Terms & Conditions

2. Terms & Conditions and Conclusion

Upon submission of the necessary deposit, your deposit shall be applied to the tour fare, cancellation charges, or penalties. The reservation deposit shall be 25 percent of the tour fare if booked prior to Nov 15, of the year prior to departure, and 50 percent of the tour fare if booked prior to Feb 15th of the year of departure, unless pre-arranged in writing. When booking group tour arrangements, (more than 6 people), these terms, conditions, and cancellation policies shall be exchanged between AAU and the group representative. It is the responsibility of the group representative to convey all terms and conditions to group members.

3. Special Conditions

If you are under 18 years of age, you must be accompanied by a parent or guardian. AAU may refuse a guest if age, qualifications, skills, or other conditions do not conform to those designated for tours aimed at specific customer categories or purposes. If you require special attention from AAU during the tour for reasons of chronic disease, general ill-health, pregnancy, or physical handicap, you are required to advise AAU of this when purchasing the tour. AAU shall comply with such requests to the extent deemed feasible and reasonable. In such cases, AAU may require you to present a medical certificate. AAU may refuse if conditions at the travel destinations and facilities are such that safe, smooth tour operation cannot be guaranteed, or require you to be accompanied by an escort. Notification concerning your acceptance or rejection of your participation in the tour shall be made by AAU within one week after the deposit is submitted. If AAU determines that you need medical diagnosis or treatment by a physician owing to illness, functional disease, or other reasons during the tour, AAU shall take measures necessary to ensure smooth operation of the tour. All costs resulting from such measures shall be borne by you. AAU may refuse your participation if it determines that you threaten to inconvenience or interfere with the collective activities of tour participants or for other tour operational reasons. Select tours have age limits and restrictions. Please ask your tour advisor about restrictions if you have children under 16 years of age.

4. Documents, Invoices, and Final Tour Itinerary

AAU shall submit a written tour itinerary, details of the services, and other tour conditions, via email for final documents. If your reservation is made within 30 days prior to tour departure, the final tour itinerary shall be presented on or by the departure date. The scope of travel services for which AAU is liable in arranging and administering the itinerary is specified in the terms and conditions below and in the final tour itinerary.

5. Tour Fare

The Tour Fare shall be paid no later than February 15 of the year of departure. When your reservation is made on or after the 15th day of February, the tour fare shall be paid immediately upon booking. Tour fares (inclusive of tour deposits and any additional charges), will be owed and payable, from the date of reservation even without a signature. Children do not have a lower fare unless they are a 3rd or 4th guest in a room and are listed as a triple or quad occupant. The fare is indicated for each tour itinerary. You are asked to confirm the fare according to the departure date and the number of participants in your tour itinerary.

6. Included in the Tour Fare

The following may include items unrelated to the tours you choose. Please note that the items included in the tour fare are only those specified in AAU itineraries. In principle, AAU will not make refunds for the below fare even if you choose not to use the relevant services.

Hotel Rooms: Rooms with private bath are provided at the hotels in our block space or separately booked on each itinerary. A client traveling alone is requested to book a single room occupancy by choice or circumstances, extra charges will be required. A triple room may be provided as a double occupancy room with one extra bed added.

Meals: Meals may or may not be included, based on the tour you select. Some tours include a sack lunch in Denali National Park, lunch onboard a Kenai Fjords Day Cruise, a breakfast/dinner on Gold Star Rail, and some continental breakfasts at participating accommodations, but these are complimentary and not guaranteed. Some tours include a limited meal package and those meals are enumerated on each itinerary and are made up of continental breakfasts, light lunches, and dinners at restaurants. These meals are provided at local restaurants where you will have the opportunity to select from a menu, your preference.

Railways: Some tours have multi-transportation options due to 6 guided days and some rail unguided days. Rail is operated by Alaska Railroad and subject to their policies and conditions. Adventure Class service is provided on Quality packages and Gold Star Class service is provided on Deluxe packages unless upgrades are purchased or guests select another option in writing.

Park Fees: National Park fees are included where it is part of the itinerary unless otherwise stated.

Excursions: Tours are operated by an AAU vehicle, except on select excursions that may include taxi, motorcoach, and/or sightseeing boat or plane on a seat-sharing basis, as well as rail previously mentioned. Also included are administration fees to cultural centers, museums, parks, etc. mentioned in each itinerary.

Transfers: Transfers are supplied by AAU vehicle, some courtesy shuttles are available by hotels, third-party transfer service booked by AAU, or a taxi if stated in the itinerary. Transfers to or from the airport before/after your tour are not included on select tours but can be purchased.

