Information to Charterers - Northern Norway

CHARTERING VESSEL

GENERAL NOTES
PolarQuest has been sub chartering trips in the Arctic and Northern Norway for many years and has experience in tailoring trips to suit special interests. But also, to deliver a full package trip to PolarQuest standards, with the sub charterer's brand/selling the trip. We are keen to have returning guests on board and the same goes for charter partners, the better we get to know each other the better the product!

The vessels used by PolarQuest are closely associated with our brand and therefore the operation on board a PolarQuest sub chartered vessel will adhere to the content of PolarQuest’s “Guide Handbook” and “Standard Operating Procedures”. In general, there will be guides included on a sub-chartered voyage, they will be fully qualified and informed of safety and operating procedures. A sub charterer may request their own guides provided they are suitably qualified, experienced and approved by PolarQuest. Having said that, this must be discussed prior to signing a contract. Any expedition leader or guide working on PolarQuest vessels will be subject to a direct contract with PolarQuest and will be treated and communicated with, in the same way as all PolarQuest guides for the season. Inclusions for cost of guides will be specified in the sub charter contract.

At PolarQuest, we value travelling in nature with care and aboard small ships, both for the sake of the environment and to enhance the guest experience. Being a respected tour operator is crucial to us. AECO has developed guidelines for both wildlife protection and marketing in the Arctic region, and as a member of AECO, we are committed to following these guidelines. While Northern Norway is not part of the Arctic, we adhere to the fundamental principles: we always maintain a safe distance from wildlife and the non-disturbance principle. 

Dialogue and discussing  expectations in advance is key in preparing for an expedition. 

PREPARING FOR YOUR VOYAGES

To prepare your clients adventure in the best possible way, we would like to receive some more information, to ensure your expectations are met in the best possible way. Please let us know as soon as possible.

1. What are your main purposes with this voyage? Do you have a specific focus? For example, photography (landscape or wildlife or both), mammals, Northern lights, hiking opportunities etc. Please note that exactly what you can experience during your voyage may vary depending on weather  conditions.
2. If you are bringing a tour leader, will he/she hold lectures on board? Any details appreciated so we provide our guides with this information.
3. Do you have any specific requests of lectures/recaps that our guides should hold on board?

INFORMATION BEFORE DEPARTURE

FLIGHTS AND LAND ARRANGEMENTS IN ALTA
If you haven’t booked hotels, transfers, or flights for your group, then please do it as soon as possible! Availability on flights can be limited and there are often a high demand on the local hotels this time of the year.

TIMINGS – EMBARKATION & DISEMBARKATION
Embarkation is scheduled for 16:00. Kindly note that boarding earlier is not possible, as the ship will be engaged in final preparations for your guest's arrival and other necessary operational arrangements, it's however possible to leave luggage prior to guest arrival. 
Disembarkation is scheduled for 09:00 on our 12-passenger vessels. Please be advised that luggage cannot be left on board, as the ship will be undergoing essential preparations for new arrivals.

SHIP MANIFEST & MEDICAL FORM
You will receive template for a passenger ship manifest. This need to be completed and sent to us latest three months prior to departure. If guest have undergone major surgery within the past two years or have a current medical condition, we need them to complete and return our medical form.

PRE-DEPARTURE INFORMATION AND FINAL DOCUMENTS
Pre-departure information material will be sent for you to share with your passengers. We advise everyone who is working with this product and/or have contact with your travellers to read through this information. Approximately four weeks prior to departure, you will receive arrival and contact information for the voyage.

CONTACT PERSONS
For questions regarding the voyage: Maria Nordvall maria@polarquest.se
For questions regarding contract and payment: Johan Reuthammar johan@polarquest.se

WE LOOK FORWARD WELCOMING YOU AND YOUR GUESTS ON BOARD!