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Online Booking Conditions

Please read these conditions carefully as they set out the basis upon which Travel Indochina (“Travel Indochina”, “we”, “us”, “our”) will accept bookings. Travel Indochina Ltd is registered in the UK under company number 5250591 with its principal place of business at 2nd Floor, Chester House, 21-27 George Street, Oxford, OX1 2AY. Travel Indochina includes its subsidiaries, related body corporates and associated entities. We reserve the right to amend our booking conditions. We are fully bonded with the Civil Aviation Authority (CAA) who have issued us with an Air Tour Operator’s License (ATOL) which means that your monies are 100% safe when you book. The air inclusive holidays on this website are ATOL protected by the Civil Aviation Authority. Our ATOL number is 6732.

Content validity: Please note that the content on this website is based on information supplied by third party suppliers and is subject to availability, alteration with or without notice. Please check with your travel consultant about up to date prices, availability and information before making a booking.

Agency and third party providers:You acknowledge that: (a) we put together holiday packages and are not an accommodation transport or an event provider; (b) other than for operating Small Group Journeys, we act as an agent only for third party providers; (c) we are not responsible for, and make no warranty or representation about, third party suppliers, their products and services or information provided on this website about their products and services; and (d) we do not endorse any third party products or services contained on this website. Many suppliers impose their own special conditions for the various products and services they offer. For example, suppliers may have rules and restrictions about the use and availability of fares, products and services, refund and cancellation policies and the limitation or exclusion of liability for death, personal injury, delay and loss or damage to baggage.

Our fees and charges: We reserve the right to pass on credit card charges for balance payments made by credit card. No credit card charges will be added to deposit payments.

Prices: All pricing is reflected in Great British Pounds Sterling unless otherwise specifically denoted and is valid at time of publication but is subject to change. ‘From’ prices represent tour only low season twin share prices (unless otherwise clearly stated). Unless otherwise stated, prices include all government levies and airport taxes as at the date of publication. Dates, itineraries and prices are indicative only. Prices are valid for travel for the date ranges shown. We will use our reasonable efforts to ensure the prices do not change but we may be required to impose surcharges depending on currency fluctuations, changes in government legislation, air prices, fuel surcharges or other variables outside our control. You acknowledge and agree that you shall be responsible for the prompt payment of all surcharges and price increases. Please contact your travel consultant for up to date prices as these may be subject to change.

Minimum booking: A minimum 4 nights is required to make a booking. No airfares can be booked with Travel Indochina if less than 4 nights (6 nights in the case of some airlines) accommodation have been booked. Please check with your consultant at time of booking.

Liability disclaimer: To the maximum extent permitted by law and subject to claims available under consumer protection laws, Travel Indochina excludes all liability to any traveller (including for negligence, breach of contract or tort) of third party travel services and for any loss or damage (including personal injury) that arises directly or indirectly from the offer or supply of products or services through Travel Indochina. In circumstance where liability cannot be excluded, such liability is limited to the value of the purchased travel arrangements. Travel Indochina does not accept any liability in contract, tort or otherwise for indirect or consequential loss (including loss of revenue).

Travel documents: Travel documents will be issued after final payment has been received and are normally sent two weeks prior to departure. Travel documents may include special conditions including restrictions such as baggage size and weight limits. Travel documents are not transferable. All airline tickets must be issued in the name of the passport holder and some carriers will deny carriage if the name varies and the booking may be cancelled. It is your responsibility to check all travel documents prior to travel.

Airfares - cancellations & amendments: Prices do not include airfares from or to your departing destination, unless specified. All flights bookings are subject to the carrier’s conditions of carriage. If you are arranging your own air travel, it is your responsibility to carefully read and understand the terms and conditions that relate to your airfare and contact the relevant airline if you require further information. Cancellation and refund policies associated with airfares vary according to airfare terms and conditions and the relevant airline. If you book your airfare directly with Travel Indochina, we will advise you at the time of booking if the terms and conditions of that airfare override our normal published booking conditions. It is your responsibility to contact the airline prior to departure to ensure there is no change to the scheduled departure time. We do not offer advice on Frequent Flyer eligibility on flights.

