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⭐ Payment Terms & Conditions 

At Destination Indochina, we believe that exceptional travel experiences begin with clarity, transparency, and mutual trust. To ensure a smooth and reliable planning process for every traveler, we follow internationally recognized payment standards used by leading luxury travel companies in the United States, Europe, and Australia. These Payment Terms & Conditions outline how deposits, balance payments, amendments, and cancellations are handled for all types of travel services, including FIT (Free Independent Travelers), GIT (Group Inclusive Tours), and Corporate/MICE programs.

Our goal is to provide you with a clear understanding of the financial commitments involved in designing and delivering your journey. Travel planning requires significant coordination with hotels, transportation providers, guides, venues, and experience partners across multiple destinations. Many of these services require advance payments, non‑refundable deposits, or strict cancellation timelines. For this reason, our policies are designed to protect both our travelers and our suppliers, ensuring that every confirmed booking is managed with the highest level of professionalism.

These terms also help us dedicate our time and expertise to travelers who are genuinely committed to their trip. Whether you are booking a private FIT itinerary, organizing a group tour, or planning a corporate event, the following guidelines explain exactly when payments are due, how cancellations are processed, and what conditions apply to each type of travel arrangement. By understanding these policies in advance, you can plan your journey with confidence, knowing that every step is handled with transparency and care.

We encourage all travelers to review these Payment Terms & Conditions thoroughly before confirming their booking. If you have any questions, our team is always available to provide clarification and support. Your trust is important to us, and these policies ensure that your travel experience with Destination Indochina is seamless, secure, and professionally managed from start to finish.

 

⭐ 1. FIT TRAVEL (Free Independent Travelers)

For individuals, couples, families, and small private groups (1–9 travelers)

Destination Indochina provides personalized travel design and premium on‑ground services for FIT travelers across Vietnam, Cambodia, Laos, and the Indochina region. To ensure a smooth, transparent, and professional planning process, the following fees and payment terms apply to all FIT bookings.

 

⭐ 1.1 Professional Consulting Fee (Required Before Any Planning Begins)

This fee ensures that our time and expertise are dedicated exclusively to serious travelers.

1.1.1 Consulting Fee Amount

  • $150 USD — Simple trip (1–3 days)
  • $250 USD — Standard trip (4–10 days)
  • $350–$450 USD — Complex or multi‑country trip

1.1.2 What This Fee Covers

  • Initial consultation
  • Understanding your travel style and expectations
  • Destination recommendations
  • Preliminary research
  • Checking availability with suppliers
  • Creating the initial travel concept

1.1.3 Important Notes

  • Non‑refundable
  • Required before any research or planning begins
  • Does not include itinerary design
  • Does not guarantee availability until deposit is paid

 

⭐ 1.2 Custom Itinerary Planning & Design Fee

This fee applies after the client approves the initial concept and wishes to proceed with a full itinerary.

1.2.1 Planning & Design Fee Amount

  • $150–$250 USD — Standard itinerary
  • $250–$400 USD — Luxury or complex itinerary
  • $50–$100 USD — Additional revisions

1.2.2 What This Fee Includes

  • Full day‑by‑day itinerary design
  • Hotel selection and curation
  • Experience and activity planning
  • Supplier coordination
  • Two rounds of revisions
  • Estimated pricing
  • Internal logistics planning
  • Route optimization

1.2.3 Why This Fee Exists

Custom itinerary design requires significant time, expertise, and supplier communication.
This fee ensures the planning process is respected and valued.

1.2.4 Refund Policy

  • Deductible from the final invoice if the client books
  • Non‑refundable if the client does not proceed

If a traveler prefers not to proceed with the Consulting or Planning Fee, Destination Indochina offers a selection of ready‑made FIT itineraries. These pre‑designed programs provide convenient, well‑structured travel options without the need for custom planning. Please note that customization, modifications, or personalized arrangements are only available once the Consulting & Planning Fee has been paid.

 

⭐ 1.3 Deposit Requirements (FIT)

A deposit is required to secure all services included in your itinerary.

