BOOKING CONDITIONS - TAILORMADE TOURING & HOTELS
The following booking conditions refer to our Tailormade Touring and Hotels. For Small Group Journeys booking conditions, please see below.
Important Note – The travel industry in Vietnam, India, Laos, China, Thailand and Cambodia is in its infancy. Whilst the freshness and novelty of tourism in these regions is in part the appeal to many visitors, others might see it differently. It’s important to recognise that the level of service and standards in some areas, whilst improving, are not yet comparable to more mature travel destinations.
In Asia’s new frontiers there is always the possibility that circumstances beyond our control may necessitate some changes to your travel programme. Your patience and tolerance in such an event will make your holiday a truly rewarding experience.
Travel Indochina highly recommends that if you have any questions or concerns in regards to the destination you are travelling to that you contact the Foreign and Commonwealth Office at www.fco.gov.uk or phone 0845 850 2829 (BT 4p per min, other networks vary). Please ensure you are aware of health and entry/exit requirements that may apply to places you are visiting and check with the World Health Organisation at www.who.int.
Pricing – All prices quoted in this brochure are in pounds sterling and include all Government levies and airport taxes as at the date of publication of this brochure. Please note that these levies and taxes are subject to change.
Deposits and Balance – A non-refundable deposit of £200 or 15% per person (whichever is greater) is required to confirm your booking. By paying a non-refundable deposit it will be understood that you have read and accepted these Booking Conditions. Your balance is due and 8 weeks prior to the scheduled departure date from the UK - the due date will be notified to you in your confirmation invoice. Failure to pay in full by the due date may result in the automatic cancellation of your booking.
Exchange Rate Fluctuations – Due to the fluctuations in the rate of the GBP against the USD, regrettably currency surcharges may be necessary. Travel Indochina will without guarantee try to give clients who have paid deposits a grace period to pay in full in order to avoid any surcharge. However, the best way to avoid surcharges is to pay in full as soon as possible.
Visas – At the time of publication EU passport holders do require visas for Vietnam, China and India, which must be acquired prior to your departure. Visas for Cambodia and Laos are also required and can be obtained on arrival through one of the international airports or land borders. No visa is required for Thailand provided you are staying less than 30 days. Travel Indochina can assist you with acquiring visas. However, the timely acquisition of a valid visa and other official travel documents remains the responsibility of the traveller. It is highly recommended that you allow a minimum of 10 working days for visa processing. Please note if you leave and re-enter any country that requires a visa you may need to obtain a double entry visa for that country.
Insurance – We strongly recommend that all travellers should, no matter what your arrangements with Travel Indochina, take out insurance at the time of booking. Please note that the travel industry throughout Asia is still in its infancy. Not all hotels or service providers are required by local law to take out public liability insurance. While Travel Indochina always seeks to work with providers that are fully insured this is not always possible and is another reason why all travellers should be comprehensively insured before leaving home. At minimum your insurance should provide unlimited cover for medical expenses, full provision for evacuation and as a guide a minimum of £48,000 for repatriation. If you are relying on a credit card provider’s insurance cover we ask that you carefully check that it does include the above mentioned level of cover, as often these policies are very basic. If you are unsure about any of this detail please check with us. Please see our Small Group Journeys section on the inside back cover for insurance requirements specific to our Small Group Journeys.
Amendments – Once itineraries are confirmed one free change is allowed. A fee of £25 is required for every change thereafter. If an amendment is requested within 60 days of the scheduled departure date a cancellation fee may also apply.
Cancellation and Refunds – Requests for cancellation of confirmed bookings must be made in writing and will be subject to the following cancellation fees applied per person, per confirmed booking:
More than 60 days prior to departure – deposit only. 60-45 days prior to departure – 25% of holiday cost. 44-30 days before departure – 50% of holiday cost. Less than 30 days before departure – 100% of holiday cost. Cancellation of air arrangements may be subject to additional fees charged in accordance with the type of airfare used and airline tariff regulations. Refunds will not be given for unused or cancelled services after your tour arrangements have commenced.
Documents – Travel documents will be issued after final payment has been received and are normally sent two to three weeks prior to departure.
