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 and Changes
Bookings made through RiS must be cancelled or changed directly in RiS. A cancellation is not valid until this is completed in RiS. For cancellation and change fees, see under.
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.
Change Fee Policy
A change fee applies for modifications made to confirmed bookings. The fee covers administrative costs related to processing changes and will be added in the event of adjustments to the following:
- Name changes
- Change of participant type (e.g. student, scientist)
- Modifications to booked items, services or facilities
- Additional check-in/out
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.
Laboratories and shared reserach infrastructure
Terms & conditions Kings Bay Laboratories
See the Kings Bay Laboratories Terms & Conditions here.
FORMS TO DOWNLOAD
Please familiarize yourself with the relevant documents before working in our labs:
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)
05 Guidelines for management of waste and hazardous waste in Ny-Ålesund (PDF)
06 Cleaning procedures non-pandemic (PDF)
07 Emergency contacts (PDF)
08 Standard operating procedure and risk assessment (PDF)
Chemical waste form for researchers
Risk Assessment template Kings Bay
Standard Operating Prosedure (SOP) template
KB Dive locker (PDF)