Terms & Conditions
These Terms & Conditions (“Terms”) apply to all bookings and services arranged by Hexram AS (“Hexram”). When a booking is confirmed, a proposal is accepted, or an invoice is paid, these Terms apply to the booking and everyone traveling under it.
Hexram is a Destination Management Company (DMC). Hexram arranges travel services through carefully selected third-party suppliers and acts as an intermediary.
1. Scope and Parties
1.1 The contracting party. The person or company making the booking as a travel agent, tour operator, or other B2B travel intermediary (the “Agent”) is responsible for keeping its end client and/or travelers informed of the booking details and these Terms.
1.2 Bookings made for others. The Agent confirms that it has the authority to make the booking and is responsible for ensuring that travelers and any relevant end client receive the information and requirements provided by Hexram. Travelers remain responsible for personal obligations that must be fulfilled by them individually, including passport, visa, entry, health, insurance, conduct, and participation requirements.
2. Intermediary Role and Regulatory Responsibility
2.1 Intermediary role. Hexram arranges and books individual travel services (e.g., accommodation, transport, guides, activities, meals) supplied by independent third parties (“Suppliers”). Supplier terms and conditions apply in addition to these Terms.
2.2 Package Travel compliance. Where the itinerary sold or arranged by the Agent qualifies as a package or linked travel arrangement under applicable law (including the EU Package Travel Directive and related retail travel rules in the Agent’s jurisdiction), the Agent bears responsibility for ensuring compliance, including but not limited to pre-contractual information, insolvency protection requirements, contract documentation, and consumer rights handling.
2.3 No insolvency protection by Hexram. Hexram does not provide a travel guarantee fund, insolvency protection, or similar consumer protection scheme unless expressly stated in writing. If such protection is required for the sale to the end client, it is the Agent’s responsibility to provide it.
3. Booking, Confirmation, and Contract Documentation
3.1 A booking is confirmed when the Agent accepts Hexram’s proposal/itinerary in writing (email is sufficient) and the required deposit is received by Hexram.
3.2 The agreement consists of Hexram’s confirmed proposal/itinerary and inclusions, booking confirmations and travel documents, invoices and receipts, and these Terms.
4. Pricing, Availability, and Inclusions
4.1 Availability. All services are subject to availability until confirmed. Prices are based on the itinerary, dates, group size, and Supplier rates at the time of confirmation.
4.2 Taxes and duties. Unless explicitly stated otherwise in the proposal or invoice, the price quoted for the journey includes all charges, fees, taxes, and duties (including Norwegian VAT where applicable) that Norwegian authorities impose on the services included in the journey.
4.3 Inclusions/exclusions. The confirmed itinerary defines what is included. Unless explicitly included, pricing does not cover personal expenses (e.g., minibar, shopping), tips/gratuities, visas, vaccinations, insurance, medical costs, or items not listed as included.
5. Payment Terms
5.1 Deposit. A 30% non-refundable deposit of the total amount is due upon acceptance of the journey and is required to secure bookings and Supplier commitments.
5.2 Balance. The remaining balance is due as stated on the invoice. Some components may require earlier payment where Suppliers require it (e.g., peak season, limited inventory, short notice).
5.3 Payment method. Preferred payment is by bank transfer/wire in NOK against invoice. Bank details will be provided on the invoice (or as separately confirmed in writing).
5.4 Late payment. If payment is not received by the due date, Hexram may suspend work, release reservations, and/or cancel bookings. Any resulting Supplier charges and applicable cancellation fees remain payable by the end client through its Agent.
6. Cancellation by the Agent / end client / traveler
Cancellations must be notified to Hexram in writing. Cancellation fees are calculated on the full journey price, meaning the total invoiced amount including any applicable VAT and mandatory taxes/fees. The following fee levels apply:
From 60–89 days prior to arrival: 50%
Less than 45 days before arrival: 100%
These charges reflect committed Supplier costs and the operational work performed. If specific Suppliers apply stricter rules for particular components, those Supplier terms may apply, and the Client remains responsible for the resulting costs. Any outstanding cancellation charges or Supplier costs payable to Hexram will be invoiced to the Agent and are due within 14 days from the invoice date.
