Effective Date: February 26, 2026
This Refund Policy governs all payments made in connection with participation in the SeatoIce 2026 delegation program (the "Program"), organized by SeatoIce ("we," "us," or "our"). By submitting a reservation and making any payment toward the Program, you acknowledge that you have read, understood, and agreed to the terms set forth in this Policy.
All deposit payments made to SeatoIce for delegate participation, delegate guest participation, and tour participation are strictly non-refundable, regardless of the reason for cancellation. This applies to deposits associated with the Reykjavík Delegation Experience (August 18–23, 2026), the Iceland Golden Circle & South Coast Tour (August 23–27, 2026), or both. Deposits represent a commitment of reserved space in a limited-capacity program and serve to offset non-recoverable planning, coordination, and supplier costs incurred by SeatoIce upon confirmation of your reservation.
Payments made in excess of the non-refundable deposit ("Additional Payments") may be eligible for partial or full refund, subject to the timing of cancellation and the refund and cancellation policies of third-party suppliers engaged on your behalf, including but not limited to hotels, transportation providers, and tour operators. SeatoIce will make reasonable best efforts to recover any recoverable funds from third-party suppliers and to pass such recovered amounts to the cancelling participant, less any administrative fees or non-recoverable costs. The recoverability of Additional Payments cannot be guaranteed and is subject to supplier-specific terms, which may vary.
As a general guideline, the closer a cancellation occurs to the Program departure date, the lower the likelihood that Additional Payments will be recoverable. Participants who cancel well in advance of the departure date may have greater opportunity for partial recovery of Additional Payments than those who cancel within the final weeks before travel. SeatoIce will communicate any applicable refund determinations in writing following the processing of a cancellation request and confirmation of supplier responses. We do not guarantee any specific timeline for such determinations, as they are dependent on third-party supplier processes.
Optional discounted airfare arranged through Icelandair or other carriers is subject exclusively to the fare rules and cancellation policies of the issuing airline. SeatoIce has no authority to modify or override airline cancellation and refund policies, and participants assume full responsibility for understanding and complying with the terms applicable to their flight bookings. Similarly, any accommodations, activities, or services booked independently by participants outside of the SeatoIce Program are not subject to this Policy and are governed entirely by the terms of the relevant provider.
In the unlikely event that SeatoIce cancels the Program in its entirety due to circumstances within its control, participants will receive a refund of all amounts paid to SeatoIce, less any non-recoverable costs already incurred. SeatoIce reserves the right to modify the Program's itinerary, activities, venues, or other elements due to circumstances beyond its control, including but not limited to weather, supplier availability, public health considerations, safety concerns, or force majeure events. No refunds shall be issued for itinerary modifications that do not constitute a full cancellation of the Program.
Participants are solely responsible for any costs arising from their decision to cancel, modify, or deviate from the Program itinerary, including but not limited to alternative transportation, independent accommodations, and unrecovered prepaid expenses. SeatoIce strongly recommends that all participants obtain comprehensive travel insurance prior to final payment, including coverage for trip cancellation, trip interruption, medical expenses, evacuation, and other travel-related contingencies. SeatoIce does not provide, arrange, or assume responsibility for travel or evacuation insurance on behalf of participants.
To initiate a cancellation, participants must submit a written cancellation request by email to info@seatoice.com. Cancellations are not considered effective until acknowledged in writing by SeatoIce. Verbal cancellations or requests made through other channels will not be accepted. The date of SeatoIce's written acknowledgment shall serve as the official cancellation date for purposes of determining refund eligibility.
Questions regarding this Refund Policy may be directed to info@seatoice.com.
