+81-80-9611-9635
info@yourtravelhokkaido.com
+81-80-9611-9635
info@yourtravelhokkaido.com
The following booking conditions form the basis of your contract with Travel Hokkaido Co Ltd (‘we’, ‘us’ and ‘our’). Please read them carefully as they set out our respective rights and obligations. By confirming your booking, we are entitled to assume that you have had the opportunity to read and have read these booking conditions and agree to them.
These booking conditions apply to the travel arrangements which you book with us and which we agree to make, provide or perform (as applicable) as part of our contract with you. All references in these conditions to ‘travel’, ‘trip’ or ‘booking’ mean such travel arrangements unless otherwise stated.
To make a booking please follow the procedure shown on our website or email us directly for an offline application form. The relevant travel details need to be completed by each person traveling. Where you are under 18 at the time of booking, we also need your booking to be confirmed by your parent or guardian, or to be completed online by them or your behalf. In order to confirm your booking, we need a completed booking form and a minimum 10% deposit payment, unless otherwise stated.
When we have already confirmed the availability of your chosen arrangements and you book within any applicable time limit for doing so, your booking will be treated as firm and a contract between us will come into existence as soon as receive your completed application form and your deposit. We will then send you a receipt for all payments made and an invoice for the remainder of your payment, along with any further initial information about your travel plan.
Please check your invoice carefully as soon as you receive it. Contact us immediately if any information which appears on the invoice or any other document appears to be incorrect or incomplete.
A minimum 10% deposit per person must accompany the booking to reserve a place. Further payments can then be arranged in a one-off lump sum, or by installment, depending on the length and expense of the travel plan. In most case, unless otherwise stated, the full balance must be received by us at least 30 days prior to departure, or at the earliest possible convenience with a last-minute booking. Bookings made within 30 days of travel require immediate full payment.
If, for any reason, the balance (including any surcharge where applicable) is not received by the due date, we reserve the right to treat the booking as cancelled by you. If we do not cancel straight away because you have promised to make payment, cancelation charges may be due depending on the date we can reasonably treat your booking as cancelled.
The price quoted for any trip covers the cost of the planning, the organisation and carrying out of the trip, including any group equipment, supplies, accommodation (if noted), administration, transport and staff. You must be reasonable for the following: any vaccination fees, individual travel insurance, cost of travel to and from the start/return point of your trip including international flights, cost of passport and visas, personal equipment and personal expenses whilst on the trip and any other expenses specifically excluded on the trip description and/or invoice.
We reserve the right to make changes to and correct errors in quoted prices at any time before your trip is confirmed. We will advise you of any error of which we are aware and of the then applicable price at the time of booking.
Once the price of your chosen trip has been confirmed at the time of booking, the price will be set at its fixed rate in JPY, although we are not responsible for any changes in the exchange rates that may affect the price of your trip.
Once full payment has been received, refunds in the event of cancellation will be given in accordance with our cancellation policy.
Payments can be made by international or domestic bank transfer, Paypal or credit card (via the Square or Stripe systems). Where international bank transfer is used, a separate international transfer fee of 4000JPY will be added to your final invoice. Where domestic transfer is used, there will be no additional charges. Paypal and Stripe services charge a standard fee of 3.4% of your total invoice. If you are local to Sapporo, or making the booking whilst locally, you are also welcome to pay in cash at our offices.
Refunds will be issued as written below, within the following cancellation timeframe.
Cancellations made more than 30 days before travel 100% fees refundable (minus deposit and any transfer fees incurred)
Cancellations made within 21 to 30 days of travel 80% fees refundable (minus deposit and any transfer fees incurred)
Cancellations made within 11 to 20 days of travel 60% fees refundable (minus deposit and any transfer fees incurred)
Cancellations made within 4 to 10 days of travel 30% fees refundable (minus deposit and any transfer fees incurred)
Cancellations made less than 4 days before travel No fees refundable under any circumstances. Full payment is due.
*Please note that the deposit is always non-refundable, and any bank or transfer charges incurred will be deducted from the refunded amount.
