Monday, June 24, 2024

Reservation Policy

Alaska Travel and Tourism Network LTD | Reservation Policy

Alaska Winter Tour Packages - General Terms - Reservation and Payment Policy

Please read the General Terms and Conditions for Reservation - i.e.: Reservation & Payment Policy - carefully before making a reservation to fully understand all the legal terms, rights and responsibilities of both parties. As a customer of the Travel Network Group LLC | DBA: Alaska Travel & Tourism Network and/or its affiliates, you shall understand and accept all contents and articles of these terms and conditions. We reserve the right to change the following terms and conditions in part or in its entirety without any prior notice.

All reservations are generally subject to a written reconfirmation. Electronically submitted email requests, the completion of reservation forms, email responses from us, the customer acknowledgment to reserve vehicles, tour packages or other services are considerably not a indication for a confirmed reservation - unless you receive a formal and official itemized invoice and reservation confirmation through Alaska Travel & Tourism Network and/or its affiliates.

Adjustments and/or changes to any of the following reservation policies, terms and conditions are not permitted or accepted after a reservation is confirmed.

Every customer shall be responsible to familiarize himself with all of the following established policies, terms and conditions before submitting a reservation or request to us. Our reservation policies and all other terms and conditions are considerably accepted through a customer after submitting the required deposit on/or before the indicated due date on our invoice. Any modification of a confirmed reservation thereafter is subject to our acceptance, a written reconfirmation and the payment of applicable service charges and/or cancellation fees.

We do not accept or respond to non-completed and submitted online forms or requests.

Table of Contents

01. Privacy Terms
02. Personal Information
03. Tax Information
04. Payment Policy
05. Late Payments
06. Amendments & Refunds
07. Complaint Resolution
08. Services
09. Website Contents
10. Checkpoint Flights
11. Travel Documents
12. Indemnification
13. Flights to/from Alaska
14. Cancellation Policy
15. Travel Insurance
16. Legal Statement

1.0 Privacy Terms
We generally do not provide third parties with details of your reservation even if you authorize us to do so. Your personal information may only be used for the purpose to complete the reservation as confirmed and/or requested. For more information please refer to our privacy policy section on this website.

2.0 Personal Information
Due to the increased security on various levels we may require additional personal information as deemed necessary to complete a reservation.

3.0 Tax Information
All published rates include applicable local taxes and mandatory third party service charges levied at the time of publication - unless otherwise specified. Applicable tax rates are subject to change without further notice. We reserve the right to adjust confirmed rates if the current tax rates are changing.

4.0 Payment Policy
To guarantee any reservation we require a minimum deposit of 25 % of the entire tour package rate as indicated on the invoice within ten (10) days after you receive our written confirmation. However, the required deposit for all Iditarod Tour Packages and/or Soft-Adventure Tours is 50 %. The total payment amounts are depending on the individual tour package rates. Please check our itemized confirmation invoice for details. Late deposit payments may result in the automatic cancellation of the entire tour package. As a guaranteed form of payment we accept personal checks, money orders, direct bank transfers and wire payments. Due to the extremely high merchant fees applicable to tourism industry businesses - credit cards are only accepted with a supplementary processing fee of 10 % based on the total invoice amount. The credit card service fee (if applicable) will be added to your final invoice at the time of reservation and is non-refundable in case you cancel the entire or a part of the reservation again. All reservations must be paid in full 60-days prior to arrival or on/or before the due date indicated on our invoice. Any reservation request made less than 60 days prior to the travel date is subject to immediate full payment of the invoice. Service fees, bank charges and/or processing and bank transfer fees are the responsibility of the sender. Occurring charges will be charged back to the sender. All rates are in US$ - or as otherwise indicated on our website and/or confirmation.

5.0 Late Payments
We do not provide any services to a customer unless full payment has been received on/or before the due date(s) indicated on our invoice. We reserve the right to automatically cancel any part or the entire travel package without a further reminder if the deposit and/or balances are not paid at the due date indicated on our invoice. Any unauthorized deductions from invoices or late payments may also result also in a automatic cancellation. Cancellation fees are still applying according to our cancellation policy below. All cancellation fees are due immediately after receipt of the appropriate invoice and may be deducted from the initial deposit / balance we received from the client. Please Note: we will not reinstate any involuntarily canceled reservation due to non-payment.

