Your Polar Dreams Are One Step Away!

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Personal Details

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All About You

Tell us more about yourself
Experience & Readiness
Please briefly describe your relevant outdoor and expedition experience, including any winter travel, cold-weather camping, ski touring, mountaineering, dogsledding, backpacking, or other remote travel.:*
What part of this expedition do you expect will be most challenging for you?*
Describe a time when a trip did not go as planned. How did you respond?*
Fitness, Health & Capacity
Please describe your current fitness and training routine, including frequency, duration, and type of activity.*
Please describe any physical, medical, psychological, or logistical limitations that could affect your participation or performance on this expedition.*
Have you ever experienced frostbite, hypothermia, altitude illness, or any other significant cold- or environment-related injury or illness? If yes, please describe.*
When was the last time you slept in a tent?*
Team Fit & Expectations
What draws you to this expedition, and what are you hoping to get out of the experience?*
How do you tend to show up in a group when you are tired, cold, uncomfortable, or frustrated?*
What concerns you most about this expedition, if anything?*
What does a successful expedition look like to you?*
Final Questions
Is there anything else you think would be helpful for us to know as we evaluate your readiness for this expedition?*
Is there anyone you would recommend we speak with who knows how you perform in demanding outdoor, travel, or group environments? If so, please provide their name, relationship to you, email, and phone number.*
PolarExplorers reserves the right to request additional information, including a reference, medical clearance, or follow-up conversation, as part of evaluating a participant’s suitability for an expedition. Submission of an application does not guarantee acceptance.

By providing a reference, you authorize PolarExplorers to contact that person as part of evaluating your application.

Itinerary & Payment

Important details about your itinerary and payment:
Itinerary - Polar travel by nature is very dynamic. Though PolarExplorers will make efforts to minimize changes in dates or activities outlined in the itinerary, it is important to understand that changes often occur, and we reserve the right to make necessary changes to accommodate changing weather, aircraft availability, political conditions, or any number of other variables beyond our control (ie pandemics, border closings, force majeure, etc.)*

I acknowledge the above information about the itinerary
Payment - A deposit of 25% is required to confirm a reservation on any Polar adventure. Reservations are taken on a first come/first serve basis and space is necessarily limited. The deposit and final balance may be paid by check, wire transfer or credit card (a processing fee applies to all credit card payments). The balance is due by December 1 (for all North Pole expeditions) or 120 days prior to the start of the expedition (for all other expeditions). A wire transfer fee applies to all wire transfers. We reserve the right to charge the balance against a credit card or resell the space if the balance is not received when due and/or cancel your bookings and withhold return of all payments. Prices for North Pole expeditions and Polar Shakedown Trainings in Longyearbyen are in Euro, and prices for all other expeditions and trainings are in USD.*

I acknowledge the above information about payments
Cancellation Policy - If you cancel on or before December 1 for North Pole expeditions, or on or before 120 days prior to departure for all other expeditions, amounts paid will be refunded less the administrative fee listed below. If you cancel after December 1 for North Pole expeditions, or within 120 days of departure for all other expeditions, all payments made are nonrefundable and no credits will be issued, regardless of reason: NORTH POLE EXPEDITIONS - €1,000; SOUTH POLE EXPEDITIONS - $2,500; SOUTH POLE/VINSON COMBO EXPEDITIONS - $2,500; GREENLAND EXPEDITIONS - $500; SOUTH GEORGIA EXPEDITIONS - 55%; VATNAJOKULL EXPEDITIONS - $500; POLAR SHAKEDOWN TRAINING - $250; OTHER EXPEDITIONS - $500-$1,500. Because of the demand for many trips, we reserve the right to charge the balance against a credit card or resell the space if the balance is not received when due and/or cancel your booking and withhold the return of all payments.*

I acknowledge the above information about the cancellation policy
Insurance (part 1 of 2) - PolarExplorers requires all participants to have comprehensive travel insurance that includes trip cancellation insurance and medical evacuation insurance.*

I acknowledge the above information about the insurance requirements
Insurance (part 2 of 2) - Purchasing trip insurance (both trip cancellation and medical evacuation) is your responsibility. We urge you to purchase insurance at the same time or within days of your initial deposit (this can be especially important if you have any pre-existing medical conditions). We can often assist by helping you get insurance quotes but our assistance should in no way prevent you from doing your own research or your timely purchasing of a policy. PolarExplorers may facilitate access to travel insurance options, but does not provide legal advice and does not guarantee that any policy is adequate for a participant’s needs or that any claim will be paid.By not having insurance in place you accept all risks, financial and otherwise, that may result from your cancellation or cancellation due to reasons beyond our control, regardless of reason, and regardless of whether or not you have submitted your insurance form or Assumption of Responsibility and Liability Waiver.*

I understand the above information about the insurance requirements.
Application and Confirmation - Please submit an application as soon as you have determined to do an expedition. We'll then send you an invoice for the deposit. This is the best time to arrange for your insurance. Upon receipt of your 25% deposit we will send you comprehensive pre-departure information including what to expect, what to pack, how to prepare, a suggested reading list, and much more. We will remain in regular contact with you until the departure of the expedition to ensure that all your questions are answered and to help you prepare for an incredible adventure. Please contact us at any time with questions. How will you be paying for this expedition?*

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The Fine Print

Important - please read carefully!
Responsibilities of PolarExplorers (that's us):

PolarExplorers exists to help participants pursue travel and expedition objectives in the polar regions. PolarExplorers is the polar division of The Northwest Passage, Inc. In providing these experiences, The Northwest Passage, Inc. dba PolarExplorers and its employees, agents, owners, contractors, outfitters, and guides may engage third-party providers, including but not limited to hotels, transportation companies, air carriers, vessel operators, land operators, local guides, and other travel service providers.
PolarExplorers is not responsible for the acts, omissions, negligence, financial condition, or failure of any third-party provider or supplier. PolarExplorers is also not responsible for loss, damage, injury, death, delay, inconvenience, or expense resulting from circumstances beyond its control, including but not limited to weather, force majeure, acts of God, pandemics, disease outbreaks, quarantines, strikes, political or civil unrest, terrorism, theft, border closures, government action, transportation delays, schedule changes, or equipment failure.

