BOOKING TERMS & CONDITIONS
VIETNAMRIDER
Private Tours, Motorbike Adventures & Vietnam History Experiences
Effective from: 1 January 2026
Thank you for choosing VIETNAMRIDER for your Vietnam travel experience.
These Booking Terms & Conditions explain how bookings are confirmed, how payments and cancellations are handled, and the responsibilities of both the traveller and VIETNAMRIDER.
VIETNAMRIDER is a trading name used by an independent local tour guide and travel service provider in Vietnam. Tours and travel experiences are arranged and provided under the VIETNAMRIDER brand. Some specialist experiences may also be marketed as part of the Vietnam Anzac Trails collection.
These Terms & Conditions apply generally to VIETNAMRIDER tours and experiences, including private tours, day trips, multi-day journeys, motorbike tours, car tours, walking and trekking experiences, history and battlefield tours, and other travel experiences offered under the VIETNAMRIDER brand.
Your individual booking confirmation will identify the person responsible for accepting your booking and providing the agreed services.
By making a booking, paying a deposit, or participating in a tour arranged under the VIETNAMRIDER brand, you confirm that you have read, understood and accepted these Booking Terms & Conditions.
1. BOOKING AND CONFIRMATION
1.1 Making a booking
Booking enquiries may be made through the VIETNAMRIDER website, email, messaging services or other communication channels provided by VIETNAMRIDER.
A quotation, itinerary or availability enquiry does not guarantee a reservation.
Your booking is confirmed only when the agreed arrangements have been confirmed in writing and the required payment has been received.
1.2 Booking confirmation
Once confirmed, your booking information will normally include the tour or experience booked, travel dates, number of passengers, agreed price, inclusions and any important arrangements specific to your trip.
Please check your booking confirmation carefully and contact VIETNAMRIDER promptly if anything is incorrect.
1.3 Lead passenger
The person making the booking must be at least 18 years old and is responsible for providing accurate information for all passengers included in the booking.
The lead passenger confirms that they have the authority to accept these Terms & Conditions on behalf of the other members of their booking.
1.4 Departure date
For the purpose of these Terms & Conditions, the departure date means the first scheduled day of the booked tour or travel experience.
1.5 Changes after confirmation
Requests to change travel dates, passenger numbers, accommodation, transport, itinerary arrangements or other booking details should be made as early as possible.
Changes are subject to availability and may result in additional costs.
2. DEPOSIT AND FINAL PAYMENT
2.1 Deposit
Unless otherwise agreed in writing, a 30% deposit of the total tour price is required to secure your booking.
The deposit allows VIETNAMRIDER to begin making the arrangements necessary for your trip, which may include accommodation, transport, guides, activities and other local services.
A booking is not considered confirmed until the required deposit has been received and acknowledged.
2.2 Final payment
The remaining 70% balance is due no later than 30 days before the scheduled departure date.
For bookings made within 30 days of departure, full payment may be required at the time of confirmation.
2.3 Late payment
If the final balance is not received by the due date, VIETNAMRIDER will normally contact the lead passenger to arrange payment.
If payment remains outstanding and the booking can no longer reasonably be maintained, the booking may be treated as cancelled by the passenger and the applicable cancellation conditions will apply.
2.4 Payment and transaction charges
Any bank transfer fees, international payment charges, card processing fees or other charges imposed by a payment provider are the responsibility of the passenger.
The amount received by VIETNAMRIDER should equal the agreed amount payable for the booking.
3. CANCELLATION BY THE PASSENGER
If you need to cancel your tour, please notify VIETNAMRIDER in writing as soon as possible.
The cancellation date is the date on which your written cancellation request is received.
Our cancellation policy reflects the costs involved in preparing a tour and making advance arrangements with accommodation providers, transport operators, guides, activity providers and other local suppliers.
3.1 More than 60 days before departure
If you cancel more than 60 days before departure, all payments received will normally be refunded, less:
- non-refundable amounts already paid or committed to third-party suppliers; and
- non-recoverable bank or payment processing charges.
Where no such costs have been incurred, the full amount paid will be refunded.
3.2 31–60 days before departure
For cancellations received 31 to 60 days before departure, the cancellation charge is 30% of the total tour price.
Where only the 30% deposit has been paid, the deposit will normally be retained as the cancellation charge.
If you have paid more than the applicable cancellation charge, the remaining amount will normally be refunded after deducting any additional non-refundable costs.
3.3 15–30 days before departure
For cancellations received 15 to 30 days before departure, the cancellation charge is 50% of the total tour price.
Any amount paid above the applicable cancellation charge will normally be refunded, subject to non-refundable supplier costs.
3.4 Within 14 days of departure
For cancellations received within 14 days of departure, the cancellation charge is 100% of the total tour price.
At this stage, significant arrangements and supplier commitments may already have been made and may not be recoverable.
