Terms and Conditions

Please read Terms and Conditions before registration to a South Georgia Photography Expedition
The present agreement between Participant(s) and Dmitry Arkhipov & Mike Reyfman (Organizers hereafter) on behalf of Poseidon Expeditions (Operator hereafter) is for booking an allocation on the Expedition Cruise on the M/V Sea Spirit for the Falkland Islands / South Georgia departure from 14 October 2023 to 28 October 2023. The agreement is valid from the moment of paying the deposit to 28 October 2023. Parties agree that payment obligations and other obligations listed in this agreement are to survive the contract termination in case those are not completely fulfilled.

Terms of payment.
To book a place on the expedition, you need to:

  • Register online, and after receiving a confirmation from us, make a deposit payment of 33.3% of the price of your chosen accommodation;*
  • Deposit payment of 33.3% of the price is due by June 1, 2022
  • Final payment of 33.3% of the price is due by June 1, 2023

All payments are non-refundable*.
This is dictated by the terms of the contract between the Organizers and the Operator.

*We understand that unforeseen circumstances may force you to cancel your participation in our trip. The full refund will be issued if you find a full-paying customer taking over your spot. Please let us know as soon as possible if you have to cancel and we will try to find replacement on your spot.

Cancellation policy.
Organizers reserve the right to cancel the itinerary due to insufficient reservations.

In the very unlikely event that the itinerary is canceled prior to departure, Organizers and Operator will provide a full refund of all collected funds. This refund will be the limit of the Organizers' and Operator's liability. Organizers and Operator are not responsible for any expenses incurred by trip members in preparing for the trip, including non-refundable or penalty-carrying airline tickets, special clothing, or other trip-related expenses.

In case of cancellation of the tour by the Operator for reasons related to COVID-19:
If the deposit is paid before November 15, 2021, the deposited funds are returned within a month from the date of cancellation.
If the deposit is paid after November 15, 2021, participants will receive a voucher for the amount paid for a period of 12 months with the possibility of renewal up to 24 months. If it is impossible to redeem the voucher within the specified period, the deposited funds will be returned to the participants.

Force Majeure.
Force majeure means any event beyond the reasonable control of the Operator that is inevitable and extraordinary, including but not limited to natural disasters / adverse weather conditions, epidemics, pandemics or any other viral outbreaks, global health emergencies, pollution, public unrest / strikes, war, changes in laws or regulations, coercive measures by the state or quarantine, which make the execution of the route and services on board partially or completely impossible, give the Operator the right to postpone / cancel the expedition.

The Operator will make every effort to suggest alternative dates for the expedition. All participants will receive a personal voucher for the amount paid. The voucher will be valid for 12 months from the original date of departure and can be renewed for another 12 months. If it is impossible to redeem the voucher within the specified period, the deposited funds will be returned to the participants.

Late payment
If a participant is late in payment for more than 10 calendar days, all previously made payments expire, and the application for participation in the tour will be canceled.

Name changes.
By direct permission, and on a limited basis, name changes on a reservation can be made at a fee of USD 300 per person, but not less than 90 days before the departure.

Children must be at least 15 years of age to participate in the expedition cruise. However, Organizers may accept children ages 12-14 on a case-by-case basis after additional consideration by the Organizers.

On-board language.
All voyages are conducted in English and Russian. For groups of passengers speaking other languages, recruits multi-lingual staff members, who assist the passengers during briefings and lectures. Staff varies from voyage to voyage; please check when booking.

On-board authority.
All passengers are subject to instructions or regulations given by the Captain, Expedition Leader and Tour Leaders.

The itineraries published on the website and in any other sources serve as examples only. Real itineraries of any expedition cruise (including all scheduled landings and excursions) in polar regions are heavily dependent on weather and ice conditions. Occasionally, conditions and/or safety concerns require itinerary changes. Тhe Captain, Expedition Leader and Tour Leaders will accordingly make every effort to find the best alternative to the original itinerary while keeping passengers informed and updated. It is understood that such decisions will be made in the interests of all passengers aboard and with regard to the safety of the vessel.

Itinerary changes are not subject to passenger approval/consent and in the event of such a change no refunds or price adjustments are possible.

Operator expressly reserves the right to change the itinerary, the date or place of departure due to weather conditions, availability of anchorages, political conditions and other factors beyond Operator's control without consulting the participants. Placement of a booking with Operator amounts to an acknowledgement that itinerary changes are possible.

Changes in Vessel.
The Operator may at any time substitute vessels. Passengers will have no claim against the Organizers and Operator for inconvenience or expense whatsoever by reason of any change of the Vessel.

Organizers and Operator reserve the right to use photographs and/or videos taken during the operation of the voyage for promotional purposes for the Organizers and Operator. Passengers may not charge for their appearance in any photographs or video.

Smoking in cabins or public areas of the ship is strictly prohibited by safety regulations. There will be a designated smoking place outside in a sheltered area.

Alcohol beverages are available for sale in the on-board bar. Organizers reserve the right to refuse alcohol to anyone deemed to be intoxicated.

On-board payments. All payments are in US dollars. Passengers may run a tab that must be paid prior to disembarkation. Payments can be made in cash or via credit card.

