China Tour Booking Terms Guide

Tour terms turn a proposal into a contract. Read them before paying a deposit, when most choices are still reversible. The important questions are who provides the service, what is included, when money becomes non-refundable, how changes are priced and what happens when transport, weather or entry issues interrupt the plan.

Before depositConfirm route, price basis, contracting party and cancellation scale.
Before final paymentRecheck names, documents, confirmed services and deadlines.
Before departureKeep contacts, insurance details and written booking records accessible.

Identify the Contract and Price Basis

The booking record should identify the company receiving payment and the services it promises. Check the travel dates, number of guests, room occupancy, transport class, guide coverage, meals, admissions and excluded items. Currency and exchange treatment matter when a quote and card charge use different currencies.

A headline total can hide single supplements, optional activities, domestic ticket changes, gratuities or seasonal hotel surcharges. Ask whether the price is fixed after deposit and which components may still change. Verbal assurances should be added to the written proposal if they affect the decision.

Deposits, Balance and Cancellation

StageWhat to checkWhy it matters
DepositAmount, due date, payment channel and when reservations beginSome suppliers become non-refundable immediately after issue.
Final balanceDeadline, accepted currency and consequence of late paymentMissing the date may release rooms, tickets or a departure.
CancellationPercentage or amount by date and treatment of issued servicesOperator fees and supplier penalties may be different.

Calculate cancellation deadlines in the stated time zone and retain proof of when notice was sent. A request is not necessarily completed until acknowledged. Ask whether refunds return through the original payment route and whether bank or card charges are excluded.

Traveler Changes and Operator Substitutions

Name or document change

Air and rail tickets may treat a corrected name or renewed passport differently. Report errors before issue whenever possible.

Date or route change

A private trip can be redesigned, but already issued transport and peak-date hotels may create penalties or new rates.

Hotel substitution

The term should define how an alternative is selected and whether location, room type and quality remain comparable.

Closure or weather

Ask what happens when a protected site, mountain route, cruise or attraction cannot operate safely.

Passports, Visas and Permits

Travelers normally remain responsible for valid passports, entry permission and accurate personal details. An operator may assist with invitations, permit processes or reminders, but cannot guarantee a government decision. Verify entry rules for the actual nationality, route, purpose and transit pattern before non-refundable commitments.

Submit personal data through the agreed secure channel and check the spelling, date of birth and document number on every confirmation. If a passport is renewed after tickets or permits are requested, notify the operator immediately. The China visa guide provides a practical verification sequence.

Insurance and Events Outside Control

Travel insurance can cover some cancellation, medical, interruption or baggage risks, but policies contain exclusions and documentation rules. Buy suitable coverage early and understand whether pre-existing conditions, altitude, trekking, epidemics or government restrictions are covered. An operator’s force-majeure term does not replace insurance.

When an extraordinary event affects travel, separate refundable services from unrecoverable supplier costs and new arrangements. Ask what evidence the company can provide for a claim. Safety may require a changed route even when the original attraction remains technically open.

Disputes, Complaints and Records

  • Report a correctable problem during the trip instead of waiting until departure.
  • Keep the itinerary, invoice, receipts and important messages together.
  • Describe the promised service, actual event and remedy requested.
  • Do not post passport, payment or health data in a public complaint.
  • Read which law, venue or dispute process the contract names.
  • Seek qualified legal advice when a significant dispute cannot be resolved; this guide is practical information, not legal advice.
Before clicking pay: save the dated version of the itinerary and terms you accepted. A later webpage update should not be your only record of the agreement.

China Tour Booking Terms FAQ

Is a tour deposit always refundable?

No. Refundability depends on the written cancellation scale and any supplier services issued after payment. Read the exact dates before paying.

Can I change a private tour without a fee?

Planning can be flexible, but issued transport, permits and hotel commitments may create penalties or new prices.

What happens if an attraction closes?

The terms should explain alternatives, refunds and itinerary changes. Safety, weather and local authority rules may limit the available solution.

Why should I keep a copy of the terms?

It records the version accepted, including price, deadlines, responsibilities and dispute process. Save it with the final itinerary and receipts.

Home / Tours /
Terms and Conditions for China Tour Booking
Thank you for your interest in vipbest Tours. These Terms and Conditions are established to protect both our valued guests and vipbest in connection with all tour bookings. Please read them carefully and ensure you fully understand these provisions before confirming your reservation.

