Updated 2026

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These Booking Terms & Participant Agreement apply to participants booking a trip, expedition, training, flight program, or travel program with The Northwest Passage, Inc. dba PolarExplorers. These terms govern the relationship between the participant and PolarExplorers, including payment, cancellation, itinerary changes, third-party providers, insurance requirements, participant responsibilities, medical and fitness requirements, conduct expectations, communicable illness policies, and other conditions of participation.

Some trips may also require trip-specific booking terms, liability waivers, medical forms, insurance forms, or forms required by third-party operators or logistics providers. If trip-specific terms apply, those terms supplement these general terms. If a third-party operator or logistics provider requires separate forms, waivers, approvals, or terms, the participant must complete and comply with those requirements as well.
 

Submitting an application does not guarantee acceptance or confirm a reservation. A reservation is confirmed only when PolarExplorers has accepted the participant, received the required deposit or payment, and received any required signed agreements or forms.

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1. Responsibilities of PolarExplorers

PolarExplorers exists to help participants pursue travel and expedition objectives in the polar regions. PolarExplorers is the polar division of The Northwest Passage, Inc.

In providing these experiences, The Northwest Passage, Inc. dba PolarExplorers and its employees, agents, owners, contractors, outfitters, and guides may engage third-party providers, including but not limited to hotels, transportation companies, air carriers, vessel operators, land operators, local guides, outfitters, permit authorities, field camp operators, medical providers, and other travel service providers. PolarExplorers will make reasonable efforts to plan, coordinate, and operate trips professionally and safely. However, polar travel and expedition logistics involve uncertainty, and many factors remain outside PolarExplorers’ control.
 

PolarExplorers is not responsible for the acts, omissions, negligence, financial condition, or failure of any third-party provider or supplier. PolarExplorers is also not responsible for loss, damage, injury, death, delay, inconvenience, or expense resulting from circumstances beyond its control, including but not limited to weather, force majeure, acts of God, pandemics, disease outbreaks, quarantines, strikes, political or civil unrest, terrorism, theft, border closures, government action, transportation delays, schedule changes, permit issues, aircraft delays, vessel delays, or equipment failure.

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2. Itinerary Changes, Rescheduling, and Cancellation by PolarExplorers

PolarExplorers reserves the right to alter, omit, or substitute any part of the itinerary without prior notice, including lodging, transportation, route, schedule, activities, field plan, logistics, and expedition leadership. PolarExplorers also reserves the right to cancel, postpone, withdraw, or reschedule any expedition due to insufficient participation, safety concerns, guide availability, operational constraints, weather, third-party operator decisions, political conditions, permit issues, border restrictions, public health concerns, or circumstances beyond its control. Rescheduling an expedition does not constitute cancellation. PolarExplorers does not guarantee that any participant will reach a specific destination, summit, pole, crossing point, route or itinerary objective.
 

PolarExplorers is not responsible for expenses incurred by participants in preparation for or in connection with an expedition, including but not limited to equipment purchases, medical expenses, insurance premiums, airfare, baggage fees, airline penalties, hotel costs, visa costs, meals, transportation, lost work, or other expenses arising from delay, interruption, modification, postponement, rescheduling, or cancellation of travel plans.

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3. Third-Party Operators and Logistics Providers

Some PolarExplorers trips involve third-party operators, aircraft providers, vessel operators, field camp operators, hotels, local guides, transportation companies, permit authorities, medical reviewers, or other outside logistics providers. When a trip involves a third-party operator or logistics provider, participants may be required to complete additional forms, waivers, medical forms, personal information forms, insurance forms, or other documentation required by that provider. Payments may also be subject to the cancellation terms, refund terms, operational decisions, and policies of third-party providers.
 

PolarExplorers is not responsible for decisions made by third-party operators or logistics providers, including decisions related to flight schedules, weather delays, aircraft availability, vessel operations, medical approval, field logistics, route changes, safety decisions, operational delays, or cancellation of services. For trips operated in whole or in part by third-party providers, PolarExplorers’ role may be limited to arranging, coordinating, booking, managing payment, preparing participants, and communicating with the operator on the participant’s behalf. Operational decisions remain with the operator.

