Term and Conditions
These booking conditions along with our privacy policies and any other information we had supplied before we confirmed your booking, are subject to your contract with Asia DMC . All holidays packages and services on our website still remain the property of Asia DMC and are under protection of Vietnam National Tourism Authority (Tourism Department). Please reading all of documents carefully for insights into our respective rights and duty.
In these booking conditions, “you” and “your” refer to all people named in the booking, including those who are added or substituted at a later day. Asia DMC will be mentioned as “we”, “us” or “our”. Besides, two sides will sign an official contract when we issued an invoice to respond to your booking request.
How to book a tour
You will easily make contact with us by phone when you found your ideal package tour. Some of tour prices are available on our website but it must be noted that they may vary in accordance with your requirements. Therefore, please contact us for deeper details and information sources following below inquiries
+ Start of travel day, desired holiday duration, tour requests, preferred accommodations, estimated budget, special requests
We will respond within 24 hours and our friendly and experienced employees are always eager to help you discuss further options, and you will receive a tailor-made itinerary when details were finalized. According to the agreement with the program we prepared together, including prices, a deposit invoice will be given to you before we make a booking with the payment due before your arrival.
1. Price and surcharges
All prices given on website, in brochures and newsletter remain accurate at the time of publication. And we reserve the right to change any of those ones, which could face a fluctuation factors beyond our control, including fuel cost, currency fluctuations, landing taxes at airports or embarkation/disembarkation, and other taxes and fees at ports.
Prices given on website, in brochures and newsletter are regularly updated, and prior to the booking, we will provide you with an up-to-date price for your chosen holiday, encompassing any flight supplements, upgrades or any additional facilities as requested. Our company guarantees to give no change in price of the tour package after the payment is paid in full. There will be no refund made in any service included in the package that are not used by you.
2. Traveling with children
In case of traveling with children, you are required to ensure their fitness and health to get in your chosen itinerary, and this thing is supervised at all times during the tour. Asia DMC is not responsible for any case that you cannot join any activity because of problems of your child’s health or for the supervision of children in the tour
Rates for children (applicable for one child only per booking)
Children under 2 years of age free of charge (Share bed with parents)
Children from 3 - 5 years of age charge 25% tour cost (without extra bed) & 50% of tour cost (with extra bed)
Children from 6 - 11 years 50% of tour cost (without extra bed) & 75% of tour cost (with extra bed)
Children 12 years of age are charged as an adult (able to share room with adults in 1 extra bed or stay in single room subject charge)
3. How to pay
Payment for package tours: According to agreements on tour programs and costs, we will provide you with a deposit invoice before we process the booking, and you need to pay 15% of the total tour costs in advance as your guarantee of a provisional reservation. The balance of the total tour cost is required no later than 45 days prior to travel date. If the booking is made with 45 days prior to departure, you’re required to make the full payment at the time of the booking confirmation.
· Any group with more than 8 people is subject to special conditions
· For single services like hotel booking, visa application, and transportation, full payment is a must at the time of booking
Payment for hotels, transfers, and visa fees: According to full payment required, we will process service arrangement of payment receiving with our bank account.
- Payment for visa letter services is non-refundable
- Payment for hotels will follow conditions upon booking confirmed
- Payment for transfer full charge 15 days prior to arrival date. Any canceling after confirmation will be charged US$10 services/booking.
Payment by bank transfer
* International transaction bank fees are paid by the payer.
Payment by credit card or debit card: Payment of credit card is subject to a charge of 3% (3,5% for American Express) of the total cost. You are required to fill in an authorization form as a part of the payment contract, and inform your bank about the payment in advance. The payer must be a member of the group that will travel with us. The payment gateway is provided by the third party that was verified 3-D secure: Verified by Visa, MasterCard Secure Code, J/Secure, Safekey.
Authorization form information:
Accepted card type: VISA | MASTER | JCB |AMERICAN EXPRESS
Name of card
CVC code (3 digits on the back side of the credit card)
*Credit card and Passport copy might be required by our bank, to ensure the safety of your payment.
*You are able to phone us for CVC code for safety measures.
Payment by the third party: According to requests, the payer needs to fill in the authorization form and an approval letter for confirmation for this kind of payment. Both documents must be signed by the payer
4. Special requests and medical conditions or disabilities
All special requests must be mentioned at the time of booking although we will endeavor to meet any reasonable request but we cannot guarantee the success of this. Failure in meeting any special request is not picked as a breach of contract on our part. The passing of any special request from us to our suppliers is not a confirmation that they will be fulfilled. Unless it is specifically confirmed, meaning all special requests are subject to availability. For personal protection, you should obtain confirmation in writing to make sure any special request has been approved.