7. Changes Requested by the Agent / end client / traveler
7.1 After confirmation, changes to dates, traveler names, or material itinerary elements may result in revised pricing due to availability, rate changes, Supplier change fees, and re-planning.
7.2 Hexram will communicate any expected cost impact before changes are finalized. Some changes may be impossible due to Supplier restrictions (notably flights and certain prepaid services).
8. Passport, Visa, and Entry Requirements
8.1 Traveler responsibility. Entry, visa, and health requirements can change at short notice. Travelers are responsible for checking current requirements with the relevant consulate/authorities prior to departure and for ensuring that all information submitted for entry is accurate and compliant. The Agent is responsible for communicating this to its end client and/or travelers.
8.2 Passport validity and visas. Some nationalities may be required to hold passports valid for at least six (6) months beyond the date of arrival in Norway, and certain nationalities require a visa to enter Norway. For guidance on visa requirements, travellers should consult the Norwegian Directorate of Immigration (UDI) website and/or the appropriate consulate.
9. Activity Cancellations and Refund Handling
If an activity is cancelled and qualifies for a refund within the provider’s free cancellation window, Hexram will refund the purchase price less a 10% handling fee.
If the provider’s free cancellation window has passed, refunds are subject to provider terms and Hexram cannot guarantee recovery of paid amounts.
10. Supplier Changes, Substitutions, and Operational Adjustments
10.1 Hexram may adjust timing, routing, or specific components due to operational constraints, weather, safety considerations, Supplier availability, or circumstances outside Hexram’s reasonable control.
10.2 Where changes are necessary, Hexram will use reasonable efforts to propose suitable alternatives that maintain the intended standard and experience, subject to availability.
11. Car Rental and Driving (Where Applicable)
11.1 Supplier terms. Drivers must comply with the rental company’s rules and requirements. A valid driver’s licence and a credit card are typically required at vehicle pickup, and the driver will be asked to sign the rental agreement directly with the rental company.
11.2 Rental agreement is between traveller and rental company. The rental contract is concluded between the traveller and the rental company. Travellers should read the agreement carefully, including insurance options, deductibles/self-risk, coverage limitations, and liability.
11.3 Damages handled with the rental company. Any matters related to damage to the vehicle are handled directly with the rental company in accordance with the rental agreement. Hexram is not responsible for damages, injuries, accidents, or illness arising in connection with driving or vehicle use.
12. Insurance Requirements (Condition of Booking)
12.1 Travel at own risk. Travel and participation in activities are undertaken at the travelers’ own risk.
12.2 Mandatory insurance. It is a condition of booking that all travellers are adequately insured for the destination, planned activities, and personal circumstances. At minimum, travellers must have insurance covering emergency medical expenses, emergency evacuation, and repatriation.The Agent is responsible for communicating this insurance requirement to its end client and/or travellers.
12.3 Cancellation cover required. All travellers must be covered by a cancellation insurance policy that includes cancellation due to illness (and other relevant reasons). The Agent is responsible for communicating this requirement to its end client and/or travellers.
12.4 Recommended coverage. In addition to the above, it is strongly recommended that travellers have cover for trip cancellation or curtailment, and loss, theft, or damage to baggage, money, and personal belongings.
12.5 Evidence of insurance. The Agent must ensure that travellers are informed that they may be required to provide proof of insurance upon request. Where Hexram requests such proof, the Agent shall use reasonable efforts to obtain and provide relevant confirmation or documentation from the end client and/or travellers. Failure to hold the required insurance does not increase Hexram’s liability and does not reduce applicable fees or charges.