Cancellation and amendments by Travel Indochina: Travel Indochina reserves the right to cancel, reschedule or amend any itinerary in accordance with operating requirements or circumstances beyond its control. This includes alterations to cruise itineraries and schedules including change of embarkation and disembarkation points. Travel Indochina is not responsible for any other travel arrangement affected due to our cancellations or amendments. Where amendments beyond our control require us to add or amend a service/s resulting in an increased operating cost, a surcharge may be payable by you for the additional or amended service/s.

Consumer claims: We strive to ensure your arrangements are delivered smoothly, however there are times when problems arise on the ground. You should first try to resolve service problems with the provider of the service. If the problem cannot be resolved you should contact the emergency contacts provided in your detailed itinerary. If you fail to take these steps you may be affecting your recourse for a future claim. If a problem is not resolved during your journey you should send us written correspondence detailing the nature of your complaint as well as the efforts you went to resolve the problem while in Asia. Please send this correspondence to us, with supporting documentation within 30 days of the date of your return to the UK. We will not consider claims made after this period.

Passports and visas requirements: Visas, including transit visas, are the passenger’s own responsibility. Please check with the respective Embassy or Consulate of each country that you are travelling to. For more information regarding visa information and the latest destination travel advice please log on to: www.fco.gov.uk. You need to ensure that you have at least 6 months validity on your passport from the date of your departure.

Health: It is your responsibility to ensure that you are aware of any health requirements for your travel destinations.

Star ratings: Star ratings are our views and not official ratings.

Publicity: You agree that Travel Indochina may use images of you taken during the trip and any comments made in writing by you regarding the trip, without recourse to you and without compensation to you, for publicity and promotion purposes only through whatever medium it chooses.

Our privacy policy: You acknowledge and agree that we may disclose some or all of the personal information of you and other members of your party as outlined in our Privacy Policy.

Errors & omissions: We reserve the right to correct any errors in rates or content quoted or calculated for any package, with immediate effect. We will use our reasonable endeavours to notify you of such corrections.

Governing law: The terms and conditions contained on this website are subject to the exclusive laws and jurisdiction of the English or Scottish courts.

Small Group Journey additional Booking Conditions

Small Group Journeys booking and fitness forms: All Small Group Journeys require you to complete and return a booking and fitness form prior to booking. This form will be supplied to you by your Travel Agent or Travel Indochina consultant, or can be completed online click here. This form must include your travel insurance information and no booking can be confirmed without this form.

Deposit and full payment: For bookings made 66 days or more from scheduled departure date, a non-refundable deposit of £200 per person or 15% of your total holiday cost, whichever is greater, is required to confirm your arrangements. Full payment is due and payable to Travel Indochina 65 days prior to the scheduled date of the first service provided by us and will be notified to you in your confirmation invoice. We are not responsible for any changes made by a supplier to the balance due date and prices are not guaranteed until payment has been made in full and documents have been processed and issued to you. Failure to pay in full by the due date may result in the automatic cancellation of your booking without refund of monies paid. All bookings are subject to availability at time of booking.

Cancellation by the traveller: All cancellations must be received in writing. No refunds will be made for unused services, regardless of the reason once travel has commenced. Cancellations will be subject to the following cancellation fees applied per person, per confirmed booking:

cancellations made more than 65 days before the scheduled date of first service provided by us - the full deposit will be forfeited to Travel Indochina;
cancellations made between 50-65 days before the scheduled date of first service provided by us - a cancellation fee of 25% of the total holiday cost will be payable;
cancellations made between 35-49 days before the scheduled date of first service provided by us - a cancellation fee of 50% of the total holiday cost will be payable; and
cancellations made within 35 days of the scheduled date of first service provided by us - 100% of the total holiday cost will be payable.

