Terms and Conditions
All bookings made with Iceland Holidays are governed by the following terms and conditions.
1 Booking and documentation
The following deposits are required (unless booking occurs within balance
payment period – see 1.3): Deposit amount is the full amount stated for airport taxes and charges plus 40% of all other items ie. flights & hotels, car hire and excursions. The balance is collected 13 weeks or 3 months prior.
Deposits are non refundable.
1.2 Confirmation of Booking
Upon receipt of your completed booking form and deposit we will send you a
confirmation invoice, together with any other information applicable at this
stage. For bookings made on line see point 7.1 below.
1.3 Payment of Balance
The full payment is due 13 weeks or 3 months before travel commencers. The balance
payment date will be notified on the confirmation invoice and no reminder will
1.4 Travel Documents
Itinerary and other background information will be sent to you in good time
before commencement of the holiday.
NB it is imperative for flight and other overseas travel that personal information
provided is per the traveller’s passport. You must check official documentation
and report inaccuracies immediately. Failure to do so may result in a financial
1.5 Package Holidays rules.
Our holidays are sold as packages under the CAA rules for ATOL bonded package holidays which could include flights, hotels , excursions and or car rental. To constitute a package the holiday must include at least two elements
one of which must be the accommodation element flight only sales are not permitted. We allow missed hotel nights if required up to a maximum of 1 in 5. The overall price of the package as detailed in the quotation represents the cost of the package and we are not obliged to breakdown the cost into individual elements. The flight and hotel package is shown as one package price and we are not obliged to break this down into individual elements. Where flights are excluded ( you have booked flights separately) the package must still contain at least 2 elements
the two elements could be either hotels and excursions minimum 3 including transfers or hotels and car rental minimum stay is 3 nights in those circumstances.
1.6 Iceland Holidays Intellectual property,content and booking service.
It is accepted within the holiday price of our offers / quotations the cost includes the direct elements such as flights, hotel, tour costs and car rental and within that overall cost we have included our booking service overheads and intellectual property which has considerable value. This means the quoted prices represent the cost for Iceland Holidays in providing the service is accepted by both parties as final and not negotiable.
2 Permitted Changes to itinerary by Iceland Holidays.
2.1 Permitted Changes by Iceland Holidays
At the time of publication all information in our brochure/website has been
checked and is, to the best of our knowledge, correct. However, for reasons
beyond our control, changes may need to be made to flight times, hotels,
programs and tour personal. We cannot therefore guarantee that itineraries
and programmes will be followed as published, and we reserve the right to
make alterations. Significant alterations will be advised as soon as practical,
and if alternative arrangements are unsuitable you may cancel and receive a
2.2 Permitted Flight Changes
by Iceland Holidays
We always intend using the airline advertised to the destination shown. We
hold the right, either for reasons beyond our control or for reasons beneficial to
the holiday, to change the airline and / or the destination and this will not
constitute material change to the programme. We are not in a position to state
the aircraft type for most holidays.
Scheduled Departure times. Iceland Holidays
reserves the right to change the flight departure time within the same day as booked without recourse. This applies to both outbound and inbound flights. In this case no compensation will be paid and you do not have the option to cancel the booking without the usual penalty. It is accepted that in this case no compensatory value is put on lost time in the destination or point of origin on the day of travel. The amount of time between the original scheduled departure time may be changed by Iceland Holidays to a later or earlier flight so long as the flight is scheduled to leave on the same day and the maximum leway is within 11 hours either way of the original flight schedule. If such flight changes are made for a different departure date then you have the right to cancel the reservation or change to an alternative date subject to availability.
Scheduled UK departure airports.
Iceland Holidays reserves the right to change the UK departure airport within the following agreed limits. Distance between UK departure airports limit == 100km / 62 miles
or less ( mileage by R.A.C. route planner web site ) is deemed acceptable and there is no compensation paid and you do not have the right to cancel the trip beyond the usual terms for cancellation.
2.3 Hotel Changes
The accommodation / hotel vouchers issued for your holiday are non
exchangeable and non refundable. This means you must use the vouchers at
the hotel indicated on the dates indicated. If you choose to change your
itinerary in terms of hotel during your holiday the new room nights need to be
paid in full.
