The North Pole is one of the most amazing places on the planet.

Expedition participants have the opportunity to enjoy, learn about and appreciate the unique and exciting world of Arctic nature. Expeditions are planned to provide maximum safety for all expedition participants and cause minimal harm to the environment.

Expeditions to the North Pole are highly dependent on weather, ice and other conditions, so charter flights may be delayed. VIKAAR staff makes every effort to follow the pre-planned expedition schedule, but is not responsible for changes in expedition plans caused by factors beyond its control. In such cases, VIKAAR reserves the right to change the daily schedule, dates and routes of expeditions.

To avoid any further inconvenience, it is highly recommended to purchase an open-dated ticket for your return home at the end of the expedition.

Our flight from Khatanga to the Pole area takes 5 hours. Before we fly, we check that the conditions are favorable for airplane and helicopter flights in both directions. We are in contact with the temporary ice base world famous as «Barneo» and are waiting for THEIR PERMISSION before we take off. We are also in contact with the aircraft crews during the entire flight.

On board our charter flights, passengers are required to strictly follow all commands and instructions of the ship’s captain. The head of the ice camp is given the authority and responsibility for the safety and comfort of all clients. On routes, VIKAAR guides receive similar rights and are responsible for the expedition participants.

Upon arrival at the Barneo ice camp, we find ourselves even more at the mercy of the vagaries of the Arctic weather. A storm or changes in the ice conditions can easily prevent an aircraft from taking off or a group from setting out on a route. Safety is the highest priority in our activities, so we must warn you that the final word on any changes to the route, including cancellation of the expedition at the final stage, always remains with us.

The construction of the ice airfield and the Barneo camp is a multifunctional, logistically and technically complex process that requires extensive preliminary preparation, coordination of efforts by several airlines, ministries and departments. We begin the logistical operation for the construction of the ice airfield and the Barneo camp long before the start of the expeditions. VIKAAR strictly adheres to its Policy of reimbursement of expenses in relations with clients. We strongly recommend that all our clients carefully study these Terms and Conditions and purchase insurance in case of full or partial cancellation of the expedition as protection against an unforeseen situation that could force you to interrupt your participation in the expedition.

2. Booking and Payment for Travel

2.1 To book a trip, the client or his agent must send an application to VIKAAR to participate in a particular expedition. The application must be sent in advance, as we must prepare the necessary permits and visa support (if the client is traveling on an expedition via Russia).

2.2. The application must contain the following information:

Expedition code, desired dates; Full name; Date and place of birth; Gender; Nationality, Contact phone number and e-mail; Passport number and its expiration date; Shoe/clothing size.

2.3. Upon receipt of the application, we will notify you in writing of the preliminary booking confirmation, send you the documents for concluding the contract and issue an invoice for the deposit. In case of absence of places on the dates of interest, we will offer you alternative ones or notify you of the impossibility of booking with an explanation of the reasons for the refusal. Payment of the invoice is made within 5 (five) working days from the date of issuance. The place will not be reserved for the client until the deposit is received. In case of cancellation of the booking or the client’s refusal of the trip, the deposit is not refunded. Upon receipt of funds in the account, we will notify you of the tour booking and provide a confirmed trip schedule.

2.4. The discounted price of the programs is valid until December 1, 2024. Full payment must be made by December 10, 2024. For programs booked after December 1, the cost of the expedition increases by 3,000 euros. A deposit is paid, then the final payment is due by March 1, 2024. In case of late booking (after March 1, 2024), the entire cost of the trip must be paid in one go by March 15, 2024 (only if there are available places). Other payment terms can be agreed individually in each specific case. All payments must be made in euros.

2.5. If the money for participation in the expedition has not been transferred in accordance with the dates specified in paragraphs 2.3 and 2.4 of these Terms , VIKAAR reserves the right to cancel the order with the retention of all amounts received up to this point, except in cases where the relevant changes have been previously discussed with an authorized representative of VIKAAR.

3. Cancellations, Program Changes and Payments

3.1. If VIKAAR cancels the trip before the start date for any reason (except force majeure), including insufficient number of participants at the start of the expedition, organizational problems caused by strikes, terrorist acts, wars, natural disasters and other situations beyond VIKAAR’s control that may endanger the life and health of the participants, all money received by VIKAAR from the client or his agent by that time will be returned to the client or his agent within 30 working days from the date of cancellation, without any further obligations on the part of VIKAAR. This compensation is the limit of our obligations to the client. VIKAAR bears no further liability for any consequences of the expedition cancellation, as well as for other additional expenses of the client or his agent, including non-exchangeable air tickets, purchase of special equipment, visa and passport fees and other expenses.