PolarExplorers reserves the right to alter, omit, or substitute any part of the itinerary without prior notice, including lodging, transportation, route, schedule, and expedition leadership. PolarExplorers also reserves the right to cancel, postpone, withdraw, or reschedule any expedition due to insufficient participation, safety concerns, operational constraints, or circumstances beyond its control.

PolarExplorers is not responsible for expenses incurred by participants in preparation for or in connection with an expedition, including but not limited to equipment purchases, medical expenses, insurance premiums, airfare, baggage fees, airline penalties, hotel costs, visa costs, or other expenses arising from delay, interruption, modification, or cancellation of travel plans. Rescheduling an expedition does not constitute cancellation.
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I acknowledge and accept the above.
Responsibilities of Participants (that’s you!)

Adventure travel and polar expeditions involve inherent and significant risks. These risks include, but are not limited to, travel in remote regions, charter and commercial air travel, vessel travel, dogsled travel, snowmobile travel, glacier and snow travel, extreme cold, frostbite, hypothermia, sunburn, snow blindness, falling, moving ice, open water, collision, equipment failure, altitude illness, delayed evacuation, and other hazards that may result in injury, illness, death, property loss, delay, or financial loss.

By participating, you acknowledge that you understand and voluntarily assume all risks associated with the expedition, whether known or unknown, inherent or unforeseen, and whether physical, logistical, financial, or otherwise. All participants are required to review and sign PolarExplorers’ liability waiver and assumption of risk documents as part of the application process.
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I acknowledge the above responsibilities and agree to observe these.
Medical, Fitness, and Conduct Requirements

Participants must disclose any relevant medical conditions, whether physical or mental, as well as any dietary restrictions, at the time of registration. PolarExplorers may require additional medical information or written clearance from a physician before confirming participation.

Participants are responsible for addressing any medical or dental concerns prior to departure and for bringing all necessary medications and personal medical supplies in sufficient quantity for the trip, including an additional reserve supply in case of delay.

The trip leader or PolarExplorers reserves the right to remove or disqualify any participant, before or during the expedition, if that participant is deemed physically, mentally, or otherwise unfit to continue, or if the participant’s conduct, condition, or continued participation may jeopardize their own safety or the safety, well-being, or experience of others. No refunds or credits will be issued in such circumstances, and any related costs shall be the participant's sole responsibility.

Participants are responsible for selecting an expedition appropriate to their interests, experience, and abilities, for bringing the clothing and equipment recommended by PolarExplorers, and for maintaining appropriate conduct, hygiene, and respect toward other participants, guides, staff, and local hosts.
If PolarExplorers determines that medical treatment, evacuation, rescue assistance, or other emergency services are necessary for a participant’s safety or well-being, PolarExplorers may arrange such services on the participant’s behalf, and all related costs shall be the participant’s sole responsibility.
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I acknowledge and accept the above.
Infectious Disease / Communicable Illness Policy

Participants understand that exposure to COVID-19 or other communicable illnesses may occur during travel and expedition activities, and that PolarExplorers cannot guarantee that any participant will not be exposed to or contract such illness during the course of an expedition.

Participants agree not to join an expedition if doing so would violate any current PolarExplorers health policy or applicable local, national, operator, or entry requirements. Participants also agree to promptly inform PolarExplorers of any relevant health issue, positive test, or exposure that could materially affect the safety or logistics of the expedition.

No refund or credit will be due for inability to participate, trip interruption, delay, or other loss arising from illness, testing requirements, quarantine, border restrictions, operator requirements, or related public health measures, except as otherwise expressly stated in PolarExplorers’ governing booking terms.
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I acknowledge and accept the above.
Liability Coverage & Insurance

PolarExplorers does not provide medical, health, baggage, life, trip cancellation, trip interruption, or evacuation insurance for participants. Participants are solely responsible for obtaining and maintaining any insurance required by PolarExplorers for their expedition.

All participants must obtain trip cancellation and interruption insurance sufficient to protect the non-refundable costs of their expedition. Participants on any expedition for which PolarExplorers requires medical evacuation coverage must obtain and maintain evacuation insurance meeting the minimum coverage amount specified for that expedition.

PolarExplorers is not responsible for loss of or damage to personal property, bodily injury, illness, death, or other loss arising during or in connection with the expedition, including while using services provided by third-party operators, vendors, or suppliers. This includes, without limitation, losses arising from transportation, lodging, aircraft, helicopters, snowmobiles, dogsleds, boats, vehicles, hotels, or other services arranged in connection with the expedition.

Please reach out to polarexplorers for the applicable minimum coverage amounts, proof of insurance requirements, and participant responsibilities.
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I acknowledge and accept the above.
Final Acknowledgment

By signing below, I acknowledge that I have read and understood the responsibilities, requirements, and conditions set forth in this application, and I certify that all information I have provided is true and accurate.
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Your Polar Dreams Are One Step Away!

Contact Information

Personal Details

All About You

Experience & Readiness

Fitness, Health & Capacity

Team Fit & Expectations

Final Questions

Itinerary & Payment

The Fine Print