Baggage: The transfer and handling of two pieces of baggage, one standard size (up to 50 lbs.) and one carry-on per person are included. However, at certain times and places, this service is not included owing to limited baggage capacity on trains and/or ships and the unavailability of porters at stations, hotels, and/or airports. Baggage restrictions apply when traveling to specific remote lodges. For example, on the Full Circle Alaska tour, there is a day when a soft-sided 30 lb. limit is required for a flight out to a remote lodge. This bag will be provided, and your luggage stored until your return. If you require more luggage due to continuing travel on a cruise ship or other destinations, there is a storage service available which may incur a fee. Ask your agent.

Guide Services: An Alaskan resident is the driver/guide for sightseeing adventures offered by AAU. These resident guides are resident persons with local knowledge of the area, some flora/fauna knowledge, and local stories of their lives lived in Alaska. They are not experts in biology and geology nor are they certified naturalists. Excursions provided by contracted vendors supply their own guides, with their guidelines for service and knowledge. For rail segments, except in cases specified in each itinerary, the AAU guide will not accompany the tour. A vendor-supplied assistant will be provided for pick-up and meeting services.

Beverages: Complimentary beverages such as bottled water, soda, or juice are provided while traveling in the AAU vehicle. Meal time or evening drinks are at your cost. Alcohol is not allowed in the vehicle in open containers at any time but is available for purchase both at local restaurants as well as provided stops at convenience stores.

Tax: Taxes listed include hotel bed tax, city sales tax, and excise tax and may include port fees and park fees. Tax is additional to base fares, as stated in the invoice and on the website.

Airlines: Domestic or International flights are not sold by AAU. Small plane excursions are contracted with local vendors and their policies and conditions apply. Sightseeing flights are included where stated in the itinerary.

Note: In principle, AAU will not make refunds for the above fare even if you choose not to use all or some of the relevant services.

7. Not Included in the Tour Fare

Charges and expenses other than those specified in the preceding article are not included, such as: laundry, telephone, additional meals and drinks, and any other expenses of personal nature; international and domestic airfares; airport departure taxes; airport transfers; excess baggage (pieces: 3 or more); heavy baggage (weight limit: over 50 lbs.); gratuities to any vendor guides, hotel porters, and chauffeurs are additional and optional; medical expenses for injuries and illness; traveling and accommodation costs between arrival/departure and the start and end points of the itinerary. Transfers to the beginning departure point and from the ending departure point of the tour are not included. Travel Insurance is optional.

8. Additional Fares

The additional fares over and above Article 7 include the following charges: (Items explicitly stated in the “Tour Fare” are excluded); Additional charges for “Upgrade Plans” for upgraded hotels or class of room; “Hotel Extension Plan” to extend the staying period pre or post tour; “Upgraded Activity”, or any added excursion not originally included in the itinerary and stated as optional. Upgraded Activities are subject to availability at the time of booking.

9. Revision of Contents of Travel Services

AAU may cancel any tour or revise its contents and services for any of the following reasons: natural calamity or disaster, weather conditions, civil unrest, suspension of services rendered by transport/accommodation facilities, provision of transportation not based on the original operational plan, governmental orders, or other circumstances that are beyond AAU control. AAU reserves the right to take necessary measures when safe, smooth tour operation in accordance with the itinerary is deemed impossible, or when there is valid reason to believe that the tour cannot continue. In such cases, AAU must explain in a timely manner its inability to function according to the specified itinerary under the circumstances. However, said explanation may be made after revisions are made when conditions demand. If AAU cancels the tour before it is started, due to reasons not stated above and within our control, the tour fare will be refunded (less any non-refundable charges incurred). If AAU cancels a tour before its start date, due to reasons beyond our control, such as border closures, or government shutdowns, a second date may be offered to move guest bookings or a travel credit issued.

10. Tour Price Guarantee

All tour prices are based on rates known at the time of deposit and are expected to be in effect at the time of departure. Once AAU has received the deposit, the tour rate is guaranteed and any subsequent increases within our control are at our expense. AAU may revise its schedule of fees in accordance with increases or reductions of transport fares and/or charges for Tour owing to “unusual or unforeseen economic developments”, i.e., fuel surcharge. In such cases, AAU shall notify you no later than 30 days prior to the eve of departure, and you have the right to cancel at that time (less any non-refundable charges incurred). AAU may, when tour operational costs have risen owing to factors as stipulated above, revise your tour fare accordingly, except when substitutions are required because of a shortage of such facilities, as transport seats, hotel rooms, etc. If AAU specifies that tour fares are dependent on the number of participants and there is a change in the number of participants due to client reasons, then the tour rate will be increased to reflect the cost of each seat sold.

