Terms of Travel

The trip is subject to the general terms of the Swedish Travel Agent Association (SRF) agreed within the industry on June 28, 2018 (revised May 20, 2021) and the organizer's special terms, which are stated below. Epic Trails' special terms are indicated in italic text.

The tour operator has the right to apply special terms that deviate from the general terms, if the application of special terms is justified by the special character of the trip, special provisions regarding the mode of transport (such as booking and sales conditions for scheduled flights), differing accommodation conditions due to the special character of the trip, or special circumstances at the destination. The special terms may not conflict with the Package Travel Act to the disadvantage of the traveler.
The general and special terms are part of the agreement.

1.    THE AGREEMENT

1.1    The agreement becomes binding for the parties when the organizer has confirmed the traveler's order in writing, unless otherwise agreed. The organizer shall confirm the traveler's order without delay. The right of withdrawal does not apply to package travel agreements.

1.2    The main traveler is the person in whose name the agreement has been made. The main traveler is listed first in the travel documents or otherwise clearly indicated. The main traveler is responsible for payment under the agreement. All changes and any cancellation must be made by the main traveler. Exceptions may be made if the main traveler becomes seriously ill and is unable to carry out the change or cancellation. The main traveler is responsible for providing the organizer with correct booking information for other travelers covered by the agreement. Any refund is made to the main traveler.

1.3    If the traveler is under 18 years of age and traveling without a guardian, this must be stated at the time of booking. Certain trips may require an age limit higher than 18 years. Information is provided at the time of booking.

1.4     The times for departure and return in the booking confirmation are preliminary. The organizer shall, as soon as possible and if possible no later than 20 days before departure, specify the departure times that will apply to the trip.

1.5    The organizer shall provide general information about what applies regarding passports and visas.

1.6    The organizer shall provide general information about health regulations for the destination.

1.7    A connecting trip or special arrangement is included in the package travel agreement only if these were booked together and at the same time as the services included in the package trip, or if they were sold together with other services for a total price.

1.8    Any wishes or special services requested by the traveler are included in the agreement only if these have been expressly confirmed in writing by the organizer.

1.9    The traveler is obliged to check the booking confirmation/travel documents as soon as they are received and that all information is correct, including that names are correctly spelled and match the passport. Any errors must be reported as soon as possible. The organizer reserves the right to charge a fee corresponding to the actual cost of correcting incorrect information, together with reasonable compensation for the additional work that the correction entails. If the error is due to the organizer or someone hired by them, the correction shall be made free of charge to the traveler.

1.10    The main traveler shall immediately notify the organizer of any changes to address, email address, phone number, or other information relevant to the organizer's ability to contact the traveler.

1.11    For certain trips, a minimum number of participants is required for the trip to be carried out. The traveler shall in such case receive clear information about this no later than at the time of booking.

1.12    If flight tickets are part of the package trip, these must be used in the correct order. The traveler may therefore not use only a return ticket when both outbound and return have been booked, or only part of a flight route. If the ticket is not used from the start, the remaining parts will be cancelled.

Flight information (airports, airlines, times, flight numbers, etc.) is preliminary until the ticket has been issued.
If you book your own flight/connection to the trip's starting point, we are not responsible if it no longer fits should the trip need to be changed or cancelled.

2.    PRICE AND PAYMENT

2.1    The price must be stated in such a way that the total price of the trip is clearly shown. The price must include all services included in the agreement, as well as mandatory surcharges, taxes, and fees.

2.2    The traveler must pay the trip's price no later than the time specified in the agreement.

Final payment must reach us no later than 40 days before the departure date. Other deadlines may apply due to stricter supplier terms.

2.3    The organizer may, in connection with the booking confirmation, charge an initial partial payment (registration fee). The registration fee must be reasonable in relation to the trip's price and other circumstances.

The registration fee is 20% of the trip's price and must reach us no later than 7 days from the booking confirmation. If the booking is made later than 40 days before departure, the entire trip must be paid immediately.
Due to stricter supplier terms on certain trips, the registration fee must be paid earlier or before we begin booking the content of the trip, and is non-refundable if the trip can be confirmed.