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4. Payment Terms

A deposit of 25% is required to confirm a reservation on any PolarExplorers trip, unless otherwise stated in writing.

Reservations are taken on a first-come, first-served basis. Space is limited.

The deposit and final balance may be paid by check, wire transfer, or credit card. A processing fee applies to all credit card payments. A wire transfer fee applies to wire transfers.

The final balance is due 120 days before the scheduled start of the trip, unless otherwise stated in writing. For North Pole expeditions, the final balance is due by December 1.

Prices for North Pole expeditions are in Euros. Prices for all other expeditions and trainings are in U.S. dollars, unless otherwise stated in writing.

Payments not received by the stated deadline will be subject to a late fee of 2% per month on the overdue balance. Failure to make required payments on time may also result in cancellation of the booking, loss of the participant’s space, and/or forfeiture of payments under the applicable cancellation terms.

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5. Cancellation Policy

All cancellation requests must be submitted in writing.

A 25% deposit will hold a participant’s space on a PolarExplorers trip.

This deposit is refundable until 120 days before the scheduled start of the trip, or until December 1 for North Pole expeditions, less the applicable administrative fee listed below. All administrative fees are per person.

North Pole Expeditions: €1,000
South Pole Expeditions: $2,500
South Pole / Vinson Combo Expeditions: $2,500
Greenland Expeditions: $500
South Georgia Expeditions: 55% of deposit
Vatnajökull Expeditions: $500
Polar Shakedown Training: $250
Other Expeditions: $500–$1,500

Online registration service fees, credit card fees, wire fees, bank fees, currency exchange costs, and other payment processing fees are non-refundable regardless of the date or reason for cancellation.

If a participant cancels 120 days or fewer before the scheduled start of the trip, all payments are non-refundable. For North Pole expeditions, all payments are non-refundable after December 1.

No refunds or credits will be provided for late arrival, early departure, missed connections, unused services, voluntary withdrawal, failure to complete required forms, failure to obtain required insurance, failure to obtain valid travel documents, medical denial, or removal from a trip due to safety, medical, behavioral, fitness, conduct, or logistical concerns.

If a third-party operator, logistics provider, vessel operator, aircraft provider, or other supplier has different or more restrictive cancellation terms, those terms may also apply.

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6. Responsibilities of Participants

Adventure travel and polar expeditions involve inherent and significant risks. These risks include, but are not limited to, travel in remote regions, charter and commercial air travel, vessel travel, dogsled travel, snowmobile travel, glacier and snow travel, extreme cold, frostbite, hypothermia, sunburn, snow blindness, falling, moving ice, open water, crevasses, collision, equipment failure, altitude illness, illness, delayed evacuation, and other hazards that may result in injury, illness, death, property loss, delay, or financial loss.

By participating, the participant acknowledges that they understand and voluntarily assume all risks associated with the expedition, whether known or unknown, inherent or unforeseen, and whether physical, logistical, financial, or otherwise.
 

Participants are responsible for selecting a trip appropriate to their interests, experience, fitness, and abilities. Participants are responsible for arriving properly prepared and equipped, following PolarExplorers’ instructions, bringing the clothing and equipment recommended by PolarExplorers, and maintaining appropriate conduct, hygiene, and respect toward other participants, guides, staff, local hosts, and third-party providers.

All participants are required to review and sign PolarExplorers’ liability waiver and assumption of risk documents before participation.

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7. Medical, Fitness, and Conduct Requirements

Participants must disclose any relevant medical conditions, whether physical or mental, as well as any dietary restrictions, medications, allergies, injuries, or limitations, at the time of registration and whenever such information changes. PolarExplorers may require additional medical information or written clearance from a physician before confirming participation or allowing a participant to join a trip. Participants are responsible for addressing medical and dental concerns before departure and for bringing all necessary medications and personal medical supplies in sufficient quantity for the trip, including an additional reserve supply in case of delay. The trip leader or PolarExplorers reserves the right to remove or disqualify any participant, before or during the expedition, if that participant is deemed physically, mentally, medically, behaviorally, or otherwise unfit to participate or continue, or if the participant’s conduct, condition, or continued participation may jeopardize their own safety or the safety, well-being, or experience of others.