Responsibilities – Travel Indochina (a division of Transonic Travel Pty Ltd) act as agents only for the persons or companies providing or offering the means of travel conveyance, transport, accommodation or other services included in your booking (“Suppliers”) and all receipts, tickets, vouchers and coupons are issued subject to the terms and conditions under which transportation and services are offered by such persons. Copies of the relevant terms and conditions will be provided to you on request. Some of these Suppliers limit or exclude their liability and are often subject to international convention between countries. Care is taken to ensure Suppliers of travel conveyance, transport, accommodation and other services included in your booking maintain high standards. However, these parties are independent parties over whom Travel Indochina have no control. To the extent permitted by law, Travel Indochina exclude all liability in respect of any claims, losses, damages, costs or expenses suffered by you that relates in any way to the supply of goods or services by these Suppliers or by any third party. Travel Indochina do not accept responsibility for any aspect of your holiday arrangements affected by matters over which Travel Indochina have no control, including and without limitation to war or threat of war, riots, civil strife, terrorist activity, malicious damage, sabotage, natural disaster, weather conditions, fire, flood, explosions, drought, industrial disputes, government action, infrastructure failures or outbreaks of disease (together and individually called a “Force Majeure Event”). We do not limit our liability to you for death or personal injury caused by our actions or failure to act. Otherwise our maximum liability to you arising out of or in connection with this Agreement is limited to three times the cost of your holiday paid by you to us. We will not be liable for any matters which arise by reason of unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised. Travel Indochina will take such action as deemed reasonably appropriate to ensure the departure of your holiday on the date scheduled for departure from the UK as notified to you in your confirmation of booking, but reserves its rights upon the occurrence of a Force Majeure Event that impacts on the scheduled date for departure.
Complaints - Should you have any complaints about any aspect of your holiday arrangements, you must inform your local guide immediately along with the supplier of the arrangements concerned if possible. In the unlikely event that an amicable solution cannot be found, you should then write to our Customer Relations Department within 28 days of your return with full details of your complaint. In the event that you do not tell us in that period, this may affect the company's ability to investigate complaints and may impact on the way that your complaint is dealt with.
Financial security - 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 in this brochure are ATOL protected by the Civil Aviation Authority. Our ATOL number is 6732.
Governing Law - This agreement is subject to the exclusive laws and jurisdiction of the English or Scottish Courts.
Booking Conditions – Small Group Journeys
How to Book
Please contact us for assistance with your flights, visas, travel insurance and any other queries about your holiday. To guarantee your booking, you must complete and sign the enclosed booking form, and forward it to us along with your deposit of £200 per person, The balance of payment is due 8 weeks prior to departure.
Airfare
The prices in the brochure do not include airfares from your departing country. Ask us for the best air deals to match your chosen Small Group Journey.
Small Group Journeys Dossiers
A Small Group Journey dossier is available for every journey featured in this brochure. The dossier provides a more detailed itinerary and list of inclusions.
Regular Departures
Because we run Small Group Journeys, you can be confident that the trip of your choice will operate. But remember, with a maximum of 15 people, our journeys fill quickly. Book early to secure your place. Please note that both a western leader and local guide are allocated once the group size reaches 7 or more. Western leader scheduling is finalised 30 days prior to departure. In the rare event that a journey increases to 7 or more travellers within 30 days of commencement, Travel Indochina will do all possible to secure a western leader but this cannot be guaranteed.
Travel Information Kit
Once final payment is made, you will receive a comprehensive Information Kit that includes a Pre Departure Information Guide and detailed itinerary.
Luggage
In most cases, we are travelling in tropical areas so you only need light summer clothes. Pre Departure Information Guides contain more detailed information on clothing requirements for each journey, but soft bags are preferable to heavy suitcases. On some of our adventure journeys, hard suitcases are not permitted. You should be able to carry your own luggage and in many cases porterage is not available.
Health & Fitness
Travellers should have a basic level of physical fitness and mobility and should be able to negotiate uneven surfaces, climb stairs and board boats as the programmes require. All itineraries involve some physical activity and some involve long distance travel. You will be required to send in a completed fitness and mobility form. Please consult your doctor for information on vaccination requirements.
