Can I reschedule my Quark Expeditions cruise?

uark Expeditions is one of the world’s most renowned polar cruise operators, offering life-changing voyages to the Arctic and Antarctic. However, travel plans can change unexpectedly — and when they do, it’s important to understand how to modify your reservation properly. Whether you need to reschedule your journey, change traveler details, or switch to a different ship or destination, Quark Expeditions provides flexible options designed to make the process smooth and stress-free.

This comprehensive guide explores how to change your Quark Expeditions booking, covering everything from modification policies and deadlines to fees, procedures, and useful travel tips.

1. Understanding Quark Expeditions’ Booking Policies

Before making any changes, it’s crucial to understand the company’s core booking policies. Quark Expeditions operates under a set of terms that balance traveler flexibility with the logistics of polar travel.

Here are the most important principles:

All changes must be requested in writing — usually via email to Quark Expeditions or through your travel agent.
Modifications are subject to availability, especially since expedition ships have limited cabins.
Fees may apply, depending on how close to the departure date you make your request.
Travel insurance is highly recommended, as it can cover penalties for late changes.

Understanding these terms ensures your request is handled efficiently and avoids unnecessary costs.

2. Types of Changes You Can Make to Your Quark Booking

Quark Expeditions offers several types of modifications depending on your travel needs:

a. Date Change or Voyage Transfer

If you need to move your trip to a new date or switch to a different voyage, Quark allows date transfers in most cases. These are typically possible up to 120 days before your original departure.

If you transfer early (well before the deadline), fees are usually minimal or even waived.
Closer to departure, transfer fees can increase, and availability becomes limited.
You can often transfer to a future sailing within 12 to 18 months of the original trip.

For example, if you originally booked an Antarctic expedition in November but wish to join the same ship’s January departure, Quark’s reservations team can process that request if cabins are available.

b. Passenger Name Change

Need to replace a traveler on your booking? Quark permits name substitutions under certain conditions.

Name changes are typically allowed up to 60–90 days before departure.
A small administrative fee applies.
The new passenger must meet all travel and health requirements.

This option is especially useful if one person in your travel party can’t join due to scheduling conflicts or medical issues.

c. Cabin Upgrade or Change

You may decide you want a larger or more luxurious cabin after booking. Quark Expeditions offers various cabin classes — from standard porthole staterooms to deluxe suites with private balconies.

Cabin upgrades depend entirely on ship availability.
You’ll need to pay the price difference between your current and desired category.
Upgrades can often be processed even close to departure, depending on cancellations.

Tip: Booking early increases your chances of successfully upgrading, as polar voyages often sell out months in advance.

d. Destination or Itinerary Change

If you originally booked the Arctic but want to explore Antarctica instead (or vice versa), this constitutes a destination change.

Such changes are treated like a cancellation and rebooking.
Cancellation fees from the first trip may apply unless you switch early enough.
Some promotional fares may not allow transfers to different regions.

It’s best to speak directly with a Quark travel specialist to understand the implications before finalizing the switch.

3. Step-by-Step Process to Change Your Quark Expeditions Booking

Changing a polar expedition booking involves more than just sending an email — it’s a structured process to ensure accuracy and compliance with expedition logistics.

Step 1: Review Your Confirmation Documents

Before initiating any change, carefully read your booking confirmation, invoice, and terms and conditions. These outline:

Your voyage number and dates
Payment schedule
Change and cancellation deadlines
Contact information for your travel advisor or Quark’s booking team

Step 2: Contact Quark Expeditions or Your Travel Agent

If you booked directly with Quark, email their Customer Service or call the reservations office. If you booked through a travel agent, you must request the change through them.

Include the following details:

Your full name and booking number
The specific change you wish to make (date, passenger name, cabin, etc.)
Preferred new travel dates or voyage
Any additional notes (medical issues, scheduling conflicts, etc.)

Step 3: Wait for Availability Confirmation

Quark’s team will verify availability on your requested voyage or cabin class. If the change is possible, they’ll provide a revised itinerary and pricing details.

Step 4: Approve and Pay Any Difference or Fees

Once you confirm the modification, you may need to pay a change fee or price difference (for cabin upgrades or higher-priced voyages). Payment is usually required immediately to secure the modification.

Step 5: Receive Updated Documentation

After processing, Quark Expeditions will issue a new booking confirmation reflecting your updated details. Review it thoroughly to ensure all information is correct.

4. Change Fees and Deadlines

While Quark Expeditions strives for flexibility, fees apply to cover administrative and operational costs. Below are general guidelines (subject to your specific fare type and departure year).

