Viking | Group Bookings

UNFORGETTABLE GROUP BOOKINGS

VIKING MAKES GROUP BOOKINGS EASY

The Viking Groups Coordinator flawlessly manages every element of a group booking — from initial enquiries and pricing right through to contracts and bookings — while also acting as a liaison between travel agents and the Viking Marketing Team where necessary. Having just one point of contact at Viking for all group bookings ensures a streamlined, straightforward experience for travel agents every time.

To secure a group allotment a refundable deposit of $1,000 per stateroom (or $500 per person) is required when signing the group contract and these staterooms will be held for 90 days.

90 days after signing the group contract:

•An additional $1,000 per stateroom ($500 per person) is due. Making the total deposit paid $2,000 per stateroom ($1,000 per person).

•If the group allotment is cancelled after 90 days, we will refund $1,800 per stateroom ($900 per person) in the form of a future cruise voucher with the remaining balance non-refundable.

•If the group booking includes an air offer, full payment of flights (less air offer value) is due at time of flight booking.

• The final balance (being the total cost of your group tour as specified on the invoice provided at the time of booking) is due no later than 120 days prior to departure.

Viking offers one person travelling free of charge when you book more than five staterooms on board a European or Mississippi river cruise, or one person travelling free of charge when you book more than eight staterooms on board an ocean, expedition, or Portugal river cruise. In addition, you will receive $150 off per person on all cruises.

These fares are also fully commissionable. Group bookings are eligible for current market offers at the time of signing the group booking contract, and past passenger discounts will also apply for all past Viking guests on group bookings.

CALCULATION FOR DISCOUNTED BERTHS / STATEROOMS

YOU WILL EARN MORE WITH VIKING

Viking is one of the only cruise lines with no non-commissionable fees (NCFs) and we pay commission on every aspect of your booking, including air travel, beverage packages (when booked prior to sailing), extension packages and more.

As the Thinking Person’s Cruise®Viking offers your group everything they need, and nothing they don’t.

At Viking, we’ll take care of your group every step of the way, ensuring they have a memorable cruise. As our fares are highly inclusive and offer dining in a range of venues at no extra cost, your group can enjoy their meals together with wine and beer at lunch and dinner. It’s all included.

With a free shore excursion in each port, your group will share unforgettable experiences together.

GROUP BOOKING PROCESS

1. Contac t your Commercial Manager to discuss your group needs.

2. Your Co mmercial Manager can help you to develop a marketing plan and ensure your group journey is a success.

3. Sign a Gro up Contract and make your first refundable deposit of $1,000 per stateroom to secure your allotment.

4. You wil l have 90 days to sell your group allotment before a second deposit is due.

5. Once yo u have signed a contract, you will need to sell your stateroom allotment and provide details of all guests to our Groups Department.

ADDITIONS FOR YOUR GROUP BOOKING

Speak to your Commercial Manager for anything you may wish to add to your group booking. Transfers and the Silver Spirits Beverage Package are available for group bookings. Pre- and post-cruise packages are also available once all guest names are known and depending on availability at the time of booking. On some itineraries, flights may also be available.

BENEFITS OF A VIKING GROUP BOOKING

• Free berths starting when you sell 5+ staterooms on European or Mississippi river cruises and 8+ staterooms on Portugal river, expedition or ocean cruises

• Free berths are earned in the stateroom category where the majority of staterooms are booked. If an equal number of staterooms are booked in two categories, Viking will award the free berth in the higher category

• $150 per person off the cruise fare

• A refundable deposit is required to hold an allotment. This deposit becomes nonrefundable either:

a)90 days after the allotment is confirmed and upon receipt of the signed contract or

b) Once a cabin is sold

c) Deposits can be transferred within the Group until 121 days prior to cruise departure

• Personalised marketing support from Viking

• Final guest names are not due until 121 days before the cruise departure date

• Commission is paid on the cruise fare, port charges, taxes and any additional land arrangements

• Viking does not charge credit card surcharges

• Earn Rewards by Viking points on all group bookings

OCEAN INCLUSIONS

• Private Veranda stateroom with king-size bed

• Complimentary shore excursion in every port

• Onboard meals and beverages; including complimentary wine, beer and soft drinks with lunch and dinner

• Complimentary 24-hour room service

• Choice of eight dining options — no charge for specialty dining

• Specialty coffee, tea and bottled water

• Nordic spa facilities including sauna, hydrotherapy pool and Snow Grotto

• Unlimited Wi-Fi

• All onboard tipping and gratuities

• All port charges and government taxes

• Culture Curriculum: lectures and performances of music, art, cooking, dance and history

