What is Aurora Expeditions’ cancellation policy?

Traveling with Aurora Expeditions is a dream for many adventure seekers. From Antarctic explorations to Arctic voyages, these trips are designed to provide once-in-a-lifetime experiences. However, sometimes plans change, and understanding the cancellation policy is crucial for avoiding surprises and managing your booking effectively. This guide provides a comprehensive, detailed overview of Aurora Expeditions’ cancellation policy, including timelines, fees, refund procedures, and tips for flexible planning.

1. Overview of Aurora Expeditions

Aurora Expeditions is an Australian-based adventure cruise company specializing in polar and remote region expeditions. They focus on small-ship travel, intimate experiences, and sustainable tourism. Because many trips involve remote locations and limited capacity, the booking policies—including cancellations—are strict but transparent.

Understanding the cancellation policy is vital before booking, as the costs and procedures can vary depending on the timing of your cancellation and the specific voyage.

2. Why Understanding the Cancellation Policy Matters

Booking an expedition with Aurora Expeditions often involves a significant financial commitment. Some voyages can cost thousands of dollars per person, and additional costs may include flights, gear, insurance, and pre/post-expedition tours. Therefore, knowing the cancellation rules helps you:

Plan ahead and avoid last-minute penalties.
Understand your refund options in case of emergencies.
Decide if travel insurance is necessary.
Rebook or transfer your reservation without losing your entire deposit.

Aurora Expeditions’ cancellation policy is designed to protect both travelers and the company, considering the logistical challenges of polar travel.

3. Key Features of Aurora Expeditions’ Cancellation Policy

1. Deposit Requirements

When booking an expedition, Aurora Expeditions usually requires a non-refundable deposit. This deposit secures your spot, which is important because the ships have limited capacity. The deposit amount can vary depending on the trip but typically ranges between AUD 1,500 and AUD 3,000 per person.

Non-refundable: If you cancel within the deposit period, you may lose the deposit.
Secures your booking: Once the deposit is paid, your cabin is reserved.

2. Full Payment Deadlines

Aurora Expeditions requires full payment by a certain date, usually 90 to 120 days before departure. Failure to pay in full may result in cancellation by the company, with the deposit forfeited.

4. Cancellation Timelines and Fees

Aurora Expeditions uses a tiered cancellation fee structure based on how far in advance you cancel. Here’s a general overview (exact terms may vary by voyage):

Days Before DepartureCancellation FeeNotes

120+ daysDeposit onlyOnly the initial deposit is lost; full refund of other payments.

119–90 days25% of total farePartial refund minus deposit.

89–60 days50% of total fareHigher fee as departure nears.

59–30 days75% of total fareLimited refund options.

29 days or less100% of total fareNo refund; trip is fully forfeited.

Important Note: Fees may vary depending on the expedition’s popularity, duration, and the type of cabin booked.

5. Special Considerations

1. Medical or Emergency Cancellations

Aurora Expeditions understands that emergencies happen. They may offer exceptions or credit toward a future voyage if:

You have a serious illness or injury.
Travel is restricted by government regulations (e.g., COVID-19 related restrictions).
Family emergencies may be considered case-by-case.

Documentation is usually required to support these claims.

2. Travel Insurance

Because cancellations can be costly, travel insurance is strongly recommended. Insurance can cover:

Trip cancellations due to illness or emergencies.
Lost deposits if you cancel late.
Medical evacuations in remote locations.

Aurora Expeditions often requires proof of travel insurance covering medical evacuation, particularly for polar expeditions.

6. How to Cancel an Aurora Expeditions Booking

To cancel a booking, follow these steps:

Contact Aurora Expeditions directly via email or phone.
Provide your booking reference and personal details.
Clearly state your reason for cancellation.
Ask for confirmation of cancellation and fees.

You will receive a written confirmation specifying the amount refunded (if any) and any credits toward future voyages.

7. Rebooking and Transfers

In some cases, Aurora Expeditions allows transfers or rebookings instead of full cancellations. Options may include:

Moving your booking to another departure date.
Upgrading to a different cabin or expedition (additional cost may apply).
Transferring the booking to another traveler (subject to fees).

Rebooking can minimize financial loss, especially if cancellation occurs close to the departure date.

8. Tips for Avoiding Cancellation Penalties

Book early: Lock in your preferred cabin and reduce the risk of needing last-minute changes.
Purchase comprehensive travel insurance: Ensure it covers cancellations, emergencies, and medical evacuation.
Read the terms carefully: Understand deposit requirements, payment deadlines, and tiered cancellation fees.
Consider flexible payment options: Some trips allow staged payments to reduce upfront risk.
Stay in contact with the company: If unexpected events arise, immediate communication can help negotiate options.

9. Frequently Asked Questions

Q1: Can I get a full refund if I cancel 150 days before departure?

Usually, only the deposit is non-refundable. Any additional payments made may be refunded in full.

Q2: What happens if Aurora Expeditions cancels my trip?

In cases of company-initiated cancellations (weather, safety, or logistical issues), you may receive a full refund or credit toward a future voyage.

Q3: Are cancellations due to COVID-19 covered?

Policies vary depending on government restrictions and travel advisories. Travel insurance may also cover such cancellations.

Q4: Can I transfer my booking to a friend or family member?

Yes, but a transfer fee and approval from Aurora Expeditions are usually required.

10. Conclusion

Understanding Aurora Expeditions’ cancellation policy is essential for stress-free travel planning. The policy is structured to protect both travelers and the company due to the unique nature of polar and remote expeditions. Key takeaways include:

Deposit is non-refundable, but partial refunds may be available depending on the timeline.
Tiered fees increase as the departure date approaches.
Travel insurance is highly recommended to mitigate financial risk.
Emergency situations may allow exceptions or credits.
Rebooking or transferring bookings can minimize losses.

By carefully reviewing the cancellation policy and taking precautionary steps, you can enjoy your Aurora Expeditions adventure with confidence, knowing your investment is protected as much as possible.