THIS IS IMPORTANT INFORMATION — please read carefully before booking.

On booking online or signing our booking form when making reservations over the phone or by email, you are deemed to have read and accepted our Booking Conditions (which constitutes the entire agreement between you and us). By accepting, you certify that you are an adult (at least 18 years old) with full legal authority to enter into this agreement for yourself and on behalf of all accompanying passengers on your reservation. The services to be provided are those referred to in your booking confirmation invoice.

These terms and conditions are subject to change at any time, and it is your responsibility to check these terms and conditions regularly in case there are any changes. Continuing to use our travel service after a change has been made is your acceptance of those changes.

BOOKING WITH VIETNAMISM

We offer a variety of ways to book or enquire about our services. Whether your communication preference is via online, e-mail, telephone, visiting one of our regional offices, or a mixture of it all, our expert teams are standing by ready to answer any questions and process your bookings.

GENERAL BOOKING & PAYMENT CONDITIONS STATUS

Vietnamism Co. Ltd. (hereafter referred to as ‘we’, ‘our’ and ‘us’) and the Agent (hereafter referred to as ‘Agent’, ‘you’ and ‘your’) agree that the terms and conditions for the services provided by us to you shall be governed by the Booking Conditions detailed below and that the said Booking Conditions shall form an entire part of the service contract, whether verbal or written, entered into between Vietnamism and the Agent.

ALL services sold by Vietnamism are subject to these general terms and conditions unless otherwise agreed for a specific booking at quotation/booking time by email in which case special/stricter conditions will override the general conditions.

VALIDITY

Dates, itineraries, and prices are valid to 31 December 2026. Beyond 31 December 2026, dates, itineraries, and prices are indicative only.

BOOKING STATUS

All services described in the detailed itineraries will be booked after receiving your approval and confirmation of the proposal. In case some services cannot be confirmed, you will be informed immediately and offered an alternative.

PAYMENT AND CREDIT

  • You are required to pay a NON-REFUNDABLE deposit of 30% at the time of confirmation (please note that increased deposit requirements may be applied for some trips).

  • Except as otherwise agreed by Vietnamism, final payment is due as per invoice latest 30 days prior to arrival. If booked less than 30 days from arrival, payment needs to be made upon receipt of the invoice.

  • Multi-country tours will mostly be invoiced as one by the Vietnamism office handling the file, especially if all quoted in the same currency. In some cases, 2 invoices may be needed/issued. If the final payment is not paid on or before the due date, Vietnamism reserves the right to treat your booking as canceled.

  • In case credit terms have been granted, we request payment to be made timely and it must be received on the date set on the invoice. Credit terms will be reviewed yearly and regular late payments may lead to a review of terms.

Payment Methods:

  • BANK TRANSFER to the bank account mentioned in the invoice. Bank charges must be covered by the agent at the origin.

  • CREDIT CARD via our payment gateway. If you select this option, our specialists will send you a secure link for payment (Visa, Amex, MasterCard).

DEPOSITS

Deposits may be requested to start working on a file and to secure reservations for services such as flights, cruises, hotels as well as for certain peak travel periods. The need for deposits and the amount and conditions applying to them (refundable, non-refundable) will be mentioned by our specialists case by case at the time of travel planning and quoting.

CANCELLATION TERMS

Cancellation must be made in writing by email and be received in time (please keep in mind weekends, public holidays, and different time zones on both ends).

Special COVID-19 Cancellation Terms

As per 1 March 2021, existing and new bookings with a traveling date up to 30 June 2022 can be cancelled without charges up to 15 days before arrival in-country. The only exceptions are for any file where stricter terms have been mentioned at the time of quoting/booking or where suppliers are not flexible (especially Japan and Malaysia).

Additionally, flexible handling will be applied by Vietnamism also within the immediate 14 days before arrival, as long as official travel prohibitions/restrictions (for example from the State Department for the USA or FCO advice for the UK) are re-imposed by the origin country or an arrival stop or quarantine is issued by the destination. In such cases, deposits and payments that have been made will be credited and transferred to a future travel date as above.

