Booking Terms
These terms apply for all bookings & services of Lapland Boutique Resorts (Ruka Safaris, Iisakki Village & Oivanki Resort), later in these terms known as services. The price and services offered and delivered by Lapland Boutique resorts under these Terms & Conditions for all services are set out in the descriptions of each service. The given prices include VAT according to the taxation laws and regulations of Finland. Lapland Boutique Resorts reserves the right to change the prices in any unforeseen increases in costs (including but not limited to taxes, fuel prices etc.) beyond the control of Lapland Boutique resorts. .
1. Ruka Safaris Ltd. Accommodation booking terms
The following terms apply to all accommodation reservations in Iisakki Village and Oivanki resort. Client accepts these terms when confirming the reservation. Lapland Boutique Resorts reserves the right to alternations. Booker needs to be at least 18 yrs (in Luppolinna and Oivanki Resort 22 yrs.). Minors travelling without guardians should have written consent from the parent, which must be submitted to the accommodation provider before the trip.
Reservation and payment:
Client books the service(s) in online portal, by email or by phone for the period he/she wants. When booking from online portal 100 % of the booking value is to be paid upon booking process. After the succeeded payment client will receive a confirmation. When booking is made by email or phone, deposit invoice of 30 % will be sent. Remaining part (70%) of the payment will be due 45 days prior to the first event of the reservation. Booking will be confirmed when the deposit payment is paid. Final invoice will due when free cancellation time is due.
Maximum number of clients in each accommodation can’t exceed the informed capacity of the accommodation. Final cleaning is included in the price, but you are expected to leave the accommodation to its standard order and tidiness: furniture and other equipment in their place and in one piece, garbage disposed, and dishes washed up. If the accommodation needs extra cleaning or anything has been damaged, an extra fee will be charged according to the true costs and the minimum charge is 300 €. Smoking is prohibited indoors in all accommodations. If smoked indoors extra fine will be charged according to the true cleaning costs and the minimum charge is 300 €.
Pets are allowed only to accommodations mentioned on the websites.
Client booking Luppolinna Lodge or Oivanki Resort lodges (Aurora, Saaga 1&2, Singer, Junga and Pikku-Junga) needs to be at least 22-years old. Tents and caravans or use of rental equipment (such as hot tub) are not permitted on the yard of cottage/apartment.
Cancellations:
All cancellations must be done in writing (e-mail). Leaving the invoice unpaid will not be considered as a cancellation. Cancellation takes effect when the information arrives to Lapland Boutique Resorts (Ruka Safaris sales office) in written. If the client changes the reservation to another cottage/apartment or to another period, this will be considered as a cancellation and a new reservation. Client is obliged to take care of necessary travel documents, such as visa if needed, in time. If the reservation is cancelled due to inappropriate documents cancellation terms will take place in all cases.
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CANCELLATION TERMS SUMMER SEASON
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CANCELLATION TERMS WINTER SEASON |
CANCELLATION FEE AFTER CANCELLATION PERIOD |
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Iisakki Glass Village Wilderness Hotel Papin Talo, Papin Talo Apartments, Iisakki Guest House |
Free cancellation up to 30 days prior to arrival |
Free cancellation up to 45 days prior to arrival |
In all cancellations office fee 50 € will be withheld. After free cancellation time has due 100% of the booking value will be withheld. |
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Lumo Lakeside Lodges, Iisakin Portti A & B, |
Free cancellation up to 30 days prior to arrival |
Free cancellation up to 60 days prior to arrival |
In all cancellations office fee 50 € will be withheld. After free cancellation time has due 100% of the booking value will be withheld. |
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Luppolinna |
Free cancellation up to 60 days prior to arrival |
Free cancellation up to 120 days prior to arrival |
In all cancellations office fee 50 € will be withheld. After free cancellation time has due 100% of the booking value will be withheld. |
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Kesäaitta, Luhtiaitta, Tonttula |
Free cancellation up to 30 days prior to arrival |
Accommodations not available in winter |
In all cancellations office fee 50 € will be withheld. After free cancellation time has due 100% of the booking value will be withheld. |
Lapland Boutique Resorts’ right to cancel or change a reservation: Lapland Boutique Resorts can cancel the reservation without notice if the reservation is not paid by the due date. In case that the deposit and office fees are paid but not the total rent we have right to keep the deposit and office fees. In force majeure cases Lapland Boutique Resorts can cancel the reservation. In this case all payments will be refunded to the client.
