B2B Booking Terms and Conditions
European Destination Management Oy
These terms and conditions (the "Terms") govern all travel packages, itineraries and bookings sold through the TravelTrade.Pro online portal (the "Portal"), and any other services provided to travel-trade customers, by European Destination Management Oy (Business ID 3428234-1), including its auxiliary brands DMC Helsinki, DMC Rovaniemi, DMC Stockholm, DMC Tromso, DMC Norway, DMC Estonia and DMC Tallinn (collectively "DMC").
These Terms apply exclusively to business-to-business transactions between DMC and the travel agency or tour operator holding a Portal account (the "Agent"). The person travelling on the booked services is the "Passenger". All rates shown in the Portal are net trade rates; the Agent resells the services in its own name and at its own prices.
Service provider details
Company: European Destination Management Oy
Address: Korkalonkatu 2 L 9, 96100, Rovaniemi, Finland
Contact: +358 10 299 4760 – sales@eudmc.com
1. Trade customers only and the roles of the parties
1.1 Trade customers only. The Portal and these Terms are intended solely for travel agencies and tour operators acting in the course of their business. By registering, and again with every booking, the Agent warrants that it is such a business, that it holds every licence, registration and insolvency protection its own country requires for selling travel services, and that it is not a consumer. DMC does not sell to consumers or to private individuals, and consumer protection legislation does not apply to the relationship between DMC and the Agent.
1.2 Accounts. A Portal account is opened only after DMC has approved it. DMC may verify the information given at registration, and may refuse, suspend or close an account at its discretion. An application that is not completed or approved within 30 days of registration is deleted. The Agent is responsible for all use of its account, must keep its credentials confidential, must keep its company and contact details in the Portal accurate and current, and must not give Passengers or any other third party access to the Portal.
1.3 The Agent is the organiser. The Agent sells to Passengers in its own name and at its own prices, and is the organiser or retailer towards them under the package travel legislation applicable to it, with all information, liability and insolvency protection duties that follow. DMC is an incoming destination management company acting solely as the Agent's supplier. DMC is not the organiser or the retailer of any package towards a Passenger, is not registered as a package travel organiser, provides no insolvency protection to Passengers and has no contract with any Passenger.
1.4 Incorrect statements. The Agent is liable for any loss, cost or claim that DMC incurs because a statement made under this section was incorrect.
1.5 Use of the Portal. The Portal may be used only to browse, price and book services for resale to the Agent's own Passengers. The Agent must not copy the catalogue, rates or content by automated means, scrape or crawl the Portal, interfere with its operation or security, or attempt to access data of other accounts. DMC may suspend an account that breaches this clause.
2. Conclusion of the contract
2.1 Binding order. Submitting a booking through the Portal is a binding order by the Agent at the price shown in the Portal at the time of submission. With each submission the Agent accepts the version of these Terms published on the Portal at that moment; the Portal records the time of that acceptance and the version accepted.
2.2 On request. A regular booking is checked by DMC against every hotel and supplier on the itinerary and turned into a quotation. DMC aims to answer within 24 hours on business days; this is a target, not a commitment. The contract is concluded when DMC confirms the booking in the Portal or in writing. Until then the Agent may withdraw the request by email to sales@eudmc.com, and DMC may decline a request it cannot fulfil, without liability.
2.3 Instant booking. A package marked "Instant booking" is booked against DMC's own allotments. On submission the Portal claims the inventory, and the booking is concluded as soon as the Portal shows it as confirmed, normally within minutes; DMC also confirms it by email. If the inventory can no longer be claimed at the moment of processing, the request fails, the Agent is informed and no contract is formed. Where the Agent adds an optional service that the Portal marks as not available for instant booking, the booking is handled as a regular request under clause 2.2. Every instant booking remains subject to the payment terms below.
2.4 Signature experiences. Signature experiences and other tailor-made services are requested from DMC directly and are not booked through the Portal. These Terms apply to them as well, together with DMC's written proposal; where the two differ, the proposal prevails.
2.5 Booking rules. The booking rules shown on the package page and in the booking form, such as the validity period, the minimum party, the maximum group size, child age limits, packages that take no children, closed dates and the stop-sales window, form part of the offer. The Portal refuses a booking that does not meet them.