1.3.1 Deposit Amount

  • 30%–50% of the total trip cost
  • 100% deposit required for:
  • Domestic and international flights
  • Trains
  • Cruises
  • Villas and private residences
  • Peak‑season hotels
  • Special events
  • Any non‑refundable supplier services

1.3.2 Deposit Due Date

  • Due immediately upon booking confirmation
  • No services are held until the deposit is received
  • Prices and availability may change if payment is delayed

1.3.3 Deposit Purpose

The deposit allows us to:

  • Secure hotel rooms, guides, transportation, and experiences
  • Lock in rates with suppliers
  • Confirm availability during your travel dates

 

⭐ 1.4 Balance (Final Payment) – FIT

1.4.1 Balance Due Date

  • 30–45 days before arrival
  • Bookings within 30 days require 100% payment immediately

1.4.2 Late Payment Policy

  • Payments not received by the due date may result in:
  • Automatic cancellation
  • Loss of deposit
  • Supplier penalties
  • Re‑pricing of services

1.4.3 Travel Documents Release

  • Vouchers, confirmations, and tickets are released only after full payment

 

⭐ 1.5 Cancellation Policy (FIT)

1.5.1 Cancellation Fees

  • More than 30 days before arrival:
    Deposit is non‑refundable
  • 15–30 days before arrival:
    50% of the total trip cost
  • 14 days or less:
    100% of the total trip cost
  • No‑show:
    100% of the total trip cost

1.5.2 Non‑Refundable Services

Some services follow stricter supplier rules:

  • Cruises
  • Flights
  • Trains
  • Peak‑season hotels
  • Private villas
  • Special events
  • Limited‑availability experiences

These are non‑refundable once booked.

1.5.3 Refund Processing

  • Refunds (if applicable) are processed within 14–30 business days
  • Refunds follow supplier policies and exchange‑rate variations
  • Bank fees are deducted from the refund amount

 

⭐ 1.6 Amendments & Changes (FIT)

1.6.1 Before Final Payment

  • Minor changes may be possible without fees
  • Major changes may incur supplier penalties
  • Price differences will apply

1.6.2 After Final Payment

  • Changes are subject to availability and supplier fees
  • Changes within 14 days of arrival may not be possible
  • Any approved change may require:
  • Re‑booking fees
  • Rate differences
  • New supplier charges

 

⭐ 1.7 No‑Show Policy (FIT)

  • No‑shows are charged 100% of the total trip cost
  • Unused services are non‑refundable
  • Late arrival or early departure does not qualify for refunds

 

⭐ 1.8 Payment Methods (FIT)

We accept the following payment methods:

1.8.1 Accepted

  • Credit card (Visa, MasterCard, Amex)
  • Bank transfer
  • Online payment link

1.8.2 Fees

  • Credit card payments may incur a 2.5%–3.5% processing fee
  • Bank transfer fees must be covered by the client

1.8.3 Currency

  • All payments are in USD
  • Exchange rates are based on the bank rate at the time of payment

 

⭐ 1.9 Price Adjustments & Supplier Policies

Prices may change due to:

  • Supplier rate increases
  • Tax changes
  • Fuel surcharges
  • Currency fluctuations

If suppliers adjust prices before final payment, the client is responsible for the difference.

 

⭐ 1.10 Travel Insurance Requirement

We strongly recommend purchasing travel insurance that covers:

  • Trip cancellation
  • Medical emergencies
  • Lost luggage
  • Travel delays

 

🌏 2. GIT TRAVEL (Group Inclusive Tours)

For groups of 10 or more travelers

Destination Indochina specializes in designing and managing group travel programs for schools, universities, travel agencies, associations, special‑interest groups, and leisure groups. Group travel requires early commitments, strict supplier coordination, and detailed operational planning. The following Payment Terms & Conditions apply to all GIT bookings.

⭐ 2.1 Group Consulting & Planning Fees (GIT)

To ensure our time, expertise, and resources are dedicated to serious group organizers, we charge professional Consulting & Planning Fees for all GIT programs.