For booking a global tour beyond China, please click here for Reservation and Refund Policy.
Reservation and Payment
  1. Upon receiving your tour inquiry, our professional travel consultant will work on it efficiently and provide you with dedicated one-on-one services. She will address all your questions, offer expert suggestions, and tailor tour proposals until you are fully satisfied. Once we receive your confirmation and deposit, we will proceed with all necessary reservations for your tour.
  2. Ten percent (10%) of the total tour cost is required as a deposit to confirm your tour. A reservation for your tour will not be secured until the deposit is received. By sending the deposit, you agree to our Terms and Conditions. Please note that in certain cases, a higher deposit may be required to guarantee flight or hotel arrangements.
  3. The final or full payment is required 30 days prior to the tour start date. For bookings made within 30 days of that date, full payment is required at the time of booking. For each payment received, we will provide you with a receipt.
  4. Payment Methods: We accept Wire/Bank Transfers (with dedicated bank accounts in local regions for USD, CAD, AUD, GBP, EUR, NZD, and SGD), Credit Cards, WeChat Pay, and Alipay.

    For the detailed information, go to vipbest.com/tour/bank-info.htm.
Cancellation and Refund
We understand that canceling a tour can be disappointing and sometimes unavoidable. To ease your concerns, vipbest Tours offer a customer-friendly refund policy to minimize your losses.
  1. Cancellation fees are calculated as a percentage of the total tour cost, based on the following schedule:
    For Small Group Tours:
    a. 30 or more days prior to the start date: No cancellation fee from us, except for any actual losses that may be caused by air/hotel/cruise cancellation.
    b. 29 to 15 days prior: Cancellation fee is 30% of the total tour cost.
    c. 14 to 3 days prior: Cancellation fee is 50% of the total tour cost.
    d. 2 days or less prior: Cancellation fee is 100% of the total tour cost.
    For Private Tours:
    a. 15 or more days before the start date: No cancellation fee from us, except for any actual losses that may be caused by air/hotel/cruise cancellation.
    b. 14 to 3 days prior: Cancellation fee is 20% of the total tour cost.
    c. 2 days or less prior: Cancellation fee is 50% of the total tour cost.
    d. On the arrival day: Cancellation fee is 100% of the total tour cost.
    e. If your tour involves a Yangtze River Cruise, the cruise portion is subject to the cruise company’s own cancellation policy, which is: 16-30 days prior to the cruise start date, the cancellation fee is 50% of the full cruise fare; Within 15 days prior, the cancellation fee is 100% of the full cruise fare. Please note that the cancellation fees for the cruise portion and the land tour portion are calculated separately.
    Note: This cancellation policy does not apply to private groups of 10+ travelers.
  2. If you need to cancel your tour, please notify us by email. We will calculate your refund based on the day (by Beijing time) when we receive the written cancellation. All refunds will be processed within 20 days of receipt of your cancellation.
Alteration of the Itinerary
  1. For any changes made prior to the tour start date, no service fee will be charged. However, any additional costs incurred as a result of the changes (e.g., train, flight or hotel booking adjustment) will be at your own expense.
  2. Once the tour has commenced, any extra expenses arising from client-initiated changes will be added to the total tour cost. Any unused services or portions of the tour are neither refundable nor exchangeable.
Tour Type
  1. Private Tours: Our private guided tours are designed exclusively for you and your travel companions. Your group stays completely private on all land services, except for excursion portions of Yangtze River Cruises or other cruises. You'll have your own dedicated guide and driver throughout the journey, along with the flexibility to coordinate daily departure times, sightseeing pace, and even meals directly with your guide.
  2. Small Group Tours: Our small group tours provide a cost-effective, hassle-free travel solution while ensuring a rewarding experience for all participants. They offer an ideal combination of personal interaction, operational flexibility, and competitive pricing.
    To ensure a safe and enjoyable experience for all guests, we reserve the right to decline or discontinue the participation of any passenger should their health, mental condition, physical infirmity, or general deportment impede the operation of the trip, or compromise the rights, welfare, or enjoyment of other passengers.
Passport and Visa
  1. Please ensure that you have a valid passport and the appropriate visa before departing for China. For travelers who may be eligible for visa-free entry, we recommend confirming with your local Chinese embassy or consulate well in advance.
  2. For multi-country tours, please check and comply with the visa requirements for each destination prior to departure.