3.2. Travel in high latitudes is highly dependent on weather and ice conditions. We make every effort to follow the pre-planned expedition schedule, but VIKAAR is not responsible for changes in the expedition plans caused by factors beyond its control. In such cases, VIKAAR reserves the right to change the schedule, dates and routes of the expeditions without notice, without further obligations to the participants. It should be understood that such decisions are made, first of all, in the interests of the safety of all participants. In the event of such unavoidable changes to the schedule, the expedition participants are not entitled to compensation for losses, as well as to other compensation. Changes in plans do not constitute a cancellation of the expedition by VIKAAR. We will continue to make every effort to meet the expectations of our clients. To avoid additional inconvenience, we strongly recommend purchasing an open-dated ticket for the return home from Krasnoyarsk.

3.3. VIKAAR leaders and guides make every effort to successfully resolve any problems in the interests of the group and the expedition as a whole. In the event that during the expedition or a 3-day period before its start, the responsible VIKAAR representative (whether Captain, Expedition Leader or Guide) decides that the client is not able to take part or continue to participate in the expedition, without risk to himself, other members of the group or VIKAAR staff, the agency reserves the right to interrupt or cancel the client’s participation in the expedition. In this case, VIKAAR will make every effort to return the client safely to the Barneo Ice Camp and on to Khatanga, at the earliest opportunity, but no refunds will be made. Payment for unscheduled flights required for this purpose must be made by the client to VIKAAR within three days from the end of the expedition.

3.4. In the event that the Client and/or their Agent unilaterally cancel the expedition booking before December 10, 2024, VIKAAR undertakes to reimburse the amount received by that time, with the exception of the non-refundable deposit received upon booking. VIKAAR undertakes to make the transfer within 30 (thirty) days after receiving the notice of cancellation.

3.5. If the Client and/or his Agent unilaterally cancels the expedition booking after December 10, 2024, VIKAAR will not make any compensation.

3.6 Prices shown are based on the client’s participation in group programs and no refunds will be made based on the client’s failure to participate in any group activity, including helicopter flights.

3.7. Agents, representatives and employees of the VIKAAR agency, with the exception of persons authorized to do so, have no right to promise clients any compensation, regardless of the reason for it. Such oral promises do not obligate VIKAAR to anything.

4. Prices

4.1 All prices are in euros.

4.2. VIKAAR provides agencies with special conditions.

4.3. Travel prices are calculated on the basis of tariffs and exchange rates at the time of writing and may change prior to departure. Major changes in tariffs, exchange rates and fuel prices, service costs sometimes significantly increase the overall cost of travel and we reserve the right to change the prices quoted based on these parameters by giving written notice to the agent and/or the customer.

5. Responsibility

5.1 VIKAAR acts as the main agent and operator for expeditions and trips to the North Pole and provides all possible care for its clients.

However, VIKAAR, its owners and employees do not bear any responsibility for political, climatic, weather or other conditions, nor for other services of transport companies, suppliers or other principals for whom VIKAAR is an agent. Due to the specificity of the place of our trips, clients are obliged to take into account possible delays or changes in the schedule, in the event of which all additional costs will be borne by the participants.

5.2. VIKAAR releases itself from any liability for accidents, injuries, illnesses, deaths, property losses and other damages caused to clients or expedition members or by clients and expedition members to third parties, if this damage or loss was not the fault of VIKAAR or occurred as a result of non-compliance by clients or expedition members with the Safety Regulations under the laws of the Russian Federation. Before departure, our representative will familiarize everyone with the Safety Regulations. Each client is obliged to sign a special document on Release of Liability .

5.3 In the event of medical problems requiring expenses for evacuation, use of air transport, etc., the client is fully responsible for all costs. All expedition participants must confirm that they have insurance sufficient to cover the costs of medical care and evacuation.

5.4. VIKAAR strongly advises individual customers to take precautions regarding their belongings. The safety of personal luggage is the sole responsibility of its owner.

5.5. All reasonable complaints or questions from clients or their agents must be submitted in writing to the VIKAAR office in St. Petersburg within 14 days after completion of the expedition. In other cases, VIKAAR will not accept complaints.

5.6. Once the client submits an application and makes the first deposit, he confirms that he has fully read and understood this document, acknowledges these Terms and Conditions , and that he does not have any physical or psychological disabilities or any other shortcomings that may pose a risk to himself or other clients.