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Booking Agreement Form

Click here to view and download our paper Booking Agreement Form: PDF Booking Agreement Form

Booking Agreement Webform

If you’re looking to fill out our webform, please proceed to the sections below. Please note: we do not share your information. This is a basic binding agreement (according to the terms and conditions that can be found at the end of this form) between us (the tour supplier) and you (the client). We will contact you for sensitive information such as your credit card and passport number; we will not charge your card until an agent has confirmed your reservation.

*Indicates required

General Information

Your Name:*

Your Email:*

Occupation:*


Please select the escorted tour you want to book. If you do not choose a tour (except in the case of custom tours discussed with an agent), we cannot guarantee your services. Please note: if you are working with an agent on a custom or independent tour, please proceed to the next question.


Working with an agent? Fill in your inquiry/RV# below:

Your U.S. Departure Date:*
Documents are mailed 3-4 weeks prior to a client’s U.S. departure date. If documents are being mailed to more than one address, a handling fee of $25 will be charged for each additional document set.

Would you need assistance with booking airfare?*

Do you plan on purchasing travel insurance?*
Due to high cancellation penalties, travel insurance is strongly recommended.

 
 

Passenger Information

Lead Passenger Full Name (as on Passport):*

Mailing Address:*


Contact Information:*

Contact # While Traveling:*

Date of Birth:*

Passenger 2 Full Name (as on Passport):

Date of Birth:

Passenger 3 Full Name (as on Passport):

Date of Birth:

Passenger 4 Full Name (as on Passport):

Date of Birth:

If you have more than 4 passengers traveling, we will contact you for their information.
 There are more than 4 passengers in my party.

 
 
 
 
 
 
 
 
 

Booking Information: Credit Card Authorization

Name of Cardholder:*

Billing Address:*


Amount:*

 

 

ScanAm World Tours’ 2017 Terms & Conditions for Escorted and Independent Tours

ESCORTED TOURS

Deposits

A 25% deposit of total tour price is required at the time of confirmation. Greenland tours require a 50% deposit.

Final Payment

The balance of the total tour price is due no later than 60 days prior to departure. Failure to comply with this requirement will result in automatic cancellation of the reservation and forfeiture of deposit.

Departures

Escorted Tour departures are guaranteed only if so stated. Non-guaranteed departures can be canceled by the operator until 4 weeks prior.

In such cases we will make every effort to provide similar alternative arrangements; if this is not possible, a full refund will be given constituting full settlement.

Cancellation and Refunds

Cancellation fees are assessed as a percentage of the total tour price. Notification of cancellations must be in writing.

Up to 60 days prior to tour departure a refund will be paid less a 25% cancellation fee of total tour price. Between 59 and 31 days prior to tour departure a refund will be paid less a 50% cancellation fee of total tour price. Cancellations received between 30 and 15 days prior to tour departure a refund will be paid less a 75% cancellation fee of total tour price. Cancellations received inside 14 days prior to departure a 100% cancellation fee apply of total tour price.

NOTE: Unused portions of all tours are non-refundable.

Additional Fees

Changes to reservations made after confirmation are subject to a fee of $50.00 per person per change until 60 days prior to departure. Thereafter—until 31 days prior to departure—the fee is $100.00 per person per change plus any fees levied by hotels or other suppliers. No changes are permitted 30 days or less prior to departure. Special requests/changes are not guaranteed to be available.

Tour Companies

Scandinavian American World Tours, Inc. (ScanAm World Tours) does not operate any tours but only acts as a seller. Accordingly, any legal issues against local tour operators shall be adjudicated in accordance with the prevailing laws in tour operator's home country.

Tips and Taxes

Tips and taxes are included throughout the itineraries except for tour escorts, coach drivers, and local guides. Airline fuel surcharges, departure taxes, and U.S. security fees are additional.

 

INDEPENDENT TOURS

'Independent Tours' include any of ScanAm World Tours' unescorted tour packages as well as any related special independent or custom arrangements and/or car rentals.

Payment

Full payment of total tour price is due when all arrangements have been confirmed and invoiced. A VISA, MasterCard, American Express, or Discover Card is required at the time of booking to cover possible ensuing change or cancellation charges.

Cancellation of Tour Packages

From time of confirmation, verbal or written, until 31 days prior to departure 25% cancellation fee of total tour price will apply. From 30 to 15 days prior to departure, 50% cancellation fee of total tour price plus any additional charges levied by hotels or other suppliers. 14 days or less prior to departure, no refunds will be given. In the case of air tickets, rail tickets, or cruises: conditions of the airlines, rail lines, cruise lines, and/or their legal representative will apply if they are stricter than those of ScanAm World Tours. Refunds will not be made if the above procedures are not followed.

Changes to Tour Packages

From time of confirmation, verbal or written until 15 days prior to departure, $100.00 per person fee plus any additional charges levied by hotels or other suppliers. 14 days or less, changes made may be subject to full cancellation fees.

NOTE: If client chooses to make changes to tour packages while in Scandinavia there will be no refunds for unused portions.

Tour Planning Fee

For clients that need assistance with custom arrangements—i.e. detailed tour planning that involves products, services, and areas outside of our brochure content—we offer our services at a $50 per hour planning fee, starting at a minimum of $50. The fee is non-refundable and must be paid prior to any quotes being provided. The fee will be applied toward travel services booked through ScanAm World Tours.