2.6 Meaning of "Confirmed". A booking shown as confirmed means that DMC has accepted it and is holding the services. DMC's obligation to deliver the services is conditional on every payment being received by its due date. The booking voucher, with the reservation details, booked services and itinerary, is issued once the booking is paid in full and the Agent has supplied the traveller details and the arrival and departure details requested in the Portal.
2.7 The Agent is strictly liable for all financial obligations DMC incurs for services ordered through the Agent's Portal account. If DMC secures services at the Agent's request before payment has fully cleared and the Agent subsequently cancels, the Agent remains liable in full for all amounts invoiced by DMC.
3. Prices, VAT and invoicing
3.1 Prices. Portal prices are net B2B rates in euro. They include the services explicitly listed in the package itinerary and all mandatory fees and taxes known at the time of booking. The total shown in the Portal at the moment of booking is the basis of DMC's invoice, and the payment schedule shown for the package applies. A "from" price shown on a package page is indicative; the price of a booking is the total calculated by the Portal for the chosen dates, party and services.
3.2 VAT. DMC sells travel services under the VAT margin scheme for travel agencies. DMC's invoices show no separate VAT amount, and DMC does not provide detailed VAT information on the services it sells. The Agent is responsible for the VAT treatment of its own resale.
3.3 Not included. Unless expressly listed in the itinerary, prices do not include flights or other transport to and from the destination, travel insurance, visas, personal expenses, or optional services that were not selected at booking.
3.4 Payment methods. Payment is made either by bank transfer against a proforma invoice, or by card through the secure payment link provided in the Portal, which is operated by DMC's payment service provider, Flywire. DMC adds a card processing fee of 3% to amounts paid by card; the fee is shown in the Portal before the booking is submitted and is part of the booking total. The Agent chooses the payment method when submitting the booking.
3.5 Full amount. DMC must receive every invoiced amount in full. A payment is made when the full amount is credited to DMC's bank account or confirmed to DMC by the payment service provider. The Agent bears its own bank charges, transfer fees and currency conversion costs.
3.6 Bank details. Provided with proforma invoice.
4. Payment terms
4.1 Payment schedule. Payments fall due according to the payment schedule shown for the package and the booking in the Portal. After confirmation DMC sends the payment instructions for each instalment, a card payment link or a proforma invoice, through the Portal or/and by email; the due date shown on each instalment applies. Where no schedule is shown, payment is due within 5 business days of the invoice date.
4.2 Proof of payment. The Agent must provide proof of payment (a bank receipt) on request. If a payment has not been received by its due date, DMC may release all held inventory and cancel the booking.
4.3 Late payment. Overdue amounts carry penalty interest under the Finnish Interest Act (633/1982). DMC may also charge the standard collection compensation of EUR 40 under the Act on Payment Terms in Commercial Contracts (30/2013), together with its reasonable collection and legal costs.
4.4 If the Agent fails to meet the payment schedule, DMC may cancel all services without refunding any amount already paid, and amounts that had fallen due before the cancellation remain payable.
4.5 No chargebacks. The Agent shall not reverse, dispute or charge back a card payment made under these Terms, except for a proven unauthorised transaction. The Agent bears the costs of an unjustified chargeback, and the amount concerned remains payable.
5. Non-refundable payments, cancellations and changes
5.1 All payments are non-refundable. Every payment made to DMC, whether a deposit, an instalment or the balance, is non-refundable from the moment it is received, whatever the reason for a cancellation, including cancellation by the Passenger, no-show, illness, refusal of a visa or of entry, and disruption of flights or other transport. The only exceptions are those set out in clauses 5.7 and 5.8. The Agent is expected to cover this risk through its own terms with the Passenger and through the insurance referred to in clause 6.3.
5.2 A cancellation does not release the Agent from amounts that had already fallen due under the payment schedule.
5.3 How to cancel. Cancellation requests must be sent by email to sales@eudmc.com during DMC's office hours (Monday to Friday, 09:00–17:00 Finnish time). Bookings cannot be cancelled through the Portal itself.
5.4 Changes by the Agent. Changes requested by the Agent, such as names, dates, party size or services, are subject to availability and to DMC's consent and may carry additional cost. A reduction of the party or the removal of a service does not entitle the Agent to a refund of amounts paid.
5.5 Some packages close for sale a stated number of days before departure and cannot be booked or amended inside that window.