• No credit card surcharges

DELUXE VERANDA STATEROOM

RIVER INCLUSIONS

• River view stateroom

• Complimentary shore excursion in every port

• Onboard meals and beverages; including complimentary wine, beer and soft drinks with lunch and dinner

• Specialty coffee, tea and bottled water

• Unlimited Wi-Fi

• All onboard tipping and gratuities

• All port charges and government taxes

• Culture Curriculum: lectures and performances of art, music, cooking, dance and history

• No credit card surcharges

FRENCH BALCONY STATEROOM

EXPEDITION INCLUSIONS

• Nordic Balcony stateroom with king-size bed

• Onboard meals and beverages; including complimentary wine, beer and soft drinks with lunch and dinner

• Choice of six dining options

• Complimentary 24-hour room service

• Specialty coffee, tea and bottled water

• Nordic spa facilities including sauna, hydrotherapy pool and Snow Grotto

• Wi-Fi and onboard gratuities

• Shore excursions and outdoor experiences

• Kayaks, Zodiacs & Special Operations Boats

— A Viking Expedition Kit with a variety of equipment to explore at no extra charge

• All port charges and government taxes

• Enrichment lectures & demonstrations

• Ground transfers with Viking Air purchase

HOW DO I CONTACT VIKING?

Should you have any questions or if there is anything that Viking can do to support your selling efforts in terms of posters, expos or promotional events, please contact your Commercial Manager or relevant Viking team Member.

NATHALIE FAGAN

Commercial Manager Northern NSW & WA

nathalie.fagan@viking.com

Ph: 0428 737 227

JOANNE CULLEN

Commercial Manager VIC & SA

joanne.cullen@viking.com

Ph: 0418 647 725

LEON HILL

Senior Commercial Manager QLD & NT leon.hill@viking.com

Ph: 0400 198 718

RAMON DREW

Commercial Manager Southern NSW, ACT & TAS

ramon.drew@viking.com

Ph: 0409 868 259

STEVE PARKER

Commercial Manager NZ steve.parker@viking.com

Ph: 021 335 425

VIKING GROUPS

groups.anz@viking.com

Ph: 138 747 ext. 6280

SHAUN KAVANAGH

Senior Commercial Manager, National shaun.kavanagh@viking.com

Ph: 0466 580 391

KEIRA SMITH

Director of Sales & Revenue keira.smith@viking.com

Ph: 0405 471 993

LEE SIEFKEN

Director of Trade Marketing & Customer Communication

lee.siefken@viking.com

Ph: 0401 394 043

ETHAN LARKIN

Senior Trade Marketing Executive ethan.larkin@viking.com

Ph: 02 8913 6281

CAMERON WARD

Senior Manager Contact Centre cameron.ward@viking.com

GROUP BOOKING FAQ

GROUP BOOKING FREQUENTLY ASKED QUESTIONS

BOOKING PROCESS & GROUPS CONTACT INFO

Q. What is the process for booking a Group Allotment with Viking Cruises?

A. Contact the Viking Groups Coordinator to discuss your Group needs. Your Commercial Manager will help you to develop a marketing plan. Once you have signed a contract you will need to sell your stateroom allotment and provide details of all guests to our Groups Department.

Q. What sales assistance is available to help me sell my Group Allotment?

A. Your Commercial State Manager is available to support your promotional activities. They will have ideas such as cruise nights, direct mailings, flyers, electronic direct mail (EDM), webinars and staff training on your chosen Viking cruise.

Q. Who do I contact for help with my Group Allocation?

A. Your Commercial State Manager is your first point of contact and will help you with everything you need to secure and sell your Group Contract Allotment. Once a Contract is signed, please contact the Groups Department for all administrative needs.

FREE OF CHARGE (FOC) BERTHS/STATEROOMS

Q. What is the benefit of a group booking with Viking Cruises?

A. When you book 5 staterooms on on a European or Mississippi river cruise you will receive one berth (one guest) Free of Charge. When 10 staterooms are booked on a on a European or Mississippi river cruise you will receive one stateroom Free of Charge. When you book 8 staterooms on an ocean cruise, expedition cruise or Portugal river cruise you will receive one berth (one guest) Free of Charge. When 16 staterooms are booked on an ocean cruise, expedition cruise or Portugal river cruise you will receive one stateroom Free of Charge.

Q. Do Free of Charge (FOC) Berths/Staterooms apply to all cruises?

A. FOC berths/staterooms excludes river cruises in Egypt, Vietnam and Cambodia.

Q. How are FOC berths/staterooms determined?

A. FOC berths/staterooms are earned in the category where the majority of staterooms are booked. When determining the majority of staterooms, if an equal number of staterooms are booked in 2 categories the FOC berth/stateroom will be in the higher category. Any unsold staterooms will affect the entitlement of FOC berths/staterooms.

