Terms and Conditions ArtFoodCulture

All our Retreats advertise a prospective itinerary, and is subject to modifications that will improve our retreat; these include changes of venue, local weather amendments, and any other 'out of our control' things that may arise, to ensure our time together is the best it can be! Dealing with local challenges will sometimes affect even our most organised effort.

We have carefully designed the itinerary to include all the most interesting and comfortable sketching spots if the weather and circumstances are to be as expected. Should circumstances prevent us from commencing certain activities, we have plenty of alternate and equally interesting things planned for you. We will remain flexible and adjust the itinerary as needed, for your maximum enjoyment. 

We have carefully chosen the best Sketching Tuition tutors available for ArtFoodCulture retreats. The principle sketching tutor is headlined clearly for each retreat. If circumstances or “out of our control” conditions prevent that principle tutor from performing contracted sessions, a suitable and experienced sketching tutor will be contracted as a replacement. The Retreat will not be cancelled or postponed if the principle tutor becomes unavailable before or during the retreat. 

You will have an English speaking host contracted by ArtFoodCulture throughout the entirety of the Retreat. If circumstances or “out of our control” conditions prevent that guide from performing required tasks, a suitable and experienced guide will be contracted as a replacement. The Retreat will not be cancelled or postponed if the principle host becomes unavailable before or during the retreat. 

You will have a Vietnamese local guide (Vietnamese and English speaking) for all public location activities as required by Vietnamese law. 

Terms and conditions


1.1 A non-refundable deposit of $500.00 per person is required on confirmation in order to secure your reservation. 

1.2 The final payment balance is due 120 days prior to departure date. Payments are to made in Australian Dollars to the nominated bank account. 

1.3 A Single supplement applies to those who would prefer their own room. 


2.1We are not responsible for over-bookings by a third party, as long as we have proof with sufficient written documentation that overbooking has been an error of the third party.

2.2If the confirmed accommodation is not available for any other reason mentioned under 2.1, we will provide the best possible alternative, in the same class or higher. If such accommodations are not available, we will compensate by upgrading accommodations in another location.

2.3In case of overbooking by fault of a third party, we will do our best to negotiate a settlement to satisfaction of affected clients (hereinafter also referred to as “Guest”) with third party, but will not be responsible if such settlement cannot be reached.

2.4Your retreat includes 2/3/4 star accommodation facilities (please see individual retreat information for details). We always choose a locally run homestay or guesthouse. A pool is usually not part of our accomodation. 

2.5The city and/or village and/or accommodation power or water may at times be disrupted. This may mean the power, hot water, cold water, wifi, refrigeration lighting, or air-conditioning may not be available for short or long periods. 

2.6Accommodation in Vietnam can vary in safety features. Many places will not have non-slip room flooring, bevelled finishes, safety glass or even pathways. Extra care needs to be taken by the Guest at all times. 


3.1The number of days shown in the itinerary includes the days of Arrival and Departure. neither are whole days.

3.2ArtFoodCulture is not responsible for any consequences of delays or change in schedules of airlines, trains, or public bus or boats used in its programs.

3.3ArtFoodCulture is not responsible for any consequences of delays or change in schedules of airlines, trains, or public bus or boats of a Guests personal travel to the Retreat location. 

4.Special Requirements: 

4.1Please advise ArtFoodCulture of any special requirements such as Special Meals, Medical Requirements etc., as soon as possible. Certain requirements may not be able to be accommodated. 

4.2Only limited meal options will be available. People with special dietary requirements can expect difficulties on these tours. 

4.3Please understand that depending on the street food or market vendor you may be given very little or no meat/fish. Sometimes vegetarian options are not available (unless you have booked a vegetarian retreat).

4.4Allergies including mild intolerances to to life threatening anaphylactic reactions can not be accommodated by ArtFoodCulture on Vietnam retreats. Do not reserve a place nor attend ArtFoodCulture Retreats.

4.5If you get motion sickness it is imperative that you apply appropriate measures as advised by your doctor as we travel by car and coach sometimes through mountainous roads.

4.6Leave your expensive jewellery at home, and high heels will not be necessary. A backpack or an “across your  body” style small bag is preferable to a handbag. 

4.7 Overnight trips to Ethnic Minority Villages will allow Guests to only take a small overnight bag. If you travel with a large amount of luggage it will not be accommodated on such excursions, and will need to be stored at the Homestay. 

5.Fitness and Health: 

5.1While we believe that age is no barrier, please give special consideration to the fact that medical assistance and public infrastructure can be limited in Vietnam.

5.2ArtFoodCulture runs sketching and street food Retreats, and we will need to walk to different locations in order to sketch and eat street food.