No refunds or credits will be issued in such circumstances, and any related costs shall be the participant’s sole responsibility. If PolarExplorers determines that medical treatment, evacuation, rescue assistance, or other emergency services are necessary for a participant’s safety or well-being, PolarExplorers may arrange such services on the participant’s behalf, and all related costs shall be the participant’s sole responsibility.

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8. Infectious Disease and Communicable Illness Policy

Participants understand that exposure to COVID-19 or other communicable illnesses may occur during travel and expedition activities, and that PolarExplorers cannot guarantee that any participant will not be exposed to or contract such illness during the course of a trip. Participants agree not to join a trip if doing so would violate any current PolarExplorers health policy or applicable local, national, operator, airline, vessel, or entry requirement. Participants also agree to promptly inform PolarExplorers of any relevant health issue, positive test, exposure, symptoms, or illness that could materially affect the safety or logistics of the trip. No refund or credit will be due for inability to participate, trip interruption, delay, quarantine, testing requirement, border restriction, operator requirement, illness, exposure, or other loss arising from communicable illness or related public health measures, except as otherwise expressly stated in PolarExplorers’ governing booking terms.

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9. Insurance Requirements

PolarExplorers does not provide medical, health, baggage, life, trip cancellation, trip interruption, or evacuation insurance for participants.

Trip cancellation insurance and trip interruption insurance are required for PolarExplorers trips.

Participants are solely responsible for obtaining and maintaining any insurance required by PolarExplorers for their specific trip. Participants on any trip for which PolarExplorers requires medical evacuation coverage must obtain and maintain evacuation insurance meeting the minimum coverage amount specified for that trip. Appropriate coverage may include trip cancellation, trip interruption, trip delay, missed connections, emergency medical care, medical evacuation, evacuation from remote areas, repatriation, baggage loss or delay, and coverage for polar, expedition, or adventure travel.
 

Participants are responsible for purchasing insurance that covers the full cost, location, dates, activities, and risks of their trip. PolarExplorers does not guarantee that any particular policy will cover a claim. Denied claims, policy exclusions, insufficient coverage, failure to purchase insurance, or failure to purchase insurance in time to receive full benefits remain the responsibility of the participant. Proof of insurance may be required before travel. Failure to provide proof of required insurance may affect a participant’s ability to participate and does not alter the cancellation terms. Acceptance of proof of insurance by PolarExplorers does not mean PolarExplorers has reviewed, approved, or confirmed the adequacy of the policy.

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10. Personal Property

PolarExplorers is not responsible for loss of or damage to personal property, baggage, clothing, equipment, documents, electronics, or other personal items during or in connection with a trip. This includes loss or damage arising during transportation, lodging, aircraft travel, vessel travel, snowmobile travel, dogsled travel, vehicle travel, field camping, hotel stays, or while using services provided by third-party operators, vendors, or suppliers.

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11. Travel Documents and Personal Travel Arrangements

Participants are responsible for obtaining and carrying valid passports, visas if required, permits if required, vaccination records if required, insurance documentation, and any other documents needed for travel.Participants are responsible for arranging personal travel to and from the trip start and end locations unless otherwise stated in writing.

PolarExplorers is not responsible for missed connections, airline delays, baggage delays, denied boarding, passport issues, visa issues, border issues, or other travel disruptions that affect a participant’s ability to join or complete a trip.

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12. Accuracy of Information

Participants must provide complete and accurate information in all applications, medical forms, insurance forms, personal information forms, passport forms, emergency contact forms, and other required documents. Failure to provide complete and accurate information may affect a participant’s ability to participate and does not alter the payment or cancellation terms.

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Privacy and Use of Information

PolarExplorers collects personal information only as needed to respond to inquiries, register participants, plan trips, support safety, process payments, satisfy operator or permit requirements, and operate expeditions. Client information, including medical information and other personal information, is only provided to people who need it for the planning, safety, operation, or success of the trip. This may include PolarExplorers staff, guides, medical advisors, logistics providers, third-party operators, permit authorities, insurers, or emergency responders when appropriate.

PolarExplorers does not sell client information.

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