Planning a group trip is mostly about doing the right thing at the right time: holding rooms before others do, collecting names before flights close, and confirming the details that cause problems on the ground. Here is the timeline we work to with groups, and the terms you can expect.
The timeline
| When | What to do |
|---|---|
| 9–12 months | Send the brief: dates or month, number of guests and rooms, purpose, hotel category. Receive a proposal with named hotels and pricing by group size. Hold rooms and venues for peak dates. |
| 6–9 months | Choose the programme, confirm with a 30% deposit, block domestic flights. |
| 3 months | Draft rooming list, dietary and mobility needs, gala and event details, branding and AV brief. |
| 45 days | Balance due; final rooming list and international flight details. |
| 2 weeks | Final run of show, transport plan by flight, guide allocation, printed programmes. |
Smaller groups and shorter lead times are possible; tell us your dates and we will say honestly what is still available. Travel agencies will find our trade terms on the B2B partner page.
Seasons for groups
- North (Hanoi, Ha Long Bay): October to April is pleasant; December to February is cool.
- Centre (Da Nang, Hoi An, Hue): best from about March to August; rain and storms roughly September to December.
- South (Ho Chi Minh City, Mekong, Phu Quoc): dry season roughly November to April.
- Lunar New Year (6 February 2027): many services close and rooms are scarce; avoid it or book very early.
Our month-by-month guide goes into detail.
Plan your Vietnam trip in 1 minute
Pick your month to see the weather by region, or estimate your budget — then get a private itinerary from our Hanoi team.
Typical seasonal patterns; weather varies year to year. Our team checks your exact dates when we prepare your itinerary.
"From" prices published on our Vietnam tour cost guide: per person per day, 2 travellers sharing, private guide & driver, hotels, listed activities. International flights, e-visa, insurance and tips not included. Final price is confirmed in your written quote.
Visas and documents
Some nationalities can enter Vietnam visa-free for short stays; everyone else applies for an e-visa on the official portal evisa.gov.vn. Collect passport details early so that each traveller can apply in time. Our e-visa guide explains the process.
Group terms to expect
For international groups and partner agencies we apply 1 FOC per 16 paid rooms, a 30% deposit to confirm and the balance 45 days before arrival, with peak-season rooms held on request and one coordinator from proposal to farewell dinner. Travel agencies receive net rates and white-label documents; see how we work with agencies.
Ready to start? Send your brief through the form on our MICE and group travel page.
Frequently asked questions
How far ahead should we book a group trip to Vietnam?
Nine to twelve months for large groups or peak dates; six months is often enough for smaller groups outside peak periods.
When is the rooming list needed?
A draft around three months before travel and the final list with the balance, 45 days before arrival.
Which season is best for a group trip?
November to April suits the north and south; the central coast is best from about March to August.
Metta Voyage is a licensed international tour operator (licence No. 01-1167/2023/CDLQGVN-GP LHQT) based in Hanoi. Request a quote for your group.
