Embrace The Arctic

THIS TRIP INCLUDES

• 1 Night Hotel accommodation (twin share) in Longyearbyen.

• 8 nights ship accommodation.

• WEA welcome dinner on night one

• Transfer in Longyearbyen

• All meals on board ship.

• A welcome toast and Captain's Drinks.

• All shore excursions from the ship including Zodiacs.

• Lectures, videos, slide and film shows.

• Expedition guide services.

• Port taxes and charges

• Medical services. There is a resident doctor and well equipped clinic on board.

• A WEA host to ensure you are well looked after and have the best time possible.

• Some WEA goodies and surprises along the way.

THIS TRIP EXCLUDES

• Compulsory travel insurance

• Flights and transport to start and finish points in Longyearbyen, Svalbard, Norway.

• Single supplements.

• Visa, passport, vaccination charges and airport departure taxes required by your home nation.

• Hotels and meals not included in the voyage itinerary.

• Optional excursions not included in the voyage itinerary.

• Items of a personal nature, such as bar charges, phone/email charges, laundry, personal clothing, medical expenses,

• Emergency evacuation charges.

• Alcohol, unless specified.

• Tips on board for crew and service personnel.

Yes, travel insurance is required, and you are required to source and purchase it shortly after booking.

Personal travel insurance is NOT included in the tour price. Adequate and valid travel insurance is compulsory for all WEA Pty Ltd travellers.

Your travel insurance must cover:

· accidents, injury, illness and death medical expenses, including any related to pre-existing medical conditions,

· emergency repatriation

· personal liability.

We also suggest it covers cancellation, curtailment, luggage loss, and personal effects.

Credit card travel insurance may not cover all the costs if you need to be evacuated or can not travel, so choose your comprehensive travel insurance wisely.

You must provide proof of insurance to WEA prior to departure.

While this expedition includes plenty of time to relax in the lounge, enjoy meals in the dining room, and cruise the icy waters in Zodiacs, it also requires a moderate level of fitness and a high level of mobility/agility.

Here’s what you need to know:

•Zodiac Transfers: You’ll be getting in and out of zodiacs multiple times a day – both from the ship and from land. This requires balance, coordination, and the ability to follow instructions confidently in a sometimes bouncy and chilly environment.

•Sea Kayaking: If you opt for kayaking (which we highly recommend!), you’ll need upper body strength and stability to safely get in and out of a kayak from a zodiac. Don’t worry – we’ll teach you all the tricks of the trade, but having a base level of strength and confidence will make the experience more enjoyable and safe.

•Shore Excursions: Most landings include a guided hike or walk. There’s often a choice between a more strenuous option or a gentler wander – but all involve walking on uneven terrain such as rocky ground, slippery shale, or soft, bouncy tundra.

Due to polar bear safety protocols, you must stay with your guide and the group at all times. That means there’s no option to hang back, stay by the zodiacs, or do a shorter version of the walk. If you’re unable to keep up, it could limit what the entire group is able to see or do.

So in short:

Be prepared, get moving, and build your fitness in the lead-up to this trip – not just for your own enjoyment, but for the overall experience and safety of the group.

That said, there’s never pressure to join every shore landing, and some zodiac cruises operate without landings. But trust us – you won’t want to miss a thing.

We are happy to discuss if you are unsure. Send us an email to hello@womenembraceadventure.com.au and we will set up a time to chat.

July and August are the best months for Arctic expedition cruising in Svalbard. The sea ice has receded enough to allow greater exploration, and wildlife sightings are at their peak. This is also the mildest time of year in the region, with average daytime temperatures ranging from 3–7°C (37–45°F). On a sunny, still day, it can feel warmer—but the Arctic has a way of keeping you on your toes!

It’s important to factor in wind chill and “feels like” temperatures, especially when you’re out in Zodiacs or kayaking. A calm 5°C day can suddenly feel much colder with wind and sea spray involved, so layering is key.

You’ll also experience 24-hour daylight thanks to the midnight sun, which gives us even more opportunities to explore this incredible landscape around the clock.

This trip is a little different to our usual Women Embrace Adventure style, where we cap numbers at around 14. For this Arctic expedition, we’re taking up to 20 WEA women, plus a dedicated WEA host to help keep that small-group feel and sense of connection we’re known for.

The ship itself holds up to 50 passengers in total, including travellers from around the world. Expedition cruises tend to attract active, adventurous people, so you can expect plenty of friendly faces, interesting conversations, and shared excitement—both within our WEA crew and beyond.

