TOURS TERMS & CONDITIONS

Introduction

This agreement is made between Vietnam Exploration Booking (hereinafter referred to as “VEB”)and the Client (which term includes the agent or individual making the booking). The agreement is subject to the following terms and conditions, which may be amended by VEB from time to time in VEB's brochures, website, or other published materials. By making a booking with , the Client is deemed to have read, understood, and agreed to be bound by these terms and conditions.

Tour Booking and Payment

• Booking Method: All bookings must be made in writing or by email.
• Deposit: A 30% deposit of the total tour cost is required at the time of tour confirmation.
• Late Bookings: If a booking is made within 20 days of the tour commencement date, full payment shall be required immediately upon confirmation of services.
• Group Bookings: For group bookings, a non-refundable deposit may be requested by VEB on a case-by-case basis.
• Final Payment: Payment in full must be received by VEB no later than 20 days before the start of the tour arrangements (unless otherwise agreed in writing). VEB reserves the right to cancel any booking without notice if the Client fails to pay the balance by the due date. In the event of such cancellation due to non-payment, VEB may, upon the Client’s request, re-quote the tour (which could be subject to a price surcharge).
• Price Adjustments: Upon receipt of full payment, VEB will provide the agreed services at the quoted price. However, VEB unconditionally reserves the right to adjust the price if compelled by any factor beyond its control (for example, significant tax changes, fuel surcharges, currency fluctuations, etc.).
• Currency: The tour prices are generally quoted in a specific currency. If the Client wishes to pay in a different currency than the one invoiced, the Client should request the applicable rate of exchange from VEB prior to payment.

CANCELLATION & AMENDMENT : 

• Notification: All cancellations or amendment requests must be communicated to VEB in writing (e.g., via email or letter). The date of receipt of the cancellation by VEB (as determined by  taking into account any communication delays) will be the effective date for calculating cancellation charges. The following cancellation fees shall apply:
  • If a cancellation notice is received more than 30 days prior to the commencement of the tour, a cancellation fee equal to 30% of the total tour cost will be charged.
  • If a cancellation notice is received 30 to 15 days before the commencement of the tour, a cancellation fee of 50% of the total tour cost will be charged.
  • If a cancellation notice is received 14 to 7 days before the tour start date, a cancellation fee of 75% will be charged.
  • If a cancellation notice is received within 6 days of the commencement of the tour (including any time after that up to departure), a cancellation fee of 100% will be charged.
• Peak Periods: Please note that during certain peak travel periods or special events, the above standard cancellation policy may not apply. In such cases (e.g., where VEB has had to make full non-refundable payments to hotels or lodges well in advance), any cancellation may incur up to 100% cancellation charges regardless of the notice period. VEB will advise the Client at the time of booking if any special cancellation terms apply to the particular tour period.
• Refund of Deposit: VEB will apply any tour deposit paid by the Client against the applicable cancellation fees. If the cancellation fees are less than the deposit paid, the remaining balance of the deposit (if any) will be refunded to the Client.
• No-Shows & Unused Services: There are no refunds for any unused portions of the tour program. This includes situations where a Client does not show up for the tour, joins late, leaves early, or decides to skip any scheduled tour activities; no refunds will be made for such missed services.
• Amendments: If the Client requests an amendment or alteration to a booked tour (for example, changes in dates, itinerary, or number of participants), VEB will endeavor to make the changes with minimal or no extra cost. However, the Client will be liable for any unavoidable costs or penalties incurred due to the amendment. Any request for changes must be made in writing, and VEB’s ability to accommodate changes may be subject to availability and the policies of third-party suppliers.

Force Majeure

If, as the consequence of a “Force Majeure” (as defined below), the Company is obliged to curtail, alter, extend or cancel the Tour, the Customer is not at liberty to maintain a claim for compensation or otherwise for any loss arising as a consequence of said curtailment, alteration, extension or cancellation of the Tour.
“Force Majeure” means “acts of God,” as:

• Natural disasters
• Adverse weather conditions
• Global pandemic diseases declared by WHO
• Fire or other destruction of any vessel, craft or vehicle used, or to be used, in connection with the Tour;
• Destruction or damage of accommodation on the Tour not related to the Customer or the Company
• Riots, acts of war, civil unrest, and the exercise of legislative, government, municipal military or other authority action
• Strikes or other industrial actions; the requisition of equipment, mechanical breakdowns, or shortage of fuel; insolvency or default of any carrier or service connected with the Tour, and fraud perpetrated against the Company.

Client’s Insurance and Responsibilities

• Travel Insurance: The Client must obtain adequate travel insurance coverage before the commencement of the tour. This insurance should cover at minimum: personal accident and injury, medical expenses, evacuation and emergency repatriation, loss or damage of personal property, trip cancellation or curtailment, and any other potential losses. The Client acknowledges that if they fail to purchase travel insurance, they are doing so at their own risk and are responsible for any costs arising from incidents that a reasonable travel insurance policy would have covered.
• Travel Documents: The Client is responsible for ensuring that all personal travel documents are valid and in order. This includes (but is not limited to) passports (with at least six months validity from the return date and sufficient blank pages), visas for all destinations and transit points, and any required health/vaccination certificates (such as yellow fever certificates if required). VEB will provide necessary information or support letters for visa processing upon request, but obtaining and carrying the correct documents is the Client’s sole responsibility.
• Flight Reconfirmations: If the tour involves any flights (international or domestic) that the Client is taking separately from the tour package, the Client is responsible for reconfirming those flight reservations at least 72 hours before departure (or as recommended by the airline). This applies especially to return or onward flights. Failure to reconfirm may result in the cancellation of a flight by the airline.
• Special Requirements: The Client must inform VEB at the time of booking (or as soon as possible) of any special requirements or medical conditions they have. This includes dietary restrictions, disabilities, health issues, or any other condition requiring special accommodation or attention. VEB will make reasonable efforts to cater to special requests (such as arranging special meals or ground floor rooms, or notifying guides of mobility issues), but it cannot guarantee that all requests can be fulfilled. VEB is not liable for any failure to accommodate special needs when such arrangements are beyond its control.
• Conduct and Compliance: The Client is expected to behave in an orderly and acceptable manner and not to disrupt the enjoyment of others on the tour. The Client must comply with the instructions of the tour guide/driver and local laws. If the Client causes damage to property or injury to others, he/she will be held liable for the costs and consequences of the same.

Complaints

1. If the Customer wishes to file a complaint in relation to the Tour, he/she should inform the Company’s representative at the location where the complaint arose to allow the Company a reasonable opportunity to rectify matters.
2. Notwithstanding the above, the Customer can notify the Company in writing via the feedback form no later than 30 days after their return to their port of departure. The Company will not entertain any complaint received after this period.
3. The Customer may also email the Company Director at any time: info@vietnamexplorationbooking.com

Participation in any Tour provided by the Company implies the Customer’s full and unconditional acceptance of the above conditions.