If you are aware that your trip is not materialising, please call or email us to cancel as soon as possible.
It is essential that you have adequate and appropriate cover for your trip including any adventurous activities, such as snow sports. We recommend having adequate insurance which will cover cancellation costs from the date of booking as well as medical expenses (including evacuation and repatriation). Please read your policy details carefully and take them with you on your trip. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs. If you need any support in this area, please contact us.
Except as disclosed to us at the time of bookings, you are taken to confirm at the time of booking that you are in good health, physically capable of undertaking all aspects of the trip, and unaware of any reason why you may be unsuited to takin part or may be likely to suffer illness or injury during the trip, taking into account its purposes. If you are unable to give this confirmation for any reason and have a medical condition or disability which may affect your travel, you must contact us before you submit your application form so that we can assist you in considering the suitability of the trip for you.
If the information given in the application form or medical detail is shown to be materially incorrect or incomplete, we reserve the right to cancel your booking or terminate your participation in the trip, depending on when we become aware of the true position. In this situation cancellation charges may apply and we will not be responsible for any costs or expenses incurred as a result.
Please advise us of any special requests, such as dietary requirements, prior to making your booking. Where possible, we will endeavor to meet any such request, but we ask that we work together to find a flexible solution in some circumstances.
You may transfer your place to someone else (introduced by you) if you are prevented from travelling, providing we are notified not less than 2 weeks before departure and subject to the practicality of changing certain bookings made in your name. All costs and charges incurred by us and/or incurred or imposed by any of our suppliers as a result must be paid before the transfer can be affected.
Changes to your confirmed trip can be considered depending on practicalities and availabilities, but there may be a cost associated with these changes. We do not charge an amendment fee for doing so and will only pass on any extra costs involved in providing additional or alternative services. A change of travel dates will normally be treated as a cancellation of the original booking and rebooking in which case cancellation charges will apply.
The itinerary is a guide to which we will attempt to adhere, but it may be necessary to alter this at short notice as a result of circumstances or events outside our control such as adverse weather or road conditions or any of those amounting to force majeure, or due to operating conditions imposed by the owners and operators of accommodation, facilities and transport. Your itinerary will, however, be the dame in content as far as is reasonably possible, unless circumstances beyond our control make this impossible. Should weather conditions involve you in extra costs such as accommodation, transportation and meals, these will be borne by mutual agreement between us.
As referred to above, we may have to make changes to and correct errors in advertised and confirmed details, and in the worst case scenario, cancel bookings, which we reserve the right to do. Please note, some or our trips require a minimum numbers of participants to enable us to operate them. If the minimum number of bookings required for a particular trip has not been received we are entitled to cancel it. We will notify you of cancellation for this reason no less than 28 days prior to departure.
Most changes are minor. Occasionally we have to make a ‘significant change’. A significant change is made before departure which we can reasonably be expected to have a major effect on your trip. If we have to make a significant change or cancel, we will tell you as soon as possible. We will offer you the following options:
1. (for significant changes) accepting the changed arrangements; or
2. If available, we might be able to provide an alternative trip of equivalent or higher standard for which you will not be asked to pay more than the price of the original trip; or
3. Cancelling or accepting the cancellation, in which case you will receive a full refund of all monies you have paid to us.
Please note, the above options are not available where any change made is a minor one.
Very rarely, we may be forced by ‘force majeure’ to change or terminate your trip after departure but before the scheduled end of your time away. If this situation does occur, we regret we will be unable to make any refunds or meet any expenses incurred as a result.
In these booking conditions, ‘force majeure’ means any event which we or any supplier of services, could not, even with all due care, foresee or avoid. Such events may include, whether or actual threatened war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, fire and all similar event outside our control. Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensations is these circumstances, nor can we accept liability is you otherwise suffer any damage, loss or expensive of any nature as a result of ‘force majeure’.