Q. What happens if I am unable to confirm the minimum staterooms required to qualify as a group?

A. Guests’ bookings confirmed as part of the Group Contract allocation will still be protected as normal bookings. However, any unsold staterooms will affect the entitlement of FOC berths/staterooms. Dropping below the minimum group size will remove all FOC entitlements.

RATES, DEPOSITS AND PRICING

Q. What are the payment arrangements for Group Bookings?

A. To secure a group allotment a refundable deposit of $1,000 per stateroom (or $500 per person) is required when signing the group contract and these staterooms will be held for 90 days. 90 days after signing the group contract:

• An a dditional $1,000 per stateroom ($500 per person) is due. Making the total deposit paid $2,000 per stateroom ($1,000 per person).

• If t he group allotment is cancelled after 90 days, we will refund $1,800 per stateroom ($900 per person) in the form of a future cruise voucher with the remaining balance non-refundable.

• If t he group booking includes an air offer, full payment of flights (less air offer value) is due at time of flight booking.

• The final balance (being the total cost of your group tour as specified on the invoice provided at the time of booking) is due no later than 120 days prior to departure.

Q. Are the deposited funds refundable?

A. If the group allotment is cancelled before 90 days

Q. Can I cancel Group Bookings?

A. Once bookings are deposited, cancellations are as per Viking Cruises General Terms and Conditions. Any unsold

GROUP BOOKING FREQUENTLY ASKED QUESTIONS

staterooms will affect the entitlement of Free of Charge berths/staterooms.

Q. Is there a reduced fare for Solo Travellers?

A. A 100% Single Supplement rate will be charged on all stateroom categories. A Single Supplement is applicable to Hotel and Land Extensions and will be advised when extensions are requested.

Q. Are Group Bookings eligible for other discounts?

A. Your cruise fare price is protected against any increase at time of your Contract. Any additional promotional deals in market at time of cabin bookings are not applicable. Past passenger travel discounts are combinable with Group Booking rates. No other discounts can be applied to Group Contract Allotments.

COMMISSION

Q. Are Group Bookings commissionable?

A. Cruise, land extensions, transfers, port charges and air are all commissionable. The cruise portion of your bookings attract commission at your normal agency rate. Hotels, Land Extensions and Transfers are commissionable at 10%. The Silver Spirits Beverage Package is commissionable at 5% and air component is commissionable at 1%.

ALLOTMENTS

Q. Are staterooms in my group allotment guaranteed?

A. Your Group Contract Allotment is guaranteed on receipt of the 1st deposit of $1,000 per stateroom.

Q. Can I add to my group allotment after the Group Contract is signed?

A. Requests for a larger allotment are subject to approval and are at the rates stated in your Group Contract. Additional Free of Charge (FOC) berths/staterooms will be subject to approval and cannot be guaranteed.

Q. Once an allotment is held can I downgrade stateroom categories?

A. Downgrading an existing stateroom in your Group Contract Allotment to a lower stateroom category is not permitted.

Q. When do I need to release unsold staterooms from my allotment?

A. Viking Cruises reserves the right to release any unsold staterooms from the Group Contract Allotment at any time within 6 months of the cruise departure date. All unsold staterooms need to be released by your Agency no later than 121 days prior to the Cruise Departure.

Q. If I make a booking with the General Reservations Team, can it be moved into my Group Allotment?

A. All group bookings must be made from the initial group allocation via our Groups Department. Any FIT bookings made via General Reservations cannot be transferred into or included in the Group Contract Allotment.

NON CRUISE COMPONENTS

Q. Can I book pre and post packages, transfers and the Silver Spirits package for my Group Bookings?

A. Yes, please discuss all your group needs with the Viking Groups Coordinator. They can advise availability and rates. All additional land components are subject to availability and can only be guaranteed once guest names are advised.

Q. Can air be added to my Group Booking?

A. Flights can be included in your Group Booking Contract subject to availability and approval. Current air offers are available on Group Contract Allotments and are subject to Viking Air’s Terms and Conditions. Please discuss your air needs with the Viking Groups Coordinator.

NAMES & GUEST INFORMATION

Q. When do I supply names and guest details?

A. You will need to ensure passengers have completed the Guest Information Form and that all passenger names have been supplied to the Groups Department no less than 121 days before the Cruise Departure Date.

Q. Can I change names for the Cruise portion of my Group Allocation?

A. Final names of passengers must be supplied to the Groups Department no less than 121 days before the cruise departure date. 120 days or less, name changes for cruise or land arrangements are subject to approval and will incur a fee.