 

GENERAL TERMS & CONDITIONS

Travel Insurance

We strongly recommend the purchase of travel insurance. Please visit the website of our travel insurance partner, Travel Guard, or call us for more information.

Hotels

When necessary, hotel substitutions are of similar quality standard.

Meals

Full breakfasts are included at all hotels. Lunches and/or dinners are included only where specifically listed in the itineraries. Lunch and/or dinner can be Scandinavian buffet style or 2-3 course set menu. Beverages are not included.

Hurtigruten Cruise Policy

NOTE: Clients that book Hurtigruten full cruises should be aware that deposits and final payments are charged directly to your credit card by Hurtigruten in Norway. Though payment processing is in U.S. dollars, some credit card companies may charge a foreign transaction fee. Make sure you check with your credit card companies for rules and fees before providing us with your card. Hurtigruten cannot reverse charges once processed.

Passports

A valid passport is required by all US citizens traveling to any of the Nordic/Scandinavian countries as well as the Baltic states/Russia.

The passport must be valid a minimum of 6 months after your return date to the U.S.

Visas

U.S. Citizens do not currently need a visa in order to visit the Scandinavian countries. A visa is required for travel to Russia. Presently, visas for the Baltic States (Estonia, Latvia, & Lithuania) are issued upon entering each country, and visa fees are paid locally. Make sure you check with each country's consulate to ensure that there are no changes to these rules. Non-U.S. citizens must check with their consulate about visa requirements to all countries listed on their itinerary.

NOTE: Visa rules are in effect as of January 2017. ScanAm World Tours is not responsible for any changes made to these rules; it is the client's responsibility to check visa requirements. Clients are also responsible for any/all loss or damages resulting from improper passports, visa, or other personal documents. It is advisable to check with the relative consulates if you have any questions or concerns.

Baggage

Baggage is the sole responsibility of the owner and taken at owner's risk. Make sure you check with your carrier as to the latest rules just prior to departure, as frequent changes occur.

Tour Prices

Where quoted in U.S. dollars, tour price is based on today's exchange rate, and VAT tax is subject to change if exchange rates fluctuate or VAT tax levels are increased. Bookings made inside 14 days may be subject to an expedite fee of $25.00.

U.S. dollar prices are subject to change until paid in full.

Handling Fee

A non-refundable handling fee of $25.00 will be added to all bookings (waived for e-docs).

Validity

The validity of ScanAm World Tour's terms and conditions extends through December 31, 2017.

Responsibility

Scandinavian American World Tours, Inc., its general agents, and local agents give notice that all tickets and coupons issued by them, and all arrangements for transport and conveyance or for hotel accommodations, are made by them as agents only on the expressed condition that they shall not be liable for any injury, damage, loss, accident, delay, or irregularity which may be occasioned either by reason of any defect in any vehicle, or through the acts or default of proprietor or servant. The operators and/or associated companies accept no responsibility for losses or additional expenses due to delays or changes in train, steamer, or other services, sickness, weather, epidemics, quarantine, strikes, Acts of God, or other causes. All tour itineraries may be affected by alterations in steamship, air, or railroad services of the various countries, or by other causes. The rights are reserved to cancel a not guaranteed tour prior to departure. In such cases, full refund of all payments will constitute full settlement with the passenger.

Airline Clause

Where airlines are included in the travel arrangement, the involved airline(s) are not to be held responsible for any act, omission, or event during the time the passengers are not aboard their aircraft. The passenger ticket in use by the airline, when issued, shall constitute the sole contract between the airline and the purchaser of the tickets and/or the passenger. Neither SAS/ICELANDAIR nor any other IATA carrier shall be liable for any loss, damage, injury, accident, delay, or irregularity which may be occasioned by reason of defect in the goods or services provided or through the acts of commission of any person or company performing or rendering the services other than carriage by air described in the applicable supporting literature. The services described in this material, other than carriage by air furnished by SAS/ICELANDAIR or any other IATA carrier, are furnished by independent contractors who are not servants of or joint ventures or partners with SAS/ICELANDAIR. Notwithstanding the foregoing, SAS/ICELANDAIR transportation shall be subject to its respective contract of carriage.

Travel Agency Responsibility

In order to avoid misunderstandings, please be sure that clients are informed about any cancellation and/or change fees applicable to their travel program.

Greenland and Antarctica Tour Policy

NOTE: Arctic/Antarctic weather conditions may cause delays, cancellations, or extra expenses; in addition, limited capacity in Greenland may cause traffic delays resulting in interruptions, limitations, or changes in the itinerary. This may result in extra expenses to cover meals, hotel accommodation, and/or transportation not foreseen in the programs. Such expenses must be paid directly by passengers themselves. The tour operator cannot accept any responsibility, economic or otherwise, for such changes.

Please note that optional tours can be cancelled or changed due to local conditions without prior notice.

Mosquitoes are prevalent in July and August in Greenland, and you are advised to bring repellent, proper clothing, and/or medicine in case of allergies.

When booking Greenland and Antarctica tours, all clients agree to abovementioned special conditions.

 I agree to all of ScanAm World Tours, Inc.'s terms and conditions as they are outlined above. I hereby authorize ScanAm World Tours, Inc. to charge the amount I have indicated above to my credit card for travel arrangements made through ScanAm World Tours, Inc.*