6.0 Amendments & Refunds
We are dedicated to provide the best possible service to our customers, however, due to unforeseen circumstances, there may be changes to your travel plans. Every effort will be made to ensure that tour itinerary be the same as planned. That said, in order to ensure your safety, we reserve the right to make amendments including altering, postponing and canceling tours due to weather, transportation or other uncontrollable reasons under very rare and special circumstances. Furthermore, we also reserve the right to cancel any scheduled group tours if the number of customers is inadequate to form a complete tour group. Additional fees arising from the postponement or cancellation of tours as a result of uncontrollable reasons or terms of this policy shall be solely borne by the customers. Our company does not offer any compensation.

A supplier may cancel a tour due to inclement weather conditions or for any other reasons beyond his or our control. If a non-voluntary cancellation occurs we will refund the original tour price less a service charge of $50.00. Please refer to the exception from the refund policy detailed under 10.0. No further claims are accepted. All refund requests are only honored in written and within fourteen (14) days after a cancellation occurs. Each request need to be accompanied by the appropriate documentation. Please allow a processing time of approximately four (4) weeks.

Unused tour services or any portion thereof are generally non refundable. Cancellations or tour changes after the departure date are subject to applicable cancellation fees.

7.0 Complaint Resolution
We strongly advise every client to inform our company immediately – at the latest within 24 hours - after an incident, complication or problem occurred. Complaints after departure or delayed complaints - for whatever reason - are not honored.

8.0 Services
Advertised and custom Self Drive Tour Packages do not include gasoline, premium insurance, road tolls, transfers, additional driver fees, northern surcharges, national park entrance fees, one-way rental fees, winterized driving equipment and child seats – unless otherwise stated. We reserve the right to substitute accommodation of a similar category - or upgrade clients at our discretion - if our regularly used properties are sold out. Specific room assignments are the sole discretion of the hotel management (owner) because we are unable to guarantee a specific type and/or location. For services of all other tours please refer to the appropriate online information and/or tour documentation.

9.0 Website Contents
All published rates, descriptions, information and reservation terms are subject to change without further notice and may be used as a guideline only. We cannot assume responsibility for any of these information.

10.0 Ski Plane Fly-outs
We are using ski planes for most checkpoint and wilderness lodge flights. Ski planes are providing a very limited load capacity. For your own safety our pilots do not tolerate and accept any overweight beyond the officially established plane load limits. The carry on luggage amount for overnight fly-out clients is restricted to 20 lb per person and to soft shelled bags only. Clients who are on day trips may carry a small 15-20 liter backpack only. Additional luggage may not be accepted. Our advertised individual or package rates for overnight and day tours - including any ski plane flights - are based and calculated on a FAA standardized or average passenger weight of 185 lb (85 kg) per person. It is mandatory to confirm and log the weight of each passenger at the time of reservation in order to calculate and/or balance the maximum weight for each flight destination and the particular plane type used e.g. Cessna (3/4 Clients), Beaver (6 Clients) or Otter (10 Clients). A out-of-line weight difference at the time of departure may result in the use of a different ski plane type, transportation surcharges for the particular client(s), or even denial or cancellation of services. Our fly outs are also based on full charter rates and/or on a minimum number of participating clients. All clients are solely responsible to pay for any additional expenses in conjunction with ski plane transportation. No refund will be made for denial of service cancellations. Note: to prevent yourself from financial losses we highly recommend to obtain a sufficient travel insurance

If local weather conditions are preventing or delaying a safe departure from the wilderness lodge, a checkpoint or any other departure destination on the day that a client is scheduled to fly out or fly back we can not assume responsibility for any additional costs that may be incurred by such delays due to weather - or other conditions - beyond our control. No refund will be made for delays or cancellations of flights due to weather conditions.

No refund will be made for early returns or departures prior to the actual tour ending date for any reason e.g.: illness, injury, incoming bad weather fronts or other circumstances. If any potentially bad weather systems are heading towards the checkpoint and/or wilderness lodge we are providing our clients with a chance to make an informed individual decision on whether to stay and finish the tour or to depart earlier to avoid being weathered into the destination for a unknown amount of time.