Check-in, check-out, keys and stay at the cottage: Iisakki Village has reception (please check the current and valid opening hours from the website), and client will receive keys upon check-in at the reception. If client arrives outside of our opening hours, client needs to contact reception upon opening hours to agree about the check-in and keys. Please note that sometimes also SMS about key box codes can be sent to client prior to arrival. In wintertime at Oivanki Resort the resort team will check-in clients at agreed arrival time. Please inform us your arrival time. In summertime at Oivanki Resort team will inform the client on the same day of reservation about the key and keybox code. If client loses the key(s) we will charge the costs of changing the locks. When client locks themselves out of the room (leave the key inside) there is charge starting from 120 € per opening. Check-in time is 4 p.m. at the arrival day and check–out time is at 11 a.m. on the day of departure. Cabins/Apartments have a set of dishes for number of a capacity of the accommodation place. During the stay client cleans by him/herself. All cottages/apartments are non-smoking. If there appears extra cleaning or laundry which are not included to the normal final cleaning in the apartment/cottage Ruka Safaris keeps the right to charge min 200 € of extra cleaning. Pets are allowed in Alinan Tupa with extra fee of 50 €/stay. Ruka Safaris will need the information of pets beforehand. Pets which are not informed beforehand we charge 100 €. If there are fireplace in the cottage / apartment a starter set of firewood is included. Extra firewood will be sold at our reception. Please notice that fireplace is not the heating system in the cottage. More people than informed to Lapland Boutique Resorts, and the max capacity of the cottage/apartment, cannot stay in the accommodation. Tents and caravans or use of rental equipment (such as hot tub) are not permitted on the yard of cottage/apartment.
Damage & complaints : Client is obliged to cover all damage caused to the cottage/apartment during the rental period. Complaints regarding the cottage/apartment must be addressed to Lapland Boutique Resorts right after they are noticed so that we can fix them soon as possible. Complaints informed after visit are not justified to any refunds.
2. Booking terms for activities (weekly program & group program)
The following terms and conditions shall be applied for Weekly Safaris offered and delivered during all seasons by Ruka Safaris thru its Weekly Safari Programs in Ruka – Kuusamo and its surroundings. Reservation for weekly programs can be made by email, by phone or by Ruka Safaris’ webstore. Weekly programs are open departures and are implemented when there are at least four people registered. Booking is considered as confirmed when client has paid the reservation and confirmation from Ruka Safaris’ has been received. Payment options will be presented in our webstore, or in case of reservations made by phone/email or on spot, during the booking process.
Reservations for group programs can be made by email or by phone from Ruka Safaris sales office (sales@rukasafaris.fi / +358 8 8521610). Group programs are private programs for groups of minimum 8 adults. Booking is considered as confirmed when client has paid a 30% deposit which is due 7 days after the reservation is made. Remaining part (70%) of the payment will be due 45 days prior to the first event of the reservation. Payment options will be presented during the booking process.
Programs and prices: Programs and prices are presented in product descriptions in our web shop/brochures. All our prices include VAT. Safaris are operated subject to prevailing weather conditions which are beyond our control. We keep the right to change the duration and program without advance notification for clients best. Ruka Safaris also reserves the right to interrupt the program for an individual if he/she is estimated to be a danger to themselves or others.
Weekly program cancellation terms: In all cancellations, office fee 50 € will be withheld. You may cancel the weekly program booking free of charge until 21 days before the date of the program (except office fee). If you cancel the program 20 days or less to the start of the program, we will charge 100 % from the value of the order. Ruka Safaris has right to cancel weekly program departures if the minimum of 4 participants will not be reached. In this case client will be refunded 100 % of the payment within 14 days.
Group program cancellation terms: In all cancellations office fee 50 € will be withheld. Cancellations for groups of 8-16 persons: cancellations must happen latest 31 days before the start of the safari to be refundable. Cancellations which happen 30 days or less before the start of the safari are non-refundable. Cancellations for groups of minimum 17 person (or more): cancellations must happen latest 60 days before the start of the safari to be refundable. Cancellations which happen 59 days or less before the start of the safari are non-refundable.
Liability: Ruka Safaris shall exercise pro-activity, contingency, due diligence and appropriate health and safety measures in accordance with the laws and regulations of Finland and Finnish standards of recommended practices of program services at all times when delivering offered services under these terms and conditions.
Liability Insurance: Ruka Safaris and their partners has a valid liability insurance required by law. Ruka Safaris recommends that you also have personal travel insurance and the coverage of it has been checked before the travel.
Motor Liability Insurance: All the coaches or other motorized transport vehicles used in traffic in Finland must have valid Motor Liability Insurance. Compensation for damages or injury resulting from a road accident shall be covered by the valid Motor Liability Insurance of the vehicle that caused the accident. Under the provisions, any person suffering bodily injuries is entitled to receive compensation for the cost of medical treatment, pain and suffering, and handicap, in accordance with the terms and conditions of Motor Liability Insurance and laws and regulations of Finland. Compensations are based on tariffs in accordance with laws and regulations of Finland and orders of the Finnish authorities. Damages for property are by law limited up to EUR 3.300.000. But if an injured party has willfully or out of gross negligence caused his/her own injury, the injured party is not entitled to compensation.
Snowmobile programs: All snowmobiles used in safaris are insured as required by Finnish law and the coverage is subject to the above-mentioned Motor Liability Insurance terms and conditions. Safari participants are held liable for damages caused to snowmobiles. The amount of the compulsory deductible expense is 1000 € per driver per snowmobile per incident. Payment is to be paid at the spot in Ruka Safaris safari house by cash or credit card. Snowmobile drivers must be at least 18 years old and have a valid car driving license (or T-license) which is valid in Finland (remember to carry the license with you). Finnish law prohibits driving a snowmobile under the influence of alcohol and drugs. As the safari organizer responsible, Ruka Safaris reserves the right to change the routing, schedules and duration of the excursions if necessary, due to prevailing weather conditions, or if deemed advisable due to safety reasons and the comfort of the participants. Ruka Safaris also reserves the right to discontinue the safari if a participant is seen as a potential danger to him/herself or to others, or is in poor health. If the weather is very cold (-20 C or below), the children will be transferred to venues by car in our snowmobile safaris.