You’ll also be looked after by an incredible expedition team, the captain and crew, and the hospitality staff on board.

We will send you a complete packing/gear list once you book but here is an idea of what you'll need for an amazing expedition.

All kayaking equipment will be supplied on arrival into Lonyearbyen and will be used in conjunction with the below equipment.

There are outdoor stores in Longyearbyne to purchase last minute gear prior to your departure. There are many fantastic clothing choices that are perfect for Arctic conditions.

Equipment and Clothing choices for Arctic Expeditions

The mean temperatures in Longyearbyen in July is +4 Degrees Celsius. This is the “warmer” time of year in the archipelago and can result in small amounts of precipitation. This means outer waterproof layers are critical. In other parts of the archipelago, the temperatures are most likely a few degrees below the mean temperatures in Longyearbyen. Please also be aware of the wind chill factor, which takes wind speeds and humidity into account, to assess how the human body actually feels temperature. The 'feels like' temperature is often much lower than the actual air temperature shown on a weather forecast.

Dressing in layers is critical; it allows you to easily adjust to variations in temperature. The benefits of layers:

• Helps breathablity-gets rid of perspiration.

• Insulate you from the cold.

• Protect you against the wind (and water).

Essentials

• Passport.

• Medicine (if applicable) to last the entire trip.

Luggage

• 1 soft bag – a large backpack or soft, wheeled duffel bag for clothes and equipment to check-in. A soft bag is recommended as it is easily stored in your cabin.

• 1 backpack/drybag – small and preferably waterproof/resistant, to use in the Zodiacs and during shore excursions. Dry bags are great

Layers

• Inner gloves – wool, synthetic or silk.

• 2 pairs of gloves – water and windproof.

• Base-layer top and trousers – wool or synthetic fibre.

• Warm sweater / Jacket – wool or fleece.

• Warm socks x 4 – wool or synthetic fibre.

• Jacket – water and windproof, for example, Gore-Tex.

• Trousers – water and windproof, for example, Gore-Tex.

• Hat /Beanie – warm and windproof that covers your ears.
  

Footwear

• Waterproof rubber boots or muck boots (provided). You will be fitted Longyearbyen. If you prefer to bring your own, they need to be comfortable with two layers of socks ( or are insulated), fully waterproof and high enough to cover mid-way up your shin.

• Hiking boots if you prefer not to walk in rubber boots after landing (optional.)

• Regular shoes/sneakers to wear on board the ship, with sturdy rubber soles to avoid slipping.

Camera Equipment

• Phone/Camera & memory cards.

• Waterproof bags to protect your camera from getting wet during zodiac boat cruises.

• Cleaning cloth for camera lenses.

• Charger & extra batteries for the camera as the cold makes batteries discharge faster.

In addition, we recommend

• Binoculars-a good pair enhances the experience, as many animals are seen from a distance. (highly recommended - you will use them all day/ every day)

• Sunscreen with high sun protection factor for face and lips.

• Sunglasses with strap, so you do not drop them in the water.

• Motion sickness medicine – pills, wrist bands or patches.

• Pen & notebook

• Swimwear in case you get the opportunity to take a polar plunge.

• Water bottle (not glass)

• Eye mask – the midnight sun reigns supreme.

• Ear plugs.

• Heat packs for your gloves or boots, if you know that your hands and feet easily get cold.

• Walking poles for those who want extra support in the often hilly terrain. (optional) Note: must be foldable and stored in the checked-in luggage

Check out Kat's Blog Post on what to pack and wear in the Arctic Here

Please do not book any flights until you’ve received an email from Women Embrace Adventure confirming that it’s time to do so.

Airfares are NOT included in the package price, so you’ll need to book and pay for your own flights to and from Longyearbyen, Svalbard, Norway. Once flights open and the trip is confirmed, we’ll share the details of our own itinerary so you can align your travel plans with ours if you wish.

If you don’t have a preferred travel agent—or just feel more comfortable getting some help—we’ve got you covered. We work with a fantastic agent who knows the ins and outs of these big international adventures. We’ll pass on their details when the time comes, so you can reach out if needed.

Svalbard is a visa-free zone for most nationalities, including Australian passport holders. However, you will need to transit through mainland Norway, which is part of the Schengen Area.

That means you may need a Schengen visa depending on your nationality. It’s your responsibility to check your individual visa requirements well in advance of travel.