5.3You are expected to be able to walk up to 2 kilometres easily and climb stairs (ie up and down to attractions etc). 

5.4Guides will endeavour to provide rest stops in your itinerary where possible. Please be advised that some days may have a more physical program than others.

5.5Sturdy shoes are a must for the often cracked and uneven footpaths of Vietnam. There will be long periods of physical activity, including walking, climbing of stairs, in/out of boats. 

5.6Participants who will travel with a cane/walking stick may come across difficulties. It is our experience that using a cane/walking stick in these areas where there are rough and uneven surfaces, stairs to climb and high humidity/summer temperatures, becomes difficult.

5.7The Guest warrants ArtFoodCulture that he/she is reasonably healthy and fit to participate in the retreat and indemnifies ArtFoodCulture from all actions, claims and demands arising from any want of health or fitness. 

5.8ArtFoodCulture reserves the right to terminate the Retreat Guests participation in the retreat should the retreat member be too ill or unfit in the opinion of ArtFoodCulture’s services to continue the retreat. 

5.9Each Guest will have different medical needs including decisions to be made with travel vaccinations. Please see a health care professional for advice.

5.10ArtFoodCulture runs non smoking retreats only. If you are a smoker we request you smoke well away from the other Guests, off the properties in which we stay, and do not inconvenience the group in any way.

5.11There will be long periods of driving on often rural and bumpy roads in vehicles ranging from tour coaches to taxi’s. 


6.1Central Vietnam can vary but predominantly temperatures should be in the low/mid 20's C to mid 30’s C. (75-95 degrees F). 

6.2The rainy season can bring torrential rains and flooding. Typhoons are known to occur in central Vietnam. The weather is closely monitored and all efforts to maintain our guests safety and comfort are taken into consideration. If the need arises for evacuation please see 16.2

6.3Heat and humidity affects people in many different ways and a certain level of fitness is required in order to limit the effects. Please discuss how to manage Vietnams tropical summer heat with a health care professional.

6.4Pack layered clothes to peel off and a raincoat.

7.Travel Insurance: 

7.1Travel Insurance is compulsory on all overseas ArtFoodCulture Retreats and is a condition of booking. You are strongly recommended to take out cancellation insurance at time of booking which will cover cancellation penalties in certain circumstances (note: such insurance will not cover a change of mind).

7.2The travel insurance should cover emergency evacuation fees, medical expenses, loss or theft of money and/or property, and should the tour be by canceled by ArtFoodCulture, your insurance should refund you for any pre booked flights.

7.3Insurance should also cover cancellation fees payable for airline tickets, accommodation, loss of deposit, luggage etc. 

7.4Normal travel insurance conditions apply. (Insurance may not cover trip cancellation due to pre-existing medical conditions). Please read your policy carefully. 

7.5Policy details will need to be provided prior to commencement of the retreat. Failure to do so will mean exclusion from the trip. 

7.6Please ensure you have your policy number and emergency telephone number for your insurance company with you during the Retreat.

7.7You must have valid travel insurance for the entire time you are on the Retreat. 


8.1If cancelling prior to final payment the deposit is non-refundable. 

8.2After final payment is received a cancellation fee of approximately 75% applies. This percentage may be less depending on the date of cancellation. A cancellation fee of 100% is applicable within 120 days of travel. 

8.3If cancellation is not due to pre- existing illnesses, your travel insurance may cover most or all of the cancellation fee. Please read your policy carefully. 

8.4Refunds are not made for cancellation of any services which are not used by the Guest due to late arrivals, early departures, or by choice.

8.5Should ArtFoodCulture need to cancel the retreat due to unforeseen circumstances or due to none paying participants, ArtFoodCulture will endeavour to refund the participant for the cost of the tour but not including flights, travel insurance or any equipment purchased for the retreat. This is why it is compulsory for the Guest to have adequate travel insurance as stated in 7.1.


9.1All prices are shown in Australian dollars and are current at the date of writing this itinerary. 

9.2If there is a dramatic fluctuation in the exchange rate or the price of services provided, which are beyond the control of ArtFoodCulture, ArtFoodCulture reserves the right to adjust tour prices accordingly, even though the balance of payment may have been made. This would only happen in unusual circumstances. 

9.3All payments are to be made in Australian Dollars. 

9.4 Our prices are inclusive of the cost of research of travel products, arranging, booking and confirming travel services. They also take into account the costs involved in communications to book arrangements on the Guests behalf and the subsequent transfer of payment of such, brochure production, marketing, advertising and web maintenance. No representation is made by ArtFoodCulture to imply that a similar product may or may not be obtained at a lower price. 


