Icelandair Holidays Booking Conditions
YOUR PACKAGE HOLIDAY BOOKING IS WITH ICELANDAIR, Reykjavik Airport, 102 Reykjavik, Iceland.
YOUR PACKAGE HOLIDAY BOOKING IS WITH ICELANDAIR, Reykjavik Airport, 102 Reykjavik, Iceland.
Your contract is with Icelandair.
A booking will exist as soon as we issue our confirmation invoice. This contract is made on the terms of these booking conditions which are governed by United States Law. Any disputes arising from the contract are subject to the jurisdiction of the courts of the Commonwealth of Massachusetts.
When a booking is made, the 'lead name' on the booking guarantees that he/she has the authority to accept, and does accept, on behalf of the party, the terms of the booking conditions. After we receive your booking, a confirmation will be sent via email, a separate email will be sent containing Icelandair e-tickets. When you receive these details, please check the information is correct – in the event of any discrepancy, contact us immediately as it may not be possible to make changes later.
All bookings made online require full payment at the time of booking. The advertised price "from" is based on lowest available airfare and season. When the lowest airfare is sold out, the price changes according to next available airfare. Flight and seasonal supplements, upgrades or additional facilities can also change the final price.
Although we make every effort to ensure the accuracy of the website information and prices at the time of loading, regrettably errors or changes occasionally occur. You must therefore ensure you check the price and all other details of your chosen arrangements at the time of booking. Icelandair Holidays reserves the right to raise or lower its prices before a booking is confirmed. We also reserve the right to correct errors in both advertised and confirmed prices before your confirmation has been issued.
It is your responsibility to ensure that all necessary passports are machine readable. You should also ensure that all necessary visas, international driving licences, vaccinations and other health documents are in order. Passports must be issued within 10 years for it to be considered valid and the period of validity of the passport shall be at least three months beyond the date of departure. Please check with the Icelandic Embassy website for visa requirements. You must read all documentation that is supplied to you and ensure that all information contained within is correct. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us, you will be responsible for the associated costs, including the costs of any additional arrangements made on your behalf. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
Some countries and airlines now require additional passenger information (API). This information is compulsory and is required by authorities. It is essential that you provide the API prior to travelling. Failure to provide this information may result in you being denied boarding for your flight. In such circumstances, we are under no obligation to refund the cost of your travel arrangements and you will be responsible for any other associated costs or charges incurred as a result of your inability to travel. For passengers with European passports travelling to/from Iceland, API’s information can be completed at departures check-in desk.
For customers flying to the USA, it is mandatory for anyone travelling to or transferring through the US under the Visa Waiver Program, to obtain approval to travel no later than 72 hours prior to travel by completing an online process ESTA (Electronic System for Travel Authorisation) scheme. ESTA can be obtained by visiting https://esta.cbp.dhs.gov or the Visit USA Website at www.visitusa.org.uk where further information on the scheme and up to date fee can also be found. Once completed and approved, the ESTA application is valid for two years and allows multiple visits without the need to reapply. Travellers can apply for an ESTA even if they have no firm plans to travel to the US. Failure to obtain an ESTA could result in the passenger being denied boarding by the airline.
We consider adequate travel insurance to be essential. Icelandair Holidays cannot accept responsibility for any cost to your party which may incur as a result of failing to take out insurance cover. Please read your policy and take it with you on holiday. It is your responsibility to ensure that the insurance policy is suitable and adequate for your particular needs. For those who participate in sports, water sports and winter sports whilst on holiday it is your responsibility to ensure that you obtain the relevant insurance cover.
Should you wish to make a change to your holiday arrangements after confirmation has been issued, we will do our utmost to comply, but it may not always be possible. Please see detailed below the applicable change fees to amend your booking. In addition to the administration charges detailed below, you will also be asked to pay any further cost we incur in making the requested changes including any additional airfare, airport tax increase, hotel or tour costs that may apply. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Please note that certain travel arrangements may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements. You will be advised of any non-refundable elements of your travel arrangements prior to booking.
Any requested amendments are subject to availability and validity of the package you have purchased.
