Vacharsi's Vietnam Group Trip

Sr. No	Details	Cost (INR)
1	Hotels	10,080
2	Activities	21,030
3	VAT (Tax)	1,050
Total:	INR 32,160/per person

Terms & Conditions

Visa, Immigration and Customs Procedures

1. Visa Specification Details
- Visa Type: Tourist Visa (Permits entry for tourism, leisure, or visiting friends/family).
- Validity & Duration: 30 Days.
- Entry Type: Single Entry.
2. Visa Application Process & Documentation
- Processing Time: Standard Vietnam visa processing typically takes 7–10 working days. Processing may be extended due to public holidays, consulate overload, or administrative background checks.
- Required Documents:
  - Passport: Must be valid for at least 6 months beyond the planned entry date, intact with no physical damage, wear and tear, or fraudulent markings, and contain a minimum of 2 blank pages.
  - Photo: Recent passport-sized portrait photo adhering to Immigration Department regulations.
  - Flight Tickets: Confirmed round-trip flight itinerary indicating clear entry and exit dates.
- Client Responsibility: Passengers are solely responsible for the authenticity, legality, and condition of all personal identification documents provided.
- Submission Deadline & Last-Minute Bookings:
  - For standard visa processing through Plan To Travel, full documentation must be provided at least 30 days prior to departure. We disclaim responsibility for any delays resulting from late submissions.
  - For last-minute bookings (made within 30 days prior to departure) requiring visa assistance, the client agrees to pay any applicable express visa surcharges and assumes all risks associated with potential delays or rejections by immigration authorities.
3. General Visa Conditions
- Accuracy of Information: All submitted details must strictly match the applicant's official passport. Discrepancies may cause application rejection, for which Plan To Travel shall not be held responsible.
- Embassy Authority & Rejection: Visa approval is at the sole discretion of the Vietnam Immigration Department/Embassy. Plan To Travel acts solely as an application facilitator and accepts no liability for visa delays, rejections, or cancellations.
- Compliance with Stay Limits: Granted visas carry strict validity dates and permitted stay lengths. Overstaying may incur heavy fines, deportation, or future entry bans.
- Non-Refundable Visa Fees: All visa application fees are 100% non-refundable once submitted, regardless of the visa application outcome (approval, rejection, or delay).
4. Important Operational Notes
- Right of Entry: Holding a valid visa does not guarantee entry into Vietnam. Final entry authorization rests strictly at the discretion of border control immigration officers.
- Embassy Closures: Processing timelines will automatically extend during government holidays or unscheduled consulate closures.
- Express Processing: Urgent or express visa processing services are available upon request, subject to additional government/service surcharges and immigration eligibility.

General Terms & Conditions

1. Booking and Payment Policies

Note: In these terms, "land cost" refers to all non-flight components of your package (hotels, transfers, activities, etc.).

A. Bookings with Flights

At time of booking: 100% of flight cost + 10% of land cost.
Between booking date and 16 days prior to departure: 40% of land cost.
16 days prior to departure: Remaining 50% balance of land cost.

B. Bookings without Flights

At time of booking: 25% of land cost.
Between booking date and 16 days prior to departure: 25% of land cost.
16 days prior to departure: Remaining 50% balance of land cost.

C. Important Payment Notes

Timely Payment & Default: Prompt payments are required to guarantee and retain your reservations. Failure to settle balance dues by the stipulated deadlines will result in automatic booking cancellation without prior notice, and all prior payments will be forfeited.
Last-Minute Bookings: For bookings made within 21 days of departure, 100% full payment is required immediately at the time of booking.
Flight Costs: Flight fares must always be paid in full (100%) upon booking, regardless of travel date.
Payment Methods Accepted:
- UPI Payment Gateways
- Bank Transfers (NEFT / IMPS / Direct Deposit)
- Credit / Debit Cards (subject to a processing fee of up to 2.75%, calculated at checkout)

2. Force Majeure & Unforeseen Events

Limitation of Liability: Plan To Travel shall not be held liable for failure, delay, or disruption of services caused by circumstances beyond reasonable control. This includes, but is not limited to, natural disasters, political instability, health crises/pandemics, volcanic eruptions, strikes, airspace closures, or airline operational disruptions.
Third-Party Terms: In such cases, refunds or booking adjustments are subject strictly to the cancellation and refund policies of third-party suppliers (airlines, hotels, transport providers). We cannot guarantee refunds or free rebookings.
Additional Expenses: Any supplementary expenses arising from force majeure events—including fare differences for alternative flights or extended accommodation—remain the responsibility of the traveler.

