A - Responsibility:
1. Vietnam Cycling Tours, as a specialized cycle tour operator, organizes bike tours with utmost care. However, please note that flight schedules are subject to change by airlines without prior notice, often due to factors like weather conditions. This is particularly relevant for Vietnam Airlines. We recommend allowing flexibility in your travel plans to accommodate any such changes.
2. Vietnam Cycling Tours, as a specialized cycle tour operator, strives to adhere to the proposed itineraries. However, we cannot fully guarantee that the itinerary will remain fixed as planned. In the event of flight schedule changes or cancellations, Vietnam Cycling Tours will make every effort to arrange alternative flights or adjust the itinerary accordingly to minimize disruption.
3. Once your trip is confirmed, the tour cost will be fixed, regardless of any subsequent inflation in the Vietnamese economy. To secure your reservation, a deposit of 30% of the total tour price is required. Vietnam Cycling Tours takes full responsibility to ensure that your trip is guaranteed to depart on time.
B - Deposit requirement:
1. A 30% deposit of the total tour price is required and must be transferred to the Vietnam Cycling Tours bank account at least 30 days before the departure date. You will receive a confirmation from the bank acknowledging your deposit. All booking and payment agreements must be clearly documented in written form, either as hard copies or PDF files. The final payment can be made upon arrival at the Vietnam Backroads offices or via wire transfer before your departure.
2. The bank that Vietnam Cycling Tours' account belongs to receives US dollar only.
3. Vietnam Cycling Tours' account accepts payments in US dollars only, and clients are responsible for covering all international transaction fees for wire transfers, as well as a 3.5% surcharge applied by local banks in Vietnam.
4. A 4% fee will be applied if the deposit and payment are made using a credit card
C - Your information and details:
To avoid any trip booking complications, please ensure that you provide accurate personal information, including your full name (first and last name), date of birth, nationality, passport number, passport issue date, and expiry date. Once you have completed the booking forms, convert them to a PDF file to confirm that all the provided personal information is accurate."
D - Cancellation Policy:
If customers cancel the tour after confirmation, the deposit may be refundable depending on the time between the cancellation date and the tour departure date. Refunds will be calculated as follows:
Number of days before departure and amount/percentage of the total trip cost to be refunded
- 60 days or more before departure: 100% refund
- 40–59 days before departure: 70% refund
- 30–39 days before departure: 50% refund
- 20 days or less before departure: No refund (0%)
E - Deposit Refund Policy Due to Bad Weather/ Natural Disaster
As outlined in Vietnam Cycling Tours' Cancellation Policy above, you will receive your deposit via bank transfer or to your home address. However, all money transfer fees (e.g., bank charges or Western Union transfer costs) will be covered by you.
In cases where the trip is canceled due to unforeseen circumstances, such as bad weather resulting in flight cancellations or government-imposed travel restrictions caused by floods, tropical storms, or other natural disasters, Vietnam Cycling Tours may be forced to cancel your trip.
If you choose to cancel your tour and inform us only 10 days before the journey begins, the deposit will unfortunately not be refunded. However, if you cancel 15 days or more before departure, Vietnam Cycling Tours will gladly refund the full deposit amount.
Cancellations made within 15 days before departure will result in the retention of your deposit. This is necessary to cover costs related to hotel bookings, transportation, domestic flights, high-speed boat tickets, train tickets, and other advanced reservation services that have already been arranged.
F - Booking Amendments:
If you wish to switch off from one trip to another trip or transfer your booking to a third party, you must notify us at least 20 days before departure. Transfer to a third party is subject to approval by Vietnam Backroads. It must be within ten days before departure.
G - Daily tours:
The daily tour is guaranteed to depart if your group consists of at least two people, and you must confirm your participation at least one day in advance. However, if you are a solo traveler and wish to travel alone, the tour can still proceed, but the cost will be higher than that of a group tour
H - Group bike tours & tour prices:
1. The small group size: 2 travellers at minimum
2. Large group size: 14 travellers at maximum
3. On Vietnam Cycling Tours' website, tour prices are in US Dollars and applied for one tourist.
4. All tour prices are based on group size and also opened/ join-in-group tours
I - Private bike tours & tour prices:
1. If you wish to arrange a private bicycle tour, such as for a family or group of friends, please inform us of the number of participants in your group and your preferred travel date.
2. Depending on our booking schedule and the number of participants, we will confirm if we can accommodate your group. Prices applied for private tours are slightly more expensive than for group tours if your group is small.
J - Waiting for more to join:
If you are a solo traveler looking to join a group tour, please confirm your preferred tour and departure date with us. We will post the tour on our website with the status 'Waiting for More to Join' to encourage additional travelers to join. Once at least two travelers have confirmed their participation, the status will be updated to 'Guaranteed to Depart' on our website
K - Clients’ requests:
Each group requires a minimum of two travelers. Therefore, groups of two or more can select their preferred departure date
L - Cancellation policy of flight, train, and boat:
In cases where international or domestic flights, domestic train and boat tickets, or hotel reservations are included as part of the tour services, these bookings will be non-refundable
M - Travel insurance:
Vietnam Cycling Tours does not provide travel insurance. We strongly recommend arranging your travel insurance prior to the trip
N - Ages of travellers as cyclists:
1. Age to ride in Mekong Delta flat land is eight years old at minimum
2. Age to ride in another region are 18 years old at minimum
O - Accommodation:
1. Vietnam Cycling Tours reserves the right to provide alternative accommodations of a similar standard if the originally booked accommodation is overbooked or fully occupied. Travelers participating in the same trip must agree to stay in alternative hotels within the same category
2. Room Types: We provide double rooms for couples, twin shared rooms for traveling companions, and triple rooms for families. If you wish to have a single room for yourself, an additional single accommodation charge will apply