2.4    If the traveler does not pay the trip's price in accordance with the agreement, the organizer has the right to cancel the agreement and charge reasonable compensation.

2.5    Unless otherwise expressly stated, the trip's price is based on accommodation for two people in a shared double room. In the case of accommodation for only one person in a double room or larger room intended for more than one occupant, the organizer has the right to charge an additional fee.

If you have booked a shared room and no other traveler is available to share with, you will be charged a supplement for a single room shortly before departure. This does not constitute valid grounds for terminating the agreement.

2.6    The organizer is further obliged to inform the traveler of any costs that may be added.

3.    THE TRAVELER'S RIGHT TO CHANGE AND CANCEL

3.1    The traveler has the right to change the agreement if the organizer permits this. Changes to the agreement may result in additional costs for the traveler from the organizer or another party.

3.2    The traveler has the right to cancel the trip. The organizer reserves the right to claim compensation from the traveler for the costs incurred by the organizer as a result of the cancellation. The organizer may set reasonable standardized cancellation fees based on the time of cancellation. If the organizer has not set any standardized cancellation fees, the organizer is entitled to a reasonable cancellation fee.

Cancellation must be made in writing by email. Non-payment does not count as cancellation.
Cancellation fees:
•    More than 40 days before departure: the registration fee
•    40-15 days before departure: 50% of the trip's price
•    14-0 days before departure: 100% of the trip's price
The full price of an individually booked flight ticket will be charged upon cancellation, in addition to the above share for the land arrangement.
Other deadlines may apply due to stricter supplier terms.
For bookings made up to and including August 31, 2025, other cancellation rules apply. These are stated at the very bottom.

4.    THE TRAVELER'S RIGHT TO TRANSFER THE AGREEMENT

4.1    The traveler may transfer the agreement to someone who meets all the conditions to participate in the trip. Such a condition may, for example, be that a transport company or another party hired by the organizer, in accordance with applicable rules, must accept the change of traveler. The traveler must notify the organizer or retailer of the transfer within a reasonable time before departure. Notification made no later than seven days before departure is always considered to have been made in reasonable time.

4.2    The organizer may charge a reasonable fee for the transfer. The fee may not exceed the costs incurred by the organizer as a result of the transfer. The organizer shall show how the cost was calculated.

4.3    The transferor and the transferee are jointly and severally liable to the organizer or retailer for everything remaining to be paid for the trip and for the additional costs incurred by the transfer.

5.    CHANGES BEFORE DEPARTURE

5.1    Changes to the terms of the agreement
The organizer has the right to make changes to the agreement provided that the organizer informs the traveler of the change in a clear, comprehensible, and clear manner on a durable medium. If the change is insignificant, such as minor changes to flight times, the traveler is not entitled to a price reduction or damages. In the event of significant changes to the trip, the traveler shall, if possible, be offered an alternative trip or the right to terminate the agreement without a cancellation fee.

5.2    Price changes
5.2.1     The organizer may increase the price of the trip if the increase is due to changes in fuel costs, taxes and public fees, or exchange rates.
5.2.2     The trip's price may be increased by an amount corresponding to the traveler's share of the cost increase incurred by the organizer. The right to a price increase exists only if the total cost increase exceeds SEK 100 per booking.
5.2.3     The trip's price shall be reduced if the organizer's costs, for reasons stated above, decrease by a total of at least SEK 100 per booking. The organizer may, when reducing the price, deduct actual administrative costs.
5.2.4     The organizer shall notify the traveler of price changes as soon as possible. The notification must include a justification for the change and a calculation.
5.2.5     The price may not be increased, and does not need to be reduced, during the last 20 days before the agreed departure date.
5.2.6     The organizer may, in its special terms, waive the right to increase the price under 5.2.1. In that case, the organizer also does not need to reduce the price under 5.2.3.