11. Change of Tour Participants

You may transfer your reservation to a third party (agent or other), upon AAU consent. In this case, the guest who is replacing you is required to submit name change information in the form provided by AAU and submit it together with the specified handling fee. AAU may reject a change in the name of travelers if the transportation or accommodation operator does not accept the change or for any other reason. Or AAU may impose a name change fee if such fee is necessary to secure the required seat.

12. Cancellation of Tour by the Client

You are at all times entitled to cancel your tour; however, AAU tours are non-refundable. If you change the departure day or any transportation/accommodations for your convenience, AAU may consider it a cancellation of the entire tour, and cancellation charges will apply. If the tour deposit is not enough to cover the cancellation charges incurred, AAU shall charge the difference separately. Cancellations due to Covid-19 may be covered by an optional Travel Insurance policy purchased by the guest. If insurance is not purchased, up to 50% of the entire vacation package costs, will be refunded, if canceled by Feb 15th, of the year of departure, and cancellations meet the requirements listed.

13. Cancellation of Tour by AAU

If you have not paid the tour fare final payment by the prescribed date, AAU may cancel your reservation. In such cases, the cancellation charge will be your deposit. In any of the following cases, AAU may cancel your reservation and tour: When it becomes evident that you do not satisfy the age, qualification, skill, or other requirements specified by AAU for participation in the tour; when you are recognized as unfit to join the tour owing to illness or for other reasons, such as a positive Covid-19 test; when there is evidence that you threaten to cause other participants inconvenience or might otherwise interfere with the smooth performance of the collective activities of the tour. When AAU cancels your tour, it shall review the cancellation reasons and determine the refund amount of the tour fare (or deposit) if any is due, received from you.

When the necessary conditions for a tour activity, as clearly stated at the conclusion of the terms and conditions cannot materialize, such as insufficient snowfall for ski tours, insufficient water levels for raft tours, or when there is a valid reason to believe that the required conditions cannot be met, AAU, even with a non-refundable clause, may choose to offer a future travel credit. In the event of a natural calamity or disaster, poor weather conditions, civil disturbance, suspension of services related to transportation, accommodations, etc., governmental orders, or other circumstances beyond AAU control, and when safe, and smooth tour operation according to the itinerary specified has become impossible, or there is a valid reason to believe that the multi-day tour cannot continue, no refund is due, and AAU reserves the right to offer a future tour credit.

When AAU cancels either your reservation or your multi-day tour outside of the above reasons, it shall refund payment when it is within AAU’s control.

14. Cancellation Charge

If you cancel for personal reasons, the following cancellation policy will apply to your tour fare. If you are part of a private group, guests remaining on the tour will incur the balance of additional per-seat costs associated with the change in number of participants. The following applies to cancellations of the tour spaces:

Cancellation Policy Cancellation Charge

(1) If notice of cancellation is received after reservation but prior to deposit: No charge

(2) If notice of name change is received after the initial deposit and participating vendor tickets have been purchased: Cost of vendor tickets

(3) If notice of cancellation is received after the deposit and before Feb. 15th, year of departure: 50% of the tour fare or 100% of the deposit

(4) If notice of cancellation is received after final payment or on or after Feb. 15th, year of departure 100% of the tour fare. Please refer to Covid-19 specifics if cancellation is due to Covid-19.

If you fail to pay the tour fare by the designated date, AAU will assume you have canceled as of the following day, and the cancellation charges specified above will apply.

15. Cancellation Following Departure

Cancellation by Client: When you leave the tour group for personal reasons, AAU will consider it a forfeiture of contracted rights and claim to any refund.

Cancellation by AAU: AAU may cancel your tour after the departure date in the following cases: When you are unable to continue the tour owing to illness or other factors. When you seem to disturb the order of collective activities of tour participants by negligence of instruction from the tour conductor or violent deeds or menace towards these people or those accompanying them, which otherwise jeopardizes safe, smooth tour operation; when the tour cannot continue owing to natural disaster, weather conditions, civil unrest, labor disputes, suspension of services by transportation or accommodation facilities, governmental orders, or other causes beyond AAU control. Effect of cancellation and refund: If AAU cancels your tour in accordance hereinabove, travel services rendered or not rendered to you shall be deemed as having been completed. No refund will be given. When AAU cancels your tour in accordance with the hereinabove, AAU shall, at your expense, help make necessary arrangements as requested for return to the point of departure.

