Last Updated: May 2026
Welcome to HelloChinaGuide.com. These Terms and Conditions (the “Agreement”) constitute a legally binding agreement between HelloChinaGuide.com (“the Company,” “we,” “us,” or “our”) and the traveler and all members of their traveling party (“the Client,” “you,” or “your”).
By making a payment or booking an itinerary with HelloChinaGuide.com, you acknowledge that you have read, understood, and agreed to these terms.
1. BOOKING AND RESERVATION
1.1 Booking Initiation: A booking is considered initiated once you submit a written request and we provide a customized itinerary.
1.2 Deposit: To secure a reservation, a non-refundable deposit of 15% of the total tour price is required at the time of booking.
1.3 Confirmation: A contract is formed only when we issue a formal “Booking Confirmation Email” following the receipt of your deposit.
2. PAYMENT SCHEDULE
2.1 Final Balance: The remaining 85% of the total tour price must be paid in full no later than 30 days prior to your scheduled arrival date in China.
2.2 Late Payment: If the balance is not received by the 30-day deadline, HelloChinaGuide.com reserves the right to treat the booking as cancelled by the Client, and the deposit will be forfeited.
2.3 Transaction Fees: All payments must be made in USD (unless otherwise agreed). Any bank transfer fees, credit card surcharges (typically 3%), or currency exchange fluctuations are the sole responsibility of the Client.
3. CANCELLATION BY THE CLIENT
All cancellations must be submitted in writing to HelloChinaGuide.com. The date of receipt of the written notice will determine the cancellation charges as follows:
- 30+ days before departure: Refund of all payments made, minus a fixed $200 USD per person administrative fee and any non-refundable costs already paid to third-party providers (e.g., issued flight tickets or train tickets).
- 15 to 30 days before departure: Forfeiture of the 15% deposit.
- 0 to 14 days before departure: 85% of the total tour price will be charged.
Special Note: For certain destinations (e.g., Tibet, Yangtze River Cruises) or peak season bookings, stricter cancellation policies may apply as dictated by local providers. These will be disclosed at the time of booking.
4. ALTERATIONS TO THE ITINERARY
4.1 By the Client: Changes made after confirmation are subject to a $50 USD per change amendment fee, plus any price increases from airlines, hotels, or rail operators.
4.2 By the Company: We reserve the right to modify routes, hotels, or logistics due to weather, safety concerns, government-imposed closures, or flight schedule changes. We will provide alternatives of equal or higher standard where possible. No refunds are granted for minor itinerary adjustments.
5. PASSPORTS, VISAS, AND DOCUMENTATION
5.1 Responsibility: It is the Client’s sole responsibility to ensure they possess a valid passport (valid for at least 6 months beyond the date of departure from China) and the appropriate visa.
5.2 Visa Denials: While HelloChinaGuide.com provides invitation letters to support your application, we are not liable for visa denials by Chinese Embassies or Consulates. In the event of a visa denial, standard cancellation policies (Section 3) apply.
6. MANDATORY TRAVEL INSURANCE
HelloChinaGuide.com requires all travelers to purchase comprehensive international travel insurance. This policy must cover, at a minimum, medical emergencies, emergency evacuation, trip cancellation, and loss of luggage. Proof of insurance may be requested by our guides at the start of the tour.
7. LIMITATION OF LIABILITY
7.1 Third-Party Providers: HelloChinaGuide.com acts as an intermediary agent between the Client and independent service providers (hotels, airlines, rail companies, local transport, etc.). We do not own or operate these entities and are not liable for any injury, loss, damage, delay, or irregularity caused by their acts or omissions.
7.2 Force Majeure: We are not liable for any failure to perform our obligations due to events beyond our control, including but not limited to: natural disasters, pandemics, war, civil unrest, strikes, or sudden changes in government regulations.
8. HEALTH AND CONDUCT
8.1 Fitness: Clients must be in sufficient health to complete the itinerary. We must be notified of any disabilities or medical conditions at the time of booking.
8.2 Local Laws: Travelers must comply with the laws of the People’s Republic of China. We reserve the right to terminate the tour of any individual whose behavior is illegal, dangerous, or disruptive to others, without any refund or liability for return travel costs.
9. INTERNET AND APP USAGE
The Client acknowledges that internet access in Mainland China is subject to local regulations. HelloChinaGuide.com is not responsible for the unavailability of specific websites or applications (e.g., Google, Facebook, WhatsApp). We recommend arranging a roaming plan or legal VPN service prior to arrival.
10. GOVERNING LAW
This Agreement and any dispute arising from it shall be governed by and construed in accordance with the laws of the jurisdiction where HelloChinaGuide.com is officially registered. Any legal proceedings shall be conducted in the courts of that jurisdiction.
