Terms & Conditions | Book Vietnam Holiday

These Terms & Conditions govern the relationship between bookvietnamholiday.com (“we”, “us”, “our”) and the traveller / customer (“you”, “traveller”, “client”). By accessing our website, submitting an enquiry, accepting a quote, or confirming a booking, you agree to be bound by these terms.

We may update these terms from time to time. The latest version published on our website will apply to your booking.

Pricing: All prices are subject to availability, seasonal demand, supplier rules (hotels/cruises/airlines), taxes, currency fluctuations and operational constraints.

Currency: Prices are typically quoted in INR (₹) unless specified otherwise. Certain supplier components may be priced in foreign currency and converted at prevailing rates.

Optional services: Any services or activities not clearly included in your confirmed itinerary will be charged additionally.

Deposit: A booking deposit is required to secure your holiday package. Unless otherwise mentioned in a special offer, the deposit must be paid within 7 days of booking confirmation. Deposit amount may vary depending on the package, travel season, hotel policy, cruise policy, or promotions.

Final Payment: The balance amount is due 100 days prior to departure unless your offer terms specify a different timeline. For bookings made within 100 days of departure, full payment is required at the time of booking.

Non-payment: If payments are not received within the stated time, bookvietnamholiday.com reserves the right to cancel the booking, release reservations, or refuse to honour a quoted price.

If we can’t confirm your reservation: If bookvietnamholiday.com is unable to confirm your reservation due to availability or supplier constraints, amounts paid will be refunded (minus any non-refundable third-party charges, if already paid/locked by suppliers). Hotels/cruises may apply surcharges for late booking requests or last-minute inventory.

• Age restrictions may apply on certain tours, cruises, or activities (especially premium cruises, adventure activities, or late-night experiences).
• All travellers under 18 must be accompanied by a responsible adult and may be required to share accommodation with an adult depending on hotel rules and room categories.
• Some suppliers may not allow children below a certain age on specific cruise categories. We will share applicable restrictions at the time of booking.

Unless your itinerary states otherwise, your package price may include:

• Accommodation and selected transport (private/shared) as mentioned in the itinerary.
• Sightseeing, guided tours and specified excursions.
• Airport transfers on arrival and departure days (as per itinerary).
• Meals, entry tickets, port charges and service fees where specified.
• Services of a tour leader/guide (local guide or tour manager) as mentioned in your itinerary.
• For cruise-inclusive programs, selected onboard inclusions as specified (some premium beverages may be excluded).

Unless clearly included in your itinerary, the following are typically excluded:

• International airfares (unless stated).
• Visa fees, passport fees and travel insurance.
• Airport taxes, fuel surcharges and airline seat/baggage add-ons (unless stated).
• Personal expenses (laundry, minibar, tips outside itinerary, shopping).
• Drinks not mentioned as included.
• Optional activities/excursions not listed as included.
• Excess baggage fees and porterage unless specified.

• If gratuities are included in your itinerary, they are included as stated.
• Included gratuities cannot be exchanged for cash.
• Tips for personal services (private guides, drivers, hotel staff) may be optional unless clearly included.

• Economy class internal flights (and applicable taxes) may be included if stated in your itinerary.
• Internal flights included in packages are usually booked by bookvietnamholiday.com to coordinate schedules and manage supplier requirements.
• Airline schedules and fares can change without notice. If fare differences or supplier surcharges apply, they may be payable by the traveller.
• Once flight tickets are issued, airlines may charge amendment/cancellation fees, and in some cases these may be non-refundable.
• Passenger names must match passport exactly (including middle name, if any).
• Name changes and voluntary date/routing changes may attract airline + service charges.
• Typical baggage allowance on internal flights may be limited (commonly 15–20 kg check-in, airline dependent).

• Please review itinerary details carefully before confirming to ensure your trip matches expectations.
• Marketing content shows highlights; full inclusions/exclusions and operating details depend on the confirmed itinerary and suppliers.
• Our specialists are available to help you select the most suitable package and travel style.

• Hotel room sizes and standards may vary across destinations.
• In remote areas, hotel facilities may be simpler than in major cities.
• bookvietnamholiday.com selects the best available options for comfort, cleanliness and service based on category.
• Hotels listed in itineraries are generally used, but if changes are required, we will arrange suitable alternatives of a similar standard where possible.
• Standard check-in is usually around 2:00–3:00 PM and check-out around 10:00–12:00 PM (hotel policy dependent).

Accommodation is typically in standard rooms (often called Superior/Deluxe) on a twin or double sharing basis unless specified otherwise.

• Single rooms may be available on request, subject to availability.
• Single rooms are often smaller and may have a single bed.
• A single supplement may apply.

