Kirkenes Tours AS is an outdoor activity provider in Northern Norway. We are committed to high safety standards and aim to provide enjoyable and memorable experiences. However, all outdoor activities involve inherent risks, and participation is at your own responsibility.
1. General
These terms and conditions apply when you (“you” / “the customer”) book and purchase a service (“the Service”) with Kirkenes Tours AS (“we”, “us”), either electronically (via e-mail, WhatsApp, or our website), phone, or otherwise in writing (each a “Booking Channel”).
The agreement between you and Kirkenes Tours AS consists of:
- the booking confirmation,
- these terms and conditions,
- any individually agreed terms in writing between you and Kirkenes Tours AS.
In case of conflict, individually agreed terms take precedence.
When booking as a consumer, your rights are also governed by applicable Norwegian consumer protection laws.
For bookings that include a combination of services (e.g. accommodation and activities), the booking is considered a package in accordance with Norwegian package travel regulations.
2. The Parties and Role of Kirkenes Tours AS
The agreement is between you (“the customer”) and Kirkenes Tours AS.
- You must be at least 18 years old to book.
- If booking on behalf of others, you confirm authority to accept these terms on their behalf.
- You are responsible for informing all participants about these Terms & Conditions.
Kirkenes Tours AS may:
- Operate tours directly, or
- Act as an intermediary (third-party seller) for tours operated by external providers
For tours operated by third parties:
- Kirkenes Tours AS is not responsible for execution, guiding quality, or operational changes
- Responsibility lies with the actual provider
3. Bookings and Availability
Bookings can be made online, by email, WhatsApp or by phone.
A booking becomes binding when:
- A booking request is made
- Payment (deposit or full amount) is received
- A confirmation is issued
You must check your confirmation carefully and notify us of any errors.
Not all activities operate daily. Availability depends on season, conditions, and provider schedules.
4. Prices
All prices are quoted in Norwegian kroner (NOK) and include applicable VAT.
Kirkenes Tours AS reserves the right to correct pricing errors at any time.
For package bookings, prices may be adjusted in exceptional cases due to:
- changes in supplier costs
- taxes or government fees
- currency fluctuations
If a price increase exceeds 8%, you may cancel the booking free of charge.
5. Payment
5.1 Activities (Tours only)
Full payment is required at booking.
5.2 Packages (incl. accommodation)
- A 25% non-refundable deposit is required at booking to secure the reservation
- The remaining balance is due no later than 30 days before arrival
- Bookings within 30 days require full payment immediately
6. Cancellation Policy
6.1 Tours (activities only)
- More than 21 days before the start: 100% refund
- 21 to 7 days before the start: 50% refund
- 7 days or less before the start: No refund
6.2 Packages (incl. accommodation and/or multiple services)
- More than 60 days before arrival: Refund minus the 25% non-refundable deposit
- 14–60 days before arrival: 50% refund of the total booking price
- Less than 14 days before arrival: No refund
6.3 General cancellation terms
- Cancellation must be made in writing (email is sufficient)
- The effective date is when we receive the request
- Partial refunds may be issued where third-party providers allow
- Administrative fees may apply
7. Changes and Rebooking
- Rebooking or credit may be offered at our discretion
- Changes depend on availability and may incur additional costs
- Last-minute changes cannot be guaranteed
8. Weather, Nature and Operational Conditions
All tours are subject to:
- Weather conditions
- Ice and snow conditions
- Safety considerations
Kirkenes Tours AS reserves the right to:
- Modify routes, duration, or content
- Replace activities
- Cancel tours if safety is compromised
In such cases:
- Alternative arrangements may be offered, or
- A refund will be issued if the tour is cancelled entirely
Seasonal note:
- Early winter (December) and late season (April) tours may be altered due to limited snow or ice conditions
9. Northern Lights Disclaimer
Northern Lights sightings can never be guaranteed. Variations in weather or natural conditions do not constitute grounds for cancellation or refund.
