0333 405 0194
Enquiries & Reservations
Aurora Expeditions
The key points of Aurora Expeditions’ terms and conditions, in plain English, so you know exactly where you stand before you book.
The Key Points
Coastal Cruises (Westgate Travel) acts as a booking agent for Aurora Expeditions, the Australian expedition company that also trades as AE Expeditions. When you book an Aurora voyage through us, your contract is with Aurora Expeditions under their own terms and conditions. The main points are summarised below. Aurora’s full and current terms and conditions always take precedence, and we will send you a copy before you book.
Paying for Your Voyage
| Payment | When |
|---|---|
| Deposit | 25% of the fare per person, when you book |
| Add-on activities | A 25% deposit for each activity you book, such as kayaking or camping |
| Balance | Due to us 150 days before departure |
| Bookings within 150 days of departure | The full price is payable when you book |
Your place is only confirmed once the deposit has been received. If the balance is not paid on time, the booking may be cancelled and the deposit lost.
If You Need to Cancel
Cancellations must be made in writing, and they take effect when Aurora receive the notice. Aurora’s cancellation charges per person are:
| Notice before departure | Charge |
|---|---|
| 121 days or more | Loss of deposit |
| 120 days or less | 100% of the fare |
Aurora soften these charges with a future cruise credit, as long as all your payments were made on time:
| Notice before departure | Future cruise credit |
|---|---|
| 121 days or more | A credit equal to the deposit you paid |
| 90 to 120 days | A credit equal to 50% of the fare paid |
| Less than 90 days | No credit |
A credit is valid for 24 months from the date it is issued and must be used against a new booking within that time, although the voyage itself can sail later. You pay a new deposit for the new booking and the credit comes off the balance. This is exactly why we recommend taking out travel insurance as soon as you pay your deposit.
Travel Insurance
Every guest must have comprehensive travel insurance from the moment of booking until the end of the voyage. Aurora require cover for cancellation and curtailment, baggage, medical treatment, accident, and repatriation and emergency evacuation worth at least US$250,000, and they recommend a higher evacuation limit that specifically covers polar regions. You will be asked for your policy details before you travel. Make sure your policy covers Antarctica and any activities you have booked, such as kayaking, camping or diving. UK residents can get a quote from our partner Allianz Assistance.
Health and Fitness
Every guest completes Aurora’s medical self assessment form, and some will also need a doctor’s certificate confirming they are fit to travel. Aurora set firm deadlines for returning these, and they can cancel a booking if the forms are late or incomplete, so we will remind you when they are due. If your health changes after you have sent them, Aurora need to know within 48 hours.
Aurora accept guests from the age of six. Anyone under 18 must be accompanied by an adult at all times, including on optional activities, and children aged 6 to 15 pay the adult fare unless there is a specific child offer.
Aurora do not recommend expedition travel during pregnancy. If you do decide to travel, you must be no more than 16 weeks pregnant at the end of the voyage, have clearance from an obstetrician and hold insurance that covers pregnancy related complications.
Prices and Changes
Aurora’s prices are based on their costs at the time, and they reserve the right to pass on increases in fuel, taxes, airfares, exchange rates and similar costs. If a rise would add more than 15% to your total price, you can cancel within 14 days of the new invoice and get a full refund instead.
Weather and sea conditions decide what happens in Antarctica, and Aurora may vary an itinerary, or in rare cases cancel a voyage, if conditions are unsafe. On the Fly the Drake voyages, the charter flights to and from King George Island also depend on the weather. Changes to flights that Aurora book for you can carry airline fees, and airline tickets issued by Aurora are non refundable.
Questions about any of these terms? Call us on 0333 405 0194 and we will talk you through them.
Questions
Your contract is with Aurora Expeditions under their own terms and conditions. We act as your booking agent, so we make the booking, handle the paperwork and stay in touch with Aurora on your behalf, and you deal with us from the first enquiry to the day you sail.
Tell us in writing straight away. If Aurora receive your notice 121 days or more before departure you lose your deposit, and from 120 days before departure the charge is the full fare. Under Aurora’s Voyage Assurance Program you may still get a future cruise credit, depending on how much notice you give.
Yes, it is a condition of travel. Your policy must cover cancellation, baggage, medical treatment, repatriation and emergency evacuation, with at least US$250,000 of medical and evacuation cover. Aurora ask for your policy details before you travel and can cancel a booking without them.
Yes, from the age of six. Anyone under 18 must travel with an adult who is responsible for them throughout the voyage, including during optional activities. Children aged 6 to 15 pay the adult fare unless a specific child offer is running.
Every guest completes Aurora’s medical self assessment form, and some guests are then asked for a certificate from their doctor confirming they are fit to travel. Aurora set deadlines for returning the forms, so we will remind you when they are due.
Aurora reserve the right to pass on rises in their costs, such as fuel, taxes, airfares or exchange rates. If an increase would be more than 15% of your total price, you can choose to cancel for a full refund instead, as long as you do so within 14 days of the new invoice.