Nikolai Checkpoint Flight: A minimum number of four adults is required for the checkpoint flight to take place. If this minimum number is not reached and a full refund will be granted.

11.0 Travel Documents
Clients are responsible for obtaining any travel documents and/or verifying entry requirements necessary for each country of travel and/or transit on your selected tour itinerary. Entry laws differ with respect to travelers’ citizenship. Alaska Travel and Tourism Network is not responsible to obtain or keep personal travel documents for customers or assume responsibility for notice of countries’ current requirements. Clients are responsible for any expenses incurred as a result of delays or itinerary changes related to your lack of appropriate travel documents. You should strictly abide by the laws and regulations promulgated by the government of the visiting country, including but not limited to immigration and Customs Laws and Regulations. Alaska Travel and Tourism Network will not be responsible for any penalties due to your failure to abide by any regulations of the government of the visiting country.

12.0 Indemnification
Our company, its employees or agents and / or affiliated companies acting only as agents - and therefore none of them shall be liable for any injury, damage, loss, loss claims, accident or delay which may be generated by reason of any company or person who engaged in conveying the travelers, or otherwise in connection therewith, or of any hotel owner, manager or employee. Therefore, we accept no responsibility for losses or additional expenses due to delay or changes in train -, bus -, ship -, airplane - or other services, sickness, weather, war, quarantine, government action or other causes.

13.0 Flights from/to Alaska
All long distance flight reservations to/from Alaska made through us in conjunction with any of our tours are based on restricted airfares only. These fares may require full payment within 48 hours after confirmation or at the time of reservation - please refer to the information on our invoice. Generally - all fares are non-refundable and may not be changed after specific flight dates are confirmed. We cannot assume any responsibilities for airfare rate increases and/or cancellations for whatever reason. 

14.0 Cancellation Policy
The following cancellation (No-Show) charges are applicable to every confirmed reservation and/or voluntarily or involuntarily cancellation due to non-payment - without any exceptions.

  • Individual Hotel Reservation
    Until 07 days in advance US$30.00
    Less than 07 days in advance (1) night's room charge and applicable taxes
  • Northern Lights Package Tours - Motorcoach Tours - Self Drive Tours - Rail Tours - Ski Packages
    Until 60 days in advance - 25 % of the entire invoice amount
    Until 45 days in advance - 50 % of the entire invoice amount
    Less than 45 days in advance - 100 % of the entire invoice amount
  • Iditarod Packages & Checkpoint Flight Day Tours
    Until 90 days in advance - 25 % of the entire invoice amount
    Until 60 days in advance - 50 % of the entire invoice amount
    Until 45 days in advance - 75 % of the entire invoice amount
    Less than 45 days in advance - 100 % of the entire invoice amount
    No shows - 100 % of the entire invoice amount
  • Flight Reservation from/to Alaska
    After confirmation - No Refunds
  • All Custom Group Tours
    Please refer - if applicable - to our individual arrangements

15.0 Travel Insurance
We strongly encourage you to purchase travel insurance to cover cancellation fees associated with a tour, local flights, airfare or other nonrefundable expenses in the event of cancellation, possible medical expenses and the cost of a medical evacuation from a trip. We have made arrangements with Travel Guard Insurance Services for you to purchase a comprehensive travel insurance plan. Feel free to contact Travel Guard Insurance Services directly if you have questions to there policies, procedures or the coverage because we are not able to provide you with specific answers on the insurance program.

16.0 Legal Statement
This General Terms and Conditions - i.e.: Reservation & Payment Policy - is deemed an agreement between customers and Alaska Travel & Tourism Network. This Agreement shall be governed by and construed in accordance with the laws of the State of Nevada, without reference to conflicts of law rules. As a condition of the use of Alaska Travel & Tourism Network and its service, the customer agrees to submit to the personal and exclusive jurisdiction of the courts located within the county of Wilmington, Delaware. If any provision of this Agreement is found invalid or unenforceable, that provision shall be enforced to the maximum extent possible, and the other provisions contained herein will remain in full force and effect. The failure of Alaska Travel & Tourism Network to insist upon or enforce strict performance of any provision of the Agreement shall not be construed as a waiver of any provision or right.