5.6 Hotel to be confirmed. A package marked "Hotel to be confirmed" is sold with the named hotel as the intended accommodation. If that hotel is not available for the booked dates, DMC places the party in another hotel of the same category, and the booking is confirmed on that basis.
5.7 Substitution of unavailable services. If a service included in a booking, such as an accommodation, transport, activity or other service, becomes unavailable, DMC has the right to replace it with a similar service of the same value that fits the travel package. DMC informs the Agent of the change through the Portal or by email before the voucher is issued, and the change is shown on the booking in the Portal. Such a substitution is not a defect in the services, does not change the price of the booking and gives no right to cancel or to a refund. If no suitable replacement is available, DMC may cancel that part of the booking and refund the amount paid for the unavailable service. That refund is the Agent's sole remedy.
5.8 Cancellation by DMC. If DMC cancels a booking for a reason other than the Agent's breach or force majeure, DMC refunds the amounts paid for the services not delivered. That refund is the Agent's sole remedy.
6. Agent responsibilities and indemnification
6.1 Passenger information. The details entered in the Portal, including the main passenger's name and, where given, the ages of the travellers, must be accurate. The Agent must supply the traveller details (full names, dates of birth, nationalities, passport details and any dietary or medical needs relevant to the services) and the arrival and departure details through the Portal by the time DMC requests them. Local suppliers may refuse bookings with missing or inaccurate Passenger data, for which DMC bears no liability.
6.2 Travel documents. The Agent is solely responsible for ensuring that all Passengers hold valid passports, visas and any other documents and health certificates required for the journey.
6.3 Insurance. The Agent is solely responsible for ensuring that every Passenger holds travel insurance covering cancellation, medical expenses, repatriation and the booked activities, including snowmobile and other winter and outdoor activities, and for informing Passengers that DMC provides no insurance and refunds nothing that such insurance would cover.
6.4 Compliance. The Agent is responsible for meeting its own legal obligations towards Passengers, including pre-contractual information, insolvency protection and its own liability insurance.
6.5 Communication. The Agent is responsible for communicating all terms, the non-refundable nature of the payments, itinerary changes and substitutions, meeting times and activity requirements to the Passenger. DMC assumes no liability for missed departures or no-shows resulting from the Agent's failure to relay information.
6.6 Indemnification. The Agent shall indemnify, defend and hold DMC harmless against any claims, demands or proceedings brought by Passengers or authorities in connection with a booking, including claims under package travel or consumer legislation and claims concerning service expectations, flight delays, injury or loss of luggage, except to the extent caused by DMC's intent or gross negligence.
7. Force majeure
7.1 DMC is not liable for any failure or delay in performing its obligations caused by unavoidable and extraordinary circumstances beyond its control, including but not limited to airspace restrictions, war, acts of terrorism, pandemics, government measures, strikes, extreme weather and natural disasters.
7.2 In the event of force majeure DMC is not obliged to refund cancelled or interrupted services. DMC will pass on to the Agent any refund it actually recovers from its suppliers, less its own costs. Beyond that, the Agent bears the financial risk and must rely on its own or the Passenger's insurance.
8. Liability and local suppliers
8.1 DMC contracts local suppliers (hotels, transport companies, guides and activity providers) and selects them with care. The services are delivered by those independent suppliers under their own terms and safety rules. DMC's liability for a supplier's failure, accident or negligence is limited as set out in clause 8.3.
8.2 Activity constraints. The Agent must inform Passengers that natural phenomena such as the Northern Lights are unpredictable and never guaranteed, that every driver on a snowmobile safari must be at least 18 years old and hold a valid driver's licence, and that outdoor activities may be modified, rescheduled or replaced for weather or safety reasons. Such a change is not a defect in the services.
8.3 Limitation of liability. DMC's total liability for all claims arising out of or relating to a booking shall not exceed the total amount paid by the Agent to DMC for that booking. DMC is not liable for indirect or consequential damage, such as loss of profit, loss of business or loss of reputation. These limitations do not apply to damage caused by DMC's intent or gross negligence.
9. Complaints
9.1 Any complaint regarding the services must be raised by the Passenger or the Agent with DMC immediately and on the spot, so that DMC has the opportunity to put the matter right. DMC's service line, whose number is printed on the voucher, is available around the clock during the trip for this purpose.
9.2 The Agent must notify DMC of the complaint in writing within 24 hours of the incident. Complaints made after the trip has ended without prior on-site notification will not be considered for compensation.