Other Injuries: Ruka Safaris may only be held liable for personal injuries or material damage arising from accidents that have happened during the delivery of the offered services and which are caused by negligence of the Ruka Safaris or its employees or sub-contractors or by the provision of faulty equipment. Ruka Safaris is not liable for any accidental damage or injury which must be indemnified under the travel insurance of a customer. Personal travel insurance is always highly recommended. Program services e.g. snowmobile and husky safaris can be physically demanding and the participants may be exposed to different kinds of physical strain. In case the Consumer is having any illnesses or disabilities (for instance heart disease, asthma, diabetes, epilepsy, back or hip problems) that could affect his/her ability to take part in the services, or if she is pregnant, she/he should prior to participating any services consult medical experts about her/his ability to participate in the service in question. Should the consumer have an illnesses or disability of this nature, he/she acknowledges that he/she participates in the service at his/her own risk.
Pregnant women: Pregnant women are not allowed to participate on snowmobile safaris, husky sledge rides or river floating activity. If the program requires special organization (e.g. additional transport), Ruka Safaris shall not be responsible for the possible extra costs.
Child Policy: For children of age 3-11 years Ruka Safaris will apply special child rates. Please note that minimum age for snowmobiling is 5 years. There are also age limitations for certain longer snowmobile tours and other activities. In snowmobile programs children are to a seat in a sled pulled by a snowmobile driven by the guide. Small children must be accompanied by adult in the sledge. Children over 140 cm in height are allowed to sit on the snowmobile. Please note that different terms and prices apply to husky and reindeer safaris. Ruka Safaris’ keeps the right to change program duration and/or rules regarding children according to weather and other conditions for children safety.
Service languages: Language used for guiding and during all services is English if not otherwise agreed or stated.
Animals: All animals used in the activities (reindeer rides, horse rides and husky rides) are trained as far it is possible for the activity. However, behavior of animals can never be fully predicted and therefore, in order to reduce risks, given safety and other instructions have to be obeyed. Ruka Safaris keeps the right to change program duration/routing if necessary for client and animal safety and wellbeing.
Force Majeure: Neither Party shall be held liable for any default, damage or loss due to a condition force majeure or to unreasonable impairment of the Party’s operations due to a similar cause (including but not limited to war, strike, weather, lack of snow, or other natural condition etc.). If encountered a force majeure condition, the Party shall immediately notify the other Party in writing thereof, and shall keep the other Party fully informed of the continuance of the force majeure condition and of any relevant change of circumstances whilst such force majeure continues. When encountered a force majeure conditions Parties shall also take all reasonable steps available to it to minimize the effects of the force majeure on the performance of their obligations under this contractual relationship.
3. Booking terms for restaurant services
These terms apply to all restaurant reservations made to restaurants Iisakin Talo (Iisakki Village), Kontioluola (Iisakki Village), Ukonkivi (Oivanki resort) or catering services to cottages and wilderness huts (Kelokota, Honkakota).Reservations to restaurants mentioned above can be made from Ruka Safaris sales office or Iisakki Village reception.
Individiual traveler reservations:
Iisakki Village and Oivanki resort offers possibility for breakfast, lunch and dinner. We do not serve a’la carte. Menu will be menu of the day. Special diets are considered when notified in advance upon the booking process.
Cancellations: You can cancel individual meal reservations (maximum 8 persons bookings) free of charge 8 days prior to the reservation (except office fee 50€). Please note we do not refund meal bookings directly to travelers if the booking is made by tour operator or travel agency. Cancellations made 7 or less days before the event are non-refundable.
Group reservations:
Reservation is considered as group reservation when number of travelers is minimum 8 persons. Iisakki Village and Oivanki resort offers possibility for breakfast, lunch and dinner. We do not serve a’la carte. Menu will be menu of the day. Special diets are considered when notified in advance upon the booking process.
For private venues you may also choose tailored menu or choose from our menu choices.
In winter season (21.11. – 31.3.) for private venues the following minimum charges applies:
Iisakin Talo private venue, minimum charge 25 persons
Kontioluola private venue, minimum charge 60 persons
Ukonkivi private venue, minimum charge 60 persons
In summer season (1.4. – 20.11.) for private venues the following minimum charges applies:
Iisakin Talo private venue, minimum charge 10 persons
Kontioluola private venue, minimum charge 25 persons
Ukonkivi private venue, minimum charge 25 persons
Cancellations for groups of 16 (or under) persons: cancellations must happen latest 31 days before the venue to be refundable. Cancellations which happen 30 days or less before the venue are non-refundable.
Cancellations for groups of 17 (or more) persons: cancellations must happen latest 60 days before the venue to be refundable. Cancellations which happen 59 days or less before the venue are non-refundable.