tour booking conditions - FIT

1. Our contract

All bookings made with Travel Authentic Asia Co., Ltd (International Travel License No. 01-1301/2019/TCDL-GPLHQT) are subject to these Booking Conditions, which constitute the entire agreement between Travel Authentic Asia and the client. By confirming a booking - whether online, via email, over the phone, or by signing a booking form - you are deemed to have read and accepted these conditions on behalf of yourself and all persons in your party. The services to be provided are those outlined in your booking confirmation invoice. No contract shall be deemed concluded until Travel Authentic Asia has received both:
(a) a written confirmation of the booking from the client (via email or signed booking form), and
(b) the required deposit or full payment for the tour.

2. Booking confirmation & service arrangements

Once we receive your confirmation of the booking – either via email or signed booking form – and the required payment, we will proceed with making reservations for all services described in the detailed itinerary. If any service cannot be confirmed as proposed, we will promptly inform you and offer suitable alternatives. A final program and confirmation of service bookings will be sent once arrangements with third-party suppliers are secured. It is your responsibility to carefully review the tour itinerary and service terms to ensure they meet your expectations. Any requests for changes, alterations, or cancellations must be made prior to the start of the tour and may result in price adjustments in accordance with Travel Authentic Asia’s policies and those of third-party providers.

3. Tour price

Tour price is based on actual price of hotels and room category offered, transportation and other included services mentioned in the itinerary agreed upon by clients. Any change of length of trip, hotel or room category or/and additional service(s) will result in changing of the trip price. The price of the tour consists of two separate components: 1. Land tour cost: This includes tour activities, accommodations, meals as outlined in the itinerary, transportation (excluding air transfers), and other services specified in the agreed program. 2. Airfare & additional services: These are specified as extra costs and are provided as an estimate at the time of booking. All prices quoted are on a net basis and in United States dollars and valid according to the date specified on the quotation.

4. Child policy

• Children under 2 years old sharing bed with parents: Free of charge
• Children from 2 to under 5 years old sharing bed with parents: 30% adult price
• Children from 5 to under 7 years sharing room with parent in extra bed: 50% adult price
• Children from 7 to under 12 years sharing room with parent in extra bed: 70% adult price
• Children from 12 years old: 100% adult price

5. Deposit requirement

A deposit of 30% of the total price is required to confirm your tour booking. For bookings made within 30 days of the departure date, then 100% of the total amount is required, except otherwise expressly agreed. Upon receipt of your deposit, we will issue a confirmation invoice, at which point a contract will be established between us.

6. Price changes & surcharge

If, after the deposit is made and during the service reservation process, any previously quoted service becomes unavailable due to reasons beyond our control (e.g., hotel overbooking, transportation unavailability, or vendor issues), we will inform you promptly and propose an equivalent replacement. Should this replacement result in a price increase of more than 10% of the total tour cost, you will have the right to cancel the booking within 14 days of receiving the price change notification. In such case, a full refund of all amounts paid will be issued, excluding any non-refundable costs already incurred and documented. We reserve the right to apply surcharges if there are unfavorable changes in exchange rates, taxes, or if government action requires us to do so, provided these changes occur more than 30 days prior to departure. If any surcharge results in an increase of more than 10% of the total tour price, you may cancel your booking within 14 days of receiving the surcharge notification and receive a refund, minus any non-refundable services, as evidenced by invoices or receipts provided by third-party suppliers. Please note, we are not responsible for any incidental expenses you may have incurred due to your booking, such as visas, vaccinations, or non-refundable flights. For bookings that have not been fully paid or confirmed in writing, the new prices for airfares or additional services will apply, which may differ from the initial estimate. No surcharges will be applied to bookings that have already been fully paid before any price change occurs.

7. Final payments

The remaining balance must be paid in full no later than 10 days prior to your arrival, unless expressly agreed otherwise. Alternatively, with prior agreement, the balance may be settled upon arrival via credit card (subject to applicable fees) or in cash (without fees). Once fully paid, the price of the booking is guaranteed and will not be subject to any future price increases, regardless of currency or cost fluctuations.