3.5 No-show
If a passenger does not arrive at the agreed departure point or otherwise fails to join the tour without prior notice, the booking will be treated as a no-show.
No refund will normally be provided for a no-show or for services not used as a result.
3.6 Exceptional circumstances
If you are unable to travel because of serious and unexpected circumstances, please contact VIETNAMRIDER as soon as possible.
Depending on the circumstances and costs already committed, VIETNAMRIDER may consider changing the travel date, offering a partial credit or making another reasonable arrangement.
Any such arrangement is discretionary and does not automatically replace the standard cancellation policy.
4. CHANGES TO YOUR TOUR
VIETNAMRIDER will make reasonable efforts to operate your tour according to the confirmed itinerary.
Travel conditions in Vietnam can sometimes require changes because of weather, traffic, road conditions, local events, site closures, government restrictions or other operational circumstances.
4.1 Minor operational changes
Occasional changes to visiting times, routes, restaurants, accommodation, transport arrangements or other operational details may be necessary.
Where this happens, VIETNAMRIDER will aim to provide a suitable alternative of a similar standard wherever reasonably possible.
Minor operational changes do not normally entitle passengers to a refund.
4.2 Significant changes
If a significant change to the agreed tour arrangements becomes necessary before departure, VIETNAMRIDER will inform the passenger as soon as reasonably practicable.
Where appropriate, we will discuss a suitable alternative arrangement or refund.
4.3 Changes during the tour
Changes may also become necessary after a tour has started because of weather, safety considerations, road conditions, local closures or other circumstances.
VIETNAMRIDER will use reasonable judgement to keep passengers safe and minimise disruption while preserving the main purpose of the trip wherever possible.
5. CANCELLATION BY VIETNAMRIDER
In the unlikely event that VIETNAMRIDER needs to cancel a confirmed tour for reasons within our reasonable control, we will normally offer either:
- an alternative travel date; or
- a refund of payments received for the cancelled tour.
Our priority will be to minimise disruption and find a practical alternative wherever possible.
If a tour cannot operate because of circumstances beyond our reasonable control, the Force Majeure provisions in Section 6 will apply.
6. FORCE MAJEURE
Some events are outside the reasonable control of VIETNAMRIDER and may make it impossible or unsafe to operate a tour as planned.
These may include severe weather, flooding, landslides, natural disasters, epidemics or pandemics, government restrictions, major road closures, civil emergencies, war, strikes or other unforeseen events.
If such circumstances affect your tour, VIETNAMRIDER will take reasonable steps to protect passengers and minimise disruption.
Where possible, we may offer an alternative route, itinerary, activity or travel date.
Any refund or credit will take into account payments already made to third-party suppliers that cannot reasonably be recovered.
VIETNAMRIDER cannot be responsible for independent expenses such as international flights, visas, independently booked accommodation, travel insurance or other arrangements outside the confirmed tour.
7. TRAVEL INSURANCE
Comprehensive travel insurance is strongly recommended for all passengers.
For tours involving motorbike travel, road travel, trekking, outdoor activities or other physically demanding experiences, passengers should make sure their insurance policy specifically covers the activities included in their trip.
We recommend cover for:
- emergency medical treatment;
- medical evacuation and repatriation;
- trip cancellation and interruption;
- personal accident;
- loss or damage of luggage and personal belongings; and
- activities included in the booked tour.
Where travel insurance is stated as a mandatory requirement for a particular tour, passengers may be asked to provide evidence of appropriate cover before departure.
VIETNAMRIDER does not provide travel insurance and cannot be responsible for claims that should be made under a passenger’s own insurance policy.
8. PASSPORTS, VISAS AND TRAVEL DOCUMENTS
Passengers are responsible for ensuring that they have the correct travel documents for Vietnam.
This includes a valid passport and, where required, an appropriate visa or e-visa.
Passengers should check the current entry requirements applicable to their nationality before travelling.
VIETNAMRIDER may provide general travel information but cannot guarantee visa approval or entry into Vietnam.
If a passenger is refused entry, arrives without the required documentation or is unable to participate because of immigration or visa issues, normal cancellation conditions may apply.
Hotels and other accommodation providers may also require guests to present identification documents for registration in accordance with Vietnamese regulations.
9. HEALTH, FITNESS AND PERSONAL RESPONSIBILITY
Passengers are responsible for deciding whether they are physically able to participate safely in their chosen tour.
The physical demands of each experience vary. Relevant information about walking, trekking, riding, travel time or other physical requirements will be provided as part of the tour information where appropriate.
Some experiences may involve long days, walking, uneven terrain, heat, humidity, local traffic, rural roads, trekking or other physically demanding conditions.
Passengers should inform VIETNAMRIDER before departure of any medical, mobility, allergy or dietary requirement that is reasonably likely to affect their ability to participate safely or may require special arrangements.
