Travel conditions for groups

Booking

As group we define a club, organisation or company consisting of at least 10 and at most 50 persons. For groups bigger than 50 persons please ask for a special offer.

The booking has to be made by a qualified person that has to be at least 18 years of age, further called the contact person. The contact person has to book the activity in the name of the company, club or school he/she is representing, and to provide Vildmark i Värmland with the correct contact details and billing adress. The contact person is responsible for reviewing the confirmation and invoice, and immediately point out any possible errors. The contact person is responsible for the groups orders and bookings and represents the group even in place, during the stay with Vildmark i Värmland (if the contact person doesn’t participate in the activity himself/herself, the name and mobilephone-number of another participant has to be registered as additional contact when booking).

For groups where the participants are 15 years old or younger, there has to be at least one responsible adult per six children if a shorter timberrafttour is part of the activity. Please observe that we require two adults aboard every timberraft for the longer timberrafttours (4 or 7-nights). If there is no timberrafttour included there has to be at least one responsible adult per ten children.

Payment

The price for the activity has to be paid in advance. A registration fee/deposit at 20% of the total price is to be paid within 10 days after booking. The booking is contracted when Vildmark i Värmland has received the deposit. The remaining amount is to be paid at the latest 30 days prior to arrival. If the booking is made within 30 days of desired arrival date the full amount is charged at once. When final payment is completed the guest is granted access to the travel documents for the desired arrangement.

Cancellation or booking alteration

Cancellation is to be made by the contact person to Vildmark i Värmlands office, via phone at 0560-140 40 (if the office isn't open, leave a message to the answering machine), via fax at 0560-130 68, or via e-mail at info@vildmark.se

When cancelling 31 days prior to arrival or earlier the deposit, which is 20 % of the total price, is debited. When cancelling between 30 and 15 days prior to arrival, 50% of the bookings total price are debited. When cancelling within 14 days before arrival, the full amount is debited.

If single persons within a group wants to cancel the booking the same rules apply as above, as long as the group still consists of 10, resp. 20 persons (depending on type of group) without this person. Please note that the price per person can change after cancelling for single persons as the group-price is based on a certain amout of participants.

Modification of date is considered a cancellation and will be treated as such. Other alterations of the reservation such as adding people or products can be done (if such a service is available). Contact Vildmark i Värmland via e-mail or phone.

Cancellation insurance

A cancellation insurance can be signed together with the booking. It is personal (name and date of birth of all participants have to be stated when signing the insurance) and will protect the single participant in the group from cancellation fees if the arrangement is cancelled due to severe disease, accident or case of death that affects the very person or a close relative to the person, which wasn’t predictable when boking and can be proved by certificate from doctor or insurance company.

The person who cancelled his/her reservation will receive the paid money back minus the deposit, 20 % of the total price, and the cancellation insurance cost (SEK 80). Certificate from doctor or insurance Company has to be presented within 10 days after the cancellation was made. The certificate has to indicate why the guest should not attend the booked journey/ activity. If single participants cancel their booking we expect the remaining group to carry the journey through as planned and as long as the group still meets the requirements for groups regarding the number of persons, adults and their swimming ability. If the whole group signed a cancellation insurance and 20 % or more of the participants cancel their booking due to one of the reasons named above, we will offer the group to start the activity at another occassion according to our ordinary departures, but under the same season.

Groups responsibility

1) General

The contact person has to be able to receive important messages at the phone number or e-mail address given when making the reservation.

The contact person has to check the confirmation and invoice to assure that it contains the correct information. Errors shall be pointed out promptly.

The contact person will inform his/her fellow travellers about what has been booked and the conditions for the event.

The contact person will provide Vildmark i Värmland with name and mobilephone-number to all responsible/ adult participants as well as a list of all other participants with name and date of birth at least 15 days before arrival.

The contact person is responsible for the group, especially the underage persons, during the stay/activity with Vildmark i Värmland.

All participants in the group shall have an insurance that will cover any possible damage that can occur to the guests privately owned equipment if it for some reason is transported by Vildmark i Värmlands vehicles.

2) At activities in the nature (timber rafting, canoeing et cetera)

The group has to be prepared with appropriate clothing for outdoor activities and all participants should approach on-water activities with caution, at all times. All adults in the group have to be able to swim.

The contact person is responsible for rented equipment to be returned on time, intact and clean, at the final destination specified by Vildmark i Värmland. For lost goods/equipment the replacement cost for the item have to be paid. The guest shall always report arisen damages and pay the repair cost.

