When you register yourself or your team to WASC you agree with the Release agreement. Read the agreement carefully by clicking on the pdf below:
Terms and conditions for online registration
Your booking is confirmed when you receive a confirmation e-mail with a booking reference number. We recommend that you print this confirmation and bring it with you when you arrive for your stay. A minimum age of 18 applies when making a booking through Visit Tromsø-Region AS.
Upon confirmation of the booking, a contract is concluded between you (the Customer) and WASC. These general terms and conditions shall apply to this contract. Payment for the booked services must be made upon booking by a credit/debit card.
You (the Customer) are responsible for providing the correct required data to WASC. Likewise, it is your responsibility to check all data for completeness and correctness upon receipt of confirmation.
If you are a team leader and have made a team booking, you will receive an e-mail from the WASC-team detailing the information we need about the team participants. You must reply with the information requested at your earliest convenience.
Any discrepancies must be reported to WASC immediately. Consequential costs arising from failure to report shall be borne by the Customer.
WASC reserves the right to correct prices in the following cases:
- Price changes of services not provided by WASC.
- New or increased government levies or fees (e.g. Value Added Tax).
- Obvious printing and publication errors.
Payment and security:
The payment is processed at the time of booking. Visit Tromsø-Region AS is responsible for the actual transaction, and for ensuring that the correct amount is charged to your card. We will contact you in the event of problems with your credit card. If we are unable to make contact, your booking will be cancelled. All personal data/credit card information is handled on an encrypted site (SSL 128 bit), so all information provided is secure. Only Visit Tromsø-Region AS, the WASC team and relevant service suppliers will have access to your name and contact details. This will be used so we can inform you of any changes/cancellations and may be used for various market surveys.
Cancellation/changes by the Customer:
To cancel or change your booking, please contact Visit Tromsø-Region. All cancellations must be sent via e-mail to [email protected].
Visit Tromsø has no control over the exchange rate that will be calculated for refunds to credit cards and is not responsible for any loss incurred.
Please note that Visit Tromsø-Region AS does not pay any bank fees incurred for international transfers. This fee (approx. NOK 50 per international transfer) will be deducted from the amount to be refunded.
The following cancellation fees/deadlines apply:
- Cancellation until 31st January: 100% refund
- Cancellation between 1st – 29th February: 50% refund
- Cancellation from 1st March: No refund
These restrictions apply to the registrations for WASC made on Arcticmeetings.no/wasc. Note that for accommodation, restaurants, activities or other services, other cancellation and change policies will apply.
If you cancel your trip or change services during the trip, there is no right to a refund. In case of trip interruption or change of travel services, any additional costs shall be borne by the customer.
Name changes of the customer must be made in writing with the complete details of the new person via the team captain.
Validity of booked services:
The booked services are only valid during the 62nd WASC in Tromsø. Re-bookings, additional bookings or name changes are possible, but may result in additional administrative costs. Failure to use individual services will result in the loss of entitlement to the service or in a recalculation of the service. This may be higher.
Postponement of services:
Due to any last-minute changes in the program, WASC recommends regularly checking the schedule on the website. Missed program points will result in the loss of the entitlement to benefits. Any additional costs will be borne by the customer.
We strongly recommend good insurance before commencing your trip in case of illness, lost luggage, accident, liability, etc.
Passport, visas, vaccinations:
You are responsible for compliance with individual passport, visa, customs, foreign exchange and vaccination regulations and for obtaining the necessary documents. WASC assumes no liability.
The liability of WASC is limited to the replacement value of the damaged object. This limitation does not apply to personal injury and not in the case of intent or gross negligence. Claims must be submitted in writing to WASC no later than 4 weeks after the end of the trip; otherwise, the claim is forfeited. All claims for damages shall become time-barred within 1 year after the termination of the trip.
Exclusions of liability:
WASC shall not be liable if the non-performance or improper performance of the contract is due to:
- Failures on the part of the Customer
- Unforeseeable or unpreventable failures of a third party not involved in the provision of the contracted services
- Force majeure or an event which WASC or a service provider could not foresee or avert despite all due care.
- WASC is therefore not liable for changes in the itinerary, weather conditions, official measures, delays by third parties and in the event of program changes.
Complaints on-site and remedy:
Should you have reason for complaints during the trip, these must be reported to WASC without delay. WASC shall endeavor to provide a remedy on-site.
If no solution is found on-site/after the return trip
If no remedy can be found on-site, you must draw up a written complaint and send it to WASC. This must be done within 30 days after the return trip. If these conditions are not met, all claims will be forfeited.
WASC requires various data from you for the correct processing of the contract. WASC is obliged to keep your data safe and will use it without explicit consent, exclusively for the 62nd WASC 2023 in Tromsø.
Transmission to service providers and authorities:
WASC will only forward your data to the extent that it is necessary for the processing of the contract with the service providers. Both WASC and the service providers may be obliged to forward data from you to authorities on the basis of statutory provisions or official orders.
Personal data requiring special protection:
Depending on the services booked, WASC may have to collect particularly sensitive personal data. For example, religious affiliation or allergies can be inferred based on a catering request. Such data will only be forwarded to service providers for the correct fulfilment of the contract. By providing WASC with such information, you expressly authorize WASC to use such information in accordance with this provision.
Enforcement of Rights:
WASC reserves the right to disclose your information to authorities and third parties for the enforcement of WASC's legitimate interests. The same applies in case of suspicion of a criminal offence.
Questions about data protection: