IT IS IMPORTANT THAT YOU READ AND UNDERSTAND THE FOLLOWING CONDITIONS BEFORE MAKING YOUR BOOKING.
Reservation and Deposit
Tour prices are subject to availability of tour, airlines, special economy class fare and specific airfare class availability. Prices may differ once airfare is sold out. All services are subject to availability.
Please forward a deposit to Asia Vacation Group Pty Ltd (AVG) or your travel agent to arrive within three days of receiving confirmation that the company is holding space for you. This covers your tour deposit. An additional deposit amount and/or early deposit payment from $500 up to $1,000 per person (for Economy Class flights) is payable within four weeks of the initial deposit, depending on the airline and special airfare conditions or current special. This will be advised at the time of quotation.
Asia Vacation Group reserves the right to release specials which are applicable to new bookings only and existing bookings are not transferable. Once deposit and/or airfare portion is paid, airline tickets will be reserved and bookings are not transferable to any future specials. Passenger names must be provided exactly as per passport, including middle names, at the time of booking, as well as a valid passport copy. If you have decided not to take advantage of our air and land inclusive packages, you will be required to email a copy of your flight schedule and passport copy at the time of final payment so we can arrange transfers and visas. Any spelling corrections made after a deposit is paid must be sent in writing and will incur additional fees, including any ticket reissue fees.
Asia Vacation Group reserves the right to correct any errors in rates quoted or calculated, or any commissions made at any time during your booking. Any verbal quote given is an indication only of the final price and is subject to confirmation in writing.
Note that our packages with the budget airlines (Air Asia, Jetstar Pacific) require a full payment per person and the Mekong River Cruise tours are $1,000 per person. Private Tours and Tailor-Made Tours require a 30% deposit.
Passenger names must be provided exactly as per passport, including middle names, at the time of deposit/booking. Any spelling corrections made after a deposit is paid must be sent in writing and will incur additional fees, including any ticket reissue fees. Asia Vacation Group reserves the right to correct any errors in rates quoted or calculated, or any commissions made at any time during your booking. Any verbal quote given is an indication only of the final price and is subject to confirmation in writing.
Joining your tour – Flights
Airline schedules from different cities vary so travellers from some cities may need to make their own way to another capital city to join the tour or may require pre- or post-tour accommodation, a stopover or have a lengthy transit en route to their destination. Any cost for accommodation, transportation or meals incurred will be at the passengers’ own expense. Our reservations team can assist with any of these additional services.
Receipt of Deposit
By sending a deposit the client agrees to be bound by the terms, conditions and responsibilities set forth in this brochure. The client also agrees that:
- All persons are fit and physically able to partake unaided in their chosen group tour as per the itinerary outlined.
- All persons travelling on a Private or Tailor-Made Tour are fit and physically able to partake unaided in their chosen itinerary.
- All parties acknowledge the physical demands and hazards involved in the tour they will be undertaking and have chosen to participate at their own risk.
- All parties understand that any medical or dietary information provided to Asia Vacation Group does not, under any circumstances, make Asia Vacation Group liable if a particular condition exacerbates while on tour or affects their ability to participate in any portion of the tour.
Balance of Payment
The final balance of the travel arrangements is due at Asia Vacation Group no later than 75 days prior to the confirmed tour departure date as confirmed by acceptance of the booking. Failure to pay in full by the due date may result in additional costs, which will be passed on as a late payment fee of no less than $50 per booking or cancellation at the discretion of the company. Asia Vacation Group reserves the right to request a partial payment of the final balance more than 75 days prior to departure (eg: airfare portion) in the event that airline tickets need to be issued by our office or by our operators overseas due to airline ticketing time limits. Deposits and payments by credit cards will incur a fee.
Payment must be made in full within three days after the company confirms that it is holding space. If payment is not so made, Asia Vacation Group will have the right to cancel the booking at its discretion. The bookings may also incur additional fees including any applicable urgent visa processing fees. Asia Vacation Group does not process visa applications for bookings made less than 14 days prior to departure but customers are entitled to apply for their own visas.