If a client cancels within the 14 days before travel for any other reason than official restrictions and travel stops (for example illness, missed flights, general worry, etc.), regular cancellation conditions will apply. Travel insurance will help to mitigate risks here.

Credit Notes

If a deposit/payment has been credited in the COVID-19 period, it can be used for a future date/booking in any Vietnamism destination. The credit amount is usable for the same or a different traveler for a period of at least 36 months after the original travel date. Please note that we do depend on our partners/suppliers and their goodwill, and some specific charges like prepaid hotel/air/train and other services may not be fully recoverable.

PRICES AND SURCHARGES

Our advertised trip prices are subject to variable and seasonal pricing, both of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions, and availability. It is likely that different passengers on the same trip have been charged different prices. Your best option if you like the price you see is to book at that time.

Once you have received a quote, the price will be locked in provided you pay the required deposit prior to the quote’s expiry. Any reduced pricing or discounts that may become available after you have paid your deposit will not apply. If you wish to cancel your booking to take advantage of a cheaper price, full cancellation conditions apply as set out below in the cancellation section.

Prices are based on currency exchange rates as of June 2021; note that prices may vary depending on which currency the booking is made in. We reserve the right to adjust prices, and in such instances, we will be responsible for and absorb any increase up to 2% of the trip price, while you will be responsible for the amount over and above that. If any surcharge results in an increase of more than 8% of the trip price, you may cancel the booking within 7 days of notification of the surcharge and obtain a full refund or change to an alternative holiday, if available and offered by us.

There will be no change made to the price of your confirmed holiday within 20 days of your departure nor will refunds be paid during this period. Air Passenger Duty is included in the price of your air-inclusive trip. Please note that a surcharge may be applied to a purchase made by credit card.

INSURANCE

We strongly recommend that clients arrange for comprehensive travel insurance covering cancellation/postponement clauses as well as good medical coverage. Travel insurance may very well become a pre-requirement for entry from many governments/destinations, and the minimum amount recommended is 100,000 USD.

CHILD POLICY

  • For Vietnamism Experiences (excursions and day trips), children between the ages of 2 and 11 at dates of travel will receive a 15% discount off the adult price (based on total travelers – adults + children 2–10), unless specified otherwise in a proposal.

  • For all tours involving accommodation, prices for children will be calculated to actual costs, and all child discounts received from suppliers (such as reduced entrance fees or value-adds for children) will be passed on to the clients. Accommodation is charged according to the individual hotel’s tariff, and children occupying their own rooms will be charged as adults.

  • All flights are quoted separately, and children are charged as per airline policies. Infants under two years of age will be exempt from most charges except as mandated by airline policies.

EARLY CHECK-IN

Early check-in or late check-out are not included in the tour prices. Most hotels allow check-in to take place during the mid-afternoon. Should you wish to have your room ready for immediate check-in upon arrival, Vietnamism can arrange this for an additional charge, the details of which are stated in your itinerary’s exclusion list.

CANCELLATION

Cancellation by Vietnamism

We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability, or other external events, it is not viable for us to operate the planned trip. If we cancel your trip, you can transfer the amounts paid to alternate departure dates or alternatively receive a full refund (excluding bank transfer fees or any third-party service charges). In circumstances where cancellation is due to external events outside our reasonable control, refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including, but not limited to, visas, vaccinations, travel insurance excess, or non-refundable flights.

() For this particular clause, you are advised to have the mentioned cases covered by your own travel insurance.*

Cancellation by You

If you cancel some or all portions of your booking, the cancellation terms set out below will apply. A cancellation will only be effective when we receive written confirmation sent to your relevant sales representative. If you cancel a trip:

  • 21 days or more prior to departure: we will hold the deposit amount as a credit; or

  • 20 days or fewer prior to departure: we will hold 50% of the monies paid by you in connection with the booking as a credit and retain the remaining 50%; or if the cancellation is due to you having COVID-19 / “flu-like symptoms” supported by a medical certificate, we will hold 100% of monies paid by you in connection with the booking as credit.

