Making the most of your trip
To reach Antarctica, you'll travel through Patagonia, the southernmost tip of South America. Embrace your opportunity to explore this incredible destination.
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As your adventure approaches, we will be preparing your Final Travel Documents. In order to do this, there is some essential information that we need from you to get everything ready. To help make things easy, we’ve shared some details about payments and documents so you know what to expect and when to expect it.
Your Final Travel Documents comprise your voyage itinerary, your voyage boarding documents and important travel information. We will share them with you via email or your Adventure Planner 3-4 weeks before you travel.
In order 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.
You can find all your forms and actions 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 Final Travel Documents will be uploaded to your Adventure Planner 3-4 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.
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.
Please share a copy of your international flight information with us – flight numbers, dates, and the airline reference number (these details will be on your e-ticket). This will be used to monitor your flights for you.
Your final balance due date will be 130 days before your departure date. We will start sharing reminders with you 30 days before your balance due date and include the details of your balance and how to pay.
Wire/bank transfer
Most customers like to pay their final balance by wire transfer (bank transfer). Details of how to pay by wire transfer – 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
Please note that we are able to accept American Express.
If you would 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. 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.
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 Customer Experience Coordinator
The 2.55% (or 2.9% for Amex) credit card fee is the exact fee our bank charges us for taking card payments. We waive 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 make wire transfers (bank transfers) instead.
For payments by wire transfer please instruct your bank to wire the payment to us using the details on the My Payments page of your Adventure Planner. Your bank might not need all the details we provide, please seek their guidance on what you’ll need to complete the transfer.
Please make sure to instruct your bank that the payment remains in the same currency all the way through the transaction (specifically, please instruct your bank to ensure payments in USD and EUR are not converted into GBP when paying into our USD or EUR account).
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.
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).
No, unfortunately we are not able to accept cheques.
To reach Antarctica, you'll travel through Patagonia, the southernmost tip of South America. Embrace your opportunity to explore this incredible destination.
Discover MoreThe Adventure Planner is an online space designed to help you prepare for your trip and feel in control during every step of your Antarctic journey.
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