River Cruise Preparation
Welcome! Thank you for choosing Viking River Cruises for your forthcoming holiday. We’ve included key information here to ensure your trip is worry-free.
Review your initial package of documents
If you haven’t already, you’ll soon receive your first documents. Please review these, and if you notice any discrepancies, notify us immediately. These documents will include your invoice, insurance contract (if insurance purchased), passenger information form (PIF) and visa kit (if applicable).
Invoice: This is our record of your booking. Confirm its accuracy, and contact us right away should you see errors or wish to make changes. Ensure your listed name(s) are identical to your passport or you may be denied boarding on your aircraft or cruise ship.
Please fill out and return within one week:
Passenger Information Form (PIF): We use this information along with your invoice information to send out your tickets. Please fill out one form for each passenger travelling, and return to us within one week.
Visa Kit: If you’re travelling with us to a location that requires a visa, you will receive a visa kit approximately 10 weeks prior to departure. Please fill out your kit and return it to the visa company to ensure you have your documentation in time to travel. (Review the timing required for this on the kit instructions). Should you decide to obtain your Russian visa directly instead of using the kit, you’ll need to contact Viking River Cruises first for an Invitation Letter.
China Travellers: Your visa is valid for 30 days after entry into China; upon receipt, double-check that it is correct for your travel dates. If you change your departure date after you’ve received your visa, you will need to confirm that your visa is still valid.
- Media/Clergy: Travellers listing occupations of media/clergy (journalist, writer, cinematographer, reporter, priest, rabbi, etc.) on standard tourist visa applications must attach a letter to the Chinese Consulate stating your trip is not work-related. Clergy must state they will not participate in religious activities abroad; media must agree not to write/publish material related to their China trip. Media applying for reporter visas must attach a letter to the Consulate explaining the project’s topic, where you’re visiting, who you’ll speak with, and when/where publication is planned.
- Tibet Visitors: Tibet Entry Permits are required and obtained in China by our staff. To ensure your permit is processed in time, immediately after receiving your visa, fax a photocopy of your passport information page and a photocopy of your China visa page to Viking River Cruises UK Limited (Fax: 0870 850 1689) along with your Booking Confirmation number and contact details.
Other Critical Information:
Passports & Visas: Travel to your destination requires a passport valid for at least six months following your visit. Visas are required for travel to Russia, China, Vietnam and Cambodia; please see your Visa Kit for instructions. It is your responsibility to obtain any passports, visas or other required travel documents prior to departure. We regret that Viking River Cruises cannot be held responsible for delays or losses, including missed portions of your trip, related to improper travel documentation, or costs incurred should you need to obtain documents while travelling.
Insurance: We strongly recommend that you take out adequate insurance cover for your holiday. If you do not wish to take out the insurance cover offered by Viking River Cruises UK Ltd you must state at time of booking the name of your alternative insurance company.
Minors: Minors under 18 must be accompanied by and share a cabin with a parent, legal guardian or responsible adult over 21. We cannot accommodate children under 12. See our Terms and Conditions. If you have booked in error, contact your Travel Agent or Viking River Cruises as soon as possible.
Your Flights: The name on your air tickets must match your passport. If you have purchased air travel with us, it is vital that on receipt, you immediately complete and return your Passenger Information Form (PIF). If your air tickets have incorrect information because of your failure to provide a PIF, you are responsible for any change or re-issuance fees, and the airline can refuse you boarding. For China travellers, intra-China flights have the same requirement; passengers with mismatched information can be refused boarding or charged a “50% of fare” additional penalty. We regret that Viking River Cruises cannot be responsible for any penalties, including refusal of boarding, resulting from failure to provide a PIF.
Travel Documents: We’ll send your travel documents approximately three weeks before departure. Included will be last-minute information about your cruise, transfer(s), hotel(s), emergency numbers; air tickets/flight schedules; a day-to-day itinerary; luggage labels and trip vouchers as applicable.
Special Needs & Medical Conditions - Level of Physical Difficulty: If you have not already done so, please contact us to discuss, to ensure that you are physically able to undertake travel as booked.
Tibet travellers: Speak with your General Practitioner regarding Lhasa’s high altitude (12,090 ft.), since it is not recommended for people with certain conditions.
General physical fitness: Our tours and cruises are not physically demanding, but you should be in good physical condition with good mobility to fully enjoy all excursions and tours. Walking tours are often on uneven ground or cobblestones and may include stairs and steep inclines. You should be able to stand on your feet for an extended period of time to visit museums and other sites. Additionally, our ships are built to European or Chinese standards, and are not designed for those who are wheelchair-bound or with severe mobility restrictions. Most ships do not have elevators, and bathrooms have thresholds that must be stepped over to enter and exit. Some river ports have older wooden piers without modern ramps. Buses do not have wheelchair lifts. Most popular tourist sites are not fitted with modern conveniences like elevators, ramps and handrails.
Wheelchairs & Motorised Scooters:
Europe only: If you wish to bring a wheelchair or motorised scooter, you must obtain our written policy and make advance arrangements at least 60 days prior to departure. You must be accompanied by a travelling companion who can assist you.
Russia & China: We regret that we are unable to accept wheelchairs or motorised scooters. If you have booked in error and do not believe you will be able to travel, contact your Travel Agent / Viking River Cruises immediately.
Europe, Russia & China: Additionally, if you have a medical condition, special needs or dietary requirements, you must notify Viking River Cruises in writing as soon as you have made your booking.
Travel Insurance: While we have sympathy for our passengers if the unexpected happens, we cannot make exceptions to our cancellation policy . Therefore, if you didn’t purchase Travel Insurance, we encourage you to explore your options through your Travel Agent, Viking River Cruises, or another source. Trip Insurance can reimburse your trip if you cancel for covered reasons prior to departure or while travelling. Cancellation penalties can reach 100%.
Special Occasions
Should you have a special occasion you’re celebrating while onboard (birthday, anniversary etc.), please alert us at least one month prior to departure.
Ordering Gifts for Travellers
You can order a gift (eg. Champagne / Flowers / Chocolates / Celebration Cake etc) for delivery onboard. Please note, orders and full payment must be received no later than 14 days prior to sailing date. Please contact us for more details.