3. Pricing & Availability

Price Modifications: Quotations and published rates are subject to change without prior notice. In the event of a pricing error, we will notify you promptly, allowing you the option to accept the corrected rate or cancel without penalty.
Real-time Availability: Airline seats, hotel rooms, and excursion spots are subject to live availability at the time of final booking confirmation.

4. Cancellation and Refund Policy

Written notification by the lead traveler is required for all cancellations.

A. Cancellation Fees (Hotels, Activities & Transfers)
- More than 45 days prior to departure: 10% deduction of total package cost (plus any non-refundable supplier components).
- Between 45 and 21 days prior to departure: 25% deduction of total package cost (plus any non-refundable supplier components).
- Within 21 days of departure: 100% non-refundable (full package cost forfeited).
B. Flight Cancellations:
- Low-Cost Carriers (LCC): Tickets on budget airlines (e.g., VietJet Air, AirAsia, Scoot, Batik Air) are strictly non-cancellable and non-refundable.
- Full-Service Carriers (FSC): Airlines such as Thai Airways, Lufthansa, Singapore Airlines, etc., are governed by their respective fare rules. Refunds/penalties will be processed strictly per airline policy.
C. Booking Modifications Requested by Guests:
- Amendments & Adjustments: Any request to alter or amend an itinerary must be submitted in writing by the lead guest named on the booking. Modification charges and rate adjustments may apply and tend to increase closer to the departure date.
- Non-Amendable Components: Certain flight tickets, hotel promotional rates, or activity passes are strictly non-amendable once confirmed. Modifying these components may result in up to 100% cancellation/reissuance charges.
D. Refund Terms & Timelines:
- Standard Processing Time: Approved refunds are typically initiated within 3–4 working days and completed within 7 working days from the official confirmation date.
- Refund Method: Reimbursements will be credited back to the original payment method. If a reversal to the original channel is not feasible, the refund will be transferred directly to the primary buyer’s verified bank account within 7 working days following account verification.
- Activity Refunds:
  - Refunds for unfulfilled or non-operational paid activities will be processed within 7 working days post-trip completion (or up to 30 working days depending on local third-party vendor reconciliation).
  - Complimentary Services: No refunds or cash equivalencies will be provided for complimentary or non-charged activities that are canceled or skipped.
E. Partial Cancellations & Group Changes
If a subset of travelers within a single group booking cancels, package costs for the remaining travelers will be recalculated, which may result in single-occupancy or extra room surcharges.
F. Modifications or Cancellations by Us
We reserve the right to correct errors or adjust itineraries both before and after booking confirmation. In the rare event of a major itinerary alteration or cancellation initiated by us, travelers will be notified as soon as possible and offered the choice to:
- 1. Accept the revised travel arrangements.
- 2. Switch to an alternative package of equivalent standard (with price differentials refunded or charged accordingly).

Hotels & Flights

Hotel & Accommodation Terms:

Bedding Preferences: Bed types (e.g., King/Double, Twin, or Sofa Bed) are subject to hotel/cruise availability upon check-in and cannot be guaranteed in advance.
Room Occupancy & Extra Beds: Maximum room capacity is 3 adults. The third adult occupant will be provided with an extra rollaway bed or mattress. Requests for extra beds for children must be arranged directly with the hotel.
Hotel Substitutions: If a confirmed hotel becomes unavailable due to operational reasons, an alternative property of an equivalent star rating and category will be provided.
Check-in / Check-out Policy: Standard check-in time is 2:00 PM and check-out is 11:00 AM. Early check-in or late check-out is subject to room availability and may incur additional hotel charges.
Incidental / Security Deposit: Certain hotels may collect a refundable security deposit upon check-in (via cash or credit card authorization) to cover incidental charges, fully refundable upon check-out as per hotel policy.
Personal Incidental Expenses: Any personal expenses outside the agreed tour package (e.g., room service, minibar, laundry, telephone calls) must be settled directly by the guest prior to check-out.

Flights Terms & Conditions

Flight Status & Schedule Changes:

Flight Status Verification: Travelers are advised to reconfirm flight schedules 24 hours prior to departure, as airline timetables are subject to change without prior notice.
Airline Schedule Changes, Cancellations & Rerouting: Airlines reserve the right to reschedule, reroute, or cancel flights independently. As a booking facilitator, Plan To Travel shall not be held liable for any direct or incidental losses resulting from airline schedule modifications, delays, or cancellations.
Rescheduling & Fare Differences: Should flight rebooking or rescheduling become necessary, any applicable fare differences and airline modification fees shall be borne by the traveler. New fare options will be presented for your approval prior to processing. If declined, a refund may be requested subject to the operating airline's policy.