Cancellation of air, cruising and rail arrangements will be subject to fees charged in accordance with the type of airfare, cruise or rail tariff regulations.

Amendments by the traveller: Once itineraries are requested, with or without deposit on file, one free amendment is allowed if made 65 days prior to scheduled date of departure. Thereafter, Travel Indochina has the right to charge for subsequent permitted amendments as follows:

more than 65 days prior to scheduled date of first service - £100 per person;
50-65 days prior to scheduled date of first service - £300 per person;
within 50 days prior to scheduled date of first service - standard cancellation fees will apply and full price will apply to new travel arrangements.

Additional amendment charges may be charged by any suppliers such as airlines, hotels or other tour operators. Many suppliers deem a name change to constitute a cancellation, rather than an amendment and cancellation fees will apply in this instance.

Small Group Journeys led by Western tour leaders: A Western tour leader will accompany groups if 7 or more travellers are booked on a journey 30 days prior to its departure, except our ‘Highlights of Japan’ and ‘Secrets of Japan’ journeys where the number of travellers is 10 or more. If the group size increases above 7 (or 10) travellers within 30 days of commencement, we will use our reasonable efforts to secure a Western tour leader but this cannot be guaranteed. If the number is less than 7, the journey will likely operate with local English-speaking guides. In some situations, there will be a single local guide for the entire trip duration, however, in most cases there is a separate local guide in each city.

Minimum and maximum numbers: The maximum group size is 16. The departure will operate once there are a minimum number of travellers, confirmed for it. In some cases this is one but there are exceptions where the minimum number to operate is higher. Where minimum numbers are not reached at least 40 days prior to departure, you will be given the following options:

an alternative departure date or an alternative journey commencing on a date close to the date of the originally booked journey. No amendment fee will apply. Any price difference will be either refunded or you will be invoiced for the additional amount;
the option of undertaking the journey on an ‘independent’ basis. In that case, you will travel privately, with local English speaking guides. Any additional costs to arrange the journey on an independent basis will be advised to you. This option is available for most, but not all journeys;
cancellation of participation without penalty, as long as you advise us of this option at least 35 days prior to journey departure.

Guaranteed departures: Journeys that are stamped with ‘Departure status: guaranteed’ will not require a minimum number of travellers before being confirmed. However, all our journeys (including those with guaranteed departures status) will have a maximum number of 16 travellers per journey.

Single travellers: Single travellers may avoid paying a single supplement by electing to travel on a ‘Willing to share’ room basis on our Small Group Journeys. If we are unable to match a ‘Willing to share’ traveller with another of the same sex, we will confirm a single room at the twin share price. We advise travellers requiring a single room to book and pay the single supplement. When sharing a hotel room with another ‘Willing to share’ non-smoker, you must not smoke in the hotel room. We will use our reasonable efforts to match non-smokers and travellers of approximately the same age, but this not always possible and we cannot guarantee it. The ‘Willing to share’ option is not available on Deluxe Journeys, Family Journeys, or for travellers under the age of 18. The ‘Willing to share’ option is subject to request for booking requests received within 45 days of scheduled departure date. Once a ‘Willing to share’ option is confirmed, full amendment or cancellation fees will apply if the booking is changed to a single supplement within 65 days prior to departure.

Shared rooms and facilities: On all overnight train trips and homestays all travellers will be in shared compartments, even if a single supplement has been paid. This is because of cabin/room design.

Merging classic and deluxe Small Group Journeys: From time to time, we may make a decision to merge a classic and deluxe Small Group Journey that follow the same itinerary on the same departure date. This will be done at times when group size, hotel location and logistical issues allow this to be done with no negative impact on your holiday. At no times will a merged tour exceed the maximum passenger number for that destination.

