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TERMS & CONDITIONS
SEAT IN COACH - JOIN IN GROUP TOUR
Group Tour Terms & Conditions
Please read and make sure your understand the terms and conditions of group
booking below prior to book a trip with Vietnamstay.
By booking a group tour with us you are deemed to have agreed to these Terms &
Conditions (which constitutes the agreement between you and us). The services to
be provided are referred to final confirmation from us to you.
Our trips are guaranteed to depart once they have two confirmed travelers (Min -
2 pax) and a group is closed once we have twelve confirmed travelers (Max - 12
pax). Once a group is closed, we open a new group for you to register, this
means we already keep groups are is small.
All of our trips are flexible to combine with other departures to create short
or longer trip. This means that you may join part of our long trips. Please feel
free to ask us number of travelers join with you at each part.
- In any trip of us, there will be two options of accommodations for the need of
Families & Children
– Our small Group tours are open to both children and adult. A travelers under
18 will need to either share a room with a parent or another family member, or
pay the single supplement. A child from 12 are priced as an adultm there for no
discount for a child from 12 to 17 year olds.
- For child from 2 - 4 years, sharing twin room with 2 adults: 15%
discount with extra bed & breakfast; 25% discount without extra bed and
- For child from 4 - 12 years, sharing twin room with 2 adults: 15% discount
with extra bed and breakfast; No discount for child who stay in sharing twin
- It is not possible to guarantee triple share rooms for adult on our small
group Journeys. The reason may be because some hotels either do not have
triple-bed rooms. The triples-bed rooms are mostly be applied for a child (more
than 12 years old) want to share room with parent. Travelers can request a
triple room at the time of booking, we will check the situation of hotels and
confirm to you after receive the confirm from our suppliers.
- ‘Willing to Share’ – Single travelers may avoid paying the high cost for a
single room may choose option ‘Willing to Share’ on our small group. If we are
unable to find a Willing to Share traveler, we will confirm a single room price.
- All accommodation as mentioned in the trip's itinerary
- All transport as mentioned in the trip's itinerary
- Sightseeing and meals as mentioned in the trip's itinerary
- Air flight ticket as mentioned in the trip's itinerary
- Vietnam Visa on Arrival Approval letter
- International in and out of our countries
- Airport taxes and excess baggage charges
- Other services other than those mentioned in the trip's itinerary
- All personal expenses
- Visa stamp fee at airport
- Travel insurance
Travel insurance is compulsory for all travelers to join our group tour. Your
travel insurance must provide cover against personal accident, death, medical
expenses and emergency repatriation with a recommended minimum coverage of
US$200,000 for each of the heads of cover. You must provide proof of your travel
insurance on the first day of your trip; otherwise you must buy the travel
insurance through us.
To process your travel arrangements, we must have your personal details. They
are full name as per passport, date of birth, nationality, passport number,
passport issue and expiry date and any pre-existing medical conditions you have
which may affect your ability to complete your travel arrangements.
Your personal information that you provide us only be used for travel
arrangement purpose only. The information may be disclosed to our agents,
service providers or other suppliers to enable us to process your trip. Your
information may be used internal marketing between us and you only, such as our
special offers or events. We will not pass on your details to any third parties
that are not responsible for your travel arrangements.
You are required to pay a deposit for your booking to be confirmed. In case you
make a booking from 10 to 15 days of the departure date, the full amount is
required to pay.
Acceptance of booking and final payments
Acceptance of your booking will be confirmed by us in writing. The balance
payment for your trip is due 15 days prior to the departure date. We have the
right to cancel your booking if the balance is not paid at its due.
Cancellation by the traveler
For some reasons you have to cancel your trip. You have to pay cancellation
charge depend on how many days from the date you send us the cancellation note
to the departure date. If you cancel a trip:
- 30 days or more prior to departure, no cancellation charge
- between 20 and 29 days prior to departure, cancellation charge is 10% of the
- between 11 and 19 days prior to departure, cancellation charge is 25% of the
- between 5 and 10 days prior to departure, cancellation charge is 50% of the
- less than 5 days or No Show : 100 % charge
less than 30 days prior to departure, we will retain 100% paid by you in
connection with the booking.
- Different fees may apply to airline tickets depending on the carrier being
- In any case, you have to bear all bank fees which are concern of the payment
You are strongly advised to take out cancellation insurance at the time of
booking which will cover cancellation penalties in certain circumstances.
NOTE: We only accept the cancellation information in writing.
Cancellation by us
For un-avoid reason, such as terrorism, natural disasters, political instability
or other events, that is out of our control, which cause us could not operate
the trip successfully, we may cancel a trip at any time. In this case
you may choose to move your trip to other time or receive full refund.
You are take whole responsible for any incidental expenses preparation for your
trip such as visas, vaccinations or
If you wish to change your trip to another or transfer your booking to another
person you must notify us at least 30 days prior to the booked departure
date. If you notify us less
than 30 days prior to the booked departure date the refund policy will be
applied. The transfer to another person are only accepted after we check all the requirements. No
amendments are permitted to your booking within 10 days of departure.
Change of itinerary
For un-avoid reason, such as terrorism, natural disasters, political instability
or other events, that is out of our control, we reserve the right to change the
Before departure: We will inform you as soon as
possible. When a major change is made you may choose between accepting the
change, get a refund of money paid. The major change is understand that a change
will affect at least whole day tour of the itinerary.
After departure: We reserve the right to change an itinerary due
to local situation or events outside of our control. In such case, if there is
an additional cost to new itinerary operate, it will be
covered by you; if the new itinerary cost less than what you have paid us, you
will be refund.
- You are take whole responsible for any incidental expenses preparation for
your trip such as visas, vaccinations or
Authority on tour
Our group trips are leaded by local guide. Our guide will contact with our
office for final decision of the group forall matters likely to affect the safety or well-being of any person
participating in the trip. If you fail to comply with a decision made by our
guide, or interfere with the well-being of the group, our may
order you to leave the trip with no right of refund. You must at
all times comply with the laws, customs, foreign exchange and drug regulations
of our countries, besides that you need to agree to travel in under our
Claims & complaints
If you have a complaint about your trip please inform our guide or our office in order
we can certify and solve the problem immediately. If your problem is not solved satisfactory, then any further
complaint should be done in writing to us within 30 days of the end of the tour.
Errors and Omissions
We reserve the right to correct any errors for any service, with immediate
effect. We will use our reasonable efforts to notify you of such corrections.
Photos and marketing
You consent to us to make photo of you taken during the trip you go with us for advertising and
promotional purposes. You grant us a perpetual,
royalty-free, worldwide, irrevocable licence to use such images for publicity
and promotional purposes.