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Terms of Service

Special terms for trips impacted by COVID-19

We recommend rescheduling trips planned for May and June to a later time this year, or to the following year. Our team will assist you in the process and we will do our best to minimize any fees that arise.

Rescheduling

You can reschedule your trip without any rescheduling fees. When rescheduling, you do not need to select a specific date. You can decide when you travel at a later time. In most cases there will be no losses arising from rescheduling. Fortunately, most of our suppliers are reputable and reliable companies, which understand the situation and remain cooperative. To reschedule your trip, please contact your dedicated destination specialist, or send an email to [email protected].

Canceling

If you need to cancel your trip, we will do our best to cancel your trip with minimum losses. In most cases we are able to offer our customers a refund of up to 70% of total trip cost with an additional voucher of up to 30% (voucher can cover up to 30% of the price of your future trip). Please ask your dedicated destination specialist, or send an email to [email protected].

 

Tour packages (the Tours) offered on this website are organized by Arsia AG, Switzerland (the Company) and provided to customers (the Customers) by its authorized agents Firebird Tours, LLC (Florida, US) and Firebird Tours PTY (Australia).

 

RESERVATION POLICIES

Reservation, changes and cancelations

For reservation the Company asks for a payment of 500 USD per traveler, or 20% of total price of the Tour, whichever is greater. This amount is called a Deposit and it is used to pay for the Company's trip planning services and for making pre-payments to suppliers of travel services. Deposit is non-refundable, but in event of tour cancelation or rescheduling it can be applied towards other trips, subject to modification policies explained below.

Special reservation policies for select programs

For certain programs, including, but not limited to, Northern lights, Trans-Siberian Railway Tours, Norwegian Fjords cruises and Russian river cruises, there may be special requirements for Deposit and for the final payment. Such terms will be explained to you at reservation, or in description of Tour programs on the Company’s websites.

Acceptance of conditions

By making the Deposit for the Tour the Customer consents and agrees with our Terms of Service, Cancelation Policies and Privacy Policy.

Modification: Rescheduling trip

If you would like to reschedule or postpone your Tour, we will do our best to minimize any cancelation fees charged by end suppliers (hotels, museums, etc), and all funds recovered can be applied towards your next Tour arranged with the Company.

Modification: Change of programs

You can make adjustments to your Tour program up to 30 days before your Tour start, after which we will charge a modification fee of USD 150. Additionally incurred cancelation or modification fees charged by third-parties, as a result of changes, are to be paid by the Customer.

Cancelation policies

Moment of cancellation
(days before tour start)
Cancellation fee
(% of tour price)
Refund
(% of tour price)
90 days or more 20% 80%
From 60 to 89 days before 65% 35%
From 31 to 59 days before 80% 20%
30 days or less 100% None

Optional services, which are booked separately from the tour program are subject to cancelation fees of vendors. 

 


TRAVEL DOCUMENTS: VISAS, PASSPORTS, INSURANCE

The Company is not responsible for delays, changes, or cancellation costs resulting from incorrect, incomplete, or expired travel documents. Clients are solely responsible for having valid documents for their trips. The Company bears no responsibility for the absence of such documents, for expiring documents, for incorrectly issued visas, incorrect visa entry and exit dates, number of entries. Further, the company is not responsible for actions of governments, consulates, border authorities or airlines that may prevent customers from starting or continuing their trips.

Visas

Some of the trips organized by the Company happen in countries that require visas for the customers. While the company does not represent any government or any government agencies, it may assist its customers in preparation of documents for obtaining travel visas. However, the Company does not guarantee issues of visas.

Passports

Important: Please note that your passport should not be valid for at least 6 months after the last day in the country. Please check your expiration date and change your passport if needed.

Insurance

The Company recommends all customers to obtain trip insurance. In event of trip cancellation or interruption, this may be the only source of reimbursement.


