Climate Force: Antarctica 2018 Terms & Conditions

Payment Policy

Deposit: $3,500 USD (non-refundable)

Payment Due Dates

  • Payment 2: 30% of the total trip cost is due September 15th

  • Payment 3: 30% of the total trip cost is due November 1st

  • Payment 4: Remaining balance is due December 15th

If you sign up for the expedition after a scheduled payment due date, then the $3,500 deposit plus any past due scheduled payments are due in full at the point of registration.

We reserve the right to invoice or re-invoice participants for the correct price, in case of typo, computer, or human error.

If one of our adventures is booked through any third party and not directly through The Explorer’s Passage, such entity is acting solely as your agent.  The Explorer’s Passage does not accept responsibility for any payments made by you to third parties until funds are received by The Explorer’s Passage and credited to your invoice.

Cancellation Policy

It is important to note that The Explorer’s Passage has contractually allotted for a specified number of places for the Climate Force: Antarctica 2018 expedition. For this and other reasons detailed below, you are required to obtain travel insurance with a trip cancellation feature to protect you from unforeseen circumstances.

Cancellations must be sent to us in writing, via fax or e-mail. Cancellations will be effective based on the date of postmark or email/fax receipt and confirmation of receipt MUST be received from The Explorer’s Passage. If you must cancel your reservation, your cancellation fee will be determined according to the policy outlined below. Exceptions to our cancellation policy cannot be made for any reason, including weather, terrorism, civil unrest or personal emergencies. There is no refund for arriving late or leaving a trip early. Single Supplement and all other line items included in your invoice are considered part of the total trip cost and are subject to cancellation fees. Percentage charges are calculated based on the total cost of the trip.

Cancellation Terms

  • Deposit is Non-Refundable in all circumstances

  • Cancellation by July 25, 2017

    • Forfeiture of Non-Refundable Deposit

    • No additional payments due

  • Cancellation by September 25, 2017

    • Forfeiture of Non-Refundable Deposit

    • Cancellation penalty of 30% of balance due

  • Cancellation after September 25th, 2017

    • You will be required to provide full payment as per the Payment Policy

Ship Departure

We strongly encourage guests to be scheduled to arrive in Ushuaia on February 27th or even consider a February 26th arrival. The ship will depart Ushuaia sharply at 4:00 PM local time on February 28th. If you do encounter travel delays to Ushuaia and miss the departure, there is no refund for arriving late.

Single Supplement

If you would like to book a full twin room for one person, the total cost will be 1.7 times the standard room rate.

Age Requirements

Anyone under the age of 18 is required to have either a parent or guardian with them. One guardian can bring a maximum of 4 minors under 18 years old.

The minimum age for this expedition is 8 years old.

Expedition Cancellation

If The Explorer’s Passage is forced to cancel this voyage due to unforeseen circumstances beyond its control, we agree that each guest will receive a full refund of all monies paid to The Explorer’s Passage Inc. Under no circumstances does the guest have rights to any additional compensation, including but not limited to claims associated with cancellation penalties for pre-paid travel services. 

Inclusions / Exclusions

For the Climate Force: Antarctica 2018 expedition, the following inclusions/exclusions apply:


  • Comprehensive pre-departure information package containing trip details, all applicable forms, and packing lists

  • All lodging (hotels in cities and cabins on the ship) as noted in the itinerary

  • Most meals as noted in the itinerary

  • Experienced trip leaders

  • All support vehicles, ground transportation, and boats (where applicable, as noted in the itinerary)

  • Necessary equipment for various team activities

  • Additional support guides


  • Air and land transportation to and from host city

  • Airport taxes (if any)

  • Excess baggage charges

  • Pre- and post-trip accommodations

  • Optional activities and spa services

  • Personal items

  • Personal gear and equipment such as hiking poles

  • Insurance of any kind (other than basic medical and evacuation insurance)

  • Cost of medical immunizations

  • Most alcoholic beverages

  • Optional gratuities for TEP trip leaders, guides, and local staff


Our goal is to provide you with an unforgettable adventure. We take a lot of pride in our itineraries, as we have invested an enormous amount of time and energy into creating and organizing them. Sometimes, however, due to unexpected circumstances trips don’t always go according to plan. Because of this, we reserve the right to cancel or change aspects of the itinerary at any time, and for any reason, without notice and for any reason whatsoever, without allowance or refund to you. This includes but is not limited to the right to substitute the headline explorer with another explorer/guest speaker in the event of unforeseen circumstances or circumstances outside of our control. We cannot depart from our cancellation policy if a substitution is required given our financial and other commitments to our independent suppliers, which are made far in advance of the trip departure date. For this reason, we require that you purchase travel insurance that permits you to cancel for any reason. While we hope that you would still participate on the trip in the event of a substitution, such travel insurance could help protect you financially in situations where you wish to cancel because of a substitution and are subject to TEP’s cancellation policy.

Expedition Application Terms

By submitting the Climate Force: Antarctica 2018 expedition application form you agree to our terms and conditions as outlined below.

Pursuant to U.S. State & Federal Laws the following is a statement of your legal rights regarding sites operated by The Explorer’s Passage, Inc.

Neither The Explorer’s Passage, Inc. nor its partners, principals, consultants, represent that an applicant will be granted acceptance to the Climate Force: Antarctica 2018 Expedition, nor its partners, principals, consultants is responsible in any way for an applicant’s failure to gain such admission. Due to the large number of applicants and the limited number of spaces on the expedition, no applicant can be assured of acceptance, no matter how strong that the application is. The Explorer’s Passage, Inc. nor its partners, principals, and consultants does not make any express or implied warranties, guarantees, assurances or representations to the applicant with respect to acceptance.

The application process for the Climate Force: Antarctica 2018 expedition is a contract between you the Applicant and our business, the Seller. By electing to apply to this expedition, you are entering into a contract.

This Agreement shall be governed by and construed in accordance with the law, without regard to its conflict of laws rules. Any legal action arising out of this Agreement shall be litigated and enforced under the laws of the State of New York. In addition, you agree to submit to the jurisdiction of the courts of the State of New York, and that any legal action pursued by you shall be within the exclusive jurisdiction of the courts of the State of New York.

The terms constituting this offering are set forth in writing on this Web site. You hereby agree to submit to the jurisdiction of the State and Federal Courts located in New York, NY. to resolve any disputes or litigation hereunder. Whether or not you choose to print this offering, containing the terms and conditions as described herein, you agree that this contract constitutes a writing.

This agreement is being written in English, which is to be the official language of the contract’s text and interpretation. If you do not agree with the above terms and conditions, you have the option to not participate in this offer.