Fees and Charges
All Fully Inclusive Package Tours prices indicated in the brochure/website are based on group travel and any deviation from the set itinerary may incur additional airline ticket costs. Arrangements such as transfers, accommodation, etc. outside the set group arrangements/dates are at an additional cost.
Airline fuel surcharges
Since 2004 airlines servicing flights to Asia have been charging a fuel levy surcharge, on top of the normal airline ticket price, in order to cover the increased cost of aviation fuel. As fuel prices have fluctuated, so too has the amount airlines charge for this levy. At the time of pricing, some airline fuel surcharges are included in the cost of the fare. However, this amount is subject to change until your airline ticket is issued.
Amendment booking & extra fee occurs
The following fees will apply:
- Amendments to confirmed and deposited itineraries outside of 30 days prior to departure where the value of the booking is decreased – $50 per change for admin fee
- Transferring between tours (within 75 days) – See “Cancellation by Customer” for applicable fees and details
- Reissue of airline tickets – From $100 per person (other fees may apply)
- Once a booking is confirmed, name transfers may incur additional charges.
All cancellations must be made in writing to Asia Vacation Group and will be subject to the following cancellation charges from the date the written cancellation is received:
- If airline and rail tickets are issued, up to 100% of the airfare and rail fare surcharged.
- If your booking is made with the Budget airlines, up to 100% of the package tour.
- If a customer wants to change the travel dates and visa issued, customers have to pay 100% of the visa fee
- More than 75 days prior to departure; loss of deposit plus any administration fees
- Between 74 and 59 days prior to departure; 25% of the total cost
- Between 58 and 46 days prior to departure; 50% of the total cost
- 45 days or less prior to departure 100% of the total cost
- Any “No Show”; 100% of the total cost
In the event of a cancellation, any refunds will be less administration fees and any applicable amendment fees. Asia Vacation Group will endeavour to recover as much as possible from suppliers to pass on to the customer. Regrettably, cancellation charges and fees cannot be waived. There can be no exceptions. No refund will be made for any unused portions of the holiday after the departure date. Please note that employees of an overseas company or staff of Asia Vacation Group outside Australia are not authorised to give any guarantees or agreements to customers in respect of refunds or any other matters.
By Asia Vacation Group
Asia Vacation Group reserves the right to cancel or vary a tour prior to departure due to insufficient numbers. In such an event, alternative guaranteed travel dates will be offered. Should these options not be acceptable Asia Vacation Group will refund the full price paid, less visa cost. If a tour is cancelled or varied prior to departure due to unforeseeable circumstances such as, but not restricted to, severe weather conditions or force majeure, Asia Vacation Group will refund all monies prior to departure less visa cost, fuel surcharge and any other cancellation fees levied by airlines and other third parties. Unforeseeable circumstances such as force majeure, adverse weather, flight rescheduling, hotel overbooking and faults with transportation or road conditions may also have an effect on the tour itinerary after the commencement date. Any decision made in respect of tour services by independent operators to re-route or amend the itinerary due to any of the above or similar circumstances is at the discretion of the tour service provider and Asia Vacation Group will not be liable for any claim whatsoever arising from such events.
Refusal of carriage
Asia Vacation Group retains the right to remove customers from our group tours for reasons that impact on the enjoyment or safety of other tour members, such as, but not limited to, the physical, medical or mental inability of customers to undertake the arrangements of the tour, unsocial or unruly behaviour, or the carriage of prohibited substances and materials.
Hotel descriptions, maps & pictures
Hotel descriptions featured in this brochure/website/itinerary are based on current hotel guides provided by suppliers and contractual agreements. Any facilities described are subject to change at any time. Maps and photographs are included for general information only and may not necessarily reflect actual routings, location or services. Asia Vacation Group has made reasonable enquiries to verify that the descriptions and details are accurate but does not warrant that they are.