2.1.1 Consulting Fee

  • $250–$500 USD per group
  • Required before any research, supplier inquiries, or preliminary planning begins
  • Non‑refundable

2.1.2 Group Itinerary Planning & Design Fee

  • $300–$800 USD depending on group size, complexity, and number of destinations
  • Includes:
  • Full itinerary design
  • Route planning and pacing
  • Supplier coordination
  • Restaurant and venue research
  • Rooming list planning
  • Two rounds of revisions
  • Estimated pricing

2.1.3 Refund Policy

  • Credited toward the final group invoice if the group books
  • Non‑refundable if the group does not proceed

⭐ Optional: Ready‑Made Itineraries (No Planning Fee Required)

For group organizers who prefer not to proceed with the Consulting or Planning Fee, Destination Indochina offers a selection of ready‑made group itineraries. These programs are:

  • Pre‑designed
  • Fixed in structure
  • Available without customization

Any modifications, tailored arrangements, or bespoke planning services require payment of the Consulting & Planning Fee.

 

⭐ 2.2 Deposit Requirements (GIT)

A deposit is required to secure all services included in the group program.

2.2.1 Initial Deposit

  • 20%–30% of the total program cost
  • Due immediately upon group confirmation
  • Required to secure:
  • Hotel room blocks
  • Transportation
  • Guides
  • Venues
  • Restaurants
  • Activities

2.2.2 Second Deposit

  • 20%–30%
  • Due 60–90 days before arrival
  • Required by most hotels and suppliers to maintain group allocations

2.2.3 Peak Season / Special Events

Some suppliers require:

  • Full payment 90 days before arrival
  • Stricter cancellation terms
  • Non‑refundable deposits

2.2.4 Deposit Purpose

Deposits allow us to:

  • Lock in group rates
  • Secure room blocks
  • Guarantee transportation and guides
  • Confirm venues and restaurants
  • Protect availability during peak periods

For group organizers who prefer not to proceed with the Consulting or Planning Fee, Destination Indochina offers a selection of ready‑made GIT itineraries. These pre‑designed programs provide convenient, well‑structured group travel options without the need for custom planning. Please note that customization, modifications, or personalized arrangements are only available once the Consulting & Planning Fee has been paid.

 

⭐ 2.3 Balance (Final Payment) – GIT

2.3.1 Balance Due Date

  • 45–60 days before arrival
  • Groups booking within 45 days require 100% payment immediately

2.3.2 Late Payment Policy

If payment is not received by the due date:

  • Services may be cancelled
  • Deposits may be forfeited
  • Rates may increase
  • Supplier penalties may apply

2.3.3 Document Release

Final documents (rooming lists, vouchers, confirmations) are released only after full payment.

 

⭐ 2.4 Cancellation Policy (GIT)

Group travel involves strict supplier commitments. The following cancellation terms apply:

2.4.1 Group Cancellation Fees

  • More than 60 days before arrival:
    Deposit is non‑refundable
  • 31–60 days before arrival:
    50% of the total program cost
  • 30 days or less:
    100% of the total program cost
  • No‑show:
    100% of the total program cost

2.4.2 Supplier‑Specific Policies

Some services are non‑refundable once booked:

  • Cruises
  • Trains
  • Flights
  • Peak‑season hotels
  • Private venues
  • Special events
  • Gala dinners
  • Meeting rooms

These follow the supplier’s cancellation rules.

2.4.3 Refund Processing

  • Refunds (if applicable) processed within 14–30 business days
  • Bank fees and supplier penalties are deducted
  • Refunds follow supplier policies and exchange‑rate variations

 

⭐ 2.5 Group Size Changes & Attrition Policy

2.5.1 Reduction in Group Size

  • A 5%–10% reduction is allowed up to 30–45 days before arrival
  • Reductions beyond this limit may incur:
  • Attrition fees
  • Re‑pricing of the program
  • Loss of group rates

2.5.2 Increase in Group Size

  • Subject to availability
  • Additional travelers may be charged at a different rate

2.5.3 Rooming List

  • Final rooming list due 30 days before arrival
  • Changes after this date may incur hotel penalties

 

⭐ 2.6 Amendments & Changes (GIT)

2.6.1 Before Final Payment

  • Minor changes may be possible
  • Major changes may incur supplier fees

2.6.2 After Final Payment

  • All changes are subject to availability
  • Additional charges may apply
  • Changes within 14 days of arrival may not be possible