• We will attempt to honour cabin location/number requests where possible.
• Where not possible, bookvietnamholiday.com and/or the cruise operator may assign a different cabin within the same category booked, without prior notice.

bookvietnamholiday.com welcomes all travellers. If you have limited mobility or medical needs, please note:

• You must inform us at booking time about any medical condition, mobility limitation, or special assistance needs that may affect your participation.
• If you require personal assistance (wheelchair pushing, walking support, dressing assistance), you must travel with a companion capable of providing it.
• Many vehicles (coaches/minibuses) may not have wheelchair ramps; space limitations may restrict wheelchairs/walkers.
• Certain cruises may require tenders, ramps, stairs, and may not have elevators. Cabin doors and restrooms may not support standard wheelchair access.
• Third-party suppliers (hotels, cruise operators, carriers) may deny services based on safety rules. bookvietnamholiday.com is not responsible for supplier decisions or additional charges arising from them.

• A reasonable level of fitness is required for many tours due to walking, stairs, and varied terrain.
• We recommend consulting your doctor before travelling and checking vaccinations if needed.
• You must inform us about pre-existing medical conditions that could affect your trip or other travellers’ experience.
• If we are not informed of a condition in advance, bookvietnamholiday.com is not liable for issues that could have been reasonably prevented through proper disclosure and assessment.
• No refunds can be claimed for missed sightseeing due to personal health, fitness, or mobility issues.

• All travellers must hold a passport valid for at least 6 months beyond the return date.
• Visa requirements vary by nationality and itinerary. Travellers are responsible for obtaining valid visas and meeting entry requirements.
• bookvietnamholiday.com can provide guidance, but is not responsible for denied boarding/entry, delays, or missed services due to document issues.

• Excursion timing is a guide only and may change due to weather, operational constraints, closures, or local regulations.
• Some city sightseeing may involve walking tours due to accessibility limitations.
• Venue closures outside our control may impact planned visits; suitable alternatives may be provided where possible.

• Change requests must be made in writing by the lead passenger (or through your travel agent).
• If changes are possible, they may attract an administration fee per person plus any additional supplier costs (hotels/flights/cruises/activities).
• Some changes may not be possible once supplier services are confirmed or ticketed.

Cancellation charges depend on suppliers and season. Unless your invoice/offer states otherwise, these standard cancellation slabs may apply:

• 100 days or more before departure: Loss of deposit
• 99–61 days before departure: Up to 50% of package price
• 60 days or less before departure: Up to 100% of package price

Important: If the trip has commenced, 100% of the package price applies and there is no refund for unused services. Additional cancellation fees may apply for bookings outside package dates or special supplier policies. Airline/hotel/cruise cancellation terms may be stricter and may override the above.

• Once flight tickets are issued, airline cancellation charges apply, and in some cases may be non-refundable.
• Airline change fees, fare differences and taxes may apply for amendments.
• bookvietnamholiday.com may apply a service/processing fee for handling ticketed airfare cancellations or changes.
• Name corrections/changes can be expensive and may require reissue as per airline rules.

• bookvietnamholiday.com aims to deliver all services confirmed at the time of booking.
• We rely on independent suppliers (airlines, hotels, cruises, transport providers) and may need to modify arrangements due to operational reasons.
• If a tour requires minimum participants and the minimum is not met, we may offer the nearest alternative departure date or a refund for the bookvietnamholiday.com-arranged portion (subject to supplier terms).

Noise & Vibration (Cruises/Transport)

Some noise/vibration may occur on cruise vessels or transport due to normal operations and river/sea conditions.

Docking Positions (Cruises)

River cruise ships may dock side-by-side or midstream and may require passing through other vessels or using tenders.

Tour Leaders / Guides

A dedicated Tour Director may be available on departures with larger groups (where applicable). Smaller groups may be serviced by experienced local guides per destination, as specified in your itinerary.

Force Majeure: bookvietnamholiday.com is not liable for delays, changes, disruptions, or cancellations caused by events beyond our reasonable control. This includes (but is not limited to) natural disasters, severe weather, floods, earthquakes, pandemics/epidemics, war, civil unrest, strikes, government actions, border closures, airline schedule changes, and supplier shutdowns.

In such situations, we will make reasonable efforts to assist you with alternatives such as rescheduling, rebooking, or offering the best available options based on supplier policies. However, refunds, credits, or waivers (if any) depend on the terms of airlines, hotels, cruises, transport providers, and other third-party suppliers.

If additional costs arise due to Force Majeure (e.g., extended stays, alternative routes, new tickets, additional transfers), those costs may be payable by the traveller.

To process your booking and deliver travel services, we may need to collect and share your personal information (such as name, passport details, date of birth, contact details) with relevant third-party service providers (including airlines, hotels, cruise operators, ground handlers) and with customs/immigration authorities where required.

Some service providers may be located outside your country and may not provide the same level of data protection as your local laws. By confirming a booking, you consent to the use and disclosure of your information for the purposes of arranging and delivering travel services.

We may also use your contact details to share trip-related updates and marketing communications. If you do not wish to receive marketing messages, you may opt out by contacting us.

For more details, please refer to our Privacy Policy on the website.