Families and children: Our Small Group Journeys are open to people 12 years of age and over. As travellers under 18 cannot participate in the journey on a ‘Willing to share’ basis, such travellers will need to either share a room with a parent or another family member, or pay the single supplement. Children aged 12-17 (inclusive) must pay the adult price. Children 5 years and over can participate in our range of ‘Family Journeys’ and a reduced ‘child’ price will be applied to travellers aged 5-11 only. For booking purposes, we define a child as 5-17 years inclusive, and an adult 18 years or older. Bookings must include a minimum of one and a maximum of three children per adult, and a minimum of one and maximum of three adults per child. Triple sharing is usually possible, but must be requested at the time of booking. In cases where separate rooms are booked, we will request, but cannot guarantee, interconnecting or adjacent rooms.

Triple share: It is not possible to guarantee triple share rooms on Small Group Journeys. This is because many hotels either do not have triple-bed rooms, or have fold-way beds only, which often make for a cramped room. Travellers can request a triple room at the time of booking, however, the booking will be confirmed as double/twin plus a ‘Willing to share’. During the journey, a triple share may be provided wherever possible, but usually a double/twin room plus a ‘Willing to share’ room will be provided. There are no reductions in price for triple shares.

Minimum fitness levels: Travel Indochina may require a doctor’s certificate prior to confirmation for each traveller that is over 70 years of age or has a pre-existing medical condition. Please carefully consider the grading and choose a Small Group Journey appropriate for your level of health and fitness. You must disclose pre-existing medical conditions and be able to perform the activities outlined in the ‘Statement of fitness’ section of the booking form. Final confirmation of a booking is subject to receipt of complete and accurate information about your fitness. If you are concerned about your physical ability to undertake a Small Group Journey, we can arrange a tailor-made itinerary for independent travel as an alternative to a Small Group Journey.

Tour leader authority: When on the journey, travellers must abide by and comply with the authority and reasonable directions of the tour leader who represents Travel Indochina. At all times, the decision of the tour leader will be final on matters regarding group dynamics, and individual and group safety and well-being. If a tour leader takes the view that you are unable to meet ‘Minimum fitness levels’ the tour leader may, in his/her sole reasonable discretion, prevent you from further participation in the journey. Additionally, should you fail to comply with a reasonable decision or direction of the tour leader, interfere with the wellbeing of the group, fail to respect the rights or beliefs of your fellow travellers, or commit an illegal, obscene or otherwise inappropriate act while on journey, the tour leader may in his/her reasonable discretion prevent your further participation in the journey. In such instances, we will use our reasonable efforts to assist with onward travel arrangements for the relevant traveller. No refund will be given for any unused portion of the journey in these circumstances.

Travel insurance: It is a condition of travel on Small Group Journeys that all travellers are adequately covered by travel insurance prior to departure. Insurance should cover personal accident and medical expenses, evacuation and repatriation, baggage loss, and cancellation or curtailment of holiday. Your insurance details must be supplied to us at the time of booking. If you fail to provide the requested insurance information prior to travel as well as on arrival in Asia during registration, we reserve the right, acting in our sole discretion, to cancel bookings and apply charges as per our cancellation policy. In some cases, a pre-existing medical condition may not be covered by your travel insurance company. In this instance, a signed release waiver is required stating that you will be financially responsible for any costs associated with treatment of your pre-existing medical condition.

Tailor-made additional Booking Conditions

Deposit and full payment: A non-refundable deposit of £200 per person or 15% of your total holiday cost, whichever is greater, is due 5 days after issuance of an invoice. Full payment is due and payable to Travel Indochina 65 days prior to the scheduled date of the first service provided by us and will be notified to you in your confirmation invoice. We are not responsible for any changes made by a supplier to the balance due date and prices are not guaranteed until payment has been made in full and documents have been processed and issued to you. Failure to pay a deposit within 5 days from the date of confirmation or in full by the due date may result in the automatic cancellation of your booking without refund of monies paid. Bookings made within 35 days of scheduled departure require full payment to request. Payment for domestic flights and regional flights in Asia must be received within 3 days of booking to avoid automatic cancellation. All bookings are subject to availability at time of booking.