- Weather and solar activity are beyond our control
- Lack of sightings does not qualify for refund
- For third-party tours, Kirkenes Tours AS has no influence on execution
10. Extraordinary Circumstances
You are entitled to a full refund if the tour cannot be carried out due to extraordinary and unavoidable circumstances such as:
- Natural disasters
- War or serious security risks
- Major health risks or travel restrictions
11. Safety and Risk Acknowledgement
All outdoor and adventure activities involve inherent risks, including but not limited to injury, illness, disability, loss or damage of property, or in rare cases death. These risks may arise from natural conditions, environmental factors, equipment, human error, or other known and unknown causes, and may be present before, during, and after the activity.
By participating in our activities, you confirm that:
- You understand and acknowledge the inherent risks associated with outdoor activities
- You are aware that such risks cannot be entirely eliminated, even with appropriate safety measures
- You voluntarily choose to participate and accept full responsibility for your participation
If you are booking on behalf of others, you confirm that all participants have been informed of these risks and accept them of their own free will.
Safety measures:
- A safety briefing will be provided by a member of staff prior to the start of the activity, and you agree to pay full attention and follow all instructions
- If a safety briefing is not provided, you agree that you will not participate in the activity
- All instructions from guides must be followed at all times
- Our guides are trained, experienced, and medically competent
Failure to follow safety instructions or guide directions may result in immediate exclusion from the activity without refund.
Medical and Environmental Awareness:
You acknowledge that:
- Medical facilities may not be readily available during the activity
- You are responsible for assessing your own physical condition and ability to participate safely
12. Responsibility and Liability
Kirkenes Tours AS:
- Maintains public liability insurance
- Uses trained and qualified guides
For own tours:
- We are responsible for delivery of the service
For third-party tours:
- Responsibility lies with the provider
- We act solely as intermediary
We are not liable for:
- Loss or damage of personal belongings
- Indirect losses or unforeseen changes beyond our control
13. Guest Responsibilities
Guests are responsible for:
- Providing accurate personal information
- Informing us in writing of any medical conditions, including existing or recurring injuries, prior to undertaking the activity
- Carrying necessary personal medication (e.g. inhalers, EpiPens)
- Informing us of allergies and dietary requirements
- Arriving on time
- Wearing appropriate clothing
No-shows are treated as cancellations without refund.
13.1 Health, Fitness and Participation Requirements
By booking, you confirm that:
- You meet the physical requirements of the activity
- You have disclosed all relevant medical conditions
Kirkenes Tours AS reserves the right to deny participation if:
- Health or safety concerns arise
- Required information has not been provided
13.2 Conduct and Behaviour
All guests are expected to:
- Behave respectfully towards guides and other participants
- Follow instructions at all times
We maintain a zero-tolerance policy for:
- Alcohol consumption prior to or during tours
- Drug use
Guests must arrive sober. Violation may result in exclusion without refund.
14. Insurance
All guests are strongly advised to arrange their own:
- Travel insurance
- Cancellation insurance
- Coverage for winter and outdoor activities (e.g. snowmobiling, dog sledding, skiing, boating, fishing)
15. Guides and Language
- All tours are conducted in English
- Other languages may be arranged for private or group tours upon request and confirmation
16. Media and Marketing
By participating in our activities, you acknowledge and agree that photos and video footage may be taken before, during, or after the activity. Such material may be used by Kirkenes Tours AS for marketing and promotional purposes, including but not limited to website content, social media, brochures, and other marketing channels.
If you do not wish to appear in such material, you must inform us.
Kirkenes Tours AS reserves the right to make alterations to brochure details, website listings, and other company documents at any time, both before and after a booking has been made and confirmed. Most changes will be minor, and where relevant, we will inform you at the earliest reasonable opportunity.
17. Legal Framework
These Terms & Conditions are governed by Norwegian law.
Any disputes shall be resolved under Norwegian jurisdiction.