2.4 Special Requests and flight Changes by you
Any special requests made on your booking form will be noted and we will do
our best to provide these for you. We cannot, however, guarantee to comply
with your request. Once a booking has been confirmed passengers using our
flight arrangements must use the flight as the confirmed booking. If you wish to
travel on a different date or time this will incur a £30 administration charge and
any extra charges the airline involved make.
2.5 Be aware of flight schedules and catching the plane is your responsibility. Allow plenty of time.
Be aware of flight departure times on the schedule flight date and look for any changes to flight schedules. It is your responsibility to check flight times prior to going to the airport for your flight in both directions. It is your responsibility to check in for your flight within the time recommendations and airline rules. Departure gates for most airlines close 40 minutes prior to the flight departure time and most airlines ask passengers to check in 3 hours prior to a flight departure time or at the very least 2 and a half hours. You must allow time to get through busy airport ques, passport control and security checks which can be time consuming and tedious. Whilst we endeavour to contact passengers with notification of any flight alterations it is your responsibility to catch the plane and no compensation will be paid if you miss the flight. Flight schedules can be checked online with the airline web site.
2.6 Hold Baggage and seat selection charges.
An additional charge will be added for hold baggage ( checked in luggage) and seat selection as follows. Hold baggage up to 20kg in weight £19 per bag per one way flight. Seats will be selected by us on your behalf unless you make a specific request. Standard selected seats additional cost = £7 per seat per one way flight. Upfront seating or seating with extra leg room costs more on request. These charges apply to all flights.
2.7 Permitted changes to Northern Lights Exploration.
Iceland Holidays reserves the right to make changes to itineraries where deemed to be necessary. In a special case the 7 day holiday Northern Lights Exploration and Northern Lights Explorer week are accepted as being interchangeable by Iceland Holidays. We reserve the right to provide the Northern Lights Explorer Week as an acceptable equivalent alternative holiday to the Northern Lights Exploration when necessary and this is accepted when making a booking for the Northern Lights Exploration package. The two holidays are deemed to have exactly the same financial value and no refund will be offered where this change is made to the itinerary.
2.8 Flight supplement limits.
The following flight supplements apply to all airlines. Hold baggage up to 20kg max £20 per bag each way. Seat Selection preselected seats max £10 per seat each way. Multiple Airlines. If flights are booked with a different airline on the return sector to the outbound sector there is liable to be a flight supplement to a max £100p/p
3.1 Cancellation by Iceland Holidays
If cancellation is necessitated through force majeur – e.g. civil strike, industrial
dispute, natural or nuclear disaster we shall refund the portion of payment
made to us by clients which has not been committed irrecoverably by us to the
holiday. However we can be under no other liability to you in such cases.
3.2 Cancellation by you
Cancellation charges apply to all bookings made for holidays and services inc. flights , hotel bookings, excursions and car rental.
Should you have to cancel your booking, you should notify us in writing advising
us of the reason for cancellation. The scale of cancellation charges is
calculated according to the number of days prior to departure that we receive
written notice at our offices. This must be sent out by post cancellations are not accepted by email.
3.3 Cancellation Charges
More than 84 days prior to departure date or start date
, loss of deposit only 84 - 56 days prior to
departure 66% of total fee 55 days or less prior to departure 100% of total fee. Note for this purpose it is understood that departure date or start date means the date on which the service commences such as outbound flight date, first night of hotel stay, first excursion date or first day of the car rental period.
3.4 Cancelled or curtailed excursions and activities.
Where booked excursions are cancelled by the local operator or do not take place for any reason the monies paid will be refundable but an administration charge of 20% is deducted by Iceland Holidays. Where excursions or activities which have commenced are curtailed for any reason such as weather or other circumstances no refunds will be paid.
3.5 Northern Lights Evening tours
cancellation or curtailment.
Should the Northern Lights Evening tour be cancelled or curtailed at the first attempt ( scheduled date ) by the tour operator due to weather conditions then the tour can be taken the following night or another night during your stay. The tour cost is non refundable and non exchangeable. It is your obligation to take the tour on an alternative night during your stay if you choose not to take the rearranged date your are forfeiting the full tour cost. This condition is non negotiable.