16. Refund of Travel Costs

Should AAU incur any liability to make a refund to you, in case such as the tour fare reduction, and if either you or AAU has canceled your tour in accordance with the above, AAU shall make the said refund within 30 days from the next day of cancellation when effecting refund before tour departure, and within 30 days counting from the day after the tour ends in case of reduction or cancellation after tour departure. However, should there be any expenses such as cancellation charges, penalties, etc. which AAU has already paid or will have to pay for services not provided because of tour cancellation, said expenses shall be borne by you. You shall be required to request a refund at the sales office (agent office) where you bought the tour within one month of the planned tour departure day. You shall be required to return all tour coupons/vouchers when requesting a refund for said tour coupons/vouchers. Otherwise, AAU may not be able to make any refund.

17. Itinerary Management

AAU shall make every effort to ensure your safe and smooth traveling and shall not provide the services listed below, except when AAU has concluded a special itinerary to provide such services. When AAU confirms that you may be not able to receive the specified tour services during the tour, AAU shall take all necessary measures to ensure that you will receive alternate tour services. When AAU must change the details of the itinerary even after taking measures for unforeseen changes, AAU shall arrange alternative services. AAU shall make every effort to create a revised tour itinerary to serve the purpose of the original one. Tour driver/guide shall be licensed as an authorized driver by the State of Alaska and generally referred to as a “guide/driver.” Tour itineraries that specify “to be escorted by guide/driver” will provide such accompaniment as a general rule. The guide/driver shall ensure the safety of guests and smooth operation of the tour. You shall be required to follow the instructions of the guide/driver so that the tour can unfold safely and smoothly. Hours during which the guide/driver renders services shall, in principle, be from 08:00 AM to 08:00 PM. In certain tour itineraries, from departure to completion, a guide/driver may be provided only during vehicle operation. A guide/driver shall not accompany you on individual-type tours. Guests joining such tours will be responsible for procuring the desired services after being provided with travel coupons and/or tickets by AAU. In cases where travel services must be altered owing to inclement weather or other conditions during unaccompanied portions of the tour, the guide/driver will be responsible for procuring any required services on your behalf, unless the service is an optional activity procured by you on your own behalf.

18. Liability of AAU and Exemptions

In performing its obligations, should AAU cause damage to you through willful negligence or fault, AAU shall be liable for such damages. However, this only applies if the damage report is made within 2 years reckoned from the day following the occurrence of the damage. AAU shall compensate for damage to baggage, provided that said damage is reported within 14 days counting from the day after the occurrence, up to a maximum of $100.00 per person. Only applicable when damage is caused intentionally by AAU or through serious negligence. AAU shall not be liable for damages incurred by you if any of the following reasons apply: Natural disaster, war, civil unrest, and alteration or cancellation of tour itinerary due to such causes: Accidents during transportation or accommodations, damage by fire. Cessation of services related to transportation or accommodation facilities, and tour itinerary alteration or cancellation owing to such causes: Orders of either US or foreign governments, immigration regulations, isolation resulting from infectious diseases/viruses, and tour itinerary alteration or cancellation owing to such causes; Accidents occurring during your free activities; Food poisoning; Theft; Delays, stoppages, changes of schedule and route in relation to transportation facilities, and tour itinerary alterations and/or shortened stays at destinations owing to such causes.

19. Liability of Client

AAU requires you to indemnify AAU for losses sustained owing to your willful negligence, fault, conduct against public order and good manners, or breach of AAU’s terms and conditions. You are required to make every effort to utilize information acquired from AAU and to understand the details of your rights/responsibilities as well as the details of tour conditions. After the start of your tour, if you find that the tour service provided differs from that specified in the itinerary, you are required to report the discrepancy to AAU or Arrangement Agents for AAU or Tour Service Providers immediately. You shall pay the expenses incurred if or when you ask for the personal accompaniment of a tour conductor for such purposes as guided shopping, etc., costs arising from your injury or illness, the return of lost baggage or articles left behind owing to personal negligence, as well as charges incurred by independent activity. You shall accept all responsibility for decisions regarding individual purchases at souvenir shops even when said shops are introduced by AAU or its local tour operators. AAU is an agent only for other transportation, accommodation, and activity vendors. You agree that AAU is not liable for and you release AAU from any loss, death, injury, delay, or damage to person or property or disappointment arising from or in connection with such services. Liability for such services will be governed by the terms and conditions between you and such service companies. AAU shall not pay compensation or provide condolence money when damages result from your willful negligence and/or illness. The same restriction applies should you engage in such dangerous sports and activities as rafting, flightseeing in a small plane or helicopter, skydiving, hang-gliding(motor-driven or otherwise), mountain climbing, ice trekking, snow-mobile, dog sledding and others not included in the Organized Tour and engaged in. The following articles are considered exempted from AAU responsibility. Jewelry/precious metals, binoculars, personal computers or other electronic devices and accessories, data and similar items, cameras, documents, driver’s licenses, visas, and similar articles, and sports-related equipment.

