POLARNI VEPAR GENERAL TERMS AND CONDITIONS
These General Terms and Conditions apply to direct (B2C) bookings. Conditions for partner agencies (B2B) are defined separately.
Reservation and Payment
A reservation is considered confirmed upon payment of a 30% deposit of the total price.
The remaining balance must be paid no later than 30 days prior to the start of the tour.
Polarni Vepar (hereinafter referred to as the “Organizer”) will issue an invoice upon confirmation of the reservation. Payment is to be made in accordance with the issued invoice.
Cancellation Policy (Client)
The cancellation fees set out below represent the minimum cancellation charges.
If, at the time of cancellation, the Organizer has already paid for third-party services (including, but not limited to, accommodation, meals, transportation, entrance fees, permits, reservations, or similar services) that cannot be refunded, the Organizer reserves the right to retain the amount of such actual non-refundable costs, provided that these costs can be substantiated upon the Participant’s request.
For certain Programs, the Organizer may require a higher deposit or full payment in advance. In such cases, the Participant will be clearly informed of the applicable payment terms before confirming the reservation.
In case of cancellation by the client, the following terms apply:
More than 60 days before departure:
Refund of the deposit, minus an administrative fee of EUR 50.
30 to 59 days before departure:
Refund of 50% of the total tour price.
Within 30 days before departure or no-show:
No refund.
Instead of cancellation, the client may reschedule the tour to another available date within 12 months, subject to availability.
Cancellation by the Organizer
If the Organizer is required to cancel the tour more than 30 days before departure, the client will receive a full refund of all payments made.
If the Organizer cancels the tour within 30 days before departure, the client will receive:
- A full refund of all payments made, and
- Reimbursement of flight ticket costs up to a maximum of EUR 350 per person, upon presentation of an official invoice or airline booking confirmation.
The Organizer is not liable for reimbursement of flight tickets in the event of cancellation due to force majeure.
Price Adjustments
The Organizer reserves the right to adjust the agreed tour price in the event of significant increases in external costs beyond its control, including but not limited to fuel prices, transportation costs, or energy-related expenses.
Such adjustments will only apply if the increase materially affects the cost of delivering the tour and will be communicated to the client as soon as reasonably possible.
If the price increase exceeds 10% of the total tour price, the client has the right to cancel the booking and receive a full refund of all payments made.
Responsibility and Health of the Client
Clients participate in tours at their own risk and are required to sign a waiver of liability prior to the start of the tour.
Hiking, trekking, and related activities involve inherent risks, including but not limited to accidents, injuries, and changing weather conditions.
Clients are required to inform the Organizer of any medical conditions that may be affected by participation in the tour.
Each client is responsible for honestly assessing their own physical fitness. The Organizer is available to answer any questions regarding the difficulty and requirements of the tour and recommends consulting a medical professional if there is any doubt.
Itinerary Changes and Self-Guided Tours
The Organizer reserves the right to modify the itinerary before or during the tour due to weather conditions, safety concerns, or other factors that may affect the safety or comfort of the group or individuals.
In the case of self-guided tours with porter service, clients assume a greater level of responsibility for their own decisions and movement along the route.
The Organizer will provide detailed route information, maps, GPS tracks, and all agreed materials to ensure safe and effective independent navigation.
The guide remains available in the background for advice and support. Communication is possible when needed, including via satellite devices (e.g. Garmin inReach).
Satellite communication devices are provided strictly for emergency use and situations of immediate danger.
Any unjustified or non-essential use of such equipment may result in additional charges, in accordance with applicable service fees.
Accommodation
Accommodation during the tours may be basic and modest, particularly in mountain huts in Croatia, which may differ from standards found in countries such as Slovenia or Italy.
The Organizer always aims to provide the most comfortable accommodation available; however, the priorities remain safety, overall experience, and the integrity of the route.
On certain tours (e.g. porter service tours), accommodation in guesthouses, hostels, or hotels may be arranged, depending on the route and prior agreement.
Obligations of the Organizer
The Organizer undertakes to provide services to the highest possible standard, in accordance with the agreed tour arrangement.
The Organizer is responsible for informing clients in a timely manner of all essential details related to the tour, including difficulty level, required equipment, and duration.
A detailed itinerary will be provided within a reasonable timeframe after the deposit has been received, and no later than 14 days prior to the start of the tour.
Minimum Number of Participants
Certain tours may require a minimum number of participants.
If the minimum number is not met, the Organizer reserves the right to cancel the tour and will issue a full refund of all payments made.
Force Majeure
The Organizer shall not be liable for any failure or partial failure to perform the Program where such failure is caused by force majeure circumstances that could not reasonably have been foreseen, avoided, or overcome.
Force majeure includes, but is not limited to: war, threat of war, armed conflict, terrorist acts or threats, civil unrest, closure of airspace, travel restrictions or bans, border closures, decisions of governmental authorities, epidemics, pandemics, quarantines, strikes, natural disasters, wildfires, floods, earthquakes, landslides, extreme weather conditions, and any other extraordinary circumstances beyond the Organizer’s reasonable control.
In the event of force majeure, the Organizer will, where reasonably possible, offer an alternative departure date, a modified itinerary, or another suitable alternative arrangement.
Where the Program cannot be carried out due to force majeure circumstances, the Organizer shall not be responsible for costs incurred by the Participant in relation to third-party services, including but not limited to transportation, airline tickets, accommodation, insurance, visas, or any other related services not contracted directly through the Organizer.
Client Responsibility to Follow Instructions
Clients are required to follow the instructions of the guide at all times for their own safety and the safety of the group.
If a client endangers the safety of the group or refuses to follow instructions, the Organizer reserves the right to remove the client from the tour without refund.
Personal Equipment and Luggage
Clients are responsible for their own equipment and personal belongings. The Organizer is not liable for any loss or damage, unless otherwise agreed.
In the case of porter service, clients are responsible for ensuring that their luggage is securely packed and waterproofed.
Photos and Media
The Organizer reserves the right to use photographs and video materials taken during the tour for promotional purposes, unless the client explicitly objects prior to the start of the tour.
Insurance
Clients are recommended to obtain appropriate travel insurance covering medical expenses, trip cancellation, and repatriation.
Governing Law and Jurisdiction
These Terms and Conditions are governed by the laws of the Republic of Croatia.
In the event of a dispute, jurisdiction shall lie with the competent court at the seat of the Organizer.