5.3    The traveler's right to terminate the agreement without a cancellation fee
5.3.1     If the traveler wishes to terminate the agreement due to a significant change, e.g. if the price is increased by more than 8% of the package trip's total price, the traveler must notify the organizer that the agreement is being terminated within a reasonable period specified by the tour operator from when the organizer informed the traveler of the change. If the traveler does not do so, the traveler becomes bound by the new agreement.
5.3.2     If the package travel agreement is terminated, the organizer shall, without undue delay and no later than 14 days after the agreement was terminated, refund the entire price of the trip.

5.4    The organizer's and traveler's right to terminate the agreement in the event of unavoidable and extraordinary circumstances
5.4.1     Both the organizer and the traveler have the right to terminate the agreement if the implementation of the package trip or the transport of passengers to the destination is significantly affected by unavoidable and extraordinary circumstances at the destination or in its immediate vicinity. Unavoidable and extraordinary circumstances refer to, for example, serious security problems such as war, terrorism, outbreak of serious illness, or natural disasters. In such cases, the traveler has the right to terminate the agreement without paying any cancellation fee. If the organizer terminates the agreement in accordance with this point, the traveler is not entitled to damages. In such cases, the traveler is entitled to a full refund in the manner set out in 5.3.2.
5.4.2     The traveler does not have the right to terminate the agreement if the unavoidable and extraordinary circumstances were generally known at the time the agreement was concluded.
5.4.3     To determine whether the circumstance is of such a serious nature as stated above, expert Swedish or international authorities shall be consulted. From 14 days before departure, a valid travel advisory from the Swedish Ministry for Foreign Affairs constitutes grounds for termination if the advisory covers the time of the traveler's trip. A valid travel advisory from the Swedish Ministry for Foreign Affairs shall also be considered grounds for termination if it is otherwise clear that the circumstances underlying the advisory affect or will affect the destination at the time of the traveler's trip.

6.    THE ORGANIZER'S RESPONSIBILITY FOR THE PERFORMANCE OF THE PACKAGE TRIP

6.1    Deficient performance
If a travel service is not performed in accordance with the agreement, the organizer shall remedy the defect within a reasonable time. However, the organizer is not obliged to remedy the defect if it is impossible or if the remedy would entail disproportionate costs. If the organizer does not remedy the defect, the traveler may be entitled to a price reduction and damages.

6.2    Significant defects
6.2.1     If, after departure, a significant part of the agreed services cannot be provided, the organizer shall, if possible, arrange equivalent or at least equivalent alternatives at no extra cost to the traveler. If the organizer cannot offer this, the organizer may offer alternatives of lower quality combined with a reasonable price reduction. The traveler may only reject such alternatives if they cannot be considered comparable to those that would have been provided under the agreement, or if the offered price reduction cannot be considered reasonable.
6.2.2     If the organizer cannot offer any alternative, or if the traveler has the right to reject such alternatives under 6.2.1, the traveler may be entitled to a price reduction and damages.
6.2.3     In the event of a defect that significantly affects the performance of the package trip and which the organizer has not remedied within a reasonable time, the traveler may terminate the agreement and may also be entitled to a price reduction and damages.
Defects and changes affecting less than 25% of the trip's content are not considered significant.
6.2.4     If the organizer cannot offer any alternative, or if the traveler has the right to reject such alternatives under 6.2.1, or if the traveler has terminated the agreement under 6.2.3, the traveler is entitled to equivalent transport home without undue delay and at no extra cost, if the package trip includes transport and the traveler is at the destination.

7.    PRICE REDUCTIONS AND DAMAGES

7.1    No price reduction is given if the organizer can show that the defect is due to the traveler.

7.2    The traveler is not entitled to damages if the organizer shows that the defect is due to the traveler or to a third party unrelated to the provision of travel services included in the package trip, or if the defect is due to unavoidable and extraordinary circumstances.

7.3    If the defect is due to someone hired by the organizer, the organizer is free from liability for damages under these travel terms only if the party hired by the organizer would also be free under that provision. The same applies if the defect is due to someone else at an earlier stage.