Dietary Requirement
  1. Please inform us of any food allergies you may have, and if you are vegetarian, please let us know whether you consume eggs, dairy products (such as cheese and yogurt), or fish.
  2. Please also advise us of any specific food dislikes, for example, certain vegetables (e.g., peppers, onions, mushrooms, coriander), particular meats (e.g., pork, chicken, fish, lamb, beef), or any other ingredients you would prefer to avoid.
Additional Information
  1. We strongly recommend that you purchase comprehensive travel insurance to cover unforeseen losses and damages, including baggage loss, flight delays or cancellations.
  2. Please carefully review the terms and conditions of the flight tickets you purchased to ensure you are fully aware of each airline's policies.
  3. Upon checking in at hotels, guests are expected to offer a valid credit card authorization to guarantee payment of any possible personal expense (e.g. laundry) during your stay.
  4. To help you better understand the quality of hotels included in our itineraries, we display star ratings for some hotels based on their facilities, services, and average review scores on major platforms. Please be aware that actual star ranking might be different from that of local regulations, independent third parties, or accommodation providers themselves.
  5. Most 4- and 5-star hotels in China are equipped with central air conditioning, which is typically operational during summer and winter. During the transitional seasons of spring and autumn, however, the operation of air conditioning is subject to the hotel's discretion based on daily weather conditions and is beyond our control. Some hotels may provide fans upon request.
  6. On a non-shopping tour, we arrange no stop at the commission-based tourist shops or factory stores, but some attractions may have a shop at their entry or exit so we cannot avoid passing through them. For travelers who want to shop for gifts or souvenirs, local marketplace is a good choice.
  7. Since most places in Tibet Autonomous Region are higher than 3,000 meters (9,843 feet), Acute Mountain Sickness (AMS), also called Altitude Sickness is the biggest health risk to tourists in Tibet. Visitors having record of heart, lung, other organ problems or anemia should consult their doctor before making the decision to visit Tibet. For more information, please check https://vipbest.com/essential/tibet/mountain-sickness.htm.
Responsibility
  1. The responsibility of our company, parent company and affiliated companies is strictly limited. As a tour operator, we organize, promote, and sell tour programs consisting of certain travel services, including guide service, surface transportation, air transportation, water transportation, excursions and accommodations that we purchase or reserve from various suppliers. The suppliers providing services for our tour programs are independent contractors and they are not agents or employees of ours.
  2. To the extent that we are involved in booking air and/or cruise transportation for you, we act as your agent and not as an agent for the airline and/or cruise companies. Nevertheless, we take responsibility for coordinating matters related to the willful or negligent acts of our partner travel agents with respect to land services.
  3. We reserve the right to select the trains and flights arranged in the itinerary, and we guarantee that your tour will proceed as scheduled, subject to unforeseen delays or cancellations of flights or trains beyond our control.
  4. We will take benefits and losses arising from fluctuations, whether higher or lower, in airfares, cruise fares, currency devaluation, taxes, or fuel surcharges after we have received the full payment. We also reserve the right to correct promotional or pricing errors or to increase the tour price in the event of cost increases due to changes in airfares, cruise fares, currency devaluation, taxes, or fuel surcharges before we receive full payment.
  5. We are not liable for events beyond our reasonable control, including but not limited to force majeure events, acts of terrorism, political unrest, war, earthquakes, pandemics, epidemics, landslides, or delays and cancellations of trains, flights, or cruises. In such circumstances, we will make reasonable efforts to assist you.
  6. We are not responsible for any unauthorized services arranged by clients directly with local agents, guides, or drivers beyond the confirmed itinerary. We do not accept liability for any additional expenses incurred for shopping, attractions, or destinations under such arrangements. However, we will assist our clients in communicating and coordinating with relevant parties should there be disputes.
Customer Service Support
  1. During the whole journey, if you are not satisfied with any aspect of our tour services, please contact us immediately by WhatsApp, email, or through your local tour guide so that we can address the issue promptly and prevent it from happening again. Our support team is committed to ensuring that your tour is an exciting and unforgettable experience. Thank you!