Terms & Conditions
Terms & Conditions
Terms and conditions for bookings to Kings Bay/ Ny-Ålesund
- In case of cancellation more than 22 days prior to arrival, no charges apply.
- In case of cancellation 21-8 days prior to arrival, the customer will be charged 50% of planned stay, travel, and booked equipment and facilities.
- In case of cancellation within 7 days of arrival, the customer will be charged 100% of planned stay, travel, and booked equipment and facilities.
Groups (6 people or more)
- In case of cancellation more than 120 days prior to arrival, no charges apply.
- In case of cancellation 120-60 days prior to arrival, 50% charge of planned stay, travel, and booked equipment and facilities.
- In case of cancellation within 60 days prior to arrival, 100% charge of the planned stay, travel, and booked equipment and facilities.
Special terms for groups
- A list of names and room designations for all participants must be sent to Kings Bay at least 60 days prior to arrival. Any allergies/special dietary needs participants may have must be included in the list.
- If the group requires individual invoicing, a fee of 350 NOK will be added to each invoice.
Changes and extra work
Individual bookings: No charges apply for changes made prior to 22 days of arrival. Any changes made less than 22 days prior to, or after arrival, is assessed a charge of 250 NOK per change. In case of significant changes, Kings Bay will charge per hour of work to facilitate the changes. Kings Bay will inform the customer about the cost before making the changes.
Groups: No charge if changes are made prior to 60 days before arrival. If changes occur less than 60 days prior to arrival, a charge of 500 NOK per change apply. In case of significant changes, Kings Bay will charge per hour of work to facilitate the changes. Kings Bay will inform the customer about the cost before making the changes.
All chemical and gas orders need to be placed well in advance of planned use. Kings Bay cannot guarantee that chemicals will arrive on time and is not held responsible for items lost or delayed during shipment.
Most chemicals are deemed “hazardous goods” and will be shipped by boat. Boat shipments arrive approximately once every 5-6 weeks. If you have a chemical which needs to be shipped by boat, please plan accordingly and place orders early. Contact the Marine Lab Coordinator for information about scheduled deliveries.
Please be as specific as possible when placing your order. Kings Bay AS often uses Sigma Aldrich (Merck) and VWR as suppliers. If you can find suitable products from these suppliers please use catalog numbers to specify. If not, please find a supplier that provides a suitable product and use their catalog number so Kings Bay AS (if possible) can order from this supplier or find the same/similar product elsewhere. Please also inform about the grade required so Kings Bay AS can make sure the product ordered will be suitable. Kings Bay AS will notify the researcher if the chemicals needed cannot be ordered or if substitution of a specific product is required. Be advised that all chemical waste must be registered in RiS, packed/bottled and returned to the Marine Lab for further sending to the mainland.
Scientists are billed by day for use of the Marine Lab. The dates in the RiS booking will act as a reference for the billing information. If the day use during the work period deviates from the RiS booking, this should be clarified with the Marine Lab Manager prior to departure and the dates should be written in the end sheet of the user agreement before you leave.
The in-lab start date will not be changed unless there have been issues with transport to Ny-Ålesund. If researchers wish to delay the start of their lab usage, the same conditions apply as for individual bookings (50% charge for 21-8 days of notice, 100% charge for less than 8 days of notice). The end date is flexible and can be changed by a maximum of +/- 5 days without prior notice. Any cancellations of more than 5 days must be made in accordance with the aforementioned conditions. Extensions of lab time will be schedule dependent and up to the discretion of the Marine Lab Manager. It is the responsibility of the researcher to clarify dates and billing information with the Marine Lab Manager prior to departure, especially when the usage deviates from the RiS booking.
Work on MS Teisten begins when equipment and passengers start loading the vessel and ends when equipment and passengers are fully unloaded. Half hours are charged as full hours. The captain’s log of actual use is the basis for billing, not the RiS booking. Bookings made in RiS are subject to change due to inclement weather. In the case of schedule changes all parties will be coordinated and appropriately rescheduled by the Marine Lab Coordinator and the Captain. Requests in the RiS booking should be as specific as possible with respect to dates and times of use. Please plan your work ahead of time so that your estimate of time usage is as accurate as possible. Kings Bay AS recognizes that work may proceed more quickly or slowly due to weather conditions and equipment functionality, and is therefore more flexible with respect to cancellations. Cancellations of up to 12 hours of usage will not be charged. Any cancellations above the 12 hour limit will be charged at 50%.
When the customer receives the booking confirmation from Kings Bay it is considered accepted by both parties, unless the customer immediately sends Kings Bay a written notification about errors in the reservation.
A fee of 150 NOK is added to invoices sent outside of Norway. A fee of 75 NOK will be added to invoices sent within Norway. In case the invoice address information is missing/wrong a fee of NOK 250 for correcting/change will be added.
A fee of 350 NOK will be added on each reminder on invoices not paid by due date.
Bookings made through RiS must be cancelled through RiS. Cancellations are not valid until this has been done. Only cancellations made in writing are valid.
In case of flight delays or cancellations due to force majeure (bad weather, unforeseen safety measures etc.) the customer is not entitled to any compensation from Kings Bay or Lufttransport. In case of bad weather or other force majeure the planned flight must be paid by the customer even if the customer decides to travel with an alternative form of transport. Kings Bay encourages its customers to have travel insurance.