Terms and conditions
TERMS AND CONDITIONS FOR BOOKINGS TO NY-ÅLESUND
Changes and extra work
Individual bookings: No charges apply for changes made prior to 22 days of arrival. Any changes made less than 22 days prior to, or after arrival, is assessed a charge of 250 NOK per change. In case of significant changes, Kings Bay will charge per hour of work to facilitate the changes. Kings Bay will inform the customer about the cost before making the changes.
– In case of cancellation more than 22 days prior to arrival, no charges apply.
– In case of cancellation 21-8 days prior to arrival, the customer will be charged 50% of planned stay, travel, and booked equipment and facilities.
– In case of cancellation within 7 days of arrival, the customer will be charged 100% of planned stay, travel, and booked equipment and facilities.
Groups (6 people or more)
– In case of cancellation more than 120 days prior to arrival, no charges apply.
– In case of cancellation 120–60 days prior to arrival, 50% charge of planned stay, travel, and booked equipment and facilities.
– In case of cancellation within 60 days prior to arrival, 100% charge of the planned stay, travel, and booked equipment and facilities.
Special terms for groups
– A list of names and room designations for all participants must be sent to Kings Bay at least 60 days prior to arrival. Any allergies/special dietary needs participants may have must be included in the list.
– If the group requires individual invoicing, a fee of 350 NOK will be added to each invoice.
Changes and extra work
Groups: No charge if changes are made prior to 60 days before arrival. If changes occur less than 60 days prior to arrival, a charge of 500 NOK per change apply. In case of significant changes, Kings Bay will charge per hour of work to facilitate the changes. Kings Bay will inform the customer about the cost before making the changes.
CHEMICAL AND GAS ORDERING
All chemical orders need to be placed well in advance of planned use. Kings Bay cannot guarantee that chemicals will arrive on time and is not held responsible for items lost or delayed during shipment.
You will find a more detailed description of the ordering process and related questions as e.g. substitution in the document “02 Working with hazardous substances guidelines and regulations for the work with chemicals, gases, and radioactive isotopes”.
Except for medical oxygen, all gas will be shipped by boat. Boat shipments arrive approximately at least every 8–10 weeks. Therefore, please plan accordingly and place orders early. Usually an order should be placed at the latest two weeks before the boat, M/S Norbjørn, leaves Tromsø. Please be aware, that gas bottles will be subject to a daily rent.
Like for chemicals, the gas order is placed through RiS. We need the following information:
- Type of gas
- Type of connection (e.g. click-on or industrial)
- Type of regulator needed (in case you do not bring your own regulator)
- Amount, e.g. 4 x 5 l
- Type of bottle (in case you have preferences)
Examples: Balloon Helium 200 bar, 4 x 50 l OR Propane, Household, Steel, 11 kg
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 Departmental Engineer prior to departure and the dates should be written in the «Kings Bay user agreement main document» before you leave.
The in-lab start date will not be changed unless there have been issues with transport to Ny-Ålesund. If researchers wish to delay the start of their lab usage, the same conditions apply as for other. This means e.g. for individual bookings (0% charge for a cancellation more than 22 days before arrival, 50% charge for 21–8 days of notice, 100% charge for 7 days or less notice). The end date is flexible and can be changed by a maximum of +/- 5 days without prior notice. Any cancellations of more than 5 days must be made in accordance with the aforementioned conditions. Extensions of lab time will be schedule dependent and up to the discretion of the Departmental Engineer. It is the responsibility of the researcher to clarify dates and billing information with the Department Engineer 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)
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%.
When the customer receives the booking confirmation from Kings Bay it is considered accepted by both parties, unless the customer immediately sends Kings Bay a written notification about errors in the reservation.
A fee of 150 NOK is added to invoices sent outside of Norway. A fee of 75 NOK will be added to invoices sent within Norway. In case the invoice address information is missing/wrong a fee of NOK 250 for correcting/change will be added.
A fee of 350 NOK will be added on each reminder on invoices not paid by due date.
Bookings made through RiS must be cancelled through RiS. Cancellations are not valid until this has been done. Only cancellations made in writing are valid.
In case of flight delays or cancellations due to force majeure (bad weather, unforeseen safety measures etc.) the customer is not entitled to any compensation from Kings Bay or Lufttransport. In case of bad weather or other force majeure the planned flight must be paid by the customer even if the customer decides to travel with an alternative form of transport. Kings Bay encourages its customers to have travel insurance.