10.1International Airfares, and costs associated with travel to and from the start and end of the retreat.

10.1Vietnam Visa (compulsory), Travel insurance (compulsory), excess baggage, extra meals, laundry, drinks, items of a personal nature, mini bar expenses, tips/gratuities and international departure taxes. 

10.3Optional excursions or activities that may be offered but are not included in the tour price. Spa treatments and any items not specified. 

10.4Any changes Guests choose to make during the retreat. 

10.5Anything not mentioned in the “included” list.

11.Itinerary Validity and Content: 

11.1This itinerary is valid for the period of 2019 unless otherwise specified. Every effort has been made to ensure accuracy. ArtFoodCulture shall not be liable for any injury, damage or loss caused by any inaccuracy. 

11.2ArtFoodCulture reserves the right to change tour arrangements or accommodations due to safety or security reasons, and will endeavour to provide alternative arrangements of the same standard as that originally booked.

11.3ArtFoodCulture reserves the right to contract alternative tour leaders and sketching tutors to those originally scheduled if circumstances prevent the original persons to participate.

11.4 ArtFoodCulture and will endeavour to provide alternative persons of the same standard and experience as that originally booked should 11.3 need be taken.


12.1ArtFoodCulture is not a carrier or hotelier, nor do we own aircraft, hotels or coaches. The services ArtFoodCulture supplies consist of arranging and coordinating accommodation, tours and transfers, making bookings and issuing vouchers to be redeemed by suppliers if necessary. 

12.2We exercise every care in the selection of reputable airlines, tour operators, coach operators, hotels and other suppliers of the various travel services which are used in these tours. It is important to note, therefore, all bookings with ArtFoodCulture are subject to the terms, conditions and limitations of liability imposed by the service providers whose services we utilise, some of which limit or exclude liability in respect of death, personal injury, delay and loss or damage of baggage. Because of this ArtFoodCulture does not accept liability for events beyond our control nor liability for accidents incurred due to actions taken at your own risk.


13.1Under the Trade Practices Act and other legislation, consumers have the right to compensation if services are not provided with due care and skill or if services are not reasonably fit for a particular purpose made known to the Guest. This right cannot be excluded. However, ArtFoodCulture advises you that the services it renders under this agreement are the booking and packaging of services provided by others, such as restaurants.


14.1If a Guest in our services has a complaint, it must be communicated to ArtFoodCulture. Any complaint not reported to us locally, will not be taken in consideration at any later stage.

14.2 If a complaint is reported by Guest and cannot be resolved locally, Tour Operator will be notified and it will be handled between our companies.

14.3 It is unlikely that complaints cannot be settled amicably between us. However, should there be disputes, we reserve the right to limit and offer any goodwill refund.

14.4 If we have followed the program as confirmed to you, and provided for all services therein mentioned, and the traveler is not satisfied with services provided by our staff (driver, guides, tour leaders) or our suppliers (such as third-party tour suppliers, cruises, accommodations etc.) we reserve the right to limit refunds to a maximum of 10% of fees paid to us for the complaining Guests program. 

15.Travel Documents: 

15.1It is Guests responsibility to obtain passports, visas, health certificates or other travel documents according to government requirements. 

15.2It remains Guests responsibility to ensure that these documents are in order and to meet any additional costs incurred as a result of failure to comply with such requirements. 

15.3It is also Guests responsibility to obtain any vaccinations that may be required to travel. 

15.4 All pre-travel documentation is the Guests responsibility. It should be finalised one month before departure. 

15.5Australian Passport Holders:You must ensure that you have a valid Vietnam VISA in your passport BEFORE you depart (details are with the Vietnam Embassy in Canberra.) Do NOT use the “Visa on arrival service.”  


This is the direct link for information


Here is the link to apply to have a visa sent to you via registered post


And this is the link to download a form to fill out and post


15.6Your passport must be valid for at least 6 months from your departure date from Vietnam. 

15.7Non Australian Passport holders will need to check specific requirements for Vietnam for the passport that you hold, according to government regulations.

16.Force Majeure:

16.1ArtFoodCulture defines Force Majeure as: “Any circumstances beyond the reasonable control of a party which prevent or impede the due performance of our services including but not limited to war or hostilities; riot or civil commotion; epidemic; earthquake, flood or other natural disaster.”

16.2The Guest, and her agent warrants that ArtFoodCulture and its subsidiaries shall not be responsible and/or liable for costs or missed opportunity due to changes and /or cancellations in the program, or part(s) thereof due to Force Majeure.

16.Amendment to Terms and Conditions:

16.1We reserve the right to amend these terms and conditions at any time.