Using your Adventure Planner
The Adventure Planner is an online space designed to help you prepare for your trip and feel in control during every step of your Arctic journey.
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Your Final Travel Documents
What are your Final Travel Documents?
Your Final Travel Documents include your trip itinerary, your voyage boarding documents (if applicable) and other important travel information. We will share these with you via email / your Adventure Planner 2-4 weeks before you travel.
To do this, we will need you to share some essential information with us no later than three months before your departure, the details of which are listed below.
Bears exploring the sea ice
What do we need from you to prepare them?
You can find all of your forms and tasks on the My Trip page of your Adventure Planner. When you complete these tasks, you will supply us with everything we need to prepare your Final Travel Documents. Your tasks will be based on the following forms and information:
- Your completed Swoop Reservation Form upon paying your trip deposit (details required for every traveller)
- An uploaded copy of your passport if this is required by your trip operator
- A copy of your international and domestic flights info – we need flight numbers, dates, the airline reference no. and where you're flying to and from (these details will be on your e-ticket)
- Completed mandatory voyage operator forms (if applicable)
- Your questionnaire or medical form for add-on activities, for example, kayaking – if required by your operator
- The name of your insurance company, their emergency phone number, and your policy number – all passengers must carry travel and emergency repatriation insurance cover for trips to the Arctic and we recommend that travel insurance is in place from the point of confirming your voyage
- Details of any independently booked hotel arrangements, both pre and post voyage, in case we need to contact you while you are travelling
Your Final Travel Documents will be uploaded to your Adventure Planner 2-4 weeks before departure; we'll email you to let you know when they are ready. If you are beginning your trip earlier, please let us know so we can ensure these important documents reach you in time.
Swoop says
In the case of a delay, we will communicate your flight information to our partners and guides on the ground on your behalf, ensuring that you have a smooth onward journey on arrival.
If you book your flights with our flight partner, we will already have all the information we need. If booking your air travel independently, please share a copy of your flight e-tickets with us. This will be used to monitor your flights for you.
Final balance
When it's due
Your final balance due date will be 130 days prior to your departure date.
We will start sharing reminders with you from 30 days before your balance due date and include the details of your balance and how to pay.
More information can be found on your invoice statement in the My Payments page of your Adventure Planner. Learn how to access this with our guide to using your Adventure Planner.
Humpback in the Northwest Passage
How to pay
Hiking at Lindenow Fjord, East Greenland
Flowers on the beach in Svalbard
Wire/bank transfer
Most customers like to pay their final balance by wire transfer (bank transfer). Details of how to do this – including paying early or in instalments – are available on the My Payments page of your Adventure Planner, along with your invoice statement.
Debit/credit card
If you'd prefer to pay by credit card or debit card please let your Customer Experience Coordinator know. Tell them when you'd like to make the payment and they will prepare a secure payment link for you. Alternatively, you can call us and pay over the phone. Payments by card may be subject to additional fees.
We accept payments in USD, GBP and EUR. If the bank details in your Adventure Planner or your payment link aren’t in your preferred currency, please let us know and we will be happy to update them for you.
Ben says
When paying in a currency other than the currency of your booking, we will calculate the exchange rate on the day of payment. You can make a payment at any time before your balance due date, so please let us know if you would like to take advantage of any currency fluctuations.
Ben Ward Polar Customer Experience Coordinator
Payment FAQs
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Why am I being charged a fee for using my card?
The 2.55% (or 2.9% for Amex) credit card fee is the exact fee our bank charges us for taking card payments. Swoop covers this fee on deposit payments as a courtesy for our customers but must pass them along on all other payments.
To avoid being charged this fee, most of our customers pay their balance via wire transfers (bank transfers) instead. Please note that fees are only applicable to those resident outside of the UK and EU.
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How do I do a wire/bank transfer?
For payments by wire transfer, please instruct your bank to wire the payment to us using the details on the payments tab of your Adventure Planner. Your bank might not need all the details we provide; please seek their guidance on what you will need to complete the transfer.
Please make sure to instruct your bank for the payment to remain in the same currency all the way through the transaction (specifically, please tell your bank to ensure payments in USD and EUR are not converted into GBP when paying into our USD or EUR account).
It is very helpful if you include your booking reference or full name in your transfer to us. Please remember to ask your bank about any charges incurred for a wire transfer (charges will not be covered by Swoop Travel).
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What type of bank details do I need for a transfer?
The type of bank details you need to complete a transfer will depend on whether you are based in the US, UK, or outside the UK. Please refer to the following bank details below which correspond to each specific transfer type.
USD bank details payment methods
For customers paying their balance to our US dollar account held in the United States, please see the available payment methods and the details needed depending on your location:
EUR bank details payment methods
For customers paying their balance to our euro account held in the UK, please see the available payment methods and the details needed depending on your location:
GBP bank details payment methodsFor customers paying their balance to our pound sterling account held in the UK, please see the available payment methods and the details needed depending on your location:
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My US bank requires a recipient's name and physical address. What information do I use?
The beneficiary name must be HSBC UK Re Swoop Travel Ltd. If you use any other name, there is a high chance that the payment will not get to us. Please note, your bank might auto-populate an address when you input our Swift or Routing Code, so use the address given if it differs from the ones listed in your Adventure Planner.
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Can I pay by cheque?
Unfortunately, we are not able to accept cheques.
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