Any credit resulting from a cancellation does not have an expiry date and may be applied towards any other available trip offered by us. This credit is not transferrable or redeemable for cash, and excludes flights or insurance (which have their own booking conditions). If you leave a trip for any reason after it has commenced, no refunds will be made for unused services.

CLIENT DOCUMENTS

  • All bookings will be confirmed by email along with relevant documentation such as Final Itinerary Booking Vouchers and Air Tickets (where needed).

  • Vietnamism issues vouchers for clients only in very specific cases when absolutely requested by the supplier. The client’s passport or ID card suffices as proof of identification.

  • Passport and Visa requirements are an agent/client’s responsibility and must be requested at quoting/booking time. Passports need to be valid 6 months AFTER the date of departure from the last country.

  • Personal data is securely saved, encrypted, and only passed on to reliable suppliers if needed for issuance of travel documents and for security reasons. Personal data records are systematically deleted after the departure of clients.

CLAIMS & REFUND OF UNUSED SERVICES

Vietnamism will do the utmost to provide services to the best of our capacity and to the satisfaction of you, our Agent, and your clients. We act as an intermediary between the agent/client and airlines, hotels, transport operators, tourism suppliers, and other contractors providing services in-country.

  • No refunds or exchanges can be made in respect of accommodation, meals, sightseeing tours, transport, or any other services which are included in the tour prices but not utilized by the tour member.

  • For claims to be considered, they must be received in writing by Vietnamism within 30 days of the termination of the program and be accompanied by supporting documentation.

  • If you are not satisfied with any of the services Vietnamism has provided, please notify your local tour guide or your travel advisor to give us a reasonable opportunity to rectify matters during the trip. You may also notify us in writing no later than 30 days after your return, or email the Managing Director at info@vietnamism.com (or update company contact accordingly).

AGE & HEALTH REQUIREMENTS

All travelers under the age of 18 must be accompanied by an adult responsible for their day-to-day care. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations. If you fail to do so and are not allowed to enter any country, or suffer personal injury/death as a result, we have no liability to you.

ACTIVE ELEMENTS & ACCEPTANCE OF RISK

On adventure itineraries, some active elements are incorporated into the tour, requiring a minimum level of fitness equivalent to routine daily exercise (e.g., jogging, tennis). Activities may include trekking, hiking, cycling, kayaking, and navigating uneven terrain. You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk beyond daily life.

FLEXIBILITY

The itinerary provided for each trip is representative of the types of activities contemplated, but routes, schedules, itineraries, amenities, and modes of transport may be subject to alteration without prior notice due to local circumstances or events.

PHOTOGRAPHY

During your program, Vietnamism reserves the right to take photographs during the operation of any program and use them for promotional purposes. By making a reservation, participants agree to allow their images to be used. Participants who prefer otherwise are asked to identify themselves to their Tour Leader/Tour Guide at the beginning of the itinerary.

LIMITATION OF LIABILITY

We contract with a network of suppliers, government agencies, and individuals as agents for these third parties. To the fullest extent permitted by law:

  • Liability for any loss, death, injury, or damage suffered in connection with a trip is excluded.

  • You release us and our officers, employees, and agents from any liability and expressly waive any claims arising out of your participation.

  • All disputes, claims, and litigation regarding services shall first be settled by way of negotiation and mutual understanding involving ourselves and third-party suppliers at fault. Vietnamism will act as an intermediary and mediator. If negotiation fails, disputes shall be finally settled by local arbitration in Vietnam.

FORCE MAJEURE

If as a consequence of “Force Majeure” (Acts of God, natural disasters, adverse weather, riots, war, strikes, government action, technical failures, insolvency of carriers, etc.) Vietnamism is obliged to curtail, alter, extend, or cancel the tour, the client shall not maintain a claim for compensation for any loss arising as a consequence.

Participation on any Tour implies full and unconditional acceptance of the above conditions by the Customer.