Refunds:

Processing Timeline: Eligible flight refunds typically take 7–21 working days to process, depending on the airline’s internal procedures and policy timelines.

Baggage Allowance:

Standard Allowance: Allowance limits vary by airline, route, and fare class. It is the traveler’s responsibility to verify the specific baggage entitlement for their ticket.
Excess Baggage: Baggage exceeding the permitted allowance will incur additional fees per airline rates, payable directly by the passenger.

Name Changes & Corrections:

Ticket Amendments: Corrections or name updates post-issuance are subject strictly to airline regulations. Certain airlines prohibit name changes entirely, which may require ticket cancellation and re-issuance at the traveler’s expense.

No-Show Policy:

Non-Refundable: Passengers who fail to check in or board their scheduled flight will be classified as a "no-show." Under standard airline policies, the ticket will be non-refundable, and the full fare will be forfeited.

Important Operational Notes:

Missed Flights: Plan To Travel is not responsible for missed flights due to personal circumstances, late airport arrivals, incorrect date selection, or failure to comply with airline check-in deadlines.
Connecting Flights & Layovers: For multi-leg itineraries, travelers must ensure sufficient layover time. Plan To Travel assumes no liability for missed connections due to initial flight delays or unforeseen circumstances.
Travel Documentation: Travelers are solely responsible for ensuring they possess valid passports (minimum 6 months validity), required visas, and relevant travel permits. Boarding refusal by airlines due to incomplete documentation remains the sole responsibility of the traveler.

Tours and Transfers

General Transfers Regulations:

Seat-in-Coach (SIC) Transfers: Vehicles operate on a shared basis with other passengers. Please be at the designated pickup point or hotel lobby at least 5 minutes prior to the scheduled time. Delays of 30–45 minutes may occur due to traffic or pickups at other hotels.
Maximum Waiting Time: SIC transfers will wait a maximum of 5 minutes at the pickup point. Beyond this window, clients must arrange their own transport to the tour location at their own expense.
Driver Tipping Policy:
- Driver gratuity is set at USD 3 per person / day for private half-day or full-day tours (not mandatory for airport transfers).
- This amount may be included in the total prepaid package invoice or paid directly on-site, as indicated in your booking confirmation.

Drivers and Vehicles:

Drivers: Drivers might speak basic English and provide essential information about tour sites. Comprehensive guides can be arranged at an additional cost.
Vehicles: The type of vehicle provided depends on the number of travelers. Extra charges will apply for additional vehicles or larger capacity vehicles due to excess or oversized luggage.
Activity times are fixed. In case of vehicle usage beyond the expected time, additional charges may incur.

Activity-Specific Terms & Conditions:

Weather & Force Majeure: In the event of rain, severe weather, or natural conditions affecting the tour, no refunds will be provided for any cancellations, schedule modifications, or missed activities.
Activity Adjustments: Activity sequences and options are subject to local availability, operational schedules, and physical conditions.
Water Sports:
- All water activities are strictly weather-dependent and non-refundable.
- Upgrades to alternative activities due to weather conditions may be offered, subject to guest consent and applicable surcharges.
- Standard parasailing relies on water currents; Adventure Parasailing may be made available as an upgraded option with additional charges.
Trekking & Hiking: Trekking activities may be canceled at any time without prior notice in compliance with revised local government regulations or safety mandates.

Exclusions

Documents & Taxes: Passport fees, immunizations, local city taxes, and airport departure taxes
Flights & Visas: Any flights, visa fees, or travel insurance (unless explicitly specified in inclusions)
Meals & Baggage: Unspecified meals/drinks and excess baggage charges.
Upgrades & Extras: Flight/room upgrades, optional sightseeing/activities, and local camera/video fees.
Gratuities: Tips for guides, drivers, and service staff.

Important Notes

Itinerary Changes: Timing and schedules are indicative and subject to change due to traffic, local ceremonies, road closures, or attraction operating hours.
Driver Waiting Time:
- Airport Arrivals: Maximum 2 hours from scheduled land time (extended in case of flight delays).
- Other Pickups: Maximum 1 hour from the designated pickup time.