Any change request should be received in writing no later than 7 working days prior to departure date.
|Amendment fees apply per person|
|Holiday date change||€90|
|Hotel change only||€25|
|Flight time change only (same day)||€90|
|Day tour date change||€15|
Should you or any member of your party wish to cancel your booking after the confirmation invoice has been issued, a written notification through this form from the 'lead name' who made and confirmed the booking or from your Travel Agent on your behalf, must be received at our office. Any amendment fees, insurance premiums, airport taxes cannot be refunded in addition to any non-refundable services notified to you prior to confirming your booking. Since we incur costs in cancelling your travel arrangements, you will have to pay cancellation charges as follows (see also the exception below). Additional accommodation costs for reduced occupancy or other components, may be payable in the event that one or more passengers cancel but where remaining passengers still wish to travel.
Any cancellation refund is made to the card provided at the time of booking.
|Period before departure||Cancellation Charge|
|More than 30 days||10% (but never lower than €100 per person) plus any third party supplier charges.|
|Between 29-15 days||30% in addition to any third party supplier charges.|
|Between 14-8 days||50% in addition to any third party supplier charges.|
|7 days or less||100% in addition to any third party supplier charges.|
If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges from your insurance provider.
Please note: you can cancel your booking without paying cancellation charges if the performance of your package, or the carriage of passengers to your destination, is significantly affected by unavoidable and extraordinary circumstances. In such circumstances, we will arrange for your booking to be terminated and for you to receive a full refund.
24-hour Cancellation and Refund Policy
Customers who purchase an Icelandair Holidays package are entitled to cancel the booking within 24 hours of purchase for a full refund, providing the booking is made more than 7 days prior to chosen departure date. Once the 24-hour window has passed, standard terms and conditions will apply.
Standard Tours Cancellation and Change Policy
In cases of flight cancellations either by the customer, Icelandair, or Icelandair Holidays, refunds for ancillary charges are in line with flight-only bookings. These include Seat selection, More legroom seats and extra seat for passenger, Pre-purchased baggage and Pre-purchased meals.
It is a term of your booking that we are able to make changes to any aspect of your booking. If the change is insignificant, we will ensure that you are notified about it. Examples of insignificant changes include alternation of your outward/return flights by less than 12 hours, changes to aircraft type, change of accommodation to another of the same or higher standard, changes of carriers.
If we are constrained by circumstances beyond our control to alter significantly any of the main characteristics of the travel services that make up your package you will have the rights set out below:
We reserve the right to cancel your booking. We will not cancel less than 30 days before your departure date, except for unavoidable and extraordinary circumstances, or failure by you to pay the final balance, or because the minimum number required for the package to go ahead hasn’t been reached. The minimum number required will be provided to you with the holiday description, along with the time limit for us to tell you if the package has to be cancelled. Unavoidable and extraordinary circumstances means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Circumstances amounting to unavoidable and extraordinary circumstances include but are not limited to warfare, other serious security problems such as terrorism, significant risks to human health such as the outbreak of a serious disease at the travel destination, or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the destination as agreed in the package travel contract.
If your holiday is cancelled you can either have a refund of all monies paid or accept an alternative holiday of comparable standard from us if we offer one (we will refund any price difference if the alternative is of a lower value.
In the event a refund is paid to you, we will:
1. Provide a full refund of your travel insurance premiums if you paid them to us and can show that you are unable to transfer or reuse your policy.
2. Pay compensation as detailed below except where the cancellation is due to unavoidable and extraordinary circumstances (see definition above).
|Time before departure in which we notify you||Amount you will receive from us|
|More than 30 days||€20|
We do not control the day to day management of your accommodation, and in exceptional cases it is possible that we may be advised that the reserved accommodation has been overbooked. If this happens we will endeavour to provide accommodation of at least the same standard in the same area. If only accommodation of a lower standard is available we will refund the difference of the holiday price between the accommodation booked and that available, and will pay up to €50 per person for any inconvenience.
This does not exclude you from claiming more if you are entitled to do so.
All flights included in Icelandair Holidays vacation packages are with Icelandair in Economy Standard. Please see the full list of current gateways and destinations for further information.
Our primary concern is to transport you to your destination safely and on time, but in the event of your flight being delayed or cancelled, or that you are denied boarding due to over booking, Icelandair is aware of and will comply with its obligations under U.S. legislation regarding your rights to denied boarding (14 CFR 250.8).