8. Cancellation by the traveler(s)

If you cancel all or part of your booking, cancellation fees will apply. The effective date of cancellation will be the date we receive written notification from you. In some cases, hotels, carriers, and other contractors may impose their own cancellation charges, and you will be responsible for covering these fees. The cancellation charges below refer to the non-transferable fee that applies to clients who cancel their tour:

• More than 60 days before arrival: 10% of the total tour cost
• Between 60 and 30 days before arrival: 20% of the total tour cost
• Between 29 and 10 days before arrival: 30% of the total tour cost
• Between 9 days and 48 hours before arrival: 50% of the total tour cost
• Less than 48 hours before arrival: 90% of the total tour cost
• No-show on arrival date: 100% of total tour cost

This policy may also vary for peak season bookings (Christmas, New Year, Country’s New Year, and National Holidays) and according to the cancellation policies of certain hotels, airlines, cruises and other contractors of Travel Authentic Asia, which have their own booking conditions. So, in certain cases, cancellation fee for certain services is (are) applied as soon as the booking is made & you will be notified by Travel Authentic Asia’s travel consultant. If you leave a trip for any reason after it has commenced, we are not obliged to make any refunds for unused services. So, we strongly recommend the purchase of travel insurance (covering trip cancellation, emergency medical evacuation as well) for your trips to Southeast Asia.

9. Cancellation by Travel Authentic Asia

We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability, or other external events, it is not viable for us to operate the planned itinerary. In such cases, you may choose to apply the amounts paid toward an alternative trip or receive a full refund, subject to the deduction of any non-refundable services provided by third parties. Please note, we are not responsible for any incidental expenses incurred as a result of your booking, such as visas, vaccinations, or non-refundable flights. We also reserve the right to cancel your booking if the required deposit or full payment is not received by the due date. In this case, the cancellation fee as outlined in clause 7 will apply.

10. Claims and refunds of unused services

No refunds or substitutions will be provided for any unused services that are included in the tour package but not utilized by the traveler, including but not limited to accommodation, meals, sightseeing, or transportation. If you believe a refund or adjustment is warranted due to missed services or deficiencies, a formal claim must be submitted in writing within thirty (30) days of the conclusion of the program. All claims must be accompanied by relevant supporting documentation. Any compensation or refund, if approved, will be calculated based on the actual value of the services involved and not on a per diem or proportional basis. Claims submitted beyond the 30-day deadline will not be considered under any circumstances

11. Booking transfer

If you wish to transfer to a different trip or transfer your booking to a third party, you must notify us at least 45 days before the proposed departure date. An administration fee of 10% of the total cost per person will apply for each change, in addition to any charges imposed by hotels, ground operators, or airlines. For booking transfer made within 30 days prior to departure, standard cancellation fees will apply, and the full price will be charged for new arrangements. This policy also applies to any changes made to arrangements in conjunction with your trip.

12. Your details

To arrange your travel, you must provide all required details, including your full name (as per passport), date of birth, nationality, passport number, and passport issue and expiry dates. Additionally, please inform us of any specific requirements or special considerations, such as dietary preferences, pre-existing medical conditions, or other relevant information, to ensure we can accommodate your needs effectively.

13. Passport and visas

You are responsible for carrying a valid passport and obtaining all necessary visas, permits, and certificates required for the countries you will visit during your trip. Your passport must be valid for at least six months beyond the duration of the trip. It is your responsibility to ensure you possess the correct visas, permits, and documentation for your travel. We are not liable for any refusal of entry to a country due to insufficient or incorrect passport, visa, or travel documentation.

14. Travel insurance

Travel insurance is mandatory for all Travel Authentic Asia travelers and must be obtained independently. Other than local travel insurance(s) included in sightseeing tickets at sites, Travel Authentic Asia does not provide any kind of travel insurance on the trip except required and paid separately from the tour price. It is your responsibility to carefully review your insurance policy before traveling to ensure it provides adequate coverage for personal accidents, medical expenses, evacuation and repatriation, baggage loss, and cancellation or curtailment of your trip. Please note that any local travel insurance included in sightseeing tickets at certain sites is limited and does not replace comprehensive travel insurance. Travelers with pre-existing medical conditions must confirm that their chosen insurance policy covers these conditions. If such conditions are not covered, it is understood that the traveler assumes full financial responsibility for any issues or costs arising from treatment or complications related to their pre-existing medical condition. Travel Authentic Asia is not liable for any problems, delays, or expenses resulting from such conditions.

15. Travel documentations

A trip summary is available from your consultant or can be downloaded from our website. These summaries provide useful, detailed information about your tour and destination. We recommend downloading the most current version of the trip summary from our website to ensure you have up-to-date information while traveling. While we make every effort to ensure the accuracy of the information provided in our trip documentation, including brochures, website content, and trip notes, we cannot be held responsible for any errors, omissions, or unintentional misrepresentations that may occur between the information on our website and the journey documentation.

16. Luggage Allowance

In accordance with regulations of the regional airway carriers, the free baggage allowance within is 40kg for the business class, 20kg for economy class, plus limited carry-on luggage. Excess baggage charges are the sole responsibility of the client. Regulations specify that all suitcases must have a locking device attached. Failure to follow this regulation may result in refusal by airport staff to load suitcases onto the aircraft.

