Booking Terms and Conditions

 

Welcome to The Heart of Lapland. We understand that plans can change, and we strive to be as flexible as possible while also ensuring the sustainability of our small family business. Please review our booking terms and conditions.

1. Booking

We produce limited tours per day, and dates are provisionally booked on a first-come, first-served basis.

All enquiries and booking requests can be made by through our website reservation inquiries form or by email.

After reviewing your request and confirming availability, we will provide you with a personalised quote. The booking will proceed once you have accepted the quote.

After acceptance, you will receive an invoice including a personal payment link. Your booking, selected date, and experience will be confirmed and reserved once the payment has been completed.

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2. Minimum / maximiun Booking Requirement

Please note that our experiences are private and designed for small groups. Each experience has specific guest limits, including minimum and maximum numbers of adults, which are displayed in the experience information on our website.The minimum booking requirement is two adults. For single guests, pricing will be calculated separately upon request.  

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3. Reservation Validity and Payment Deadline

Your personalised quote is valid until the expiry date shown on the quotation.

The requested dates and experiences will be temporarily held for you until this date. To secure your reservation, the payment must be completed before the expiry date.

If payment is not received within the stated validity period, The Heart of Lapland Rovaniemi reserves the right to release the held dates and make them available for other bookings.

4. Payment

Payments can be made by iZettle payment link by card and mobile wallets. The balance must be paid for advance bookings. Invoice payment plan can be agreed with the service provider for larger bookings. Whereby deposit 50% of the total price is due upon booking, with the final payment before the tour by cash or by card. Reservations without pre-booking can be paid in cash or by card on the spot before the service starts. We charge an additional 2.5% service fee for other than cash payments. Refunds for booking will be handled according to the cancellation policy outlined above.

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5. Tax

Our prices include taxes payable in Finland. The most typical tax rate for services is 25,5%.

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6.Cancellation policy by Guest:

More than 30 Days Before Arrival:

• Full refund.

14 to 30 Days Before Arrival:

• 50% refund of the total booking amount.

Less than 14 Days Before Arrival:

• No refund will be provided.

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7. Cancellation by The Heart of Lapland- Rovaniemi:

In the unlikely event that we need to cancel your booking, we will provide a full refund and assist in finding alternative  experiences.

 

8. Changes to Bookings:

Date Changes:

• Date changes are subject to availability and advance bookings must be requested at least 14 days before the original arrival date. A rebooking fee may apply.

Reduction in Number of Guests:

• Reductions must be communicated in advance. Reductions in advance bookings must be communicated at least 14 days in advance. Refunds for reduced guests will be handled according to the cancellation policy outlined above.

 

9. No-Show Policy:

If you do not arrive on the scheduled arrival date without prior notice, the total cost of the reservation will be charged, and no refund will be issued.

 

10. Early Departure:

If you choose to depart earlier than your scheduled departure date or time, no refund will be given for the unused time.

 

11. Special Circumstances:

We understand that unforeseen events can occur. For cancellations due to emergencies or extenuating circumstances, please contact us directly, and we will consider each case individually.

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12. Weather reservation:

Weather conditions in Lapland can change rapidly. If weather or other safety-related conditions prevent the planned experience from being carried out safely, The Heart of Lapland – Rovaniemi reserves the right to modify the itinerary, schedule, route, location, or content of the experience.

Our primary aim is to provide a suitable alternative experience that matches the prevailing conditions, allowing the reservation to be carried out safely while preserving the original spirit and quality of the experience as closely as possible.

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13. Accessibility & Mobility Requirements

Please note that many of our experiences take place in natural surroundings without prepared trails or accessibility facilities. For safety reasons, guests need to be able to move independently in outdoor conditions. Please contact us in advance regarding any specific mobility needs.

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14. Travel Insurance:

The guests must have their own insurance and participate in the activities at their own risk, as instructed by the guide. It's a good idea to tell your provider in advance if you have any health restrictions. We highly recommend purchasing travel insurance to cover potential cancellations, interruptions, or unforeseen circumstances. 

 

15. Travel company bookings:

Whit travel companies, We can discuss specific details. Fill out the “Become a Partner” form on the Contact Us page.

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For any questions or assistance with your booking, please contact us at theheartoflapland@gmail.com.