Please note that flight times and airlines may be subject to change for operational reasons. Final details are given on your tickets.
Any special requests must be advised to us at the time of booking e.g. diet, room location, a particular facility at a hotel etc. You should then confirm your requests in writing but we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the relevant supplier is not confirmation that the request will be met.
We are not a specialist disabled holiday company but we will do our utmost to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability which may affect your trip, please provide us with full details before we confirm your booking so that we can try to advise you as to the suitability of your chosen travel arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate in your chosen tour.
If we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking on or, if you did not give us full details at the time of booking, we may have to cancel your tour and impose applicable cancellation charges, when we become aware of these details.
Please note that if you have a disability or any issue with mobility you should be aware that our hotels may not have lift access. Our tours may involve significant distances, embarkations and disembarkations, visits to places that lack lifts or ramps, and areas of steep or rough terrain. Tours, or parts of tours, may be unsuitable for those with disabilities or restricted mobility. Should you or any of your party require a carer or assistance with mobility, then you accept responsibility for including a suitably qualified person in your booking.
If you or any member of your party has any medical condition or disability which may affect your holiday, please contact us through this form and we will be in touch to discuss any special requirements before you confirm your booking.
When you book a Holiday with Icelandair Holidays you accept responsibility for the proper conduct of yourself and your party whilst on holiday. If we or any other person in authority, is of the reasonable opinion that you or any member of your party is behaving in such a way, to cause or be likely to cause danger or upset to any other person or damage to property, we will be entitled to terminate the holiday of the person(s) concerned. The person(s) concerned will be required to leave the accommodation, flight or other service and we will have no further responsibility to them including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. This person will be responsible for making full payment for any damage or loss caused by you or any member of your party during your time away. Payment must be paid direct at the time to the service supplier concerned failing which, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party's full legal costs) as a result of your actions.
Iceland's weather can be very changeable and travellers should expect different conditions at any time of the year. Many tours, such as whale watching and northern lights, rely on weather conditions. In the event of severe weather conditions, some tours may be cancelled or itineraries amended at very short notice. Any changes required for these reasons will not be considered significant changes and are beyond our control.
Descriptions of suppliers and their services have been compiled following inspection by our staff or representatives and checked to ensure they are correct. However, some details may have changed since publication.
In Iceland, single rooms and twin-bedded rooms are available in most hotels. Single rooms are sometimes inferior in both size and location. Some hotels have twin or double-bedded rooms where a third or fourth bed may be added. A double bed cannot be guaranteed. The majority of hotels with en-suite facilities will have a shower. A room with bath may be available on request but cannot be guaranteed. Some hotels in Iceland do not provide tea and coffee making facilities in the room. Breakfast is not included at hotels unless otherwise advised. Please refer to each holiday description for exact meal arrangements.
Safety standards and regulations are not necessarily the same as equivalent standards in the US and are subject to local safety standards. The monitoring, enforcement and compliance with local regulations is carried out by the appropriate authorities in the country. Icelandair Holidays advise you to take all reasonable precautions while on holiday.
Laws, licensing requirements and age limits vary throughout the world. Minimum age for renting a standard car in Iceland is 20 years (23 years for 4-wheel drive vehicles). Icelandair Holidays is a supplier of car hire companies, but is not responsible for mistakes made by such companies that do not relate directly to Icelandair Holidays. We recommend you contact car rental companies for information on up-to-date rules and restrictions regarding driving in Iceland. Please notice that the driver will need to have a valid credit card and drivers licence. It is not possible to confirm a specific car type but instead a car group. Car types within each group can change with little notice. Icelandair Holidays is not responsible if a certain car group is not available, it is the responsibility of the car rental company to provide a car of similar or higher standard without the passenger paying extra. It is important to check what is included in the fees paid and what kind of insurance is covered. It is also important for the client to check the car thoroughly when receiving it and report of any damage seen. We recommend that someone from the car rental company examines the car when returned.
If you have a problem during your holiday, please inform the relevant supplier (e.g. hotel) immediately so that they can endeavour to put things right. If your complaint cannot be resolved locally, you must lodge a written complaint to us within 28 days of your return. Please include your original booking reference and all relevant information and send through this form or by post to Icelandair Holidays, Reykjavík Airport, 102 Reykjavík, Iceland.
