Our Terms and Conditions
Current terms for registration, payment, cancellation, and more with Expa Travel
Registration
To register for a trip with Expa Travel, fill out the registration form located on each individual trip page.
Payment
Once you have booked a trip with us at Expa Travel, you will immediately receive a booking confirmation at the provided email address. This contains login information for "My Page", where you can manage your reservation, add optional extras, update information, and find payment details at any time.
All registrations / bookings are binding.
Payments are made via bank transfer using a KID number. The KID numbers can be found on "My Page".
The first partial payment (deposit) of NOK 3,000 (unless another amount is agreed upon) must be paid within 7 days of booking. Failure to pay may result in Expa Travel cancelling the booking.
The final balance must be paid no later than 65 days before departure. You will receive an email reminder as the date approaches. If payment is not received, Expa Travel may cancel the booking.
For bookings made less than 65 days before departure, the full amount must be paid immediately upon booking.
In the booking form, you check the box to confirm that you have read and accepted our terms and conditions.
If the customer wishes to have a single room or a room type other than what is included in the price, an additional charge will apply. The exact amount can be found on the relevant trip page.
Changes to Bookings
We are happy to assist the customer with changes to a booking. Changes made after the booking has been confirmed will incur an administration fee of NOK 1,000.
Cancellation
Cancellation Policy:
Registration / booking is binding.
Cancellations must be made in writing to info@expa.no and are effective from the date we receive the notification. If the customer cancels outside of our office hours (08:00 – 16:00), the cancellation is deemed received on the next business day.
The customer can cancel free of charge within 24 hours of registration. After this, we retain the deposit.
In the event of cancellation between 65 and 36 days before departure, half of the paid final balance is refunded. The deposit is non-refundable. Example: For a trip costing NOK 25,000 with a deposit of NOK 3,000, the refund will be NOK 11,000.
Any flight tickets that Expa Travel has already paid for and which are non-refundable will be added to the cancellation fee and will reduce the refund amount accordingly.
In the event of cancellation 35 days or less before departure, no refund is given.
Failure to pay is not considered a cancellation.
If the customer does not show up at departure or lacks the necessary travel documents (flight ticket, vaccine passport, passport, or similar), Expa Travel retains the entire amount paid.
In the event of cancellation, we recommend that the customer contacts their travel insurance provider. The customer is solely responsible for contacting their insurance company for any compensation.
In case of cancellation of one or more persons in a travel party
When booking for multiple participants and one or more cancel, discounts associated with the group size may be forfeited. This may result in an increased price per person for those who still plan to participate.
We refund in accordance with our cancellation rules to those who cancel, and adjust the price for the remaining participants if discounts are forfeited.
If anyone has to occupy a room alone as a result of the cancellation, a single room supplement may apply.Flight tickets in case of cancellation
If the customer cancels and Expa Travel has already paid for flight tickets that cannot be refunded, these costs must be covered entirely by the customer.
Cancellation Insurance
It is the customer's responsibility to have valid cancellation insurance.
In the event of cancellation, it is recommended that the customer contacts their insurance company to inquire if their expenses can be covered.
Price Modifications
The tour price is calculated based on the exchange rate in effect at the time the tour was produced.
Expa Travel reserves the right to adjust the price if significant changes in exchange rates or supplier costs should occur.
If the exchange rate changes by more than 1%, this may lead to a corresponding adjustment in the tour price – unless otherwise stated for the specific tour.
The same applies to changes in oil prices or other factors beyond Expa Travel's control.
Cancellation of the Trip (by Expa Travel)
If Expa Travel has to cancel the trip for reasons other than force majeure, the entire paid amount will be refunded.
We have both minimum and maximum passenger numbers on our trips. The prices are conditional upon reaching the minimum number. If there are too few registrants, the trip may either be cancelled or offered at a higher price.
Cancellation for this reason will take place at least 30 days before departure.
In the event of unforeseen circumstances beyond our control that make it impossible or unsafe to run the trip, the trip may also be cancelled later than 30 days before departure.
In the event of force majeure, such as natural disasters, strikes, or state of emergency, Expa Travel is not liable for compensation upon cancellation.
Payment with Gift Voucher / Membership Discount
If the customer has a gift voucher, the amount is deducted from the final invoice. We must receive the gift voucher no later than one month before the due date for it to be applicable.
If the customer wishes to use a membership discount, this must be stated at registration – write it in the comment field in the form.
Fee for Changing Tickets, etc.
Changing Tickets
If you wish to change flight tickets (e.g. date, name, or similar), an administration fee of NOK 500 will apply. In addition, any costs from the supplier (such as the airlines SAS, Norwegian, etc.) will be added.
Flight Tickets
Any flight tickets will be sent via email approx. 7 days before departure. If a ticket is lost, the customer must cover any costs incurred to have a new ticket issued.
