Hanoikids Tour Terms and Conditions

(Last updated: December 2025)

The following terminology applies to these Terms and Conditions: “Guest”, “Tourist”, “You”, and “Your” refers to you, the individuals/groups booking tour(s) with Hanoikids and accepting Hanoikids’ terms and conditions. “Hanoikids”, “The club”, “Travel-mate”, “Ourselves”, “We”, “Our”, and “Us”, refers to the Hanoikids Voluntary English Tour Guiding Club. Any use of the above terminology or other words in the singular, plural, capitalization and/or he/she or they, are taken as interchangeable and, therefore, as referring to the same.

By booking a tour with Hanoikids, you are deemed to have read and agreed to be bound by the following terms and conditions:

1. What is Hanoikids?

Hanoikids is a student-run organization established in 2006 that aims to “Be a little ambassador of Hanoi” through organizing tours for English-speaking travellers in Hanoi. Hanoikids hopes to bring you an insight into Vietnamese culture, tradition, beautiful sight-seeing and especially, develop cross-cultural understanding between Vietnam and the rest of the world. Each member of the club can explore their full potential through practical experiences and extracurricular activities.

Our only official website is www.hanoikids.org.

Please note that Hanoikids members are not professional tour guides and do not charge any fee; therefore, we act as travel-mates rather than tour guides. During the tour, we only share with you our own experiences and knowledge.

2. Expenses and donations

2.1. Expenses

Hanoikids is a volunteer organization, so we do not charge any service fee. Please kindly note that you only have to prepare the expenses incurred during the tour, including but not limited to:

• Admission tickets when visiting attractions.
• Food and drinks.
• Transportation fares for both you and the Hanoikids members.

2.2. Donations

Hanoikids does not receive tips for individual travel-mates. Any money given during/after the tour are highly appreciated as a financial contribution to Hanoikids and will directly support the club’s activities, such as:

• Organizing a travel-mate tour.
• Donating to community campaigns.
• Holding connecting events among Hanoikids members.
• Running recruitment and training programs for new & prospective members.
• Rewarding excellent members.
• Maintaining and upgrading our website to ensure a smooth booking system.

*Regarding online/overseas contributions, please send an inquiry to [email protected] for more details.

Should the guest still want to appreciate the travel-mate’s effort, small gifts would be greatly accepted and preferred.

3. Bookings & reservations

3.1. Who can book Hanoikids tours?

All individuals, groups or organizations interested in our tours are welcome to be our guests.

3.2. How to book Hanoikids tours?

You can book our tours via two main channels:

• Via online booking form: fill in the online booking form here. You will get the reply from [email protected] within 72 hours.
• Via email: send your inquiry directly to [email protected] and get a reply back within 72 hours. If not, please send the booking again in case your booking may go into our spam box, or kindly contact our Tour Operation Department.

Be careful: [email protected] is our only official email address for handling all Hanoikids tour bookings. Beware of any response identifying itself as Hanoikids that comes from a different address than ours.

The guest is required to provide as detailed information as possible and is advised to make a booking as soon as their travel date(s) is determined. We believe that: “No detail is too small, no demand is too big”.

3.3. When is the tour confirmed?

No tour would be conducted without written confirmation from both parties. Make sure you accept our offer by our deadline (as indicated in our email). After the deadline, we reserve the right to unilaterally cancel your request.

3.4. What is the basis of our acceptance of a tour?

All accommodations are on a “first come, first served’’ and “run of house” basis.

Note: We do not accept any tour bookings which take place during the Lunar New Year festival.

3.5. How long is the tour?

For the safety and convenience of both sides, under most circumstances, Hanoikids would like to start the tour after 8am and finish the tour before 10pm. We usually have two types of tour:

• City Tour: starting from 9am or 2pm and usually lasts around 2-3 hours.
• Food Tour: starting from 6pm and usually lasts around 2 hours.

