For Travel AgentsYou cannot quote your client until your DMC quotes you, and you cannot be certain that the same DMC will stay away from that client once the group has flown home. This page sets out what our net quotation contains, what it leaves out, what happens when your traveller contacts us directly, and where Vietnam is the weaker option. Xtravel is the India desk of VINATAT Group, a Vietnamese travel company operating since 2011, and we sell to agents in India on net rates.
The rule that matters most: we do not sell to your client
If a traveller who reached us through your file contacts Xtravel directly — before, during or after the programme — we refer them back to you. We do not quote them, we do not accept a booking from them, and we do not add them to a mailing list. That holds for phone, email and WhatsApp, and it holds after the trip has ended.
A single direct booking is worth one programme. An agent who keeps sending groups is worth many.
This commitment sits in our agent agreement, not only on this page. Ask us for the clause reference before you send us a client name, and read it.
A second rule is attached to it. We do not publish our clients’ events: no gallery, no named case study, no photographs of a wedding on our social media. Some Indian families travelling to Vietnam permit no images at all. That also means publishing nothing that identifies you, the agent, to your competitor.
What we have done, and what we have not
Xtravel has run three Indian MICE and wedding groups in Vietnam — in Da Nang, Phu Quoc and Sapa. That is the whole record. We will not tell you what “most” Indian groups do, because we have not handled most Indian groups. What we can show you is the process below, and what we did on those three.
The company behind the desk is older than the desk. VINATAT Group has operated since 2011 and holds an international tour operator licence. Its Singapore–Malaysia programmes carry in the region of 5,000 travellers a month, and its nineteen brands share operations staff. And an Indian has always held the director’s chair at Xtravel. That is policy, not staffing.
Why we sell through agents
Vietnam received roughly 750,000 Indian arrivals in 2025, up around 50 per cent, and the first quarter of 2026 alone passed 242,000, a rise of 169 per cent. Da Nang recorded about 101 MICE groups and some 28,428 delegates in the first five months of 2026, and more than 50 destination weddings across 2025 (read 24 August 2026). Those are market figures, not our files. Ask us for the publication behind any figure here before you use it in a client deck.
Growth on that scale pulls operators into selling direct. We are in Hanoi, and we do not know your client’s family, their community, their budget history, or what they were promised on their last trip. You do, and the account belongs to whoever holds that knowledge. Several Indian agencies already send us groups. Our work is the ground.
What a net rate means here
Our price to you carries no commission inside it and no retail price printed on it. You add your margin and quote your client whatever figure suits your market. We do not ask what that figure is, there is no clause requiring you to disclose it, and we set no floor or ceiling on your resale price.
What a net quotation itemises
Each line is priced as a net figure to you, or marked as excluded for that programme.
| Component | Quoted as | Notes |
|---|---|---|
| Accommodation | Net, per night | Room category, occupancy and board basis stated |
| Ground transport | Net, per day | Vehicle class and hours specified; transfers listed by flight |
| Meals — standard | Net, per meal | Meal type and service timing set against the itinerary |
| Meals — Jain | Net, once confirmed in writing | Partner kitchens in Hanoi, Da Nang and Phu Quoc; north and south Indian cooking |
| Guides | Net, per day | Language and hours stated |
| Entrance fees | Net, per site | Listed site by site |
| Coordinator on the ground | Net, per programme | Present at service times, not on call from an office |
| Permits and advance site bookings | Net, where required | Where the venue requires booking ahead |
| Bottled water on coaches | Net, per person per day | Tap water is not drinkable in Vietnam |
Two lines deserve a note. Jain catering is priced only after a partner kitchen has confirmed it in writing; we do not price a promise. And the coordinator line means a person standing in the room at seven in the evening when dinner is served — check whether it exists in every quotation you compare.
What is not included
| Not included | Why |
|---|---|
| India–Vietnam air tickets | We do not sell them. Direct flights run 4–5 hours on Air India, Vietnam Airlines, VietJet and IndiGo from Delhi, Mumbai, Kolkata, Bangalore, Ahmedabad and Hyderabad, from around INR 12,000–14,500 one way (read 24 August 2026) |
| Visas | Indian passport holders apply at evisa.gov.vn: USD 25 single entry, USD 50 multiple entry, 90 days, 3–5 working days processing (evisa.gov.vn, read 24 August 2026). Passports need six months’ validity and two blank pages |
| Event design and décor | Your designer specifies the mandap concept, the colour scheme and the flowers. We source, build and run to that specification here |
| Travel insurance | Your client’s own arrangement |
| Personal expenses, tips, laundry, minibar | Standard exclusion |
| Anything a supplier has not confirmed in writing | We will not price it until it is confirmed |
Commercial terms you should see before you quote
These fields appear on every quotation we issue. The values are set per programme and confirmed to you in writing before you price your client.
| Field | How we handle it |
|---|---|
| Currency | Stated on the quotation, agreed at enquiry stage |
| Rate validity | Each quotation states the date to which the rate is held |
| Deposit and payment schedule | Stated on the quotation, governed by the agent agreement |
| Cancellation scale | Stated on the quotation, governed by the agent agreement |
| Minimum group size | Stated per programme |
| Where we operate | Northern, central and southern Vietnam. Programmes run so far: Da Nang, Phu Quoc, Sapa. Confirmed Jain kitchens: Hanoi, Da Nang, Phu Quoc |
| Contact while a group is live | A named coordinator plus the Director’s direct line, issued in the confirmation pack |
If a quotation from us is missing any of those fields, tell us and we will reissue it.
