreed).
You will be given one set of keys. These must be returned to us upon your departure. Any normal key costs EUR 20 to replace.
Our properties are non-smoking properties. Smoking is only allowed outdoors. Please do not throw cigarette filters or cigarette/cigar stubs in snow, gardens or plant pots. If the cottage smells of smoke then a cleansing of the fabrics will be performed which will cost between EUR 250 and EUR 800 depending upon how much of the cottage (sofa’s, curtains, linen etc.) need to be cleaned.
Aurora Service Tours, our maintenance team, housekeeping staff, the representatives of Aurora Service Tours or their sub-contractors have the right of access to the properties at any time with due regard to the convenience of the renter for the purpose of linen changes, garden maintenance, snow work, inspection and/or viewing of the property and to carry out any essential or routine repair or maintenance work.
Except for the essential repairs, maintenance, cleaning and regular snow work we will make every effort to schedule such brief showings at a time convenient to you, to respect your privacy, and not interrupt your stay.
OCCUPANCY / MAXIMUM CAPACITY OF PROPERTIES
Under no circumstances may more than the maximum number of persons specified in the property description, or booking form, occupy the property except by prior written agreement by Aurora Service Tours. The property cannot be re-let or sublet to any other group/party or individual without the written approval of Aurora Service Tours. The standard number of guests for our cottages is 6. The number of guests that a property can sleep can be increased by prior arrangement. The total number of persons allowed in the cottage at any one time is restricted to the number of persons scheduled. Should a group misrepresent themselves, at the discretion of Aurora Service Tours, they will be required to pay for all excess persons immediately, or the excess persons shall be asked to vacate the cottage immediately.
NOISE DISTURBANCE, EVICTION
Our properties are all located in a very quiet and peaceful environment. We therefore request you respect this and keep your noise to acceptable ‘talking’ levels. If you wish to play music in the evenings then please do so but inside with the doors closed only – never outside. Loud music inside the cottage should not be played after 10.30pm. Please keep background music to talking levels when outside. Failure to observe these rules could result in immediate eviction in severe cases.
Aurora Service Tours wishes to maintain a family atmosphere for the quiet enjoyment of our guests. We rent to families and responsible adults. Guests shall be respectfully quiet and peaceful, so as not to disturb other residents in the immediate area. The community have very strict rules regarding noise that must be respected. These set guidelines is to control excessive noise. It is a criminal offence for people to cause noise and nuisance which results in people being unable to relax and enjoy their home and community life.
To avoid noise and nuisance to neighbours or other guests it is recommended:
– To monitor the level of sound being emitted from electronic devices at all times of the day.
– Place music systems on rubber mats and facing towards our properties to help absorb sound.
– If going out or returning home late at night take extra care not to disturb neighbours through loud voices and slamming of (car) doors.
– Make sure the children are playing in a way that is considerate to neighbours and not causing a disturbance.
If we receive a complaint from guests we will notify you directly to reduce your noise. If we then receive a second complaint about careless or excessive noise we may ask you to leave.
The penalties for causing excessive noise are both quickly administered and strictly enforced.
Generally we do not accept animals to any of our cottages. However, there may be certain exceptions, such as dogs for the blind. In such cases you must obtain written permission from Aurora Service Tours.
UTILITY USAGE AND ENVIRONMENT
Aurora Service Tours take special care to minimise the impact we place onto the environment. We feel it is both ours, and our guests responsibility to care for the environment. We therefore ask you to think carefully and be thoughtful about the usage of both water and electricity. Included within the cost of your holiday rental is electricity usage to the value of EUR 100 per week. This is ample for normal use of air conditioning, lights, electrical facilities and the sauna. Some clients unfortunately leave all lights, fans, air conditioning and the sauna on excessively. If you do this then the cost of a week’s electricity is likely to be 3 to 4 times the level of normal household usage. Extra usage over EUR 100 will be charged to you. For example the sauna should never be left on after you have finished with it, or be switched on more than 45 minutes before entering the sauna.
We thank you in advance for your consideration. It not only helps us to keep our prices as low as possible, it also saves you any extra costs after your holiday, and helps protect our environment as well.
LIABILITY, DUE CARE AND SUPERVISON/INDEMNITY
You accept and acknowledge that you are responsible and liable for the safety and well-being of all your guests, third parties you contract, and any other persons you invite to stay at our cottages during the time of the rental. You and your guest(s) are required to take due care when residing at our properties and be especially watchful of children playing in the snow, remembering there is no hospital nearby, and surfaces can be slippery. Children MUST be under supervision of an adult at all times when staying at the cottage. Aurora Service Tours will be blameless for any injuries incurred during your stay. You are encouraged to act responsibly and courteous during your stay. Under no circumstances can glassware be taken outside.
LOST AND FOUND
Items left at a property will be returned only upon request and at the guest’s expense. Aurora Service Tours is not liable for lost items. Aurora Service Tours will only hold items for fourteen (14) days before they are discarded.
Weather conditions can be unpredictable, and can change quickly and significantly. Aurora Service Tours cannot be made liable for unpleasant or unsuitable weather conditions and no refunds are made for such conditions.