7.4    The right to damages due to the organizer having cancelled the trip does not exist if the organizer shows that fewer people than a minimum number specified in the agreement have registered for the trip, and the traveler is notified in writing within a period specified in the agreement that the trip has been cancelled.
Notification that a trip is cancelled must be given no later than
•    20 days before departure if the trip lasts longer than 6 days
•    7 days before departure if the trip lasts between 2 and 6 days
•    48 hours before departure if the trip lasts less than 2 days
We may cancel the trip if the number of participants falls below ten.

7.5    Damages under these terms include compensation for pure financial loss, personal injury, and property damage. The traveler is obliged to limit the damage as far as possible.

7.6    Unless another limitation follows from the Package Travel Act or other mandatory legislation, the organizer's liability for damage is limited to three times the price of the package trip. However, this limitation does not apply to personal injury or damage caused intentionally or through negligence.

8.    COMPLAINTS

8.1    The traveler may only invoke defects in the agreed services if, within a reasonable time after noticing or should have noticed the defect, they notify the organizer or retailer of the defect. This should be done as soon as possible and, if possible, at the destination. When determining any price reduction or compensation for damages, the time at which the traveler complained will be taken into account, if such notification would have meant that the organizer could have remedied the defect.

8.2    Notwithstanding point 8.1, the traveler may invoke defects if the organizer or retailer has acted with gross negligence or in bad faith.

9.    THE TRAVELER'S RESPONSIBILITY DURING THE TRIP

9.1    The organizer's instructions
The traveler is obliged to follow the instructions for the implementation of the trip given by the tour guide or by another person hired by the organizer. The traveler is obliged to respect the rules of conduct that apply to the trip and at the destination, and to behave in such a way that fellow travelers or others are not disturbed. If the traveler significantly breaches this, the organizer may cancel the agreement without the traveler being entitled to compensation or refund.

It is the traveler's responsibility to choose a trip that suits their physical and mental ability. If the trip must be interrupted due to insufficient ability or health, the organizer is not liable for additional costs or price reductions, but refers to the traveler's own travel insurance.

9.2    The traveler's liability for damage
The traveler is liable for any damages resulting from damage that the traveler causes to the organizer through negligence.
The traveler is liable for compensation directly to the supplier for damage and theft resulting from negligence (for example but not limited to means of transport, accommodation, borrowed or rented equipment such as bicycles).

9.3    The traveler's responsibility for formalities
9.3.1    The traveler is personally responsible for observing the necessary formalities for the implementation of the trip, such as holding a valid passport, visa, vaccinations, and insurance.
9.3.2    The traveler must have completed check-in for all transport services included in the package trip in accordance with the itinerary or other instructions from the organizer or carrier.
9.3.3    The traveler is personally responsible for all costs arising from deficiencies in the aforementioned formalities, such as transport home due to lack of passport, unless the deficiencies were caused by incorrect information from the organizer or retailer.
9.3.4    The traveler is responsible for reviewing information provided by the organizer.

9.4 Deviating from the arrangement
A traveler who, after the trip has begun, deviates from the arrangement is obliged to notify the organizer or their representative of this.

10.    THE ORGANIZER'S OBLIGATION TO PROVIDE ASSISTANCE

If the traveler is in difficulty during the trip, the organizer is obliged to provide appropriate assistance without undue delay. Such assistance may, for example, include information about health and medical services, local authorities, and consular support. The organizer has the right to charge a reasonable fee for such assistance if the situation was caused intentionally or through negligence on the part of the traveler.

11. DISPUTE RESOLUTION
The parties should try to resolve disputes concerning the interpretation or application of the agreement on their own. If the parties cannot agree, the dispute may be examined by the National Board for Consumer Disputes (ARN), Box 174, 101 23 Stockholm, www.arn.se, or by a general court. A dispute may also be examined via the EU Commission's online platform: http://ec.europa.eu/odr.