It is strongly recommended that all customers travelling with Asia Vacation Group are adequately covered by insurance for the duration of their travel arrangements. Asia Vacation Group cannot in any way be made liable for any additional cost incurred by the customer on any tour.
If you would like to book the Travel Insurance with us, please inform in writing to us and we will assist anytime.
All customers are required to familiarise themselves with any health requirements specific to the countries being visited. Any pre-existing health conditions must be discussed with your doctor who can confirm your suitability to travel on your chosen tour. The “tour pace” of each tour is outlined in our brochures, on our website. If you or any member of your party has any medical conditions, dietary requirement/food allergy, or disability, which may affect you while travelling, you must provide us with full details in writing prior to making your booking so that we can assist you in considering the suitability of your arrangements. You must also promptly advise us if there are any changes to your health that may affect your holiday after your booking has been confirmed. In the best interests of yourself and of your tour group, Asia Vacation Group reserves the right to prevent you from further participation on a tour if a physical or psychological condition presents itself that significantly affects the enjoyment or well-being of yourself or the rest of your group. Asia Vacation Group will not be liable to refund any part of the price of the tour paid by you, or on your behalf, which you have not used. You will be responsible for making alternative arrangements to accommodate any medical or dietary condition. The information provided does not, under any circumstances, make Asia Vacation Group liable if your condition exacerbates or affects your ability to participate in any portion of the tour. Your medical and dietary information is collected so that we may process your booking. Your medical and dietary information will be provided to our suppliers and partners overseas for the sole purpose of endeavouring to accommodate your condition where possible.
- Need for vaccinations / some countries may deny entry.
- Consult medical specialists.
- General advice Smarttraveller.
Travel documents & visa processing
A passport with a minimum of six-months-validity is required for customers travelling to all the countries in our programme. Visa fee and Visa letter are not included in all our itineraries. If you would like to use our visa service, please email to our reservation executive to request and we will assist you to get the visa. Non-Australian passport holders may incur additional fees and Asia Vacation group may not be able to assist with processing the visas for some nationalities.
If passports/ passport scan/passport information is not received by Asia Vacation Group 75 days prior to departure, the customer will be required to pay an urgent visa processing fee. Unless otherwise requested your passport will be returned with final documentation approximately four weeks prior to your departure date. If the customer requests the passports to be returned prior to this, an additional fee will be incurred. Responsibility for documentation accuracy, passport validity, purchase of additional required passport photos, the cost for sending passports to Asia Vacation Group and dispatch of documents rests with the customer. Asia Vacation Group accepts no responsibility for any failure in this respect. Asia Vacation Group does not issue foreign visas. We only submit passports and application forms for visas to be issued by the relevant authorities. Asia Vacation Group cannot guarantee that any visa will be issued by the relevant authority and accepts no responsibility if a visa application is refused. Any cancellation fees or other expenses incurred by the customer due to the refusal of a visa will be entirely the customer’s liability.
We recommend that you review the information provided by the Australian Department of Foreign Affairs and Trade prior to making your booking by calling 1300 555 135, or by visiting their website www.dfat.gov.au for the latest information. We strongly recommend that you familiarise yourself with the latest Government Consular advice and information.
When booking more than 75 days prior to departure, single travellers may avoid paying the Single Supplements by opting to travel on a “willing to share” basis. Asia Vacation Group will endeavour to match “willing to share” travellers of the same gender booked on the same departure. In the event that we are unable to confirm a share partner, Asia Vacation Group will confirm a single room in all accommodation.
Local tipping is not compulsory. However, Asia Vacation Group can suggest appropriate amounts for each package tour, Extensions, Private Tours, Tailor- Made Holidays and Stopovers. ($10 each customer per day for the driver, tour guide and hotel bellmen).
Shopping can be fun and entertaining, especially in local markets, where many copies of international brand names can be purchased for next to nothing. However, Asia Vacation Group, its staff and employees are neither qualified nor permitted to ensure or guarantee the quality or value of any goods purchased or the suitability of any retail outlets visited and the security of using a credit card to purchase such goods. In all cases, the purchasing of goods and the use of a credit card for those transactions is entirely at the customer’s own risk and at all times the customer must use their own discretion.
