General Conditions

In accordance with these General Conditions of Travel, the person or firm (hereinafter called the client) entrusts HAMAN SCANDINAVIA AS (hereinafter called HAMAN) to consult, organize and arrange a group tour for participants named by the client. By submitting a booking order to HAMAN, you agree to the following General Conditions of Travel – unless stated otherwise in the offer or correspondence.

1. Booking

1.1 To ensure a good co-operation, early bookings are recommended (if possible, not less than two months before the start of the tour).

1.2 All reservations must be sent in writing to HAMAN and are subject to availability. Reservations will be confirmed in writing by HAMAN.

1.3 To guarantee the requested room/ accommodation, HAMAN requires a booking status regularly or at the latest 12 weeks and a rooming list 40 days prior to departure.
1.4 Any specific requests, such as special meals, allergy and disabilities should be sent to HAMAN in writing.

1.5 If the supplier requires a deposit, HAMAN reserves the right to request the same amount from the client to ensure the services of the supplier.

1.6 For offers which require extensive research, HAMAN reserves the right to charge a quotation service fee. This will be refunded upon booking to the invoice amount.

1.7 For bookings containing study visits (technical visits) to companies and/or institutions, an additional administrative fee of SEK 500-2000 / €50-200 per visit will apply. Study visits require an official request from the end customer stating which company/institutions they wish to visit, the purpose of the visit and what they wish to see. The request must also contain a description of the participants and their background. Study visits cannot be guaranteed but depends on whether the company/institution has the opportunity to arrange this.

2. Prices and Payment

2.1 The price of the group tour is valid for groups of more than 15 persons, or as stated in the offer. If the group consists of less persons than stated in the offer, HAMAN reserves the right to charge for additional costs.

2.2 HAMAN reserves the right to adjust the prices for reasons that HAMAN cannot be held responsible for, such as new or increased charges or taxes, general price alterations, fuel increases, and increases arising from currency/ exchange rate fluctuations. The tour prices will be adjusted if the exchange rate increases with more than 5% during the period between the initial booking and the tour departure.

2.3 Children up to 11 years of age are accommodated in an extra bed in (adult’s room) and given a discount of 30% of the basic price (maximum 2, given premises can accommodate). Children cannot be included in the tiered rates (the valid rate is based on adults only) and the child discount cannot be combined with other discounts. All supplements, however, will be charged to the full amount.

2.4 Payment is required 45 days prior to the group’s arrival date unless otherwise specified. An invoice with the total amount will be raised of the services booked.. Should payment not be received as stated above, HAMAN reserves the right to cancel the travel arrangements. Payment by credit card can only be accepted if agreed in advance, and a supplementary charge will apply when payment is made by credit card. Vouchers will be released only upon receipt of full payment for the tour. 

3. Insurance

3.1 Travel and cancellation insurances are highly recommended. The client is responsible for informing travellers of the importance of adequate travel insurances.

4. Free of Charge (FOC)

Free of charge will be stated on the offer. For groups with a local driver and a local guide booked through HAMAN, the first and the second FOC places will be given to the driver and the tour guide.

5. Withdrawal by the client and adjusted booking

The following cancellation conditions are only valid for ground services. For services including flights and/or cruises, different cancellation rules may apply which will be notified to the client by HAMAN upon confirmation of mentioned services

5.1 The client may cancel a tour for a whole group on the following conditions if not stated otherwise. All cancellations must be done in writing.

If the tour is cancelled at the latest 50 days prior to the start of the tour, no charges will apply.
If the tour is cancelled 49-35 days prior to the start of the tour 50% of the total costs will be charged.
If the tour is cancelled 34-15 days prior to the start of the tour 75% of the total costs will be charged.
If cancellations take place less than 14 days before departure, 100% of the total group tour cost will be charged.

5.2 Bookings with a changed travel date made by the client are considered as withdrawals and followed by a new booking.

5.3 Provided that the tour remains booked, the client may cancel single places if not stated otherwise:

Cancellations of single places up to 50% of the booked services are accepted without any charge up to 40 days before the start of the tour. If more than 50% is cancelled, the same fee applies as for cancellations of whole groups.
For cancellations 39 – 15 days before departure, HAMAN reserves the right to charge 75% of the amount.
In case cancellations 14 days or later before the start of the tour, the full amount will be charged without any reduction.

5.4 If individual participants end the tour before the tour has ended or been finalized, the client cannot claim any refunds from HAMAN, regardless of which reason the participant had to end the tour.

6. Unused Services

6.1 If the client does not use all and / or part of the services to their full extent as arranged, no refunds will be granted by HAMAN.

7. Withdrawal from contract by Haman

7.1 If the client has not delivered a name list 40 days prior to departure, HAMAN reserves the right to cancel services to avoid cancellation fees from the suppliers.

7.2 For reasons of higher power, Force Majeure, strikes, epidemics, disasters etc

HAMAN reserves the right to cancel the booked tour. Normal cancellation terms will apply for services that cannot be consumed due to this kind of cancellation and no further claims will be accepted.

7.3 If HAMAN must cancel a group tour arrangement, HAMAN will – if possible – offer a similar tour and within the given time. The client is not obliged though, to accept the new offer.

8. Changes of Programme

8.1 In the interest of the client, HAMAN reserves the right to change certain travel services already agreed upon, such as accommodation, transport, methods of transport, excursions etc. to a similar or higher standard before the start of the group tour.

8.2 Program changes made by the client with less than 15 days prior to departure will be charged EUR 20 per change.

8.3 Program changes made by the client within 3 days prior to departure or after the tour has commenced are possible. However, in these cases a fee will apply to amendments made.

8.4 Dietary wishes and allergies, must be available to Haman at least 15 days before departure.

9. Haman’s Liability

9.1 As a mediator, HAMAN has the obligation to choose all services carefully, and to prepare the tour in the best way possible.

9.2 In case services are not fully carried out because of HAMAN fault, HAMAN reserve the right to provide equivalent services in compensation. In this case, further damage claims are not accepted.

9.3 Subject to this settlement (9.2), in case a breach of contract is committed the direct liability of HAMAN for immediate loss or injury to the client subsists, provided that the breach was not caused by Force Majeure or the behaviour of the client or a tour participant, and that it is a question of the non-performance of a promised service or an alteration of services which has less value than the service agreed upon in the original agreement. The amount of this liability is restricted by the sum of the agreed cost of the tour.

9.4 Furthermore, the providers of the various services are basically personally liable to the client in case the services are not being carried out in a satisfying way or to their full extent, contrary to the expectations.

9.5 The liability of the individual coach, taxi, shipping and other transport companies contracted by HAMAN for the purpose of organising a tour, depends on the appropriate laws of the general conditions of business, on the contracts obligations and on common usage.

9.6 Any arising complaints must be directed to Haman immediately and confirmed in writing. In case complaints cannot be solved on the spot, they must be directed to HAMAN in writing and within 15 days after the termination of the tour. Later claims cannot be taken into consideration.

10. Various Conditions

10.1 HAMAN is under no circumstances responsible for lost and/or forgotten items. HAMAN will not be held liable for retrieving any lost and/or forgotten items.

10.2 Every participant is responsible for providing own personal travel documents such as a passport, visa, and vaccination certificates. The visa costs are not included in the tour price.

10.3 Road fees are not included in the tour price unless otherwise stated.

10.4 By air transportations, the client is responsible for that tour participants follow the luggage regulations of the airline. Airline taxes are generally not included in the flight- or tour price unless stated otherwise.

10.5 Court of Arbitration: Oslo Court.

Updated August 2024