TRIP INTERRUPTION AND PROGRAM CHANGES

Program changes by Customer

The Company shall not be required to refund any amount paid by any customer who must leave a tour prematurely for any reason, nor shall the Company or its affiliates or partners be responsible for lodgings, meals, return transportation, or other expenses incurred by such customers. Refunds will be issued only when the Company fails to provide a service, or if the provided service differs significantly from what was offered to the customer at the time of reservation. No refunds will be issued if the customer is unsatisfied with a portion of a tour or with a particular service, such as a hotel room, theater play, or ship cabin size. It is the sole responsibility of the customer to become acquainted with details about the reservation that is being booked.

Program changes by Company

The Company also reserves the right to withdraw a tour, or any part therein, or to make such alterations in the itinerary or with the tour inclusions as it deems necessary or desirable, and to pass on to the Client any expenditures or losses caused by delays or events beyond its control. This includes changing dates of tour and specific travel arrangements.

The Company will endeavor to make every reasonable assurance of the provision of transfers listed on the final booking. However, a transfer may fail to show or may be delayed. If the Client elects to take an alternative taxi, the Company will compensate the Client for such costs upon provision of a taxi invoice or receipt, or another form of proof of purchase.


ADDITIONAL PROVISIONS

Online payments

When paying for any program or tickets by a credit card, the Client authorizes the Company to charge that card and agrees not to dispute this transaction, and to resolve all disputes directly with the Company.

Exchange rate changes

Tour prices are based on rates of exchange current at reservation. The Company reserves the right to increase tour price, including for tours, which have already been booked, to reflect significant fluctuations in the foreign exchange markets between tour payment currency (currency in which the Company quoted the Customer) and the tour destination currency (in which the Company pays to its suppliers). Significant fluctuations means change between currency rates by more than 5% from the moment of tour reservation to the moment of 90 days before tour start.

Errors and omissions in materials and websites

The Company is not responsible for errors and omissions in itineraries and its websites, in printing and/or presentation errors, and reserves the right to make corrections as required, including adjustment of incorrectly displayed prices.


LIMITS OF RESPONSIBILIY

The Company is not responsible for any injury, loss, death, inconvenience, delay, or damage to personal property in connection with the provision of any goods or services, whether resulting from, but not limited to, acts of God or force majeure, epidemics, pandemics, illness, disease, acts of war, civil unrest, insurrection or revolt, animals, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of aircraft or other means of transportation, or for failure of any transportation mechanism to arrive or depart on time.

In the event of cancellation, delay, or rescheduling mandated by any of the aforesaid causes beyond the Company's control, the Client shall have the option of accepting in lieu of the original tour such rescheduled tour or other substituted tour(s) as may be offered, or else, receiving a refund of as much of such advance tour expenditures as the Company can recover on the Client’s behalf from carriers, third-party tour vendors, etc. However, the Company shall not have any obligation or liability to the Client beyond the foregoing.

The Company reserves the right to make alterations to tour itineraries and substitute hotels, vehicles, ships, or activities if this is required. The Company reserves the right to cancel, delay, or reschedule any tour before departure, and, so long as this is not the result of any of the aforesaid causes beyond our control, the Client shall be entitled to a full refund of all monies paid to that point if he/she so desires, less any non-refundable deposits or uncollectible expenses incurred. For more details, see the section on Cancellation Policies.

Clients specifically release the Company from any and all claims for loss or damage to baggage or property, or from personal injuries or death, or from loss or delay, arising out of the acts, omissions, or negligence of any independent contractors, such as air carriers, hotels, shore excursion operators, restaurateurs, transportation providers, medical personnel, or other providers of services or facilities. All arrangements made for Clients with independent contractors, including medical services, are made solely for convenience to Clients and are done at the Clients’ own risk. The Company specifically disclaims all liability for damages for emotional distress, mental suffering, or psychological injury of any kind, except to the extent prohibited by Title 46 of the United States Code Section 183c(b), where applicable.

Adventure Travel Risks

Some of the tours offered by the Company are for adventure type of travel. There are certain inherent risks in adventure travel. These include, but are not limited to, hiking, climbing injuries, and altitude sickness, and in all trips dangers of animals, inaccessibility to medical attention, and difficulty in evacuation from remote locations in the case of a medical emergency. The Client assumes all such risks with regard to these possibilities.