Asia Vacation Group (herewith called the Company) acts as a co-ordinator for all persons taking these tours in the making of all arrangements for transportation, sightseeing and hotel accommodation. The Company does not own, manage, control or operate any transportation vehicle, any hotel or restaurant or any other supplier of services. All receipts and tickets are issued subject to the terms and conditions specified by the supplier and all services are subject to the laws of the country where the services are provided. The Company acts only as an agent for the owners, contractors and suppliers of transportation and/or other related travel services provided and assumes no responsibility for the loss, theft or damage to baggage or property or for any injury, illness or death or for any damages or claims whatsoever caused arising directly or indirectly from accidents, loss, theft or damage to person or property, delays, transport failure, strikes, wars and uprisings or acts of God etc. over which the Company has no control. We strongly urge all customers to undertake a high level of personal responsibility in order to ensure that possessions, equipment and personal documents are closely monitored and protected at all times.
Please note that seatbelts are not compulsory by law in the destinations featured in this brochure/website and therefore the local people largely choose not to wear them. For this reason, local operators may or may not have seatbelts in vehicles or they may be hidden underneath protective seat covers. It is recommended that where seatbelts are available customers must use them and remain seated at all times while the vehicle is moving. As such, customers acknowledge that seatbelts may not be available and therefore travel at their own risk. Customers warrant that they shall not make any claim howsoever arising from injury or damage in respect of, arising from or contributed to by the absence of seatbelts and hereby release Asia Vacation Group from all such claims.
Refer a friend
To be eligible for the “refer a friend” offer you must have a current or previously deposited Asia Vacation Group booking. One hamper per new booking will be distributed. The referee must quote your full name, booking number and address at the time of their booking. Your hamper will be distributed upon receipt of their deposit. Your friend must be a new customer who has not previously booked with Asia Vacation Group. Hampers will be delivered at the start of the calendar month. We regret we cannot apply this offer retrospectively.
Procedures for lodging complaints or claims
At Asia Vacation Group, we are committed to ensuring that we deal with complaints effectively and efficiently. Should the customer not be satisfied with any aspect of their arrangements, you may lodge a complaint or claim in writing to Asia Vacation Group (or by email to firstname.lastname@example.org) within 30 days of the date of the completion of your Asia Vacation Group arrangements. Relevant receipts and substantiating evidence must be attached to the letter of claim. Our complaints handling policy is available at www.outtatheboxcreative.xyz or upon request.
Airlines featured in this brochure/website do not by virtue of their endorsement represent themselves either as contracting with any purchaser of a holiday from Asia Vacation Group, or as having any legal relationship with such purchaser. Frequent flyer miles may not be accrued on some packaged fares. Pre-flight seat allocation is not available. For details, contact our office. Schedule changes or flight cancellations are subject to the airline’s policy and are outside Asia Vacation Group control.
Tour itineraries/optional tours and prices in this brochure/website are accurate at the time of printing and prices are based on exchange rates. Once a customer has paid the deposit, the standard regular price of the tour is guaranteed, subject to any increase in fuel surcharge, tax changes or levies imposed by any government or their agencies or any airline. Prices are subject to change without notice. Departure dates of tours are subject to change due to future airline schedules. Asia Vacation Group reserves the right to make alterations to itineraries, departure dates and prices due to circumstances beyond their control.
It is the travel agents’ responsibility to ensure that all invoice and itinerary details and documentation issued by Asia Vacation Group are correct and that the customer is aware of amendment and cancellation conditions and other clauses in these Booking Conditions.
Law of contract
This contract is governed by the laws of the state of Victoria and any legal action arising therefrom shall be litigated only in the appropriate court in that state having jurisdiction in that claim.
Changes in operator land costs, airfares, taxes, fuel surcharges and currency exchange rates may affect the price of particular group tours. For these reasons, it is essential that the agent/customer reconfirms all arrangements at the time of booking and prior to paying the final payment.