How to subscribe to our newsletter
‘Journeys’, our electronic newsletter, has been created to give us a better means of staying in touch with you, our community of travellers. Every two months we will update you on interesting things happening in our part of the world and in the Travel Indochina team. There will be exclusive competitions and give-aways as well as advance notice of special offers. Subscribe now to our newsletter ‘Journeys’ and keep informed. Register online now at: www.travelindochina.co.uk
A Note On Flexibility
All of the journeys selected in this brochure have been carefully planned and researched. From time to time however, we make adjustments to journey programmes with a view to improving them from an operational perspective. Please also note that local conditions may sometimes require adjustment to journey programmes during their operation. Whilst we endeavour to avoid such scenarios, they are an occasional, unavoidable feature of travelling in this region. If such journey adjustments become necessary, a flexible attitude will ensure that they do not impact on your overall experience and the experience of other group members. Travel Indochina prides itself on high levels of operational integrity. We are also proud of our clients and the positive and informed approach they exhibit in dealing with different and sometimes challenging local conditions.
Travel Advice
Travel Indochina highly recommends that if you have any questions or concerns in regards to the destination you are travelling to that you contact the Foreign and Commonwealth Office at www.fco.gov.uk or phone 0845 850 2829 (BT 4p per min, other networks vary). All of the countries featured in this brochure are at various stages of economic development. Whilst most accommodations and transport utilised in the programmes meet with international standards, the destinations themselves do not provide infrastructure of the same standard as western Europe. Specifically, roads, wharves, hospital facilities and other infrastructure are all below western standards.
APEC Summit, Hanoi. November 2006
The APEC Summit will be held in Hanoi, Vietnam in November 2006 and this will affect hotel availability and access in the city. Itineraries and dates of our Small Group Journeys that visit Hanoi in the lead-up to and during this period may be subject to significant change.
Visas
At the time of publication EU passport holders do require visas for Vietnam, China and India, which must be acquired prior to your departure. Visas for Cambodia and Laos are also required and can be obtained on arrival through one of the international airports or land borders. No visa is required for Thailand provided you are staying less than 30 days. Travel Indochina can assist you with acquiring visas. However, the timely acquisition of a valid visa and other official travel documents remains the responsibility of the traveller. It is highly recommended that you allow a minimum of 10 working days for visa processing. Please note if you leave and re-enter any country that requires a visa you may need to obtain a double entry visa for that country.
Important Note
The travel industry in Vietnam, India, Laos, China, Thailand and Cambodia is in its infancy. Whilst the freshness and novelty of tourism in these regions is in part the appeal to many visitors, others might see it differently. It is important to recognise that the level of service and standards in some areas, whilst improving, is not yet comparable to more mature travel destinations.
In Asia’s new frontiers there is always the possibility that circumstances beyond our control may necessitate some changes to your travel programme. Your patience and tolerance in such an event will make your holiday a truly rewarding experience.
Deposits & Balance
A non-refundable deposit of £200 per person per journey is required upon confirmation of your booking. You will also be required to send a signed booking form and a completed fitness form. Once a non-refundable deposit is received it will be understood that you have read and accepted the Booking Conditions,. The balance is due 8 weeks prior to departure from the UK. Failure to pay in full by the due date may result in the automatic cancellation of your booking. If you are booking within 8 weeks of your departure, full payment is required before your Small Group Journey can be confirmed. If a departure is filled more than 60 days prior to departure, full payment will be required within 7 days of our notification to you.
Amendments
Up to 8 weeks prior to departure one amendment per booking is permitted free of charge. For all subsequent amendments there will be a charge of £25 levied per change. Within 8 weeks prior to departure, cancellation fees will apply and full tour price will apply to new arrangements. Airfare restrictions also apply. Most discounted airfares are nonrefundable and non-changeable after ticket issue.
Cancellations and Refunds
Requests for cancellation of confirmed bookings must be made in writing and will be subject to the following cancellation fees:
More than 60 days prior to departure – deposit only. 60-45 days prior to departure – 25% of holiday cost. 44-30 days before departure – 50% of holiday cost. Less than 30 days before departure – 100% of holiday cost. Cancellation of air arrangements may be subject to additional fees charged in accordance with the type of airfare used and airline tariff regulations. Refunds will not be given for unused or cancelled services after your tour arrangements have commenced.
