Terms and Conditions for Aurora Call List
PLEASE READ BEFORE BOOKING: By purchasing/booking this aurora call list slot, you agree to the terms and conditions regarding refunds / cancellations policies and risk / insurance / safety policies.
(1) Cancellations are subject to our cancellation policy. If we need to cancel for any reason, you will be fully refunded.
(2) Each call list purchase is valid for one night. If you need more than one night of coverage, you will need to purchase multiple “quantity” of this service.
(3) Vincent will remain in contact with the attendee from sunset until aurora activity is over. This is usually around 3-4 am. Vincent will provide details pertaining to best viewing locations, camera settings to capture the aurora, interpretation of space weather data and forecasts, and prediction of auroral strength and behavior over the course of a night. Vincent will deliver this information to the best of his abilities and knowledge, but nothing is guaranteed to be 100% accurate.
(4) Vincent will communicate with the customer primarily via text or phone call. If Vincent is in the field and away from cell range, he may use a satellite phone.
(5) If available, Vincent can meet you at your location for no extra cost.
Terms and Conditions for
one-hour chat room
PLEASE READ BEFORE BOOKING: By purchasing/booking this conference call appointment, you agree to the terms and conditions regarding refunds / cancellations policies and risk / insurance / safety policies.
(1) Cancellations are subject to our cancellation policy. If Vincent needs to cancel for any reason and an alternate time cannot be agreed upon, a full refund will be issued. If the customer does not show up to the conference call at the scheduled time, there will not be a refund.
(2) After booking, Vincent and the customer will agree on a time to have the video conference call and the preferred video conferencing software. Options include Google Meet, FaceTime, or Zoom.
(3) The customer consents to the conference call being recorded. These recordings will only be used for promotional material for Substorm Studios LLC.
(4) The conference call may cover any topics related to aurora tourism and science, travel to Fairbanks, night sky photography, social media, and/or space weather research.
(5) At any time, Vincent can cancel the call or not answer any questions. This may happen if the questions become inappropriate or if the customer is rude and demanding.
Terms and Conditions for
photography workshop
PLEASE READ BEFORE BOOKING: By purchasing/booking this workshop, you agree to the terms and conditions regarding refunds / cancellations policies and risk / insurance / safety policies.
(1) Cancellations are subject to our cancellation policy.
(2) The deposit is non-refundable in case of cancellation by the attendees. If we need to cancel for any reason, you will be fully refunded.
(3) The workshop service starts when the attendees and Vincent meet at the location convened upon prior to the commencement. It means that Vincent nor Substorm Studios LLC are responsible / liable for any incident or accident involving the attendees and their belongings up to the beginning of the workshop, or after it ends. It also excludes Vincent or Substorm Studios LLC for any liability concerning the customers' transport in Alaska.
(4) Attendees MUST travel to the location in their own means of transportation, for which they are solely responsible. The attendees will be given the exact meeting location and time and must ensure to travel there in good time and safely, respecting the Alaskan driving laws on the road. Roads may be slippery, wet, or icy, so make sure you allow enough time in case of unfavorable weather. Please check https://511.alaska.gov/ for traffic conditions. Please also refer with Vincent in case of uncertainties, incident or emergency.
(5) During the workshop, Vincent and Substorm Studios LLC decline any responsibility or liability concerning the attendees' photographic gear or belongings. Safety rules will be established at the beginning of the workshop and the attendees must follow them. The shooting conditions will also be explained prior to shooting, and perhaps the conditions of the path taken to the final location. It's the attendees' own responsibility to prepare adequately (clothing, food, fluids, gear...) for this. Please ask Vincent before coming to the workshop and have him explain what conditions will be encountered (weather, terrain, etc.). Should an emergency occur during the workshop, Vincent will contact local authorities and while following up on the situation. Any cost encountered by health and emergency situations shall be covered exclusively by the attendees.
Terms and Conditions for
guided aurora tour
PLEASE READ BEFORE BOOKING: By purchasing/booking this tour, you agree to the terms and conditions regarding refunds / cancellations policies and risk / insurance / safety policies.
(1) Cancellations are subject to our cancellation policy.
(2) The deposit is non-refundable in case of cancellation by the attendees. If we need to cancel for any reason, you will be fully refunded.
(3) The guided aurora tour starts when Vincent or another guide and the attendees meet at the location convened upon prior to the commencement. This may be a hotel, lodge, or AirBnB where the attendees are staying. Any guide affiliated with Substorm Studios LLC is not responsible / liable for any incident or accident involving the attendees and their belongings up to the beginning of the workshop, or after it ends.
(4) During the tour, the guide and Substorm Studios LLC decline any responsibility or liability concerning the attendees' photographic gear or belongings. Safety rules will be established at the beginning of the tour, and the attendees must follow them. The weather conditions will also be explained prior to shooting, and perhaps the conditions of the path taken to the final location. It's the attendees' own responsibility to prepare adequately (clothing, food, fluids, gear...) for this. Please ask the guide before coming to the workshop and have them explain what conditions will be encountered (weather, terrain, etc.). Should an emergency occur during the workshop, the guide will contact local authorities and while following up on the situation. Any cost encountered by health and emergency situations shall be covered exclusively by the attendees.
Cancellation Policy:
Due to natural elements and the personal element of our services, we have a NO CANCELLATION policy, except in the case of very severe weather or other extenuating circumstances which prohibit safe travel on our part in and around Fairbanks (for workshop or aurora tour) or restricts our availability (for aurora call list or conference call). If such an event occurs and we are not able to take you on your tour or provide our service, you will receive a full refund or the choice of another tour/service if available.
We will not cancel any service for cloudy skies or lack of aurora. Cloud cover often changes in and around Fairbanks regardless of the forecast, and the aurora is unpredictable – there is always a chance of seeing the lights. On a cloudy night, while we will try our hardest to see the aurora, we will also provide a deeper educational and informative experience that will prepare you for future Aurora photography. Canceling on cloudy nights could mean you miss your once in a lifetime opportunity to see Aurora when the clouds cleared at 1 am because we canceled at 9 pm.
Furthermore, while solid overcast does inhibit the ability to see the Northern Lights, you can still see the aurora through thin to moderate cloud cover, and often, there are breaks in even thick cloud cover that will give you glimpses. To give you the best opportunity possible, we still go out, have a good time, and do our best to find “holes.”
While we can’t promise to find you the Aurora, we will do everything reasonably possible to get you out of cloudy skies and into a view of the magical Northern Lights. We take our job very seriously and understand that this is a once-in-a-lifetime opportunity.
There are no refunds or exchanges for lack of aurora sightings.
We suggest traveler’s insurance for any other issues that may arise, such as illness, weather delays, and other circumstances that prohibit travel on your part. Travelex has some great coverage options available. We are not able to issue you a refund or exchange if you miss your trip for any reason.