Type of ChangeTimeframeEstimated FeeNotes

Date Transfer120+ days before departureUsually Free or $250Based on availability

Date Transfer90–119 days10–20% of voyage costSubject to approval

Name Change60+ days$100–$200Must provide full passenger details

Cabin UpgradeAnytime before departurePrice differenceDependent on cabin availability

Destination ChangeAnytimeTreated as cancellationCancellation penalties apply

These figures are estimates — actual fees depend on your voyage and contract terms.

5. Changing a Booking Close to Departure

If you need to make changes within 90 days of departure, flexibility decreases significantly. Most cabins and voyages will already be fully booked, and Quark may not allow major adjustments such as date transfers or name swaps.

In these cases, you have two main options:

Cancel and rebook a later voyage (with applicable penalties).
Contact Quark Expeditions’ guest services to check for last-minute availability or exceptions due to emergencies.

Always act as quickly as possible. The sooner you request a change, the better your outcome.

6. Insurance and Flexible Booking Options

Given the unpredictable nature of expedition travel — and potential for health, weather, or global disruptions — Quark Expeditions encourages travelers to purchase comprehensive travel insurance.

Policies often cover:

Trip cancellation or interruption
Medical emergencies
Evacuation or repatriation
Lost baggage
Change or transfer fees

Additionally, during certain promotional periods, Quark offers “Flex Booking” programs, which provide:

Free date changes within a specified window
No penalty for postponing to the next season
Credit vouchers for future voyages

If you booked under such an offer, review its specific conditions — they often provide significant peace of mind.

7. Changing a Booking Through a Travel Agent

If your booking was made through a travel agency or tour operator, all modification requests must go through them. They act as the intermediary between you and Quark Expeditions.

Advantages of using a travel agent include:

Faster communication with Quark’s reservation department
Assistance finding comparable voyages if your original choice is unavailable
Help rebooking flights, hotels, and insurance

However, agents may charge their own service fees for processing the change in addition to Quark’s fees. Always ask about potential extra costs before proceeding.

8. Tips for a Smooth Change Process

Changing a polar cruise isn’t like rescheduling a standard vacation — ships operate in extreme environments, and logistics are intricate. Here are expert tips to simplify your experience:

Act Early: Polar voyages fill up fast. Request changes months in advance for the best flexibility.
Be Specific: Provide exact details about your desired change to avoid delays.
Stay in Touch: Maintain communication with your agent or Quark representative throughout the process.
Have Backup Options: Be open to alternate departure dates or cabin categories.
Review All Documents: Always verify updated invoices and itineraries.
Confirm Flights Separately: If you’ve arranged air travel, contact the airline to realign your schedule.
Use Travel Insurance: File claims for non-refundable fees if covered by your policy.

9. How Quark Expeditions Handles Exceptional Circumstances

Occasionally, external events may require involuntary changes — for example, severe weather, ice conditions, or global travel restrictions.

In such cases, Quark Expeditions may:

Offer a voyage credit for future travel.
Transfer passengers to a similar itinerary.
Provide partial refunds if applicable.

Their goal is always to ensure guest safety while minimizing inconvenience. This customer-first approach is a cornerstone of Quark’s reputation as a leader in expedition travel.

10. Contact Information for Booking Changes

Here’s how to reach Quark Expeditions for official modification requests:

Email: info@quarkexpeditions.comPhone (North America): +1-833-435-1900International: +1-802-490-1843Office Hours: Monday–Friday, 8:30 AM–5:30 PM EST

For quicker service, include your booking number and specify your preferred action.

11. Frequently Asked Questions

Can I change my booking to a different year?

Yes. Quark often allows you to transfer your booking to the next season, provided you make the request early and pay any difference in fare.

Will I lose my deposit if I change my voyage?

Not necessarily. If your change request is made before the penalty period (usually 120 days before departure), your deposit can typically be applied to the new booking.

Can I upgrade to a suite after paying in full?

Yes, if cabins are available. You’ll just need to pay the fare difference before the final travel documents are issued.

Does travel insurance cover change fees?

Many policies include coverage for change fees due to valid reasons (like illness or emergencies). Always review your insurer’s terms.

12.Managing Flexibility on Your Polar Adventure

Traveling with Quark Expeditions is a once-in-a-lifetime opportunity to explore Earth’s most remote and stunning frontiers. Yet, even the best-laid plans can shift due to personal or external factors. Fortunately, Quark’s booking policies are designed to help travelers adjust without undue stress.

By understanding deadlines, communicating early, and maintaining travel insurance, you can confidently modify your reservation while protecting your investment. Whether you’re changing your travel date, upgrading your cabin, or substituting a passenger, Quark Expeditions provides practical solutions to ensure your polar journey remains extraordinary.