Svalbard Ski Expedition Confirmation Details
We are very excited to confirm your participation on our 2026 Svalbard Ski Expedition. This expedition is incredible in many ways and we are confident that you will find this to be a wonderful adventure.
Preparation is the key to your success, safety and comfort during the expedition. This confirmation letter is designed to give you easy access to all the forms and resources that will be a part of your preparations along with your personal training and travel arrangements.
For your convenience you can find all these forms and resource links on our website anytime at this link: https://www.polarexplorers.com/svalbardresources. This page is password protected. The password is: svalbard (one word, all lowercase)
This Confirmation Letter includes the following important information in this order:
Expedition Dates & Arrival Information
This expedition begins as the team gathers in Longyearbyen, Norway on March 29, 2026 for an evening welcome reception. We recommend arriving a day earlier to provide yourself some wiggle room should you have any delayed flights or delayed baggage, and to allow ample time for a gear check by our guides. We will start skiing on March 31 and we will return to Longyeabyen on the afternoon of April 5 for a final night in town.
Travel to/ from Svalbard – Flights to Svalbard are generally made through Oslo. There are direct flights or flights that make a stop in Tromso, Norway. Two airlines serve Svalbard: SAS and Norwegian. Flights are available on most, but not all days. We highly recommend that you book flexible tickets to allow for changes in the itinerary.
Passport & Visa - A valid passport (check the expiration date!) is required to enter Norway. Please check with your travel agent or a Royal Norwegian Embassy or Consulate to see if you are required to have a visa or ETIAS authorization to enter Norway.
Hotels - There are several guesthouses and hotels in Longyearbyen. We recommend the Svalbard Hotel which is centrally located with nice amenities including a restaurant. To reserve a room you can reach out to Tobias (Tobias@svalbardhotell.com). At a minimum you will need accommodations on March 29, 30 and April 5. If you are arriving earlier or staying later you will need additional nights.
Click here for information about museums and galleries in Longyearbyen, and here for restaurant options. Looking for recommendations? We’re happy to give you ours, just let us know!
PE Application Submit along with your registration and deposit
PE Mountaineering Questionnaire submit by December 29, 2025
PE Medical Form submit by December 29, 2025
PE Insurance Form submit by December 29, 2025
You need specific clothing & equipment for this expedition and you need to be very familiar with every item you bring. Click here to see your Clothing & Equipment Checklist. Please arrange all of your personal clothing and equipment by the end of February. Plan to use the following month to break in ALL of your gear including your boots. Your clothing & equipment is important! Please do not hesitate to contact us with ANY questions.
Be Prepared, Present & Positive
Showing up for this expedition means a lot more than arriving in Longyearbyen with your gear. It also means arriving well prepared, ready to be present, and committed to being a positive member of your team. If your lack of preparedness or other factors mean that you are physically incapable or if your actions, attitude or behavior jeopardizes you or the group we reserve the right to arrange for your evacuation at your own expense. Neither refunds nor credits are given under such circumstances.
Like many expeditions this adventure represents a financial investment on your part. We require that you purchase trip cancellation insurance or sign a waiver acknowledging that you are intentionally declining to do so. Trip cancellation insurance has many benefits including coverage if you need to cancel your expedition due to, among other things, illness or injury to yourself or that of a family member, especially when within 120 days of the expedition.
Medical Evacuation Insurance
Much of our route in Svalbard is extremely remote. Thus, medical evacuation insurance for at least $150,000 USD is required. Typically comprehensive travel insurance policies that include trip cancellation also include a medical evacuation component in excess of this amount.
Every participant needs to bring at least one course of a broad spectrum antibiotic (for skin infections, urinary tract infections, etc.) and any personal medications that you may frequently use including epinephrine if you have severe allergies. We also recommend a respiratory antibiotic if you are prone to having respiratory illnesses or infections. Women may also want to carry an antifungal medication for yeast infections. If you do not have a personal physician who can write these prescriptions you can contact companies that build medical kits for travelers such as Wandr and Runway (both USA based) or you can use resources like this Global Clinic Directory from the International Society for Travel Medicine. Also plan to bring a small first aid kit with items you frequently use such as blister care, ibuprofen, etc.
During the expedition we will stop periodically to snack on high energy food and drink fluids that you bring. PolarExplorers does not provide any snack or lunch items to eat during the day. Plan to bring a minimum of 1500 calories of your favorite energy snacks per day for six days. Your snacks should have both quick burning and slow burning calories (for example, chocolate AND nuts). Also, some people like to bring their own favorite powdered drink. If you find drinking flavored water easier than drinking plain water, consider bringing such a mix. How much? You will likely be drinking at least 2 liters (or quarts) of fluids each day while on the go. Additionally you will be drinking hot drinks in the evening and mornings (coco, tea, etc. provided by PolarExplorers). For more information on expedition snack food check out this short video (https://youtu.be/KHAd5AUAtl0).
We will be posting an expedition blog with frequent dispatches from the expedition. This is a great way to share the adventure with your family and friends. The blog can be found here or by clicking the yellow “Dispatch” button on our homepage menu bar. We encourage you to participate by writing one of the blogs or sharing an audio dispatch.
Tipping your expedition guide is customary and always appreciated though it is not obligatory. The tip amount is at your discretion. Here’s a helpful resource about guide tips from Outside Magazine.
What is included?
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Transfer from the Longyearbyen Airport to your hotel
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Dinners and breakfasts during the expedition
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All group gear (tents, cooking, safety, etc.)
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Skis
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Sleds and sled harnesses
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Emergency & communication gear
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Guides
What is not included?
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Any airfare
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Personal clothing & equipment
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Accommodations and meals in Longyearbyen
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Lunch snacks during the crossing
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Trip cancellation insurance
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Medical evacuation insurance
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Excess baggage charges
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Transfer from the hotel to the airport
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Gratuity
Again, thank you for registering for our 2026 Svalbard Ski Expedition. We look forward to working with you as you prepare for this exciting adventure. Please do not hesitate to contact us if we can assist you in any way.