Important Tax & Payment Updates (TCS)

Any Tax Collected at Source (TCS) applicable under the laws of the Government of India shall be borne by the traveler or the booking agent in India. Plan To Travel shall not be responsible for the collection or payment of such taxes. Travelers are advised to consult their tax advisor regarding the eligibility to claim TCS as a tax credit when filing their Income Tax Return (ITR)

Terms & Conditions for Add-Ons

1. Form-Filling Assistance Services
- Service Fee: INR 500 per person, per form (plus 18% GST)
- Scope: Assistance with Vietnam travel documentation, including visa applications (where applicable), visa support documents, arrival information, immigration declarations, travel forms, and other documentation required for entry into or travel within Vietnam. Plan To Travel provides assistance only and does not guarantee the approval of any visa, entry permit, or immigration application, as all decisions are made solely by the relevant government authorities.
- Liability: Guests are responsible for providing accurate and complete information. The service provider accepts no liability for errors or delays resulting from incorrect details submitted by the guest.
2. Travel Insurance Facilitation
- Service Fee: Provider’s Policy Rate + INR 500 facilitation fee per person (plus 18% GST)
- Terms: The policy is governed strictly by the terms and conditions of the insurance provider. Guests are strongly advised to thoroughly review policy coverage, inclusions, and exclusions prior to departure.
3. Web Check-In Services
- Service Fee: INR 500 per person, per flight segment (plus 18% GST)
- Terms:
  - Web check-in will be processed based on the details supplied by the guest.
  - Post-check-in modifications, seat adjustments, or corrections may not be permitted and remain subject entirely to individual airline policies.
4. Custom Certificate & Document Formatting (Wedding / Anniversary)
- Service Fee: INR 2,000 per document (plus 18% GST)
- Scope: Customization or creation of standard wedding cards or anniversary certificates upon guest request.
- Terms: This service covers standard design templates and minor text edits. Complex design requests or advanced custom layouts may incur additional design fees.
5. Third-Party Reservation Support (External Bookings)
- Service Fee: INR 1,000 per query (plus 18% GST)
- Scope: Liaison and coordination services for hotels or flight bookings not originally reserved through our agency platform.
- Terms: Our service includes actively following up and communicating on the guest’s behalf; however, final resolutions and outcomes are governed strictly by the respective third-party provider's policies.

General Terms for Add-On Services

Non-refundable Policy: Add-on service fees are non-refundable once service processing has commenced.
Payment Terms: Add-on services will be initiated upon receipt of full payment.
Guest Responsibilities: Timely submission of required documents is necessary to ensure on-schedule service delivery.
Applicable Taxes: Statutory taxes (including GST) will be applied in accordance with prevailing government regulations at the time of invoicing.
Optional Availability: Add-on services are strictly optional and availed at the guest's discretion.

RESPONSIBILITY & SAFETY GUIDELINES

Limitation of Liability:
Plan To Travel acts solely as an intermediary coordinating between guests and independent service providers (hotels, transport, activities). While we prioritize your safety and seamless execution, the company shall not be held liable for personal injuries, accidents, medical emergencies, or loss of personal belongings occurring during the trip.
Comprehensive Travel Insurance Recommendation:
To ensure total peace of mind, travelers are strongly advised to secure comprehensive travel insurance covering medical expenses, trip interruptions, personal accidents, and emergency evacuations prior to departure.
Indemnification:
By confirming this booking, guests agree to release Plan To Travel, its employees, and local partners from any legal claims or financial liabilities arising from unforeseen personal accidents or health emergencies during the tour.
Emergency Support Protocol:
In the event of a medical emergency or severe incident:
- Contact local emergency medical services or authorities immediately.
- Notify our 24/7 support line so our team can assist with local coordination, documentation, and emergency support.

Should you have any questions or require further clarification, please do not hesitate to contact our customer support team. Wishing you safe travels and an unforgettable holiday with Plan To Travel!

HANOI ARRIVAL & CITY IMMERSION (Lunch included)

HANOI – FLY TO DA NANG & HAN RIVER CRUISE (Breakfast included)

BA NA HILLS – GOLDEN BRIDGE & NIGHTLIFE (Breakfast & Lunch included)

DA NANG – FLY TO PHU QUOC & VINWONDERS ATTRACTIONS (Breakfast & Dinner included)

PHU QUOC ISLAND-HOPPING & SNORKELING ADVENTURE (Breakfast & Lunch included)

PHU QUOC DEPARTURE (Breakfast included)