 

⭐ 2.7 No‑Show Policy (GIT)

  • No‑shows are charged 100% of the total program cost
  • Unused services are non‑refundable
  • Late arrivals or early departures do not qualify for refunds

 

⭐ 2.8 Payment Methods (GIT)

2.8.1 Accepted

  • Credit card (Visa, MasterCard, Amex)
  • Bank transfer
  • Online payment link

2.8.2 Fees

  • Credit card payments may incur a 2.5%–3.5% processing fee
  • Bank transfer fees must be covered by the group organizer

2.8.3 Currency

  • All payments are in USD
  • Exchange rates are based on the bank rate at the time of payment

 

⭐ 2.9 Price Adjustments & Supplier Policies

Prices may change due to:

  • Supplier rate increases
  • Tax changes
  • Fuel surcharges
  • Currency fluctuations

If suppliers adjust prices before final payment, the group is responsible for the difference.

 

⭐ 2.10 Travel Insurance Requirement

We strongly recommend group organizers purchase insurance that covers:

  • Trip cancellation
  • Medical emergencies
  • Travel delays
  • Lost luggage
  • Group liability

 

🌏 3. CORPORATE / MICE PAYMENT TERMS & CONDITIONS

For corporate groups, incentive programs, conferences, meetings, and institutional events

Destination Indochina provides full‑service Corporate and MICE travel management across Vietnam, Cambodia, Laos, and the Indochina region. Corporate events require early commitments, complex logistics, and strict supplier coordination. The following Payment Terms & Conditions apply to all Corporate/MICE programs.

 

⭐ 3.1 Corporate Consulting & Event Planning Fees

Corporate and MICE programs require extensive professional planning, supplier negotiations, and operational coordination. To ensure our time and resources are dedicated to serious clients, we charge the following fees:

3.1.1 Corporate Consulting Fee

  • $350–$800 USD depending on project scope
  • Required before any research, venue inquiries, or preliminary planning begins
  • Non‑refundable

3.1.2 Event Planning & Program Design Fee

  • $500–$2,000 USD depending on:
  • Group size
  • Number of destinations
  • Event complexity
  • Required logistics
  • Number of venues and suppliers

3.1.3 What This Fee Includes

  • Full event concept development
  • Venue research and availability checks
  • Hotel block negotiations
  • Meeting room and event space planning
  • AV and production coordination
  • Transportation logistics
  • Gala dinner and activity planning
  • Two rounds of revisions
  • Preliminary budgeting

3.1.4 Refund Policy

  • Credited toward the final invoice if the client books
  • Non‑refundable if the client does not proceed

⭐ Optional: Ready‑Made Corporate Programs (No Planning Fee Required)

For clients who prefer not to proceed with the Consulting or Planning Fee, Destination Indochina offers a selection of ready‑made Corporate/MICE programs. These programs are:

  • Pre‑designed
  • Fixed in structure
  • Available without customization

Any modifications, tailored arrangements, or bespoke event planning require payment of the Consulting & Planning Fee.

 

⭐ 3.2 Deposit Requirements (Corporate / MICE)

Corporate and MICE programs involve early supplier commitments. Deposits are required to secure all services.

3.2.1 Initial Deposit

  • 20%–40% of the total program cost
  • Due at contract signing
  • Required to secure:
  • Hotel room blocks
  • Meeting rooms
  • Venues
  • Transportation
  • AV equipment
  • Gala dinners
  • Activities

3.2.2 Second Deposit

  • 20%–30%
  • Due 90 days before arrival
  • Required by most hotels and event venues

3.3.3 Third Deposit (If Applicable)

  • 20%–30%
  • Due 45–60 days before arrival
  • Required for:
  • Production teams
  • AV suppliers
  • Entertainment
  • Special events

Peak Season / High‑Demand Events

Some suppliers require:

  • Full payment 90–120 days before arrival
  • Non‑refundable deposits
  • Stricter cancellation terms

 

⭐ 3.3 Balance (Final Payment) – Corporate / MICE

3.3.1 Balance Due Date

  • 45–60 days before arrival
  • Programs booked within 45 days require 100% payment immediately

3.3.2 Late Payment Policy

If payment is not received by the due date:

  • Services may be cancelled
  • Deposits may be forfeited
  • Rates may increase
  • Supplier penalties may apply

3.3.3 Document Release

Final event documents, rooming lists, production schedules, and confirmations are released only after full payment.

