Online Tour Booking Agreement

01Parties & Booking

This Agreement is entered into between Asia Travel Mates Corp (the “Operator”) and the Client identified in the Booking Confirmation. It operates alongside our Terms & Conditions and Booking Conditions.

The Booking Confirmation — including destinations, accommodations, transport, meals, activities, inclusions and exclusions — constitutes the commercial record of the journey. In the event of any conflict between this Agreement and the Booking Confirmation, the Booking Confirmation prevails on operational matters, and this Agreement prevails on legal matters.

02Financial Terms

All amounts are quoted in United States Dollars (USD) unless otherwise agreed in writing. Payment details, accepted payment methods and bank information are set out in our Payment Terms.

2.1 Price Confirmation

The price stated in the Booking Confirmation is the confirmed price for your journey. Once this Agreement is accepted, the confirmed price is fixed, except where a change is permitted by this Agreement or by applicable law, in each case only in the specific circumstances described in Section 2.2.

2.2 Exceptional Price Adjustments

If a change is required after confirmation, it will only be made in the following specific circumstances, and only where the additional cost is outside the Operator’s reasonable control:

• Government taxes or fees introduced or increased after confirmation.
• Fuel surcharges imposed by airlines, cruise operators or transport suppliers.
• Currency exchange movements exceeding a material threshold agreed in writing.

In any such case, the Operator will:

• Notify the Client in writing as soon as reasonably possible;
• Provide reasonable supporting information for the change;
• Give the Client at least 14 days to consider the change; and
• Offer the Client the option to accept the change, to amend the journey, or to cancel with a refund of amounts not yet committed to non-refundable suppliers.

2.3 Non-Payment

If the deposit or final balance is not received by the due date, the Operator may treat the booking as cancelled in accordance with Section 3 and our Cancellation Policy.

03Cancellation & Refunds

Cancellation must be made in writing and is effective on the date received by the Operator. Cancellation charges are calculated in accordance with the schedule below, together with any disclosed non-refundable supplier charges stated in the Booking Confirmation.

3.1 Disclosed Non-Refundable Supplier Charges

Certain components of the journey — including domestic flights, cruise deposits, festival-period hotel bookings, and non-refundable supplier commitments — may carry their own non-refundable charges. Where this is the case, those charges are disclosed in the Booking Confirmation and are additional to the cancellation schedule above.

3.2 Cancellation by the Operator

In the unlikely event that the Operator cancels a confirmed journey for reasons within its control, the Client will be offered either a full refund of amounts paid or an alternative itinerary of equivalent value, at the Client’s choice.

3.3 No-Show

Failure to arrive for a scheduled departure without prior written notice is treated as a 0-day cancellation and is non-refundable.

Full cancellation mechanics are set out in our Cancellation Policy.

04Mandatory Travel Insurance

Comprehensive travel insurance is mandatory for participation in any Operator itinerary. Proof of coverage must be submitted no later than 14 days before departure. Detailed requirements are set out in our Travel Insurance Requirements.

4.1 Minimum Coverage

• Emergency medical treatment and hospitalization.
• Medical evacuation and repatriation, including regional or international repatriation if required.
• Trip cancellation and interruption cover.
• Personal liability and personal accident cover.
• Baggage and personal effects cover.

4.2 Failure to Insure

If proof of insurance is not provided by the deadline, the Operator reserves the right to treat the booking as cancelled under Section 3, and the Client may not be permitted to join the journey.

05Client Responsibilities

The Client is responsible for ensuring that all personal requirements for the journey are met, including:

• Passport validity — at least 6 months beyond the date of entry to each country visited.
• Visas and entry permits — obtaining all visas, e-visas, or digital arrival permits required for each destination. Where the Operator assists with documentation, ultimate responsibility remains with the Client.
• Health and vaccinations — consulting a qualified travel health professional and complying with any vaccination or medical requirements. See our Travel Advisory.
• Medical fitness — disclosing in advance any medical condition, dietary requirement, or mobility limitation that may affect participation. Where relevant, accessibility considerations are set out in our Accessibility Statement.
• Compliance with local laws — obeying the laws, customs and regulations of each country visited.
• Behavior standards — respecting fellow travelers, guides, hosts and local communities, in line with our Responsible Travel Policy. The Operator reserves the right to remove any traveler whose behavior is seriously disruptive or unsafe, without refund.