Note: These durations and starting time are flexible and can be adjusted based on your interests and availability, so please feel free to notify the Tour Operation Department at booking time/before the tour’s start time. In addition, as most site attractions in Hanoi are closed in the evening, the evening tours often take place in the Old Quarter.

3.6. How to inform us in the event of schedule changes, short notices or urgent cancellations?

The guests must notify us in writing as soon as possible. Whilst we will try to honor your requests, we cannot guarantee that we will always be able to do so.

For any immediate assistance, you can give our Tour Operation Department a ring at

• (+84) 328 719 761 (Ms. Phuong Uyen), or
• (+84) 852 542 005 (Mr. Duc Minh).

They will be willing to assist you as soon as possible.

3.7. No-show policy

To operate our tours, Hanoikids relies on the voluntary time and effort of its student members, including their advanced preparations, travel time, and coordination. To ensure fairness for our travel-mates, respect their time and commitments, and maintain a reliable experience for all parties, Hanoikids has a no-show policy. A “no-show” refers to either of the following situations:

• The guest cancels the tour less than 90 minutes before the confirmed starting time, OR
• the guest fails to arrive at the agreed meeting point within 45 minutes after the confirmed starting time without prior notice (e.g. via email or WhatsApp).

In the event of a no-show, the following conditions apply:

• Automatic cancellation: The tour will be automatically cancelled if a no-show occurs.
• Potential restrictions on future bookings: Hanoikids reserves the right to decline or refuse any future booking requests from guests who have previously been marked as a no-show.

However, if the guest can demonstrate genuinely unavoidable circumstances (e.g. medical emergencies), Hanoikids may review the case and waive the no-show restrictions at our discretion.

3.8. When are there changes or cancellations by Hanoikids?

In life, unexpected circumstances might arise to us – meaning our arrangements are subject to change at any time. While most changes are minor, occasionally we may have to make a “significant change”. A “significant change” is deemed to be a change to your tour’s starting time or a change in the duration of your tour. Changes to our itinerary or our members’ contact(s) (if required) are not considered “significant change”.

We might have to cancel a booking in case of force majeure (war, natural disasters and adverse weather conditions) in Hanoi. In addition, at our discretion, we reserve the right to unilaterally cancel a booking request if we consider there is insufficient information provided, spammed bookings or suspicious guest(s) who may potentially cause harm to our travel-mates.

If we have to make a significant change or cancel a tour, we will give you enough advance notice with any alternate arrangements that may remain available at that time. You can choose to either accept these arrangements or cancel the booking.

4. On the Touring Day

4.1. Code of conduct

We expect all guests to have consideration for their travel-mate(s) and other people. If in our reasonable opinion, the behavior of any guest is likely to cause damage, upset or distress to any party or damage to property, the travel-mate, on behalf of Hanoikids, reserves the right to cancel the tour immediately.

The travel-mate is responsible for the general flow of the tour and has absolute discretion in making any alterations they consider necessary.

4.2. Special requests

Any special requests must be notified to Hanoikids in advance. For example, should the guest make a food tour request, any possible food allergy or food preference has to be notified to Hanoikids/your travel-mate at booking time.

4.3. Risk of loss and accidents

Whilst every effort will be made to provision the requested services, the travel-mate(s) acts only as a local friend to the guest, providing free guided tours and support during that tour. As such, the travel-mate(s), as well as Hanoikids, is not liable or responsible for any loss, injury, damages due to incidents that occur, political action, change of schedules or other irregularities arising from circumstances beyond control. We do not provide any kind of insurance along with the tour.

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This “Terms and Conditions” document is solely intended for the Hanoikids Voluntary English Tour Guiding Club and the guests. Using any part or all of this without written permission from Hanoikids is strictly prohibited.

Thank you for reading our Terms and Conditions. We wish to bring you a locally unique, memorable highlight during your trip and will try our very best to achieve that goal!

See you in Hanoi.