 

⭐ 3.4 Cancellation Policy (Corporate / MICE)

Corporate events involve strict supplier contracts. The following cancellation terms apply:

3.4.1 Corporate Cancellation Fees

  • More than 90 days before arrival:
    Deposit is non‑refundable
  • 61–90 days before arrival:
    50% of the total program cost
  • 31–60 days before arrival:
    75% of the total program cost
  • 30 days or less:
    100% of the total program cost
  • No‑show:
    100% of the total program cost

3.4.2 Supplier‑Specific Policies

Some services are non‑refundable once booked:

  • Meeting rooms
  • Gala dinners
  • AV equipment
  • Entertainment
  • Production teams
  • Private venues
  • Peak‑season hotels
  • Special events

These follow the supplier’s cancellation rules.

3.4.3 Refund Processing

  • Refunds (if applicable) processed within 14–30 business days
  • Bank fees and supplier penalties are deducted
  • Refunds follow supplier policies and exchange‑rate variations

 

⭐ 3.5 Group Size Changes & Attrition Policy

3.5.1 Reduction in Group Size

  • A 5% reduction may be allowed up to 60 days before arrival
  • Reductions beyond this limit may incur:
  • Attrition fees
  • Re‑pricing of the program
  • Loss of negotiated rates

3.5.2 Increase in Group Size

  • Subject to availability
  • Additional participants may be charged at a different rate

3.5.3 Rooming List

  • Final rooming list due 45 days before arrival
  • Changes after this date may incur hotel penalties

 

⭐ 3.6 Amendments & Changes (Corporate / MICE)

3.6.1 Before Final Payment

  • Minor changes may be possible
  • Major changes may incur supplier fees

3.6.2 After Final Payment

  • All changes are subject to availability
  • Additional charges may apply
  • Changes within 14 days of arrival may not be possible

 

⭐ 3.7 No‑Show Policy (Corporate / MICE)

  • No‑shows are charged 100% of the total program cost
  • Unused services are non‑refundable
  • Late arrivals or early departures do not qualify for refunds

 

⭐ 3.8 Payment Methods (Corporate / MICE)

3.8.1 Accepted

  • Credit card (Visa, MasterCard, Amex)
  • Bank transfer
  • Online payment link

3.8.2 Fees

  • Credit card payments may incur a 2.5%–3.5% processing fee
  • Bank transfer fees must be covered by the client

3.8.3 Currency

  • All payments are in USD
  • Exchange rates are based on the bank rate at the time of payment

 

⭐ 3.9 Price Adjustments & Supplier Policies

Prices may change due to:

  • Supplier rate increases
  • Tax changes
  • Fuel surcharges
  • Currency fluctuations

If suppliers adjust prices before final payment, the client is responsible for the difference.

 

⭐ 3.10 Travel Insurance Requirement

We strongly recommend corporate clients purchase insurance that covers:

  • Event cancellation
  • Liability
  • Medical emergencies
  • Travel delays
  • Lost luggage
  • Equipment protection


3.11 Payment Instructions & Bank Details

All payments must be made in USD via bank transfer or approved payment methods. Bank transfer fees must be covered by the client. Please use the invoice number as the payment reference.

Bank Name: Joint Stock Commercial Bank for Foreign Trade of Vietnam (Vietcombank)
Bank Address: 198 Tran Quang Khai Street, Hoan Kiem District, Hanoi, Vietnam
Account Name: Destination Indochina DMC Co., Ltd
Account Number: 1000431999
SWIFT Code: BFTVVNVX
Bank Branch: Vietcombank - Ho Chi Minh City Branch

Credit card payments are processed through a secure online payment link and may incur a 3%–3.5% processing fee.

error: Need help? Please call (84) 901-388-555 or email myrequest@destination-indochina.com. Thank you.
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