In case of any medical conditions or disability affecting your holidays, please inform us before you confirm the booking to help us find it easier to do anything within our capability to support you in considering the suitability of arrangements we have planned for your booking. In case of insufficient information, we’re not subject to extra costs that could arise as we have to change our booking after we confirmed said booking
5. Insurance liability
Being picked as a necessary condition to travel with Aisa DMC, all travelers are adequately covered by travel insurance prior to the arrival, and those receiving no sufficient insurance are ineligible for getting in tours. We strongly advise that the insurance covers matters such as personal injury and accidents, medical expenses, evacuation, repatriation, baggage loss, cancellation or curtailment of holiday and personal liability.
Evidence of such insurances should be presented to Asia DMC as requested. In case that we do not agree with your type of insurance due to any missing insurance that we perceive as a necessity, we reserve the right to cancel your booking
You need to notify us of names of insurers as well as details so that we can give a notification on your behalf if you are unable to do so as accidents occur. We are not responsible for any loss, injury or damage sustained by passengers. Additional expenses incurred due to delays, accidents, natural disaster, political actions and unrest must be borne by the customer.
All amendment requests must be received in writing at our office. We will make the changes subject to availability and have the right to charge an amendment fee of US$20 per person to cover our administration costs. Aside from the fee we charge, any alteration, including changes of existing booking, another tour or departure date, will also be subject to payment made by you for any cost imposed by any supplier providing the component parts of the tour. If the trip you change to is more expensive than one you originally booked, a further deposit is also a must
7. Cancellation and refund
+ Cancellation coming from you: You or any member of your party may cancel the tour at any time in writing. Notice of cancellation will be effective upon receipt of your written communication and Asia DMC is always ready to receive your cancellation request. We recommend that you use a recorded delivery as we start to incur costs from the time the trip is confirmed, we will retain your deposit and in addition we will apply cancellation charges as shown below with indicated days prior to the arrival date:
Group from 1 person up to 8 persons (FIT)
45 days: loss of deposit
15 – 44 days: charge 25% of the total tour cost
7 – 14 days: charge 50% of the total tour cost
Less than 7 days: charge 100% total tour cost
Group from 8 persons and more (GIT)
60 days: loss of deposit
45 – 59 days: charge of 25% of the total tour cost
30 – 44 days: charge 50% of the total tour cost
Less than 30 days: charge 100% total tour cost
* This cancellation policy is subject to change if there is any special note on the booking confirmation that has been approved and confirmed.
* If cancelling a part of the group from the original group size, we have the right to change the quote based on the amended group size.
+ Cancellation coming from us: With the right to cancel the agreement for any reason prior to your holidays, we will refund any payment that you paid in full. It must be noted that we only cancel the agreement if the circumstances are move beyond our control, and will immediately contact and offer options of alternative holidays or tours of equivalent quality, or a full refund of the payment. There will be no compensation we pay over or above the total sum we receive from you
In case that we have no choice but to cancel the tour after departure, we will get up steam to provide you with suitable alternative arrangements. If this thing does not go as planned, or you reject them for a good reason then we will get you back to the point of departure and refund you for any unused services, if appropriate.
Refund: If your trip or your services are booked, confirmed and you already made payment to us, then we will process the refund to you only if you send us full documents required at the time you make the cancellation. We will complete your refund documents within 30 days from the date we received your request for refund. If you omit any of the required documents, Asia DMC have the right to reject your refund request.
8. Force Majeure
Compensation, however, will not be payable if we are forced to cancel for reasons of force majeure. Circumstances amounting to "force majeure" include any event which we or the supplier of the service(s) in question could not even with all due care, foresee or forestall such as (by way of example and not by way of limitation) war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, acts of God, adverse weather conditions, and all similar events mentioned in clause 8.1. If as a consequence of force majeure, Asia DMC is obliged to curtail, alter, extend or cancel the tour, you shall not be 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.
“Happening beyond our control” clause refers to refer to everything that we cannot possibly prevent or control ourselves, such as (by way of example and not by way of limitation) natural disasters, adverse weather conditions, fire or other destruction of any vessel, craft or vehicle to be used in connection with a holiday, destruction or damage to holiday accommodation, riots, acts of war, civil commotion, exercise of legislative or government action, municipal or military or other authority, strikes, industrial action, requisition of equipment, mechanical breakdown, shortage of fuel, insolvency or default of any carrier or service connected with the tour.
9. Jurisdiction and applicable law
These booking terms and conditions and any agreements are governed in all respects by Vietnamese Law. By accepting these Booking Terms and Conditions we both agree that any dispute, claims or other matters which arises between us will be exclusively be dealt with by the jurisdiction of the courts of Vietnam.
10. Complaint process
If you have any problem for complaint during the tour or holidays, you must immediately inform our local representative, your tour guide, and the relevant supplier of the service. If you are not happy with their action or response at the time of complaint, please inform our office in writing, within 35 days of your return home. We will acknowledge your written notification within 24 hours and aim to provide a full response within 7 working days. Our aim is to resolve any complaints you may have, but we cannot enforce the matter will be solved by the third party