Terms and Conditions

VALIDITY OF PRICES

The rates and conditions of each price quote are valid for 30 days (unless otherwise stated) from the date of issue. All rates quoted or shown in our tariffs are based on current purchasing prices in Iceland. 

Nine Worlds reserves the right to increase prices already quoted or published in our price lists without notice. This may happen in the event of currency fluctuation, government taxes, or due to any other cost increases that are outside of Nine World’s control. 

After the invoice has been issued, the price is guaranteed against any surcharge, unless a surcharge is due to government laws or currency changes. Nine Worlds will absorb the amount equivalent to 5% of the package price. Amounts that exceed 5% will be charged to the client. The client will be entitled to cancel their booking with a full refund if the surcharge exceeds 10%. 

TERMS OF PAYMENT

A non-refundable deposit of 20% of the total package price is required by Nine Worlds to begin the booking process. 

Nine Worlds will send a proforma invoice requesting full payment 8 weeks prior to arrival. Full payment (minus the deposit) must be received by Nine Worlds at least 6 weeks prior to the arrival of clients. Or if booking is done within 6 weeks of arrival it will need to be settled upon confirmation.  

In case of further delay of payments, Nine Worlds reserves the right to cancel the booking and withdraw confirmation of its services. 

CANCELLATION

All cancellations must be requested by e-mail. In conformity with business practices within the Icelandic travel industry, the travel agent is obliged to charge cancellation fees to the client(s) as follows: 

Credit for future travel:  

• If the cancellation occurs more than 60 days before the start of the trip, the non-refundable deposit (20% of the total cost) might be awarded as future credit. It will be valid for 12 months from the original travel date. Specific terms, including applicable blackout dates or minimum spend requirements, will be discussed on a case-by-case basis. 
  

• We will make every effort to recover any cancellation costs from our partner hotels and activity operators and secure as much credit as possible to give to clients for a future trip. However, we cannot guarantee this. 

Other cancellation charges (6 or fewer travelers): 

• From 60 days to 6 weeks (42 days) before arrival: 20% cancellation charge on the remaining balance. 
  

• From 6 weeks (42 days) to 4 weeks (28 days) before arrival: 40% cancellation charge on the remaining balance. 
  

• From 4 weeks (28 days) to 7 days before arrival: 50% cancellation charge on the remaining balance. 
  

• From 7 days or less before arrival: 100% cancellation charge on the remaining balance. 

Other cancellation charges (7 or more travelers): 

• From 8 weeks (59 days) to 6 weeks (42 days) before arrival: 40% cancellation charge on the remaining balance. 
  

• 6 weeks (42 days) to 4 weeks (28 days) before arrival: 60% cancellation charge on the remaining balance. 
  

• 4 weeks (28 days) or less before arrival: 100% cancellation charge on the remaining balance. 
  

• Cancellation by one or more group members may result in a price change for the rest of the group. The impact on the price for the remaining group members will be assessed based on the adjusted group size and the associated costs. 

Large group bookings (10+ rooms or large-scale events): 

• For bookings involving more than 10 rooms or large-scale events, the cancellation terms will be specifically tailored to the client, based on the involved services, hotel policies, and other third-party arrangements.  
  

• These terms will be communicated clearly during the booking process. 
  

• Early notification of any changes to the booking is essential to minimize potential charges. 
  

• Please note that cancellation by one or more group members may cause a price increase for the rest of the group, or a cancellation fee (according to the above terms) for those group members who cancelled.  

Please note: 

• The counting method for cancellation charges excludes the day of arrival, and a week is 7 days. 

• Cancellation terms may be stricter than stated above when dealing with conferences and groups larger than those listed above. 
  

• If a service which has been booked is then cancelled by Nine Worlds due to factors such as insufficient participation, Nine Worlds will give the client at least a 4 weeks’ notice. 
  

• In the event of the cancellation of a service by Nine Worlds, Nine Worlds shall make every effort to provide similar alternative arrangements without additional cost to the client. Should those alternatives not be to the client’s satisfaction, a full refund shall be made. 

ROOMING LISTS

A preliminary rooming list (detailing which guests will share with other guests) must be received by Nine Worlds no later than 8 weeks prior to the client’s arrival. A final rooming list must then be received at least 4 weeks prior to the client’s arrival. 

LIABILITY

Nine Worlds is not responsible for any loss, damage, accidents, sickness, or changes in schedules caused by weather, strikes, or any other irregularity outside Nine World’s control. 

Nine Worlds reserves the right to alter routes, itineraries, or departure times, without prior notice, should the necessity arise. In case of any changes in flights (domestic and international), the client must pay any additional cost caused by this at the time the service is provided (extra hotel nights, meals, transfers, etc.). 

We advise all clients to purchase comprehensive travel insurance before their trip. 

All complaints must reach Nine Worlds within 5 days of the clients’ departure from Iceland. Otherwise, compensation claims are not valid. 

Icelandic roots

Authentic trips designed by local destination experts

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Commitment to excellence

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