Terms and conditions
TERMS AND CONDITIONS FOR BOOKINGS TO NY-ÅLESUND
Booking Confirmation
A booking is considered accepted by both parties once the customer receives the booking confirmation from Kings Bay, unless the customer immediately provides written notice of any errors in the reservation.
Invoice Information
If invoice details are missing or incorrect, a correction/change fee of NOK 750 will apply.
Force Majeure & Flights
In the event of flight delays or cancellations due to force majeure (e.g., bad weather, unforseen safety measures), the customer is not entitled compensation from Kings Bay or Lufttransport. Flights must be paid for even if the customer chooses alternative transport in such circumstances. Kings Bay strongly recommends that customers arrange appropriate travel insurance.
Cancellations
Bookings made through RiS must be cancelled directly in RiS. A cancellation is not valid until this is completed in RiS.
Cancellations
Changes to booked services (such as flight, stay, travel, and equipment/facilities) less than 22 days prior to travel date are considered a cancellation and charged in accordance with the cancellation policy.
Our cancellation terms differ for single bookings and group bookings. Please refer to the rules listed in the columns to the right for full details.
Individual Booking
(1 – 5 people)
Cancellations …
22 days or more prior to arrival: no charges apply
21-8 days prior to arrival: a 50% charge of planned stay, travel, booked equipment and facilities applies
7 days or less prior to arrival: a 100% charge of planned stay, travel, booked equipment and facilities applies
Group Booking
(6 people or more)
Cancellations …
60 days or more prior to arrival: no charges apply
60-30 days prior to arrival: a 50% charge of planned stay, travel, booked equipment and facilities applies
30 days or less prior to arrival: a 100% charge of planned stay, travel, booked equipment and facilities applies
Group Booking
Requirements
A list of names and room designations for all participants must be sent to Kings Bay at least 30 days prior to arrival.
Any allergies/special dietary requirements for participants must be included in the list.
Changes
A fee applies to each change made to a confirmed booking:
Individual bookings: 250 NOK
Group bookings: 500 NOK
In case of significant changes, Kings Bay staff hours will be charged to cover the extra work required. If so, the customer will be informed.
CHEMICAL AND GAS ORDERs
Chemical and Gas Orders
All chemicals and gases will be shipped by boat. Boat shipments arrive approximately every 8–10 weeks. Therefore, please plan accordingly and place orders early. Kings Bay cannot guarantee that chemicals will arrive on time and is not held responsible for items lost or delayed during shipment. The research project will still be invoiced for chemical- and gas orders placed. Please be aware, that gas bottles will be subject to a daily rent. Due to safety reasons, chemicals will be stored in Kings Bay chemical storage free of charge for the duration of the project. Disposal of the chemicals or exctended storage needs to be arranged with the Kings Bay lab manager before the end of your stay. Disposal of chemicals and gases are invoiced according to your given information in RiS.
MARINE LAB AND VEKSTHUSET
Scientists are billed by day (24 hours) and per person for use of the Marine Lab and Veksthuset Lab. The dates in the RiS booking will act as a reference for the billing information. If the day use during the work period deviates from the RiS booking, this should be clarified with the Lab Manager prior to departure.
If researchers wish to delay the start of their lab usage, general terms and conditions apply. The end date is flexible and can be changed by a maximum of +/- 3 days with an administrative fee of 750 NOK prior off notice. Lab time extensions will depend on the schedule and the Lab Manager’s decision. It is the responsibility of the researcher to clarify dates and billing information with the Lab Manager prior to departure, especially when the usage deviates from the RiS booking.
In case a laboratory is not cleaned sufficiently at the end of the stay, the minimum cleaning fee will be four Kings Bay staff hours.
USER AGREEMENT LABS
The User Agreement is part of the HSE work and quality assurance for all work done in the Marine Laboratory and Veksthuset.
Please familiarize yourself with the relevant documents before working in our labs:
00 Kings Bay user agreement main document (PDF)
01 General introduction to your stay and safety rules in the Kings Bay Laboratories (PDF)
02 Working with hazardous substances guidelines and regulations for the work with chemicals, gases, and radioactive isotopes (PDF)
03 Temperature rooms and water tank rooms guidelines and regulations (PDF)
04 Isotope lab user guide (PDF)
05a Guidelines for management of waste and hazardous waste in Ny-Ålesund (PDF)
05b Form for chemical waste for researchers (.xls)
06 Cleaning procedures non-pandemic (PDF)
07 Emergency contacts (PDF)
08 Standard operating procedure and risk assessment (PDF)
09 Template risk assessment (.xls)
10 Template standard operating procedure (.doc)
11 KB Dive locker (PDF)
MS TEISTEN
Work on MS Teisten begins when the Captain begins to prepare for the trip and ends when the equipment is fully unloaded, and the researchers have left the boat. Half hours are charged as full hours. The captain’s log of actual use is the basis for billing, not the RiS booking. Bookings made in RiS are subject to change due to inclement weather. In the case of schedule changes all parties will be coordinated and appropriately rescheduled by the Departmental Engineer and the Captain. Requests in the RiS booking should be as specific as possible with respect to dates and times of use. Please plan your work ahead of time so that your estimate of time usage is as accurate as possible. Kings Bay AS recognizes that work may proceed more quickly or slowly due to weather conditions and equipment functionality, and is therefore more flexible with respect to cancellations. Cancellations of up to 12 hours of usage will not be charged. Any cancellations above the 12 hour limit will be charged at 50%.