We’ll provide guidance closer to the time, but we recommend checking with your local Norwegian embassy or consulate for the most up-to-date information based on your passport.

Accommodation on board is in small but comfortable twin-share cabins, each with a window, private bathroom, and everything you need to relax after a big day of Arctic adventure.

You’re welcome to book with a friend, or if you’re coming solo, we’ll match you with another WEA woman to room with.

We may also have a limited number of single rooms available for an additional cost—please get in touch if that’s something you’re interested in.

At Women Embrace Adventure, we’re all about working with people who share our values—adventure, safety, fun, and a deep respect for the natural world. That’s why we’ve partnered with Southern Sea Ventures (SSV) for this incredible Arctic expedition.

We’ve been running our Fiji kayaking trips with SSV for the past three years, and they’ve been nothing short of exceptional—both behind the scenes and out on the water. Their team is experienced, passionate, and genuinely committed to creating unforgettable adventures in remote, extraordinary places.

SSV has been pioneering sea kayaking expeditions since the early 1980s, offering premium, small-group journeys in some of the world’s most iconic and off-the-beaten-track locations—think Greenland, Antarctica, Indonesia, Norway, and now the Arctic.

They don’t just run trips—they create experiences. With world-class guides, a strong safety record, and an adventurous spirit that matches ours, SSV is the perfect partner for this once-in-a-lifetime Arctic journey.

A non-refundable $2,000 deposit will be paid online at www.womenembraceadventure.com.au at the time of booking to secure your spot.

Places are limited to 20, so we recommend that you register as soon as possible. We'll send you a booking confirmation email and an invoice with the payment schedule.

Payment Plan

• $2,000 deposit – due at time of booking (non-refundable).

• 25th September – 2nd payment of $5,400 due.

• 1st January – 3rd payment of $5,400 due.

• 25th April – Final payment of $5,400 due.

Important: Payment plan dates are fixed. All payments must be received on or before these dates to maintain your booking. If payments are not received on time, we reserve the right to cancel your booking and apply the cancellation policy outlined above.

10 days, 9 nights, Expedition Arctic Cruise.

Full Cost: $18,200

A non-refundable deposit of $2,000 is due upon booking to secure your spot. The balance owing is payable via direct deposit or credit card/PayPal (a 1.7% fee applies).

You will be invoiced for the $16,200 with the following progress payment schedule:

25 September 2025– 2nd payment due 1/3 of balance $5,400

1st January 2026 – 3rd payment due 1/3 of balance $5,400

25 April 2026– 4th and final payment due 1/3 of balance $5,400

Monthly or Progress Payment Direct Debit payment plans are available; a fee applies.

T&C and Cancellation Policy apply. If booking later than September 25th, progress payments will differ. If booked within 90 days of departure, full payment is required at the time of booking.

Women Embrace Adventure Arctic Expedition 2026

Terms & Conditions

Effective Date: 23 July 2025

Valid for Departure: 27 July 2026

Location: Longyearbyen, Svalbard, Norway

1. AGREEMENT TO TERMS

By making a booking, you agree that you have read, understood and accept the following Terms and Conditions, including our Waiver of Liability and Privacy Policy. These Terms constitute a legally binding agreement between you (the participant) and Women Embrace Adventure Pty Ltd (ABN: [insert]), an Australian-registered company operating under NSW legislation.

2. BOOKING, PAYMENT & CONFIRMATION

• All bookings are for women only and are non-transferable.

• A non-refundable deposit of AUD $2,000 per person is required to secure your booking.

• The full trip cost is AUD $18,200 per person, twin share (excluding airfares, travel to Longyearbyen, and travel insurance).

• Payment plan dates are fixed. All payments must be received on or before these dates to maintain your booking.

$2,000 deposit – due at time of booking (non-refundable).

25th September – 2nd payment of $5,400 due.

1st January – 3rd payment of $5,400 due.

25th April – Final payment of $5,400 due.

• Payments may be made via direct deposit (no fee), PayPal, or credit card (1.7% surcharge applies).

• Monthly direct debit payment plan is available (fee applies)

• Bookings are confirmed only once your payment is processed and a confirmation email is sent.

• This adventure is valid for sale until sold out and subject to availability and price fluctuations.

3. PRICING & CURRENCY

• Prices are based on exchange rates and supplier costs at 22 July 2025.

• Prices are subject to change without notice due to fluctuations in currency, supplier increases, or other factors beyond our control.