Customer's Verification Responsibility
It is the customer's responsibility to verify that all received travel documents are correct – including names, dates, prices, and other details. Errors in names provided at registration may result in a name change fee from the airline / transport provider, which will be billed to the customer.
Room Selection
To make the journey both affordable and social, participants are as a rule accommodated in double rooms sharing with another person – unless otherwise specified on the trip page.
If the number of participants does not match up, or if your travel companion cancels, a single room supplement may apply.
Single rooms can also be booked on most trips at an additional charge.
Passport
The customer is personally responsible for ensuring that their passport is valid in according with the rules applicable to the destination in question.
Several countries require passports to be valid for at least six months after departure from Norway.
Expenses for a new passport and/or visa are covered by the customer.
We recommend taking a copy of your passport and keeping it separate during the trip.
Customer's Liability En Route
The customer agrees to comply with Expa Travel's rules and instructions given by the tour leader or guide. The customer must act in a way that is not to the nuisance of other participants. If the customer – despite warning – behaves in a way that causes significant inconvenience to the group, the person in question may be excluded from the rest of the trip. The customer must then cover any extra costs associated with returning home. This does not entitle the customer to a refund of the trip price, either in full or in part.
For bike trips / Vespa tours / Fiat tours / climbing trips and similar, it is the customer's responsibility to use required safety equipment, such as helmets, climbing harnesses, and safety belts.
The customer must also check that the bike / Vespa / car / climbing harness etc. is in proper working condition and notify the tour leader / Expa Travel as soon as possible if faults or deficiencies are discovered.
The customer is obliged to follow applicable traffic regulations and maintain an alcohol level that does not affect driving skills.
Liability for Damages
Participation at Own Risk
The customer participates in the trip at their own risk and is personally responsible for any damage or accidents that may occur along the way – including, but not limited to, falls, collisions, or other incidents during activities such as cycling, driving a Vespa, or similar.Limited Liability for Expa Travel
Expa Travel does not cover expenses and assumes no liability for damages if injury to persons or damage to property occurs as a result of irresponsible use of equipment included in the trip package, such as bicycles or Vespas.Additional Coverage and Insurance
On certain tours, such as cycling tours or Vespa tours, it may be possible to purchase extra insurance covering equipment damage – see details under the respective tour.Requirements for Own Insurance
It is the customer's responsibility to ensure that their own travel insurance covers the activities included in the trip, including high-risk activities. We strongly recommend that travel insurance includes coverage for accidents, medical treatment, and repatriation.
Travel Insurance
Travel insurance is mandatory on our trips – this is the responsibility of each individual participant.
We recommend that the insurance also includes cancellation coverage. See more info here.
Shortcomings on the Trip
If you discover shortcomings during the trip, this must be reported to the tour leader / Expa Travel as quickly as possible. If the shortcomings are not resolved in a satisfactory manner, you may be entitled to a price reduction – provided you reported it while the trip was ongoing.
The right to compensation does not apply if the shortcoming is not due to Expa Travel or our partners, or if it could not have been prevented. This also applies to events falling under force majeure, civil/military emergency, natural disasters, strikes, etc.
Changes in the Program
Expa Travel reserves the right to make minor adjustments to the program that do not affect the integrity or content of the trip as a whole. Our tour leaders are also authorized to make necessary changes along the way if weather conditions, safety, or other unforeseen situations require it.
We always do our best to provide solutions that are close to the original program.
Miscellaneous Information
Various necessary and useful information, such as packing lists, maps, etc., can be found on the webpage of the respective trip at www.expatravel.com.
Vaccinations
Travelers are personally responsible for ensuring that necessary vaccinations are taken in accordance with recommendations and requirements from the health authorities in the country in question. We recommend checking updated information on www.fhi.no or with your own physician well in advance of departure.
Use of External Transport
In cases where Expa Travel uses the services of transport companies (aeroplane, bus, ferry, train, etc.), the terms and conditions of each carrier apply, and Expa Travel assumes no liability of any kind for accidents or damage that may occur.
This also applies to problems and inconveniences that may arise as a result of delays in arriving at the trip's starting point or during return travel and luggage transport.
Infection Control
Expa Travel and our partners organize trips in accordance with the current infection control advice from the Norwegian Institute of Public Health and local health authorities. Trips are adapted so that recommended measures can be observed.
The customer is responsible for following the infection control rules in force at any time, keeping distance, maintaining good hand hygiene, and using face masks where required.
Note: Hand sanitizer and masks must be brought by the customer.
The Travel Guarantee Fund
Expa Travel is a member of the Travel Guarantee Fund (RGF). Should anything unforeseen happen to Expa Travel before you travel, you will receive a full refund of all costs associated with your trip through this guarantee.
Insurance for Bicycles / Vespa, etc.
Specific terms and rates for insurance are detailed on the main page of the respective tour.
Customer's Personal Data from Registration
Expa Travel guarantees that names and addresses in our database will not be sold to third parties.