Minimum Numbers
The departure of most Small Group Journeys requires a minimum of 2 or 4 confirmed passengers. If a tour departure does not reach the minimum number of passengers to operate 45 days prior to departure, Travel Indochina reserve the right to cancel the tour departure. No penalty will apply and alternative options will be offered. As such, it is highly recommended that you arrange appropriate visas and issue air tickets no earlier than 30 days prior to the scheduled departure.
Local Leaders
Tour departures with a minimum of 7 confirmed passengers will operate with a Western Tour Leader and local English-speaking guides. If a tour departure has less than 7 passengers (but more than minimum numbers) 45 days prior to departure, the tour will be operated with local English-speaking guides only. In the rare event that a journey increases to 7 or more travellers within 30 days of commencement, Travel Indochina will do all possible to allocate Western Tour Leader but this cannot be guaranteed.
Insurance
Travel Insurance is compulsory for all clients travelling with Travel Indochina on a Small Group Journey. It is a condition of travel with Travel Indochina that clients are insured for the full duration of their holiday. Travel Indochina’s minimum requirements for travel insurance are that such insurance includes unlimited cover for medical expenses, full provision for evacuation and a minimum of £48,000 cover for repatriation expenses. Any client who arrives in country of destination with no insurance or without adequate insurance will not be permitted to commence their Small Group Journey with Travel Indochina until an insurance policy with adequate cover has been issued to that client. Travel Indochina may not accept insurance provided by credit card companies as adequate insurance cover.
Airline taxes and fuel surcharges
Please note that government and other related travel taxes and fuel surcharges that need to be collected on air tickets can change without notice. Travel Indochina can not be held responsible for any that may be applied even after full money is paid and reserves the right to collect these taxes.
Brochure Validity
The Essence of Asia brochure was published in March 2006 and is valid until March 2007. Prices for departures in 2007 are subject to change. Published prices are in pounds sterling. The information is valid at the time of publication but is subject to change. Please be sure to confirm the details of your requirements at the time of booking.
Responsibilities
Travel Indochina (a division of Transonic Travel Pty Ltd) act as agents only for the persons or companies providing or offering the means of travel conveyance, transport, accommodation or other services included in your booking (“Suppliers”) and all receipts, tickets, vouchers and coupons are issued subject to the terms and conditions under which transportation and services are offered by such persons. Copies of the relevant terms and conditions will be provided to you on request. Some of these Suppliers limit or exclude their liability and are often subject to international convention between countries. Care is taken to ensure Suppliers of travel conveyance, transport, accommodation and other services included in your booking maintain high standards. However, these parties are independent parties over whom Travel Indochina have no control. To the extent permitted by law, Travel Indochina exclude all liability in respect of any claims, losses, damages, costs or expenses suffered by you that relates in any way to the supply of goods or services by these Suppliers or by any third party. Travel Indochina do not accept responsibility for any aspect of your holiday arrangements affected by matters over which Travel Indochina have no control, including and without limitation to war or threat of war, riots, civil strife, terrorist activity, malicious damage, sabotage, natural disaster, weather conditions, fire, flood, explosions, drought, industrial disputes, government action, infrastructure failures or outbreaks of disease (together and individually called a “Force Majeure Event”). We do not limit our liability to you for death or personal injury caused by our actions or failure to act. Otherwise our maximum liability to you arising out of or in connection with this Agreement is limited to three times the cost of your holiday paid by you to us. We will not be liable for any matters which arise by reason of unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised. Travel Indochina will take such action as deemed reasonably appropriate to ensure the departure of your holiday on the date scheduled for departure from the UK as notified to you in your confirmation of booking, but reserves its rights upon the occurrence of a Force Majeure Event that impacts on the scheduled date for departure.
Complaints
Should you have any complaints about any aspect of your holiday arrangements, you must inform our tour leader or local representative immediately and the supplier of the arrangements concerned. In the unlikely event that an amicable solution cannot be found, you should then write to our Customer Relations Department within 28 days of your return with full details of your complaint. In the event that you do not tell us in that period, this may affect the company's ability to investigate complaints and may impact on the way that your complaint is dealt with.
Financial security
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 in this brochure are ATOL protected by the Civil Aviation Authority. Our ATOL number is 6732.
Governing Law
This agreement is subject to the exclusive laws and jurisdiction of the English or Scottish Courts.