Passengers are expected to follow reasonable safety instructions provided by the guide or tour leader.
10. TRANSPORT, ROAD SAFETY AND TOUR ACTIVITIES
VIETNAMRIDER tours may involve private cars, motorbikes, local transport, walking, boats or other forms of transport and activities, depending on the itinerary.
Passengers acknowledge that travelling in Vietnam involves inherent risks associated with road traffic, weather, road conditions, uneven surfaces, waterways and other local conditions.
Passengers must follow Vietnamese laws and reasonable safety instructions provided by the guide or tour leader.
Motorbike tours
For tours involving motorbike travel, additional requirements may apply depending on the type of experience.
These may include appropriate riding experience, a valid driving licence or international driving permit where required, appropriate insurance, age requirements and the use of suitable protective equipment.
Any specific requirements will be communicated before departure.
Passengers must not participate in motorbike activities while impaired by alcohol or drugs.
Other activities
Certain tours may include walking, trekking, boat travel, cycling or other activities.
Any specific safety, fitness, equipment or age requirements applicable to an individual tour will be provided in the relevant tour information or booking confirmation.
11. PASSENGER CONDUCT
Guests are expected to respect Vietnamese laws, local communities, cultural customs, other travellers, guides and local service providers.
VIETNAMRIDER may refuse or terminate a passenger’s participation where their behaviour:
- creates a serious safety risk;
- is unlawful;
- threatens or seriously affects another person;
- causes significant disruption to the tour; or
- makes it impractical to continue the tour safely.
Where participation is terminated because of a passenger’s conduct, no refund will normally be provided for unused services.
Any costs resulting from unlawful or seriously disruptive behaviour remain the passenger’s responsibility.
12. ACCOMMODATION, TRANSPORT AND LOCAL SUPPLIERS
Depending on the itinerary, VIETNAMRIDER may arrange services provided by independent hotels, restaurants, transport operators, activity providers and other local businesses.
Every reasonable effort is made to select reliable suppliers and provide services consistent with the description given at the time of booking.
Accommodation categories, vehicle types, restaurants and other suppliers may occasionally need to change because of availability or operational circumstances.
Where a change is necessary, VIETNAMRIDER will aim to provide a suitable alternative of a similar standard wherever reasonably possible.
If a problem occurs with a third-party service, please notify the guide or VIETNAMRIDER as soon as possible so that we can try to resolve the matter.
Nothing in these Terms & Conditions is intended to exclude or restrict any responsibility that cannot lawfully be excluded under Vietnamese law.
13. LIABILITY
VIETNAMRIDER will take reasonable care in arranging and providing the services described in your confirmed booking.
To the extent permitted by Vietnamese law, VIETNAMRIDER is not responsible for loss, delay, additional expense or disruption resulting from:
- circumstances beyond reasonable control;
- the actions or omissions of the passenger;
- failure to follow reasonable safety or travel instructions; or
- arrangements made independently by the passenger outside the confirmed booking.
Passengers remain responsible for taking reasonable care of their personal belongings and valuables throughout the tour.
Nothing in these Terms & Conditions excludes or limits any liability where doing so would be unlawful under Vietnamese law.
14. COMPLAINTS AND FEEDBACK
If something does not go as expected during your tour, please tell your guide or contact VIETNAMRIDER as soon as possible.
We believe problems are best resolved while the tour is still operating, when there is a genuine opportunity to put things right.
If the matter cannot be resolved during the tour, a formal complaint should be submitted in writing within 14 days of the tour completion date.
Please include your booking details and a clear description of the issue.
VIETNAMRIDER will review the matter fairly and respond within a reasonable period.
We also welcome constructive feedback, as it helps us improve the experience we provide to future guests.
15. GOVERNING LAW
These Booking Terms & Conditions are governed by the laws of the Socialist Republic of Vietnam.
Any dispute arising from a booking or tour arranged under the VIETNAMRIDER brand will be handled in accordance with Vietnamese law and, where necessary, by a competent court in Vietnam.
16. THESE TERMS AND YOUR BOOKING
These Booking Terms & Conditions should be read together with your individual booking confirmation, itinerary, agreed price and details of inclusions and exclusions.
Where a specific written agreement for an individual tour contains a different provision, that specific agreement will apply to the extent permitted by law.
The version of these Terms & Conditions applicable to your booking is the version provided or made available to you when your booking is confirmed.
VIETNAMRIDER may update these Terms & Conditions from time to time. Any updated version will apply to future bookings and will not retrospectively change the agreed terms of an existing confirmed booking unless otherwise agreed or required by law.
VIETNAMRIDER
Private Tours, Motorbike Adventures & Vietnam History Experiences
Discover Vietnam with a local guide, travelling beyond the usual tourist routes.