Cancellation by the traveller: All cancellations must be received in writing. No refunds will be made for unused services, regardless of the reason. Cancellations will be subject to the following cancellation fees applied per person, per confirmed booking:

for cancellations made more than 65 days before the scheduled date of first service provided by us - the deposit will be forfeited to Travel Indochina;
for cancellations made between 11-65 days before the scheduled date of first service provided by us - a cancellation fee of 25% of the travel and booking fee or £200 (whichever is the greater) will be payable;
for cancellations made within 10 days of the scheduled date of travel arrangements with Travel Indochina 100% of the travel and booking fee will be payable.

Cancellation of air, cruising, rail and other third party suppliers’ arrangements will be subject to fees charged in accordance with that supplier. Refunds will not be given for unused or cancelled services after your arrangements have commenced.

Amendments by the traveller: Amendment fees are not charged unless Travel Indochina is charged by third party suppliers.

Travel insurance: Medical facilities across Asia are often unable to provide the full range of medical services that are available in developed countries, making evacuation a requirement in many non-life threatening medical situations. Regardless of the type of your holiday arrangements, we strongly recommend that you take out travel insurance at the time of booking.

Special needs: Travellers with a physical or mental disability that may require special assistance during their trip must advise us of their needs upon booking. This enables Travel Indochina to ensure the suitability of each booking to the individual traveller.

Bedding configuration: Requests for specific bedding types must be made at the time of booking, however cannot be guaranteed. Note that double rooms can be fitted with either double or twin beds, and note also that single rooms are often smaller than other rooms. Triple rooms usually comprise a twin bed room with an additional sofa bed, roll-away bed or a fold-away bed for a third person, and can sometimes be crowded.

Travelling with children: Where a child stays for free in a room sharing with two paying adults, generally the hotel will expect the child to share the parent’s bed and will not provide an extra bed. Additional charges may be levied for child meals. Where a child rate is provided on this website, an extra roll or fold-away bed is usually provided. Children are charged an adult rate if staying in a room without adults.

Mekong cruise additional Booking Conditions

Booking forms: All Mekong cruises require you to complete and return a booking form prior to booking. Cruise companies have the right to refuse boarding if a completed booking form is not received. A booking form will be supplied to you by your Travel Agent or Travel Indochina consultant, or can be completed online click here.

Deposit and full payment: A non-refundable deposit of 20% of the Mekong cruise component of the booking is due within 5 days after issuance of an invoice. For bookings made between 66-95 days before the scheduled date of first service provided by us a 30% non-refundable deposit is due. For bookings made within 65 days before the scheduled date of first service provided by us full payment is due at the time of booking. Full payment is due and payable to Travel Indochina 65 days prior to the scheduled date of the first service provided by us.

Cancellation and amendments by the traveller: The following cancellation fees will apply to the Mekong cruise component of the booking:

cancellations more than 95 days before the scheduled date of first service provided by us the full deposit of 20% will be forfeited to Travel Indochina;
cancellations 66-95 days before the scheduled date of first service provided by us a cancellation fee of 30% will be payable;
cancellations 36-65 days before the scheduled date of first service provided by us a cancellation fee of 60% will be payable;
cancellations made within 35 days before the scheduled date of first service provided by us a cancellation fee of 100% will be payable.

Amendment fees will be charged at the discretion of the cruise company and you may forfeit monies paid.

Cancellation and amendments by Cruise Operator: For cruises where occupancy is less than 5 cabins, the cruise operator reserves the right to cancel the journey 30 days prior to scheduled departure date. An alternative date or vessel will be offered if available. A confirmed cabin type can be changed more than 60 days prior to departure.

Travelling with children: On Mekong cruises an extra bed cannot be added and a separate cabin will be required when there are more than 2 passengers travelling including children.

Any rights not expressly granted herein are reserved. All contents are © 2011 Travel Indochina Ltd, company number 5250591. Except as permitted under the Copyright Act 1968 (Cth), no part of this website may be reproduced, copied, stored or transmitted in any form or by any means, electronic, mechanical, photocopying, or otherwise, without the prior written permission of the copyright owner.