9.3 Any claim for compensation must be submitted to DMC in writing within 30 days of the end of the services concerned.
10. Data protection
10.1 DMC processes personal data in compliance with the EU General Data Protection Regulation. Passenger data entered in the Portal is used solely for delivering the travel arrangements, is shared only with the suppliers necessary to deliver them, and is stored on servers located inside the European Union. Card payments are processed by Flywire under its own privacy terms. See the Portal's Privacy Policy for details.
10.2 Each party is an independent controller of the Passenger data it processes. The Agent collects the data from the Passenger and warrants that it has informed the Passenger and has a valid legal basis for sharing the data with DMC, including the Passenger's explicit consent where that is required, for example for health-related data such as allergies, dietary requirements or mobility needs.
11. Confidentiality
11.1 The net rates, price calculations, payment schedules, quotations, proforma invoices, vouchers and business terms made available to the Agent's account, and any other non-public information DMC provides, are strictly confidential. The Agent shall not disclose, publish or share them with Passengers, competing travel businesses, other third parties or the general public, and shall ensure that no document given to a Passenger shows DMC's net rates.
11.2 The indicative "from" prices shown on the public pages of the Portal are not confidential, but may be republished only as permitted by section 12.
12. Intellectual property, client documents and embedding
12.1 Ownership. The Portal and all content made available through it, including itineraries, texts, photographs, maps, package descriptions and generated documents, are the property of DMC or its licensors and are protected by intellectual property law.
12.2 Licence to resell. For as long as the Agent holds an active account, the Agent may use the package content and the client-ready documents generated in the Portal solely to market and resell the packages to its own Passengers, under its own brand and at its own prices. The Agent is responsible for every price, text and change it enters into such a document, and for its accuracy towards the Passenger.
12.3 Embedding. Where DMC enables it for a package and for the Agent's website, the Agent may display that package on its website through the embed function of the Portal. The content shown is DMC's and may not be altered. DMC may change or withdraw the embed function at any time.
12.4 No other use. Any other use of the Portal content, including copying it to other catalogues, systems or websites, requires DMC's prior written consent. The licence ends when the Agent's account is closed.
13. Marketing and promotional material
13.1 DMC may name the Agent as a partner agency in its marketing materials and client portfolios, using the Agent's company name and, where the Agent has provided them, its logo and website link, unless the Agent requests otherwise in writing.
14. Notices and changes
14.1 Notices. DMC gives notices about an account or a booking by email to the email address of the Agent's Portal account, or in the Portal. An email is deemed received on the business day it is sent. The Agent must keep its email address current and must monitor it.
14.2 Changes to these Terms. DMC may amend these Terms. The amended version is published on the Portal with its effective date and applies to every booking submitted after publication. The Agent reviews the current Terms before each booking and accepts them with each submission. A booking already submitted remains subject to the version accepted when it was submitted. DMC may also announce material changes by email.
14.3 Changes to a booking. Any change to a confirmed booking must be agreed in writing, for which email and the Portal are sufficient.
15. General provisions
15.1 Electronic acceptance. Acceptance given by ticking a box or submitting a booking in the Portal is binding and satisfies any requirement of written form. The Portal's records of acceptances, bookings and payments are evidence of them.
15.2 Language. These Terms are drawn up in English. Where a translation or the Portal's interface in another language differs from them, the English text prevails.
15.3 Assignment. The Agent may not assign or transfer a booking or its rights under these Terms without DMC's written consent.
15.4 Severability. If any provision of these Terms is found invalid or unenforceable, the remaining provisions remain in full force.
15.5 Waiver. DMC's failure to enforce a right or provision of these Terms does not waive its later enforcement.
15.6 Entire agreement. These Terms, together with the booking as shown in the Portal and any written proposal from DMC, form the entire agreement between the Agent and DMC for that booking and supersede all earlier agreements, understandings and terms, including any general terms of the Agent.
16. Governing law and disputes
16.1 These Terms and every booking are governed by the laws of Finland, without regard to its conflict-of-law rules.
16.2 Any dispute shall be settled by the District Court of Helsinki, Finland, as the court of first instance. DMC may nevertheless bring a claim for unpaid amounts before the courts of the Agent's domicile.
Version 2.1. These Terms and Conditions are approved by CEO Marko Riabkov and are effective as of 15 October 2026. They replace the version effective as of 18 September 2026.