We promise to make sure that the travel arrangements we have agreed to make, perform or provide as applicable as part of our contract with you are made, performed or provided with reasonable skill and care. This means that, subject to these booking conditions, we will accept responsibility if, for example, you suffer personal injury or your contracted trip arrangements are not provided as promised or prove deficient as a result of our own failure, our employees, or suppliers to use reasonable skills and care in making, performing or providing, as applicable, your contracted travel arrangements.
Please note, it is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us. In addition, we will only be responsible for what our employees and suppliers do if they were at the time acting within the course of carrying out work we had asked them to do.
We will not be responsible for any injury, illness, death, loss (including loss of possessions and loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:
1. Your act(s) and/or omission(s); or
2. The act(s) and/or omission(s) of a third party not connected with the provision of your trip and which were unforeseeable or unavoidable; or
3. ‘Force majeure’ as defined above.
We cannot accept responsibility for any services which do not form part of our contract.
We regret we are not in a position to offer you any assistance in the event of delay at your outward or homeward point of departure. Depending on the circumstances, your airline may be required to pay you compensation and/or provide you with accommodation and/or refreshments in the event of a significant delay or cancellation. However, we have no liability to make any such payments to you and you must pursue the airline concerned for any payment which may be due. Please remember that it is your responsibility to ensure you arrive at the departure location for your chosen tour, all costs associated with this are therefore your sole responsibility.
While the trip is in progress, all decisions are made by Travel Hokkaido staff and you must act in accordance with all reasonable instructions you are given. The team leader, trip guide or other member of our staff may withdraw you from the trip at any time if they are of the reasonable opinion that your continued presence is prejudicing or is likely to prejudice the good order, safety or successful operation of the trip or the safety or wellbeing or any individuals participant(s) or other third party of if you break any law or regulation in Japan.
We expect all travelers to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you behave in such a way as to cause or be likely to cause danger, upset or distress to our staff or to any third party or damage to property, we are entitled, without prior notice, to terminate your trip.
You accept responsibility for any damage or loss that you directly case. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made directly to the accommodation owner or manager or other supplier or to us as soon as possible. If the actual cost of the loss or damage exceeds the amount paid where estimated, you must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. You will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions. You should ensure you have appropriate travel insurance to protect you if this situation arises.
The passport and visa requirements to enter Japan vary from country to country, and you must check the up to date position in good time before departure. If you are 16 or over and haven’t yet got a passport, you should apply for one at least 3 months before departure. You must ensure you are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret that we cannot accept liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation.
In the unlikely event that you have any reason to complain or experience any problems with your trip whilst away, you must immediately inform you trip guide or email our main office. Any verbal notification must be put in writing as soon as possible. If any complaint or problem is not resolved to your satisfaction by the trip guide or main office, please contact Peta Ohata directly at peta@yourtravelhokkaido.com giving us full details and a contact number. Until we know about a complaint or problem, we cannot begin to resolve it. Most problems can be dealt with quickly. If you remain dissatisfied, please write to us within 14 days of the end of your trip giving your booking reference and full details of your complaint. We are registered with the national Japanese association of travel agents, ANTA. Full details are available on request.
The information contained on our website and in our other advertising material is believed correct to the best of our knowledge at the time of publication However, errors may occasionally occur and information may subsequently change. You must therefore ensure you check all details of your chosen trip (including the price) with us at the time of booking.
We are a member of ANTA (the All Nippon Association of Travel Agents), located at Tanakayama Bldg 20-1-4 Chome, Toranomon, Minatoku, Tokyo.
Any traveler contracting their travel package with us is entitled to receive reimbursement from the Compensation Business Guarantee Bonds deposited by ANTA, up to the maximum payment amount.
We have paid our share of the Compensation Business Guarantee Bonds to ANTA in accordance with the provision of Japanese Travel Agency Law, and so therefore we have not deposit other Business Guarantee Bonds.
Full details are available upon request.
These Terms and Conditions are governed the laws of Japan. Any litigation related to the terms of this agreement is exclusively under the jurisdiction of the Sapporo Prefectural Court.
August 2018