There are no specific physical requirements for travel in polar regions. However, the purchased expedition cruise is a cruise to the remote region of the world on a ship which, at times, may be in rough seas. Please also note that there is no specialized medical assistance available in these regions. Passengers with certain medical/health issues may not be appropriate for this type of expedition and are advised to exercise appropriate caution. Our medical information form lists a number of these conditions.

Pre-departure forms.
Prior to boarding, specific passenger information is required by Operator for passenger safety and for international reporting regulations. Required information must be completed in the forms provided by Operator and submitted at least 60 days prior to departure. Final documents cannot be issued for passengers whose information has not been received.

Passenger Medical Information.
We require all passengers to submit basic medical information prior to departure. Upon receipt of that basic medical information, specific physical conditions may necessitate additional documentation from a passenger's physician certifying fitness to travel on a polar expeditions voyage. If additional medical confirmation is requested, boarding will not be allowed absent receipt of that confirmation.

Important Notice: Please be advised that prospective passengers must carefully consider whether their health condition is adequate for participation in the expedition cruise taking place in remote and hard-to-reach regions, where emergency evacuation is not always available. Passengers must complete the provided medical information form and provide the Operator with permission from their physician in case of serious or chronic medical conditions.

If the passenger decides to participate in the cruise in spite of a medical condition and/or the concerns of their physician and their condition deteriorates while aboard, requiring emergency evacuation that the passenger's insurance company does not recognize as appropriate and/or legitimate, all evacuation expenses will be borne by the passenger.

Operator has a pregnancy policy that women are welcome with explicit doctor's permission and having signed a specific waiver. Pregnancy policies of carriers (ship owners, airlines, bus companies, hotels, etc.) may also apply. Please note that medical information will, of necessity, be available to designated Operator's staff.

Please note that regardless of general eligibility there may be instances where environmental conditions require a level of fitness/mobility. In these cases, individual participation in the landing(s) in question may be restricted by the Captain, Expedition Leader, or ship's doctor.

Medical Evacuation and Repatriation Insurance.
It is mandatory for all passengers to carry adequate travel insurance that must contain medical, evacuation and repatriation coverage. Passengers must ensure that their purchased insurance includes cruise travel in the polar regions, and has evacuation and repatriation coverage of no less than US$ 200,000 per person. As part of the pre-departure forms that passengers complete, the Operator requires information as to the insurance company name, policy number, amount of coverage and 24-hour contact number. Any risks not covered by the insurance policy provided are the responsibility of the passenger at his/her own expense. Passengers must have proof of insurance while aboard and produce it if requested.

The payment of a deposit or other payments for a reservation on this tour shall constitute consent to all the provisions contained herein.

Operator and Organizers are not responsible for any costs or penalties relating to air transport or other services that are cancelled. Operator and Organizers are not liable for failure to provide the services or accommodations offered to the extent that such services or accommodations cannot be provided due to force majeure or other circumstances beyond its control.

Operator and Organizers shall not be held liable for (a) any damage to, or loss of, property or injury to, or death of, persons occasioned directly or indirectly by an act or omission of any other provider, including but not limited to any defect in any aircraft, watercraft, or vehicle operated or provided by such other provider; and (b) any loss or damage due to delay, cancellation, or disruption in any manner caused by the laws, regulations, acts or failures to act, demands, orders, or interpositions of any government or any subdivision or agent thereof, or by acts of God, strikes, fire, flood, war, rebellion, terrorism, insurrection, sickness, quarantine, epidemics, theft, or any other cause(s) beyond their control. The participant waives any claim against Operator and Organizers for any such loss, damage, injury, or death. In the event of Itinerary change due to any unforeseen circumstances or due to force majeure Operator and Organizers are not to be held liable for any costs incurred by passengers in this case and no refunds or price adjustments are possible.

By registering for our voyage, the participant certifies that he/she does not have any mental, physical, or other condition or disability that would create a hazard for him/herself or other participants. Operator reserves the right in their sole discretion to accept, decline to accept, or remove any participant from a voyage.

Operator reserves the right, without penalty, to make changes in the published itinerary whenever, in their judgment, conditions warrant, or if they deem it necessary for the comfort, convenience, or safety of participants.

If a passenger misses any scheduled sailing of the vessel from any port or place, including any stopover, Operator and Organizers shall not be liable for any costs, expenses or damages incurred by the passenger as a result of his/her action and no refund of fare shall be granted.

Baggage and personal effects are at all times the sole responsibility of the participant.

Passengers are not permitted to bring or have on board any pets or animals, firearms, flammable or hazardous items, controlled or prohibited substances or drugs, contraband or items prohibited by any country or port to be visited.

Safety Protocols.
We are taking the situation with the pandemic seriously and the safety of participants and partners is our top priority. We will be monitoring and following all advice given by WHO. If the COVID-19 persists, we will use updated guidelines to make sure we can offer SAFE TRAVEL for our clients and partners in 2023.

Depending on the COVID-19 situation in 2023 we may require а proof of vaccination from all participants.

Acceptance of the Terms & Conditions.
Acceptance of the initial services to be provided on the trip shall constitute an acceptance by the trip member of these terms and conditions. On advancement of deposit to Organizers, the depositor therefore agrees to be bound by the above-recited Terms & Conditions.