• Any changes to government charges, taxes, or fuel surcharges will be passed on to the participant.

4. TRAVEL INSURANCE (MANDATORY)

• Comprehensive travel insurance covering cancellation, medical, evacuation, personal liability, and adventure activities is compulsory for all participants.

• Proof of insurance must be provided at least 60 days before departure.

• Failure to provide adequate insurance may result in your exclusion from the trip without refund.

5. CANCELLATION POLICY

a. Cancellation by You

• Cancellations must be made in writing.

• The following fees apply:

  • Deposit (AUD $2,000) – Non-refundable

  • Cancellations received more than 90 days prior to the trip departure date

means a loss of 25% of the trip cost ($4,550).

• Cancellation received less than 90 days prior to trip departure, you will be required to pay the full cost of the trip ($18,200) .

• There is no refund for arriving late or leaving a trip early.

b. Cancellation by Women Embrace Adventure

• We may cancel the trip for reasons including, but not limited to:

  • Insufficient participant numbers (minimum of 10 required)

  • Safety concerns

  • Force Majeure (see Section below)

In such cases:

• You will be offered a full refund or a transfer to an alternative trip.

• Refunds exclude unrecoverable expenses (e.g. third-party supplier costs).

• WEA is not responsible for personal costs incurred (e.g. visas, flights, gear purchases, vaccinations, insurance premiums).

6. FORCE MAJEURE

“Force Majeure” means any circumstance beyond our control which prevents us from operating a tour as planned, including but not limited to:

• Acts of God, natural disasters, fire, flood, epidemic or pandemic

• War, civil unrest, terrorism, or political instability

• Government orders or travel restrictions

• Industrial action or failure of suppliers

If a Force Majeure event affects your trip:

• WEA may suspend, cancel, or reschedule the trip.

• Refunds will be offered at WEA’s discretion, less unrecoverable costs.

• You waive any claim against WEA for loss, damage, or additional expenses incurred as a result.

7. FITNESS, HEALTH & MEDICAL REQUIREMENTS

• This adventure involves physical activity (kayaking, hiking, zodiac entry), often in remote or challenging conditions.

• A reasonable level of mobility and fitness is required.

• You must inform WEA of any medical conditions, disabilities or injuries that may impact your participation.

WEA reserves the right to:

• Exclude participants on medical or behavioural grounds if deemed unsafe or disruptive

• Deny boarding or participation without refund if medical disclosures are incomplete or misleading

For Participants Aged 70+

• You must submit a signed medical clearance from your GP using the provided form 3 months prior to departure (or within 30 days of booking if booking late).

• Failure to provide the required medical information may result in cancellation without refund.

8. ITINERARY & CHANGES

All itineraries are prepared in good faith and may be subject to change due to:

• Weather or environmental conditions

• Wildlife sightings

• Operational decisions by the ship operator or local authorities

• Safety concerns

WEA reserves the right to:

• Modify, postpone, or cancel activities without notice

• Substitute alternate arrangements of equal or greater value

You acknowledge that:

• Such changes do not constitute a breach of contract

• No refunds or compensation will be provided for altered activities or missed experiences due to conditions beyond our control

9. LIABILITY & RELEASE

• Participation in this trip involves inherent risks associated with adventure travel and remote environments.

• By booking, you agree to our Waiver of Liability, which must be signed prior to departure.

• To the extent permitted by Australian Consumer Law, WEA excludes liability for:

  • Loss, damage, injury, delay, or inconvenience

  • Acts or omissions of third-party providers

  • Consequential or indirect losses
    

Nothing in these Terms restricts your rights under the Competition and Consumer Act 2010 (Cth).

10. CONDUCT & SAFETY

Participants must:

• Comply with all instructions from WEA staff and third-party guides

• Act respectfully towards other travellers, staff, wildlife and local communities

• Not engage in unlawful, disruptive, or dangerous behaviour

Failure to comply may result in your removal from the trip without refund.

11. PHOTOS & MARKETING

You consent to WEA using any images or video taken during the trip for promotional purposes, unless you request otherwise in writing before departure.

12. GOVERNING LAW

These Terms are governed by the laws of New South Wales, Australia.

Any dispute arising from these Terms will be subject to the exclusive jurisdiction of the courts of NSW.

Women Embrace Adventure Pty Ltd

ABN: 83620632215

Contact: hello@weadventure.com.au

Website: www.womenembraceadventure.com.au