Last updated 23.10.2018

Travel terms

1. Tour operator

Sulkavan Hiihto- ja Souturetket Oy (Y-tunnus 1740271-9) is a family enterprise, established in 2002 to organize Hiihtäen Halki Suomen -event (Skiing Through Finland). The enterprise also organizes small-scale church long boat tours on Lake Saimaa and offers guide services to such tours.

Sulkavan Hiihto- ja Souturetket Oy (hereafter referred to as the “Tour operator”) has deposited a valid security for a travel package in accordance with Hiihtäen Halki Suomen -event (hereafter referred to as the “Trip”) at the Finnish Competition and Consumer Authority (www.kkv.fi), which is the supervisory authority of the Tour operator. The registration authority of Travel Service Combination Providers is <updated later>.

2. Travel terms

These travel terms are drawn by the Tour operator. The travel terms have been drawn considering the mandatory regulations of the EU directive on travel packages and assisted travel arrangements (EU 2015/2302) and the new Act on Travel Service Combinations, effective from 1 July 2018. These travel terms apply to travel arrangements made from 1 July 2018 on. The terms have been drawn in Finnish and translated into English. In case there are discrepancies between the different language versions, the Finnish version shall prevail.

Travellers (hereafter referred to as the “Traveller”) agree to comply with these travel terms when they submit their registration. The travel contract is binding when the Traveller has registered and made the first instalment of the total price of the Trip in accordance with section 6 of these travel terms. The Tour operator has the right to make minor changes to the travel package before the start of the Trip. The Tour operator will inform the Traveller about such changes in his given address before the start of the Trip.

3. European Health Insurance Card, EHIC

The Traveller can apply for the European Health Insurance Card in his home country or online if possible (in Finland via Kela customer service). The European Health Insurance Card entitles the Traveller to medically necessary treatment in Finland and Norway, where Hiihtäen Halki Suomen -event takes place.

More information about the European Health Insurance Card can be found at social welfare offices in the Traveller’s own home country or online.

4. Travel insurance

Taking out a travel insurance during the Trip is recommended. The insurance should be taken before registration. It is advisable to ensure that the insurance covers costs caused by the Traveller cancelling the travel contract or costs in case the Traveller needs assistance or transport home due to for instance an injury or illness. The Traveller is also advised to consider further insurance coverage(for example, illness, injury or life insurance). The Traveller is personally responsible for his insurance policy, its coverage and validity during the Trip. The Traveller should consult his insurance company as for coverage.

If requested, the Traveller is liable for presenting the Tour operator with a written document of a valid travel insurance. The Tour operator will not record, file or otherwise retain aforementioned travel insurance documents. The Tour operator is not liable for any costs caused to the Traveller without a proper travel insurance from cancellation of the travel contract, need of assistance or transport home. The Traveller is to turn to his travel insurance company for compensation for all his costs and damages.

5. Travel documents

The Traveller is responsible for the travel documents which are needed to start the Trip and to return from the Trip, such as passport, visa, flight tickets, train tickets or bus tickets. The Traveller must check that the travel documents correspond with the information given at registration. The Traveller must ensure that his flight, train and bus schedules, as well other travel arrangements are accordant with these documents.

The Tour operator is not liable for costs or damages resulting from the start of the Trip or the return from it being hindered, or the Trip being discontinued or delayed due to faulty or insufficient travel documents, as mentioned above, such as an expired or damaged passport, or an expired or denied visa, or insufficient or expired train tickets.

6. The Trip, price and terms of payment

The Traveller chooses the start of the Trip and sections to ski at registration.  The starts of the Trip are Virolahti-Arctic Ocean and Ilomantsi-Arctic Ocean.  Within the different starts the Traveller can choose sections of different lengths or combinations of sections between Virolahti-Ilomantsi, Ilomantsi-Kuusamo and Kuusamo-Arctic Ocean. Depending on the section, the Trip includes transportation between Helsinki Airport-Virolahti, Joensuu-Ilomantsi, Kuusamo Airport-Kuusamo Tropiikki or Nuorgam-Ivalo. The sections of the Trip are skied using the Traveller’s own skiing equipment. The Traveller is responsible for the proper state of his equipment before and during the Trip. Due to weather conditions or other factors beyond the power of the Tour operator, one or several of the sections may have to be executed, partly or completely, not skiing but otherwise, for example by cycling or by train or bus.

The total price of the Trip depends, among other things, on the sections chosen and the number of participants. The Tour operator informs the Traveller of the total price or publishes it on the website before the travel contract is drawn up. The total price includes guiding, transportation between sections, accommodation, ski tracks, maintenance of equipment, use of maintenance vehicle, transportation of luggage, use of maintenance facilities, and transportation between start and finish depending on the chosen section.

During the Trip the Traveller may have a chance to buy further services, for which the Traveller will pay separately. During the Trip some voluntary extra transportations may be arranged, and if participating, the Traveller will pay the cost directly to the Tour operator.

The travel contract is binding when the Traveller has registered and made the first (1st) instalment of the total price of the Trip. The Tour operator informs the Traveller of the amount of the first instalment of the total price as well as the due date, or publishes the information on the website before the travel contract is drawn up.  The Traveller accepts these terms at registration.

The second (2nd) instalment of the total price is invoiced later by the Tour operator before the start of the Trip. The second instalment is due within fourteen (14) days of the date of the invoice.

Both instalments (1st and 2nd instalment) must be paid by due date. The Tour operator will charge ten (10) euros for a reminder. The Tour operator is entitled to charge the Traveller for costs caused by an eventual reregistration. If an instalment is more than thirty (30) days late, the Tour operator is entitled to annul the travel contract. The annulment does not exempt the Traveller from paying costs caused by registration, which are included in the total price and are divided between the participants.