13. Traveler Conduct, Safety, and Participation
13.1 Travelers must follow all safety instructions, Supplier rules, and local laws. Suppliers may refuse participation where safety requirements are not met. Such refusal may be treated as a no-show or cancellation without refund.
13.2 The Agent is responsible for communicating to its end client and/or travellers that travellers should be fit for the activities booked and that any medical conditions, allergies, or special requirements should be disclosed in writing in advance. Travellers remain responsible for providing accurate and complete information regarding their own health, fitness, allergies, and special requirements.
14. Damage and Financial Responsibility
Travelers are financially responsible for any damage caused to hotel rooms, property, fixtures, vehicles, equipment, or other assets used during the journey, including any charges imposed by Suppliers for repair, replacement, cleaning, or loss of use.
15. Complaints and Issue Resolution During Travel
If an issue arises, Hexram must be notified promptly while the trip is in progress so that corrective action can be attempted. Where relevant, the issue should also be raised with the Supplier on-site at the time it occurs. Failure to report issues promptly may limit or eliminate any entitlement to refunds or adjustments. The end client and/or travelers must take reasonable steps to limit any loss or damage. Any claim must be notified to Hexram in writing within 30 days after the end of the journey, and no later than 3 months after the scheduled end date.
16. Limitation of Liability
16.1 Supplier responsibility. Many parts of a journey are delivered by independent third-party suppliers. Each Supplier is responsible for providing its own services, and Hexram’s role is to arrange and coordinate those services as agreed. Hexram is not responsible for the performance of Suppliers, and any claims relating to Supplier services must be directed to the relevant Supplier.
16.2 Events outside reasonable control. Travel can be affected by factors such as weather, strikes, closures, or other circumstances outside Hexram’s reasonable control. Where this happens, Hexram will do its best to assist with practical solutions and alternatives, but cannot be responsible for outcomes caused by such events.
16.3 No consequential loss. Hexram is not responsible for losses that are not a direct result of Hexram’s own performance, including loss of profit, loss of business, loss of opportunity, or reputational harm.
16.4 Overall liability limit. To keep liability proportionate to Hexram’s role as an arranger and coordinator, and to the extent permitted by law, Hexram’s total aggregate liability for all claims connected to a booking, whether in contract, tort (including negligence) or otherwise, will not exceed the lower of (i) 50% of the total amount invoiced (including any applicable VAT and mandatory taxes/fees) and (ii) NOK 250,000.
16.5 Mandatory legal exceptions. Nothing in these Terms limits liability where it cannot legally be limited, including in cases of personal injury caused by gross negligence or wilful misconduct.
17. Force Majeure
Hexram is not responsible for non-performance, delay, or changes caused by events outside Hexram’s reasonable control, including but not limited to severe weather, natural disasters, war, terrorism, strikes, government actions, epidemics/pandemics, or transport disruptions.
In such situations, Hexram will assist with reasonable re-planning where feasible. Any refunds, credits, or recoveries are dependent on Supplier terms and actual recoveries.
18. Data Protection and Confidentiality
Hexram processes personal data necessary to arrange services and share required information with Suppliers. Data is shared only to the extent needed to deliver booked services. The Agent confirms it has a lawful basis to share traveler data with Hexram.
Commercial terms, proposals, and Supplier arrangements may be treated as confidential and must not be shared beyond what is necessary to deliver the itinerary, unless agreed in writing.
19. Governing Law and Disputes
These Terms are governed by Norwegian law. Disputes shall first be attempted resolved amicably. If unresolved, disputes shall be settled by the courts of Norway, with Oslo District Court as venue unless mandatory law requires otherwise.
20. Updates to These Terms
Hexram may update these Terms from time to time. The version in effect at the time of booking applies to that booking. Last updated 05.05.2026.
Company Details
Hexram AS
Org. no.: 937 230 079
Address: Josefines gate 2B, 0351 Oslo, Norway