20. Itinerary Booking Guarantee

AAU tours are planned months in advance and they may include the services of other independent suppliers e.g. accommodation providers, activity vendors, vehicle hire companies, ferries, rail, etc. Since we do not have control over such suppliers, we reserve the right to make certain changes to the tours. Changes to tours will normally be minor. Example of minor changes would be reversing an itinerary or reversing select days, so long as all original components are still provided. If AAU makes significant changes to the tour arrangements, you will be contacted and given a choice to accept the change or select an alternative tour.

AAU shall not pay compensation for changes when they occur for the following reasons: Bad weather and natural disasters which hinder the tour itinerary; War; Civil unrest; Governmental orders; Suspension of services involving transportation, accommodations, such as cancellation, interruption, cessation, etc; Provision of transport services different from the original schedule, owing to delays or changes in operation schedules; Necessary measures to prevent tour participant death or bodily harm. Even if major changes occur in the initial itinerary contents, AAU shall not pay compensation if they are changes listed in the Final Tour Itinerary, and the changes are within the scope of services stated in AAU tours. AAU shall not provide compensation when the order in which tour services are provided change from those originally stipulated when all services are provided during the tour.

21. Tour Payments

When we receive a reservation from you or your tour conductor/group leader, a deposit shall accompany the reservation. Accepted forms of payment are credit card (Visa & Mastercard Only), cashier’s check, personal check, bank transfers, and bank wires.  International Payments are accepted by only two methods: 1) Bank Transfer, which will incur no processing fee from AAU.  2) International credit card, which will incur an in-house 6% service fee. At the time of reservation, all information of the agency, agent, group leader or individual shall be provided. When payment cannot be made, we shall cancel the reservation, and be entitled to the same amount as the cancellation fees mentioned in the above, as payment for damage caused by a breach of contract. However, this shall not apply if travel charges are paid by a date AAU designates separately.

22. Privacy Policies

AAU and its entrusted travel agents will use the personal information provided in the tour application forms only for communicating with you and for arranging transportation and accommodations to provide the services requested by you.

23. Use of Likeness

You agree to participate in promotional, publicity, or merchandising pictures during this tour. You hereby agree that AAU may use audio/visual portrayals of you or your likeness, if taken, during your tour. You hereby authorize the reproduction, sale, copyright, broadcast and/or distribution of said video, sound recording, and pictures without limitations. You further agree and release AAU representatives and agents from any liability, loss, expense, or claims arising from distribution, broadcast, sale, or use of his or her likeness or voice. You certify that you are over 18 years of age or have written permission from your legal guardian. AAU will attempt to exclude those guests who prefer not to participate, but no guarantees can be made by AAU that the guest will not be included in promotional materials.

24. Passports, Visas & Health Requirements

AAU will provide guidance at any time, but it is the guest’s responsibility to ensure that the correct documentation and health protection are obtained in good time before departure. This includes any known or unknown exposure to coronavirus, other viruses, or diseases. Guests must be aware of any State of Alaska Travel Mandates and their requirements. AAU will not be liable for any failure by you to discharge these responsibilities, and you will have to reimburse AAU for any costs it incurs as a result of such failure. Examples would be costs for accommodations for isolation, or quarantines, transportation to separate exposed guests, loss of the remainder of tour activities due to required separation, or inability to complete said tour.

25. Medical Authorization:

You hereby authorize any medical treatment deemed necessary in the event of any injury while participating in AAU tours /adventures. Appropriate insurance is highly recommended but in its absence, you agree to pay all costs of rescue and/or medical services, housing, or transportation as may be incurred. AAU Driver/Guides are not required to have CPR or any medical training by the state of Alaska. AAU tour vans are not required to carry any significant medical or first aid equipment by the state of Alaska. Having stated this, AAU vans are equipped with standard First Aid Kits for your use in the case of minor injuries. AAU Driver/Guides may choose to offer assistance in the event of an emergency and will be covered under the Good Samaritan Law of Alaska. This law states “Persons, who in good faith, render emergency medical care or assistance to an injured person at the scene of an accident or other emergency without the expectation of receiving or intending to receive compensation from such injured person for such service, shall not be liable in civil damages for any act or omission, not constituting gross negligence, in the course of such care or assistance.” Medical Travel Insurance is highly recommended as AAU tours travel to remote wilderness locations and may require helicopter rescue/evacuation services.