06Liability & Force Majeure

6.1 Role of the Operator

Asia Travel Mates Corp acts as a Destination Management Company (DMC) and journey organizer. Certain components of the journey — flights, cruises, hotels and activities — are provided by independent suppliers. The Operator remains responsible for performing its own contractual obligations and for coordinating the services it has agreed to arrange, subject to applicable law. Individual suppliers may also have their own terms and responsibilities for the services they directly provide.

6.2 Limit of Liability

To the maximum extent permitted by applicable law, and without excluding any liability that cannot lawfully be excluded, the Operator’s total liability to the Client in relation to the affected portion of the journey is limited to the total amount paid by the Client for that portion of the journey. The Operator is not liable for indirect, consequential, or punitive damages.

6.3 Force Majeure

Neither party is liable for failure to perform its obligations where such failure is caused by events beyond reasonable control — including natural disasters, extreme weather, pandemics, epidemics, government restrictions, civil unrest, war or acts of terrorism. Where Force Majeure affects a journey, both parties will work in good faith to reach a reasonable solution, which may include rerouting, postponement, or partial refund where recoverable from suppliers.

6.4 Optional Activities

Optional activities (such as kayaking, trekking, cycling, or adventure experiences) are undertaken at the Client’s own risk. The Client is responsible for confirming that they are physically capable and adequately insured for such activities.

07Privacy, Media & Data

7.1 Personal Data

Personal data provided by the Client is processed in accordance with our Privacy Policy and applicable Vietnamese data protection regulations. Data is used solely for the purposes of delivering the journey, meeting legal and accounting requirements, and maintaining communication. Where cookies or similar technologies are used on our website, this is governed by our Cookie Policy.

The Client may exercise applicable rights concerning their personal data in accordance with our Privacy Policy and applicable law. Certain information may need to be retained where required by law, regulation, accounting requirements, dispute resolution, or legitimate contractual purposes.

7.2 Human Rights & Ethics

Asia Travel Mates Corp is committed to ethical and responsible operations across its supply chain and partner network. Our approach to human rights, fair labor, and ethical partnership is set out in our Modern Slavery Statement and our Responsible Travel Policy.

7.3 Photography & Media (Optional Consent)

Consent to photography and media use is optional and is collected separately from the acceptance of this Agreement. It is requested in the acceptance section below.

08Dispute Resolution

8.1 Governing Law

This Agreement is governed by and construed in accordance with the laws of the Socialist Republic of Vietnam, subject to any mandatory consumer protections that apply in the Client’s jurisdiction.

8.2 Complaints & Negotiation

Any dispute arising out of or in connection with this Agreement should first be raised through our Complaints Procedure. The parties agree to attempt resolution through direct, good-faith negotiation within 30 days of written notice of the dispute.

8.3 Mediation & Arbitration

If the dispute cannot be resolved through negotiation, the parties agree to consider mediation or another appropriate dispute-resolution method. Where the parties agree to binding arbitration, the dispute may be referred to the Vietnam International Arbitration Centre (VIAC) in Ho Chi Minh City, in accordance with VIAC rules then in force, with the seat of arbitration in Ho Chi Minh City and the language of arbitration in English.

Nothing in this Section prevents either party from seeking relief in a court of competent jurisdiction where permitted by applicable law, or from exercising any right that cannot lawfully be waived.

09General Provisions

9.1 Entire Agreement

This Agreement, together with the Booking Confirmation, our Terms & Conditions, Booking Conditions, and any accompanying annexes, constitutes the entire agreement between the parties and supersedes all prior discussions and understandings.

9.2 Amendments

Any amendment to this Agreement must be made in writing and agreed by both parties.

9.3 Severability

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

9.4 Notices

Formal notices under this Agreement shall be sent in writing by email with confirmed delivery, or by registered post, to the addresses on file for each party. Our current contact details are listed on our Contact page.

9.5 Contract Record & Version

Upon acceptance, the Operator will generate an electronic contract record containing the exact version of this Agreement accepted, the Booking Confirmation reference, the acceptance date and time, and the identity of the accepting client. This record is stored for the duration required by applicable law, accounting and dispute-resolution obligations, and is provided to the Client by email.