Terms and Conditions

Booking and Payment

A $1000 deposit is required at the time of booking. Full payment is due 90 days before departure.

Some hotels require a deposit or full payment for all photography tours and workshops—often six months to a year in advance. In almost all cases, these payments are non-refundable or partially refundable. Therefore, if you sign up for a photo tour or workshop and cancel for any reason, you will receive a refund only if we can re-sell your place (see “Refund Timing” below). If successfully resold, you can expect a 90% refund.

We strongly recommend that you purchase comprehensive travel insurance.

Cancellation Policy and Refund Timing

• More than 120 days before departure: Full refund, minus a $200 administrative fee, any applicable credit card fees, and any non-refundable expenses incurred (e.g., airline tickets, hotel deposits).
• 120 to 90 days before departure: The $1,000 deposit will be forfeited. However, it may be applied toward a future trip with Vietnam Photo Adventures.
• 90 to 60 days before departure: 50% of the total trip cost will be forfeited.
• 60 days or fewer before departure: 100% of the total trip cost will be forfeited.

To cancel a reservation, contact VPA immediately. Written notice (email preferred) is required.

VPA cannot offer partial refunds for unused services or for shortening your trip. However, a discount may be offered for future trips if this occurs.

Cancellation fees and forfeited deposits are non-transferable. In some cases, a portion of the lost deposit may be applied toward another trip—contact us for details.

Travel Insurance

VPA strongly recommends all participants carry comprehensive travel insurance covering:

• Non-refundable trip payments due to cancellation
• Unused airline tickets or other travel-related expenses
• Medical coverage, including emergency care, hospital or doctor visits, prescriptions, etc.

Participants are solely responsible for ensuring their health, dental, and travel insurance provides adequate coverage for the destinations visited. VPA does not provide or reimburse these services.

Health and Physical Fitness

Participants are expected to be in good health, as photography and hiking can be physically demanding. VPA reserves the right to request a doctor’s statement if needed.

Please consult your physician if you have any doubts about your health or fitness before booking. No exceptions to the cancellation policy will be made for medical reasons.

VPA will do its best to accommodate varying levels of health and fitness if doing so does not disrupt the group’s itinerary or goals.

Each tour is assigned a difficulty rating:

• Easy: Short walks to/from vehicles. Minimal walking, but may involve standing or kneeling.
• Moderate: Hikes of 2–4 miles. Expect early mornings, late evenings, and carrying your gear.
• Strenuous: Hikes over 4 miles, often on steep or exposed terrain. You must carry all photography and, in some cases, overnight gear.

International Travel

Each participant must have a valid passport that does not expire within 6 months of the trip’s end date, and all required visas.

Please arrange these documents well in advance of departure.

Itinerary Changes and Delays

VPA will adhere to the published itinerary as closely as possible. However, circumstances outside our control may cause changes. These may include:

• Weather conditions
• Political events
• Transportation delays
• Closures
• Illness or injury

VPA reserves the right to make any changes necessary to ensure the success of the tour. No refunds will be issued for changes due to events beyond our control.

If a major change occurs before departure, VPA will inform participants. Per diem refunds may be offered if the itinerary changes significantly before the trip begins.

Trip Cancellation

If a trip is cancelled due to low participation, natural disasters, political events, accidents, or other force majeure, all payments will be refunded in full.

VPA is not responsible for additional expenses such as flights or visa fees—this is why trip insurance is essential.

Single Supplement

VPA pricing is based on double occupancy. A single supplement may apply if:

• You request private accommodations, or
• No roommate is available and you’re traveling solo

You can indicate your willingness to share a room on the sign-up form. If VPA cannot find a suitable roommate, the single supplement will apply.

In rare cases, such as remote locations, room sharing may be unavoidable. Per diem refunds of the single supplement will be issued in these cases.

Price Increases

VPA offers competitive pricing and plans trips based on estimated costs at the time of scheduling. However, due to fluctuations in fuel prices or currency, costs may rise.

If necessary, VPA reserves the right to apply a surcharge before departure. This does not qualify for cancellation policy exceptions.

What’s Included / Excluded

Unless otherwise stated, VPA includes:

• Hotels
• Ground transportation
• Meals
• Photography instruction and tuition

Any exclusions or exceptions will be clearly stated in your tour information.