It is a condition of this contract that you inform suppliers of any problems encountered abroad and obtain a written report. If this procedure is not followed, we may have been deprived of the opportunity to investigate and rectify your complaint which can affect your rights under this contract.
Travel by aircraft is subject to the relevant ‘conditions of carriage’ and are governed by appropriate national and international law. You are bound by these conditions when booking your holiday and you should refer to the conditions printed on your ticket. By its contract with you, Icelandair Holidays does not enter into an air carriage agreement but only undertakes to reserve seats on board aircraft operated by Icelandair, or such other airlines as may be substituted. Read more about Icelandair's baggage policy and conditions of carriage.
You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. If any of the travel services included in your package are not performed in accordance with the contract, or are improperly performed, by us or the travel service suppliers, and this has affected the enjoyment of your travel arrangements, you may be entitled to an appropriate price reduction or compensation or both. We will not be liable where any failure to perform or improper performance of the travel services is due to: you or another member of your party; or a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable; or unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.
Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of three times the cost of your travel arrangements. Our liability will also be limited in accordance with and/or in an identical manner to:
You can ask for copies of the travel service contractual terms, or the international conventions, from Icelandair Holidays, through this form.
Under EU law (Regulation 261/2004) you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details will be publicised at EU airports and available from airlines. However, reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. Your right to a refund and/or compensation from us is set out in these booking conditions. If any payments to you are due from us, any payment made to you by the airline or any other service provider will be deducted.
If it is impossible to ensure your return as scheduled due to unavoidable and extraordinary circumstances, we will bear the cost of necessary accommodation, if possible of equivalent category, for a maximum of three nights. The limit doesn’t apply to persons with reduced mobility and any person accompanying them, pregnant women and unaccompanied minors, or persons in need of specific medical assistance, provided that you notified us of these needs at least 48 hours before the start of your holiday.
Please note: this entire clause does not apply to any separate contracts that you may enter into for excursions or activities whilst on holiday.
Excursions or other tours that you may choose to book or pay for directly with an operator are not part of your package holiday provided by us.
Customers with accommodations at select properties have designated stops for pick-ups and drop-offs on tours inclusive of an accommodation transfer. These stops, authorized by the City of Reykjavik, are located throughout the downtown/old town/city center area of the city. Further information can be found via the official Bus Stop website from the City of Reykjavik. Tour operators will not pick up passengers from hotels outside of Reykjavik.
If you’re in difficulty whilst on holiday and ask us to help we will provide appropriate assistance, in particular by providing information on health services, local authorities and consular assistance; and helping you to find alternative arrangements and any necessary phone calls/emails. You must pay any costs we incur, if the difficulty is your fault.
Access to information about passengers travelling to the United States
I agree that the personal data, which has been provided to Icelandair in connection with this booking, may be passed to government authorities for border control and aviation security purpose.
Icelandair and other airlines are required by law in the United States to give U.S. Customs and Border Protection access to their booking and travel information. Accordingly, any information we hold about you and your travel arrangements may be disclosed to the U.S. authorities from July 28. 2004. The purpose of this requirement is security.
All monies you pay to the travel agent are held by the agent on behalf and for the benefit of the Trustees of the Air Travel Trust at all times. This is subject to the agent’s obligation to pay it to us for as long as we do not fail. If we fail, any money held at that time by the agent, or subsequently accepted from you by the agent, is and continues to be held on behalf of and for the benefit of the Trustees of the Air Travel Trust without any obligation to pay that money to us.
Please note that certain travel arrangements may be affected as a result of the United Kingdom’s decision to leave the European Union. This could include an unavailability of certain flight routes, access to certain ports and airports and changes to the visa requirements of British citizens travelling to, within or through the EU. We will continue to monitor developments and will advise you as soon as possible if we become aware of any bookings that will be affected. However, as these issues are beyond our control, we would treat any such changes as Unavoidable and Extraordinary Circumstances, and whilst we will endeavour to provide suitable alternative arrangements or refunds where possible, we will not be liable to pay you any compensation.
If bookings are made through travel agents, all communication should be directed through your travel agent. For direct bookings through Icelandair Holidays, kindly contact Icelandair Holidays using this form.
Please quote your package confirmation number in any communication.