At the start of the journey, the contact person will be asked to sign a contract where he/she states that they have agreed to accomplish the activity and that they understand the concepts of the right of public access to nature, risks and personal responsibility, and that they have made the assessment to be able to carry the activity through on the basis of the information given. 
The group commits to a penalty of 2000 SEK that goes directly to the affected landowner, if any of the group members starts a fire during a fire ban, or leaves garbage in nature.

For timber rafting the following applies: Vildmark i Värmland demands that at least two adults accompany each raft. The group does the timber-rafting journey on their own. If the group discontinues the timber rafting journey at a place other than where agreed with Vildmark i Värmland, the group will be charged 2500 SEK per timberraft, because of the extra work and transportation of persons, equipment and logs that Vildmark i Värmland has to execute.

For canoeing the following applies: Children 15 years and younger are required to be accompanied by an adult. For white-water you have to be at least 18 years old, able to swim, have good canoeing experience and be two adults per canoe. The group is debited if the activity is terminated at any other location than agreed with Vildmark i Värmland.

3) At accommodation

Groups have to treat the accomodations well and to follow the general rules and instructions given by the staff. The contact person is responsible for any damage that occurs to the property and its furniture if any member of the group or another person, that got access to the accomodation by the group, have been careless. In the cottage/room no unauthorized people are allowed to live, only the amount of people that was provided when booking.

Smoking is prohibited in all cottages, rooms and other buildings. Violation of this rule leads to a fine of SEK 1000/cottage or room.

The group members bring their own bed linen if this hasn't been rented when booking.

The group is not allowed to install an own music system or other equipment, that might disturb other guests, in the accomodation or close to it without permission by Vildmark i Värmland.

The group has to clean the cottage/room if no cleaning services have been booked the day before arrival, at the latest. Any missed or unsufficient cleaning leads to a cost of SEK 600 per cottage resp. SEK 300 room.

All keys to a rented cottage/room are to be returned at departure. Lost keys will lead to a cost of SEK 500.

Between 22.00 and 07.00 the guest is to observe the utmost account and silence, due to other  guests around. If complaints about disorder are filed from other guests to Vildmark i Värmland, we have the right to execute an immediate eviction of the guest if correction is not made instantly when ordered to. No refund is available for any remaining period of residence in this case.

Organizers responsibility

When the full payment for the timber rafting/canoeing arrangements has been received, Vildmark i Värmland will provide the contact person with travel documents about the journey.

Vildmark i Värmland sees to that for all arrangements in the nature, the group will get a proper briefing before the start. The briefing will help the group achieve greater knowledge in the event they are attending, for example how to build a raft, how to canoe properly, safety, right of public access to nature, etc.

Vildmark i Värmland provides life jackets if you are going timber rafting or canoeing.

During an activity, Vildmark i Värmland will provide advice and assistance concerning the raft and its construction resp. the canoe, so that the group is able to fulfil the timber rafting/canoeing to final destination to no additional cost.

All arrangements taking place in a natural environment are exposed for the prevailing weather conditions. Because of thaw and rain, spring time often results in higher water levels in the watercourses where Vildmark i Värmlands activities are located. At the dry summer season the opposite may occur. All watercourses are regulated, meaning the human factor can also play its role. Vildmark i Värmland reserve the rights to alter an arrangement due to external factors we can't control.

Consumer complaints

Any eventual complaints about the arrangement have to be presented immediately by the guest to Vildmark i Värmlands office by phone 0560-140 40 or to any instructor working for Vildmark i Värmland. It is important that the guest communicates these complaints so that Vildmark i Värmland has the opportunity to solve the issue as soon as possible. If the guest has failed to express his/her complaint we cannot offer compensation. If the guest still isn't pleased with the solution or the compensation provided, a written complaint is to be sent to Vildmark i Värmland within 14 days after the arrangement has ended. If the guest and Vildmark i Värmland disagrees, the guest can turn to the National Board for Consumer Complaints (ARN), whose decision Vildmark i Värmland will yield.

Personal Data Act

When paying for the arrangement to Vildmark i Värmland the guest agrees to that all personal data may be used for internal administration purposes by Vildmark i Värmland. Vildmark i Värmland will take all necessary measurements to assure that the personal data of the guest is treated safely.

Force Majeure

Both parties have the rights to withdraw from the arrangement if it can not be executed due to war, natural disasters, labour disputes, major disruption of water or energy supply, outbreak of fire or any other similar major event that precludes the journey from being completed. Events that the organizer cannot foresee or influence when the agreement was made. During these circumstances the organizer is not obliged to pay any indemnity fees or other penalties.

Other

At conference and incentive group orders, special booking conditions will be applied. For more information please contact Vildmark i Värmland. 

Contractual and legal relationship between guest and Vildmark in Värmland is solely based on Swedish law.

We wish you a pleasant natural experience.