3.6 Cancellation or changes to excursions prior to the holiday by you.
Once you have booked excursions or activities as part of the package holiday if you choose to cancel any excursion or activity a minimum 30% cancellation fee will be charged to cover our administration costs. Time limits on notification of cancellation by you are agreed as follows , up to 7 days prior to holiday departure date the minimum 30% is charged, up to 5 days before departure 50%, within 3 days 100% is chargeable which means the cost is not refundable. It is ,however, permitted to substitute one excursion for another or change the order of excursions without penalty up to 1 month prior to the excursion date.
3.7 Cancellation or changes to excursions during the holiday by you.
On the spot changes to excursions by you are not permitted without penalty.
Once the holiday has commenced if you decide to cancel a prearranged activity or excursion the original booking is non refundable. This means if you decide to do something else and do not take the originally planned tour the full amount paid in advance will not be refunded.
4 Inclusions and exclusions
Iceland Holidays has made every effort to ensure that a full list of inclusions is
made prior to commencement of each holiday.
4.1 Principal exclusions
Important exclusions have been highlighted in Iceland Holidays literature.
Amongst the principal exclusions not listed elsewhere are cost of visas,
personal items, laundry, gratitude for service provided on a personal basis,
excess baggage, immigration/port/airport taxes levied locally. Where meals
are provided payment for items not included in the set menu are your own
4.2 Government and airline airport tax and security charges
There is an item contained as part of the holiday quotation ( Airport taxes & Government Charges inc APD ) this is to cover airport taxes in the UK and Iceland, also includes fuel surcharges, APD ( Airport passenger duty ) and an additional charge of £13 to cover the ATOL fee.
Additional taxes by airlines and governments subsequent to brochure
publication will be collected as a surcharge. Where international governments
have not made provision for departure taxes to be collected in advance, these
will need to be paid in local currency at the point of departure and have not
been included in the cost of the tour.
Our prices are based on the currency exchange rate with the Bank of Iceland
on the 12th August 2013. Surcharges may be imposed if costs increase as
a result of government action, currency fluctuation, or increases in over flying
charges, airport charges or scheduled airfares. In any event we will absorb an
amount equivalent to 2% of the holiday fee.
If the amount of the surcharge exceeds 10% you will be entitled to cancel and
receive a full refund of all money paid. This right to cancel must be exercised
within 14 days of receiving written notification of the surcharge.
5 Limit of Liability
Iceland Holidays acknowledges responsibility for the correct description of
services offered in this brochure and for the preparation of the travel
arrangements. Only limited responsibility for the performance of the services
provided by airlines, coaches, ferries, hotels, agents and other suppliers can
be accepted by Iceland Holidays.
No responsibility is accepted for loss or expenses due to sickness, weather,
strikes, war, quarantine, negligence, loss of baggage or other causes, such
losses being the responsibility of the traveller and for certain of which
insurance is available.
5.1 Travel Insurance
We strongly advise you take out comprehensive travel insurance, including
cover for cancellation and repatriation in the event of accident or illness.
Iceland Holidays reserve the right to refuse a booking if there is no valid,
adequate medical and repatriation insurance.
5.2 Personal effects
You are expected to carry and check your own luggage at all transfer points.
You are also responsible for your personal effects throughout the duration of
5.3 Visa and health
You are responsible for contacting the relevant authorities regarding statutory
visa and health requirements appropriate to your destination. You are also
responsible for ensuring your passport is valid for the period required for entry
into your destination country. Information provided by Iceland Holidays is for
5.4 Fitness to travel and special provisions
It is necessary to advice of any special requirements related to diet or mobility
in order for us to enquire as to special provisions and reasonable adjustments
which can be made to facilitate participation on the holiday.
6 Responsibility, law and jurisdiction
6.1 Tour Operator’s Licence
Iceland Holidays is a recognised tour operator and holds an Air Travel
Organiser’s Licence – ATOL 6190 – issued by the Civil Aviation Authority
The air holidays and flights advertised on our website and in our brochure are
ATOL protected by the Civil Aviation Authority. In accordance with their
requirements we have deposited a travel bond which secures all money paid
by you. In the unlikely event of our insolvency, the CAA will ensure that you are
not stranded abroad and will arrange to refund any money you have paid us for
an advance booking.
6.2 Your Financial Protection
When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong. We will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you).
You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).
If we are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.