17. Age & Health requirements

For our trips, the minimum age for independent travelers is 18. A lower minimum age applies to family trips, where children must be accompanied by an adult who is responsible for their day-to-day care. While there is no maximum age limit for our trips, it is your responsibility to ensure that you are physically capable of managing and participating in all activities without requiring special care or support from others. You must be healthy enough to take part in the trip’s activities, and we strongly advise seeking proper and detailed medical advice before traveling. We are not responsible for any issues arising from pre-existing or improper health conditions. We will not be liable for any costs, damages, or issues you may suffer as a result, nor will we refund any unused portion of your travel arrangements due to health-related reasons.

18. Flexibility & change of the itinerary

While all of our journeys are carefully planned and researched, local conditions may sometimes require adjustments to the itinerary during operation. We ask for your understanding and flexibility, as changes to routes, schedules, itineraries, accommodations, amenities, or modes of transport may occur without prior notice due to local circumstances or unforeseen events. Travel Authentic Asia will make every reasonable effort to adhere to the planned itinerary. However, we reserve the right to alter the itinerary, transport, or accommodation if necessary. If a significant change occurs before the departure date, you will receive written notification at least one week prior to departure. At that time, you may choose to accept the change, request a refund, or accept an alternative offered. In the event of changes after departure due to local circumstances or force majeure, we reserve the right to curtail, alter, extend, or cancel the tour. In such cases, you will not be entitled to compensation or claims for losses arising from these adjustments. Please note that we are not responsible for any incidental expenses you may incur as a result of itinerary changes, such as visas, vaccinations, or non-refundable flights.

19. Authority on tour

Travel Authentic Asia operates our tours through our direct representatives, including tour guides, tour leaders, or trip managers. During the trip, the decisions made by these representatives are final on all matters affecting the safety or well-being of any participants. If you fail to comply with a decision made by the tour guide, tour leader, or trip manager, or interfere with the well-being or mobility of the group, you may be requested to leave the trip immediately, with no right to a refund. You must also comply with the laws, customs, and regulations of the country being visited at all times.

20. Liability and Responsibility

• Travel Authentic Asia shall not be liable for any loss, injury, death, or damage you may suffer in connection with or arising from your participation in a trip.
• Travel Authentic Asia arranges transportation, hotel accommodations, restaurant services, and other services through various independent suppliers that are outside our control. As such, we cannot be held responsible for the acts or omissions of these third parties.
• Travel Authentic Asia shall not be liable for delays in departure, interruptions to your vacation arrangements, alterations to itineraries, or cancellations in part or in full, caused by factors such as climatic conditions, fire, breakdown of machinery or equipment, government or authority actions, civil disturbances, strikes, riots, theft, epidemics, quarantines, medical or customs regulations, terrorist activities, or any other events or circumstances outside our control (Force Majeure).
• Travel Authentic Asia’s maximum liability, for any reason, is limited to: (i) the provision of a similar trip of equivalent value, or (ii) a refund of the total amount paid by you for your booking, at our absolute discretion.
• Neither Travel Authentic Asia nor its affiliates or subsidiaries shall be held responsible for any additional expenses or liabilities incurred by the tour participant as a result of any of the causes mentioned above.
• Travel Authentic Asia is not responsible for a client’s failure to comply with customs regulations.
• Many of Travel Authentic Asia’s tours include activities that require special attention, such as boarding boats, climbing hills, trekking, cycling, hiking, kayaking, etc. While our representatives will provide assistance and advice, all activities are undertaken at your own risk. Travel Authentic Asia, its employees, and agents are not responsible for any incidents or events that occur once our duty of care has been exercised.

21. Our privacy policy

Any personal information we collect from you will be used solely for purposes related to the operation of your trip or to send you marketing materials regarding our events, special offers, and promotions. This information may be shared with our agents, service providers, or other suppliers to assist in operating the trip. We will handle your personal data in accordance with our privacy policy. By participating in the trip, you consent to us using images of you taken during the trip for promotional and advertising purposes across various media platforms. You grant us a perpetual, royalty-free, worldwide, and irrevocable license to use such images for publicity. We will not share your personal details with any third parties who are not involved in organizing your travel arrangements. Full details of our privacy policy can be found on our website.

22. Severability

If any term or condition in these Booking Conditions is deemed unenforceable, void, or contrary to public policy by law, or for any other reason, that term or condition will be severed from the contract. The remainder of the terms and conditions will continue in full force and effect, and any necessary amendments will be made only to the extent required to ensure the validity and enforceability of the remaining provisions. Participation on any tour implies full and unconditional acceptance of the above conditions by the customer.

Participation on any tour implies full and unconditional acceptance of the above conditions by the customer.