Catering: the timeline we hold hardest
Quotation turnaround is agreed when we acknowledge your enquiry — we give you the date in writing rather than leaving it open. The catering steps below do not move.
| Stage | Timing | What happens |
|---|---|---|
| Enquiry received | Day 0 | You send group size, dates, cities, dietary requirements, budget band |
| Net quotation issued | Date confirmed at acknowledgement | Itemised per component, exclusions block attached |
| Catering form to kitchen | 14 days before service | Requirements sent to the partner kitchen |
| Ingredient list returned | Before the confirmation pack | Per-meal ingredient list, signed by the person cooking; we forward it to you |
| Confirmation pack | 7 days before arrival | Full operational pack issued to you |
| Jain meal re-confirmation | 24 hours before service | Re-confirmed with the kitchen |
| Service | On the day | Coordinator present at service times |
One planning note, while the quotation is still open. Many Jain travellers do not eat after sunset — ratri bhojan tyag. The Vietnamese winter sun sets early, so dinner has to be pulled forward, sometimes considerably. That moves your programme timings, not only your catering line.
On halal, and on pure vegetarian food that is not Jain: our written-confirmation process was built around Jain requirements and we have not run those other briefs. Raise the requirement at enquiry stage and we will put it to the partner kitchens through the same 14-day form, then tell you what they will confirm in writing — or that they will not.
Where Vietnam loses
You are often quoting Vietnam against Thailand, and there is one line where Vietnam loses. Thailand grants Indian passport holders visa-free entry for 60 days. Vietnam does not. Your client pays USD 25 or USD 50 and waits 3–5 working days for an e-visa (evisa.gov.vn, read 24 August 2026). For a family of four that is small money; for a large incentive group it is administration, chasing, and the risk that a few delegates leave it too late. Processing time is not the constraint — collecting passport scans is, so open the visa step early in your timeline.
Central Vietnam has a storm season running roughly September to November. If your client wants Da Nang in October, price the contingency into your margin or move the dates.
Our confirmed Jain kitchens are in Hanoi, Da Nang and Phu Quoc. In Ho Chi Minh City we have no partner kitchen yet, and Sapa has none on site, so catering there has to be planned differently. If an itinerary depends on strict Jain provision somewhere we have not named, say so at enquiry stage and we will tell you what is possible rather than what sells.
And no, your client should not drink the tap water in Vietnam. Locals do not either. Bottled water is cheap and everywhere, and it is on the coach in our quotations.
Ground facts for the client briefing
Vietnam has Hindu, Muslim, Buddhist and Catholic places of worship, and the major cities have Hindu temples and mosques; temples require covered shoulders and knees. International-standard hospitals operate in Hanoi, Ho Chi Minh City and Da Nang. SIM cards and internet are cheap, with coverage that holds up in rural areas. Cards work in larger hotels and restaurants, but markets and small stalls need cash. Bidet sprays are common in bathrooms, including hotels, but not universal, so we check hotel by hotel when it is raised.
Timing your enquiry
Indian MICE budgets are generally signed off between January and March for the financial year beginning 1 April. If you are chasing corporate incentive business, the enquiry needs to reach us well ahead of the programme date rather than after the budget has gone elsewhere.
We will give you market cost references with a source and a read date whenever you ask. We will not tell you what to charge your client. That is what a net rate is for.
About Xtravel
Xtravel is the India desk of VINATAT Group, a Vietnamese travel company operating since 2011, holding an international tour operator licence, with offices in northern, central and southern Vietnam. Xtravel is headed by Sreehari Sajeev – “Harry” – our Director, an Indian who lives and works in Hanoi. When you call us, you speak to him, not to a translator. We plan and run programmes on the ground here. We are not a reseller.
Travel like a local.
Talk to the person who will actually be there.
Sreehari Sajeev (Harry) – Director, Xtravel
+84 92 4567 333 · Hoang@vinatat.vn
Xtravel – VINATAT Group · 212 Nguyen Trai, Thanh Xuan, Hanoi
International tour operator licence 01-1082/2018/TCDL-GP LHQTWe don’t publish our clients’ events. Yours won’t be either.
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