Travel Advisories/Warnings

It is the responsibility of the Client to become informed about the most current travel advisories and warnings by referring to the appropriate travel advisories issued by their country. For the United States, this includes the State Department's travel website at www.travel.state.gov, also available by phone at 1-888-407- 4747. For the United Kingdom, this includes the Foreign and Commonwealth Office travel website at http://www.fco.gov.uk/en/travel-and-living-abroad/travel-advice-by-country/, also available by phone at 0845-850-2829.

In the event of an active Travel Warning against travel to the specific destination location(s) of the trip be issued by the Client’s home country, or by any other country, and should the Client elect to travel, notwithstanding any travel advisory or warning, the Client assumes all risk of personal injury, death, or property damage that may arise out of events, such as those advised or warned against.

Arbitration Agreement

Any controversy or claim arising out of or relating in any way to these Terms and Conditions, to the Responsibility Clause, to the Itinerary, or any information relating in any way to the trip, or to the trip itself, shall be settled solely and exclusively by binding arbitration in the U.S. State of Virginia, in accordance with the rules of the Arbitration Association then existent.

Clients Representations

The Client represents that neither he nor she nor anyone traveling with him or her has any physical or other condition or disability that could create a hazard to himself or herself or other members of the tour. The Company reserves the right to decline acceptance of anyone on a trip. The Company reserves the right to remove from the trip, at the Client’s sole expense, anyone whose condition is such that he or she could create a hazard to the Client or others, or otherwise impact the enjoyment of other passengers on the trip.

Acts of God, Strike, Or Other

Neither the Company nor its partners shall be liable for delay or inability to perform any condition in its Itineraries caused by or arising out of strikes, lockout, or labor difficulties or shortages, whether or not the Carrier is party thereto, or explosion, fire, collision, standing or foundering of the vessel, or breakdown or failure of, or damage to, the vessel or its hull or machinery or fittings howsoever and wheresoever any of the same may arise or be caused, or civil commotion, riot, insurrection, war, government restraint, requisitioning of the vessel, political disturbance, acts or threats of terrorism, inability to secure or failure of supplies including fuel, Acts of God, or other circumstances beyond their control.

Air Transportation

The Company has no responsibility for any changes in travel plans caused by airline delays and will not accept any responsibility for mistakes or errors in airfare bookings made by independent third parties. It is solely up to the Client to ensure the correct arrival and departure flight information from the tour start and end cities as well as a correct spelling of his/her name.

The airlines concerned are not to be held responsible for any act, omission or event during the time Clients are not on board their planes or conveyances. These programs may use the services of any IATA carrier. International air carriers are subject to international air conventions limiting their liability. The limitations of liability are contained on the reverse side of the airline ticket and form part of the terms and conditions of this package. The passage contract in use by these companies, when issued, shall constitute the sole contract between these companies and the Client who purchases these travel programs and/or passage.

Additional Provisions for Cruises

Tickets, vouchers, and any other travel documents are subject to all terms and conditions of the respective suppliers (some of which may limit the supplier's liability). Under no circumstances shall the Company be construed as a carrier under a contract for safe carriage of the passenger or his or her belongings. The Company and the owners and operators of the vessels for which the Company offers cruises shall be entitled to any and all liability limitations, immunities, and rights applicable to them, or any of them, under the Strasbourg Convention on the Limitation of Liability of Owners of Inland Navigation Vessels (CLNI), with protocols and amendments, together with the further provisions of the International Convention of Limitation of Liability for Maritime Claims, 1976, with revisions and amendments (hereinafter collectively referred to as the "Convention"), if and as applicable, and by those other and further limitations of liability set forth in the statutory and general maritime law of the United States, (including Title 46 of the U.S. Code, Section 181-186, 188), as well as any other applicable nation's laws limiting liability. The Company and the owners and operators of its partner vessels shall be entitled to claim the benefit of whichever law, regulation, treaty or doctrine provides the greatest legal protections to the Company and the owners and operators of these vessels.