7. The Traveller’s obligations and liabilities

During the Trip, the Traveller is obliged to follow all the instructions and directions concerning the Trip or its implementation given by the Tour operator, representative of the Tour operator, tour conductor and the authorities.

The Traveller is not allowed, through his behavior or conduct, to cause damage, inconvenience or danger to himself, other Travellers, the Tour operator or his representative, or their property. If the Traveller is considerably neglectful of the aforementioned obligations, the Tour  operator is entitled to deny the Traveller the right to start the Trip or to exclude him from the Trip. In such case the Traveller is not entitled to any reimbursement of the costs. The Traveller also has to cover all his expenses of returning home from the Trip himself. The Traveller is also fully responsible for all damages he may cause through intentional carelessness or negligence towards himself, other Travellers, the Tour operator or his representative, or towards other parties by breaching or neglecting aforementioned obligations.

The Traveller must, at registration, provide the Tour operator with valid contact information so that the Traveller can be reached before and during the Trip.

The Traveller is responsible for making sure that his medical condition before and during the Trip is such that the physical or mental strain of the Trip will not cause danger to the Traveller’s health. The Traveller must inform the Tour operator beforehand of any health-related hazards, deviations and other special needs as well as special diets at registration. The Tour operator is entitled to deny the Traveller the right to start the Trip or exclude him from the Trip is the Tour operator has reason to believe that the Traveller’s will be endangered by the participation in the Trip. In this case the Traveller is not entitled to reimbursement of the costs, and he must also cover all his expenses of returning home from the Trip himself. The Tour operator is to no extent responsible for the Traveller’s state of health, nor for the eventual deterioration of it or putting it in jeopardy.

The Traveller must immediately inform the Tour operator in case the Traveller discovers a defect during the Trip. If the Tour operator does not rectify the situation during the Trip, a complaint and an eventual claim for damages must be made to the Tour operator in writing and within a reasonable time after discovering the defect. The complaint must, however, be made seven (7) days after the finish of the Trip at the latest.

The Tour operator’s accumulated liability to pay damages, according to the contract, is in all cases restricted to a sum equivalent to three times the total cost of the Trip. This restriction does not, however, apply to an injury to person or an injury caused intentionally or through negligence.

8. Tour Operator’s right of cancellation

The Tour operator has the right to cancel the Trip if there are not enough registered Travellers by the registration due date. The Tour Operator will inform the Traveller of the cancellation of the Trip without undue delay after the aforementioned due date.

If it should come to that, the Tour operator has the right to cancel the Trip if factors beyond the Tour operator’s influence prevent the Tour operator from realising the Trip in the agreed manner. The Tour operator is entitled to cancel the trip due to, for example, an act of war, a natural disaster, a strike or other similar situation in the destination or its vicinity, and it is therefore considerably more difficult for the Tour operator to realise the Trip without endangering the Traveller’s life or health. The Tour operator will inform the Traveller of a cancellation based on the grounds mentioned in this paragraph without undue delay before the beginning of the Trip.

The Tour operator will in the aforementioned situation refund any payments made by the Traveller without undue delay and within fourteen (14) days after the cancellation of the Trip at the latest.

In addition to the limitation of liability in Section 7 above, the Tour operator is to no extent liable for any damages caused by factors beyond the Tour operator’s influence, such as an act of war, rebellion, internal unrest, prohibited entry into Finland, natural disaster, exceptional weather, strike or other labour conflict, fire, interruption of public transport or energy supply, or any other force majeure.

The Tour operator is also not liable for damages caused by misspelling or technical defects in the travel terms, travel contract or on the Tour operator’s website.

9. Traveller’s right of cancellation

The Traveller must without undue delay inform the Tour operator of cancellation of the travel contract due to illness, for example. If the Traveller cancels the travel contract, the Tour operator will charge the Traveller an appropriate and justified cancellation fee.

The cancellation fee is equivalent of the total price of the Trip, minus the eventual cost savings from the cancellation of the travel contract and the revenue from the alternative use of the travel service. The Traveller is aware of the fact that the Tour operator will suffer irreversible and irretrievable costs immediately after the cancellation of a binding registration.

If requested, the Tour operator will give grounds for the cancellation fee. The Tour operator will deduct the cancellation fee from the eventual refund.

10. Changes to the Trip

The Tour operator may, if necessary, make changes to the travel arrangements and the Trip which are not defects and do not justify a cancellation of the travel contract or any refunds. Changes can be made provided that the Trip is not significantly altered as a whole. For instance changes due to weather conditions or other necessary changes in the travel plan, routes, schedules, accommodation, transportations or other practical arrangements, are not considered defects or changes that entitle the Traveller to cancellation of the travel contract or compensation.

The Tour operator will inform the Traveller of making such changes as described above without undue delay. The Traveller is, despite the changes, liable to pay the price of the Trip and any other eventual costs in full which have been agreed upon.

The Tour operator must be notified of the assignment of the travel package or change of traveller information no later than seven (7) days before the start of the Trip. The Tour operator will charge a fee for the necessary actions caused by the assignment or change. The fee is one hundred (100) euros unless notified otherwise.

11. Legislation and settlement of complaints

The travel contract is subject to Finnish legislation, apart from its regulations stipulating the use of foreign law. Eventual disputes concerning the travel contract will primarily be attempted to solve by negotiation between the Tour operator and the Traveller. If the dispute cannot be resolved by negotiation, the consumer can turn to the consumer complaint board. Prior to taking the dispute to the consumer complaint board, the consumer is to consult the consumer rights advisors. The consumer can also take the matter to his local court of justice to be resolved. If the Traveller is not a consumer, the dispute will be resolved in District Court of Helsinki as the first instance.