Aurora Service Tours cannot predict construction plans in the area and therefore cannot be held responsible for any inconvenience. In the event of building works taking place by local authorities, private developers or neighbours, it is important to note that we are not responsible for such work and we are unable to stop such work taking place and we are unable to control the level of noise. We cannot be held responsible for any building works that take place during your rental period. No refunds can be given in the event of nearby construction.
Means any unusual and unforeseeable circumstances beyond our normal control, which the consequences of could not have been avoided even when exercising all due care. Such circumstances or events include, but are not limited to, war, or threat of war, riot, civil unrest, industrial disputes or strikes, unavoidable technical problems with the cottage, transport, or closure or congestion of airports, terrorist activity, natural disasters, industrial disasters, fire, theft, flooding and adverse weather conditions. In the event of any of the above refunds or compensation payments cannot be made.
Verbal changes of contract are not valid unless agreed and confirmed in writing by Aurora Service Tours.
PRINTING, TYPING, TERMS & CONDITIONS, CALCULATION ERRORS AND OMISSIONS
Aurora Service Tours reserve the right to correct any printing or typing errors, omissions or calculation mistakes at any time. We also reserve the right to amend our terms and conditions that apply to your booking at any time and without prior notice.
CONTRACT, COMPLAINTS AND SUGGESTIONS
Aurora Service Tours prides itself on the quality of its cottages, and accuracy of its cottage descriptions but should a guest feel that the cottage has not met its description it should first be brought to the attention of an Aurora Service Tours representative whilst at the property. If the guest is not happy with the local resolution, then, any further comments or suggestions should be put in writing, within 14 days of your return, specifying the problems.
How to ensure your trip is a safe and enjoyable one!
Our snowmobile adventure is a gentle drive through the pristine Arctic nature. It is the best way to get off the beaten track and really sample the untouched wilderness of Lapland. A snowmobile is a wonderful machine for this purpose, they are really easy to drive and 99% of people thoroughly enjoy our snowmobile trips without incident.
However, there is always a small minority that treat them as a toy or think that snowmobiles are some high octane extreme sport. People with this mindset usually end up damaging either the snowmobile, themselves or both and this impacts on everybody’s enjoyment, as your guide has to stop the snowmobile adventure either temporarily or permanently (if the person has injured themselves) in the event of a crash.
Don’t be one of those people. Drive your snowmobile sensibly and maturely, much like you would your own vehicle, and you will have a great day (and so will everyone else in the group). We drive slowly and gently through nature, stopping a few times for pictures and breaks. It is not a race. So in the interests of your own safety, respect to our snowmobiles and the enjoyment of everyone else on the snowmobile trip, we ask you to read and abide by the following rules.
1) The speed limit is a maximum 30 kilometres per hour. Speed is the biggest danger with snowmobiling and as such we take speeding very seriously. It is not only obstacles you might crash into that are a danger, wind chill is also a danger in cold climates, making frost nip and frost bite a risk if you are travelling at high speeds in minus temperatures. 30 kmh is the perfect speed on our trails making the trip nice and enjoyable with little risk of crashing or cold related injuries. The snowmobile has a speedometer that can be seen easily, anyone seen breaking the speed limit will have the keys removed from the snowmobile and the remainder of their journey will be as a passenger on the guides snowmobile. We have zero tolerance with people speeding.
2) Keep about 1 bus length distance from the snowmobile in front of you at all times when you are driving, in the event they have to slow down or stop quickly (such as a Reindeer running out etc).
3) Keep on the snowmobile trail. We drive along well groomed trails in a group, so it is really easy to stick to the trail, just by following the snowmobile in front (the guides snowmobile will be at the very front). The snowmobile trails are easy for both you and the snowmobile to navigate. If you drive off the trail into fresh powder snow (which can be anything up to 1 metre deep!) you will likely get stuck and/or roll over which will result in your snowmobile trip ending prematurely. It’s inviting if you see a load of fresh snow to drive in it. Don’t do it! Stick to the trail.
4) Keep with the group. If rule no.2 is followed, ie everyone keeping a bus length apart from one another, then the group is automatically grouped together. Everybody needs to be visible to the guides (at the front and rear of the group at all times). If someone drops back, goes ahead or deviates from the route, we all have to stop to let that person re-join the group. Some people fall behind intentionally so they can open the throttle fully and speed up. This is a very dangerous tactic and is strictly forbidden.
Snowmobile damages & recovery fee’s
In the event you crash your snowmobile, damage it and/or get it stuck. We may have to charge a €150 recovery fee to get the snowmobile recovered. If it breaks down due to wear and tear or a mechanical related breakdown, it is of course not your fault and we will pay the recovery fee ourselves. But if the snowmobile is damaged to due to recklessness, neglect, abuse and/or not following the rules above, then the €150 recovery fee will be payable.
Once the snowmobile has been recovered any damage will be recorded and you will be billed accordingly for said damages (in addition to the recovery fee). Insurance excess is €1000, any major damage which brings the repair cost above this amount the insurance company will pay. Any damage below €1000 you have to pay.
