Cancellation Policy

Due to the variety of offerings and the various promotions offered, The Northwest Passage has three basic cancellation policies. In order to determine which policy applies to your individual registration please refer to your trip/clinic confirmation letter or call the office. These policies are subject to change at anytime. 

The three policies include trips/clinics of 24 hours or greater in duration paid for in full,  trips/clinics 24 hours or less in duration paid in full and trips/clinics that have been purchased via promotional offer. 


 

1) The below policy applies to trips/clinics of 24 hours or greater in duration

Reservations, Payments, Cancellations and Refunds*:
Reservations are taken on a first come/first served basis. Space is necessarily limited, so reserve your place early to avoid disappointment. A deposit of 50% is required to hold a space for you and can be paid by check, credit card, money order or wire transfer. Payment in full, personal/medical information form, activity waiver and cancellation policy acknowledgement must all be received by The Northwest Passage  by the balance due date. Because we incur certain pre-trip expenses, the following policy is necessary if you cancel. 

Notice of cancellation must be made in writing. If this notice is received in our office:

  • 90 days or more before your trip, you will receive a full refund less a $100 handling fee
  • 89-31 days before your trip 50% of the fees received will be credited toward another trip;
  • No refund or credit will be given if you cancel 30 days or less before departure, regardless of the time of registration.
  • Refunds of payments made by credit card are subject to a processing fee.
  • Credited fees from cancelled trips must be used within 1 year of the original trip departure or will be forfeit to The Northwest Passage.

We strongly advise you take out trip cancellation, medical and baggage insurance.

  • Application for such insurance is the responsibility of the client.
  • Different policies apply to our one-day, promotional offers and Arctic/Antarctic trips.
  • Absolutely no refunds or credits can be made on any portion of a tour once travel has commenced.
  • If you find a suitable replacement you will be given a full refund, less a $100 handling fee.
  • Insufficient registration on a particular trip or expedition may require that we reschedule or withdraw your trip. If we withdraw the trip, we will fully refund all payments made to us. Our liability shall in no case exceed the obligation to refund the amount you paid us. 
  • Penalties for changing or canceling domestic or international airplane reservations are not the responsibility of The Northwest Passage

2) The below policy applies to trips/clinics of 24 hours or less in duration 

Reservations, Payments, Cancellations and Refunds*:

Reservations are taken on a first come/first served basis. Space is necessarily limited, so reserve your place early to avoid disappointment. Payment in full, personal/medical information fact sheet, cancellation policy acknowledgement must all be received by The Northwest Passage by the close of the last business day preceding the trip or clinic.
Because we incur certain pre-trip expenses, and high demand for our one-day programs  the following policy is necessary if you cancel. 
Notice of cancellation must be made in writing. If this notice is received in our office:

  • More than 14 business days before the trip begins, we will issue a refund less a 20% handling fee, or you may transfer to another equivalent program with no penalty.
  • Between 3 and 13 business days before the trip begins, we will issue a refund of 50% or you may transfer to an equivalent program with a 15% fee.
  • If you cancel within 2 business days of the trip date, no refund is possible. A 30% fee will be assessed for transfer to another clinic or trip
  • If you find a suitable replacement a name change fee of  $10 applies.
  • If you do not show up or if you leave the group once the program has begun, no refund or transfer is possible. 
  • Absolutely no credits can be made on any portion of a tour once travel has commenced.

We strongly advise you take out trip cancellation insurance.

  • Application for such insurance is the responsibility of the client.
  • Insufficient registration on trips/clinics of 24 hours or less in duration  may require that we reschedule or withdraw your trips/clinics. If we withdraw the trip, we will transfer you to a future date. No refunds. 
  • The Northwest Passage office is not open weekends or evenings. The close of business Wednesday (5 p.m. CST) is considered 2 days before the start of any weekend program, whether Saturday or Sunday.
  • In the case of a transfer, registration for the new program is not confirmed until payment of the transfer fee has been received.
  • Monies held for transfer on one-day programs are forfeit to the Northwest Passage at the end of the summer season (October 15) unless written arrangements are made before that date for credit toward the following season or another program.
  • These programs run rain or shine. In the event that dangerous weather forces The Northwest Passage to cancel the program, we will transfer you to a future date without penalty. No refunds.
  • Different policies apply to our overnight, promotional offers and Arctic/Antarctic trips.

 

3) The below policy applies to trips/clinics purchased via promotional offer. 

Reservations and Cancellations:

There is no cash value associated with this registration. Your purchase of this "Offer" requires reservations prior to the expiration date for the trip dates available.

Reservations are taken on a first come/first served basis.  Space is necessarily limited, so reserve your place early to avoid disappointment.  Because we incur certain pre-trip expenses, the following policy is necessary if you cancel.  

Notice of cancellation must be made in writing.  If this notice is received in our office:

  • 90 days or more before your trip departure you will receive a credit towards a future identical program less a $100 handling fee* per person.
  • 89-31 days before trip you will receive a credit towards a future identical program less a $250* handling fee per person.
  • No credit will be given if you cancel 30 days or less before trip departure, regardless of the time of registration. 
  • If you find a suitable replacement a name change fee of $100 applies.
  • Credit from cancelled trips must be used within 1 year of the original trip departure or will be forfeit. 

*Handling fee paid in full by check or cash prior to any trip change confirmation. Credit cards payment subject to administration fee at time of payment.

We strongly advise you take out trip cancellation, medical and baggage insurance.

  • Absolutely no credits can be made on any portion of a tour once travel has commenced.
  • All trips require a minimum number of registrations to confirm departure. Insufficient registration on a particular trip may require that we reschedule or withdraw your trip. If we withdraw the trip, we will fully credit your "Offer" on an identical program. Our liability shall in no case exceed the obligation stated on the "Offer."
  • Penalties for changing or canceling domestic or international airplane reservations are not the responsibility of The Northwest Passage.