We own and maintain these snowmobiles ourselves. Please drive them considerately and with care. If they are damaged, then it is quite likely people on the next tour will miss their snowmobiling trip due to that damage. Likewise, the people on the tour before you have driven the snowmobile considerately in order for you to go out on your snowmobile trip.
Most people bring the snowmobile back in the condition they took out, please ensure you are one of them!
RELEASE OF LIABILITY, WAIVER OF CLAIMS,
EXPRESS ASSUMPTION OF RISK AND INDEMNITY AGREEMENT (aka Activities Waiver).
We have ran thousands of successful snowmobile, husky, snowshoe and other adventures over the past few winters, without any personal injury whatsoever. 99.9% of people who have done the trips have absolutely loved them, had an amazing time and taken home some fantastic memories. But it’s worth bearing in mind, they are winter activities, and as such they do carry with them hazards. This waiver is to ensure you understand the potential hazards, and in the event of an accident and/or any damages, you understand it is down to you and/or your travel insurance to deal with any loss you may incur. So, it is a requirement that everyone who does the daytime activities sign these waivers, indemnifying Aurora Service Tours of any blame. We do of course take your personal safety very seriously and we have done everything possible in our power to keep you safe on all our activities, but again, in winter there is a greater risk of mishap than usual. I’ll repeat, we’ve had thousands of happy campers and we’ve never had any major incidents, we’d like to keep it that way. Thanks for your understanding. Have fun!
By booking our tours you affirm and acknowledge that you have been fully informed of the inherent hazards and risks associated with snowmobiles, dogsleds, transportation of equipment related to the activities, and travelling to and from activity sites of which I am about to engage in.
Inherent hazards and risks include but are not limited to:
1. Snowmobiles, dogsleds, and other winter activities can be hazardous activities and injuries while not common, they are not unheard of, and they can occur during these activities, including the possibility of permanent disability, death and injury to any part of the user’s body while engaging in the activity.
2. Falling, causing broken bones severe injuries to the head, neck and back which may result in severe impairment or even death.
3. Changes in terrain, snow surfaces, moguls, ice, bare spots, rocks, stumps, debris, fences, posts, trees, life equipment and towers, conveyer and handle tows, light poles, signs, buildings, roads, walkways, half-pipes, cliffs, jumps, padded and non-padded barriers, snow making and snow grooming equipment, snowmobiles, other persons, and other natural and man-made hazards.
4. Exposure to outdoor elements, including but not limited to avalanche, rock fall, inclement weather, thunder and lighting, severe and or varied wind, extreme temperature or weather conditions.
5. Risks associated with riding in areas that contain either natural or manmade objects, including but not limited to trees or track snow groomers, which upon striking them may cause serious injury or even death.
6. Possible malfunction of my own or others’ snowmobile, sleds, ATV’s and/or other equipment related to the activity.
7. My own negligence and/or the negligence of others.
8. Cold weather and heat related injuries and illness including but not limited to frost nip, frost bite, heat exhaustion, heat stroke, sunburn, hypothermia and dehydration.
9. Attack by or encounter with wild animals.
10. Accidents or illness occurring in remote places where there are no available medical facilities.
11. Fatigue chill, and/or dizziness, which may diminish my/our reaction time and increase the risk of accident. My sense of balance, physical coordination, and ability to follow instructions.
*I understand the description of these risks is not complete and that unknown or unanticipated risks may result in injury, illness, or death.
Release of Liability, Waiver or Claims and Indemnity Agreement
In consideration for being permitted to participate in any way Snowmobile, Dogsled, Snowshoe or related activities, I hereby agree, acknowledge and appreciate that:
1. I HEREBY RELEASE AND HOLD HARMLESS WITH RESPECT TO ANY AND ALL INJURY, DISABILITY, DEATH, or loss or damage to person or property, WHETHER CAUSED BY NEGLIGENCE OR OTHERWISE, the following named persons or entities, herein referred to as releasees: Aurora Service Tours.
2. To release the releasees, their officers, directors, employees, representatives, agents, and volunteers, and vessels from liability and responsibility whatsoever and for any claims or causes of action that I, my estate, heirs, survivors, executors, or assigns may have for personal injury, property damage, or wrongful death arising from the above activities whether caused by active or passive negligence of the releasees or otherwise. By executing this document, I agree to hold the releasees harmless and indemnify them in conjunction with any injury, disability, death or loss or damage to person or property that may occur as a result of engaging in the above activities.
3. By entering into this Agreement, I am not relying on any oral or written representation or statement made by the releasees, other than what is set forth in this Agreement.
This release shall be binding to the fullest extent permitted by law. If any provision of this release is found to be unenforceable, the remaining terms shall be enforceable.
I HAVE READ THIS RELEASE OF LIABILITY AND ASSUMPTION OF RISK AGREEMENT AND I FULLY UNDERSTAND ITS TERMS. I SIGN IT FREELY AND VOLUNTARILY WITHOUT ANY INDUCMENT.