Terms and Conditions

In placing a booking for participation in a tour run by Japan With Me you are assumed to be over 18 years of age and to have read and agreed to the following Terms and Conditions, these are applicable to both private and group tours unless specified otherwise.

Reservation and Deposit

Tour prices are subject to availability of tour, airline, special economy class fare and specific airfare class availability. Prices may differ once airfare is sold out. All services are subject to availability. Passenger names must be provided exactly as per passport, including middle names, when requested. Any spelling corrections made after a booking is confirmed must be sent in writing and will incur additional fees, including any ticket reissue fees. Japan With Me reserves the right to correct any errors in rates quoted or calculated, or any omissions made at any time during your booking. Any verbal quote given is an indication only of the final price and is subject to confirmation in writing. A non-refundable deposit is required for a personalised itinerary. The amount will be confirmed once Japan With Me has received your request and will be counted towards the total cost of the finalised itinerary to be undertaken.

Joining Your Tour – Flights

Airline schedules from different cities vary so travellers from some cities may need to make their own way to another capital city to join the tour or may require pre- or post-tour accommodation, a stopover or have a lengthy transit en-route to their destination. Any cost for accommodation, transportation or meals incurred will be at the passengers’ own expense. Arrangements for the above can be made through Japan With Me. Please notify us if you would like these amounts to be included and added as part of your total package cost. All efforts will be made to co-ordinate flights so customers can depart from the same point as the guide. Where this is not possible then you will be met at your final destination.

Travelling With Children

Please be aware that for flight booking purposes a child above the age of 11 at the time that the tour takes place will not be eligible for a Child airfare and will be considered an Adult by the airline and charged the full cost for the flights.

When booking a Private Tour Japan With Me will endeavour to provide full information regarding age limits and costs for a child, as differing from an adult, in pricing of flights, accommodation and activities as included in the tour so parents can make informed decision. However Japan With Me assumes no liability or responsibility for pricing changes made by third parties after a booking is made. If Japan With Me is made aware of such a change, in advance of a tour and it will increase the cost for a client, then notification of this change will be sent via e-mail within 3 Days. If the client does not wish to pay the increase then they may opt-out of the activity and depending on the circumstances an alternative option will be offered at Japan With Me’s discretion.

Receipt of Deposit/Payment

By sending a deposit or full payment the client agrees to be bound by the terms, conditions and responsibilities set forth on this page. The client also agrees that:

All persons are fit and physically able to partake unaided in their chosen tour as per the itinerary outlined in the Group Tour Package available.

All persons traveling on a Private or Tailor-Made Tour are fit and physically able to partake unaided in their chosen itinerary.

All parties acknowledge the physical demands and hazards involved in the tour they will be undertaking and have chosen to participate at their own risk.

All parties understand that any medical or dietary information provided to Japan With Me does not, under any circumstances, make Japan With Me liable if a particular condition exacerbates while on tour or affects their ability to participate in any portion of the tour.

Payment Arrangements

On occasion payment arrangements different to those specified below will be made available for a Private or Group Tour that has a departure date greater than 180 days from the date of booking. The terms of these payment arrangements will be specified in writing through the invoice sent, any amendments or corrections requested by the client are to be made prior to any payments made. As stated previously Japan With Me reserves the right to make amendments or corrections at any time. If the client fails to make payment as per the agreed schedule, notification of non-payment will be sent via e-mail. A $50 late payment fee will be added to the client’s total cost after 72 hours and another e-mail notification will be sent. After 7 days without payment the booking will be cancelled with all amounts paid so far to be forfeited.

Balance of Payment

If no personalised payment arrangement is in place then the following terms are applicable.

The final balance of the travel arrangements is due at Japan With Me within 14 days of a confirmed itinerary for a Private Tour with a departure date greater than 90 days from the invoice issue date and within 7 days from the invoice issue date if less than 90 days. Failure to pay in full by the due date may result in an increase to the total cost due to fluctuations in airfares and accommodation. For participation in a Group Tour Package the full amount is due within 7 days of the invoice issue date. Failure to pay in full by the due date will result with your holding space being made available to others. Deposits and payments by credit cards will incur a fee and all payment types are accepted via PayPal or Stripe.

Late Bookings

For Group Tours booking requests received less than 45 days prior to departure payment must be made in full within three days after the invoice issue date. If payment is not so made, Japan With Me shall have the right to cancel the booking at its discretion. Japan With Me does not accept applications for bookings made less than 30 days prior to departure for customers that are required to obtain a visa for travel in Japan. Bookings must be made no later than 21 Days prior to departure date for Group Package Tours in order to be accepted and no later than 28 Days for Private/Tailor Made Tours.

Single Travellers

When booking more than 75 days prior to departure, single travellers on Group Package Tours may specify whether they would prefer a Single Room or are travelling on a ‘willing to share’ basis. Japan With Me will endeavour to match ‘willing to share’ travellers of the same gender booked on the same departure. If another traveller is found then the price difference between the Single and Twin Share will be refunded. In the event that we are unable to confirm a share partner Japan With Me will confirm a single room in all accommodation and the Single price will apply.

Fees and Charges

All Group Package Tours prices indicated on our website are based on group travel and any deviation from the set itinerary may incur additional airline ticket or ground transportation costs. Arrangements such as transfers, accommodation, etc. outside the set group arrangements/dates are at an additional cost. For Private Tours, as the itinerary will be personalised, the total price will be agreed upon prior to any bookings being made.

Airline Fuel Levy Surcharge

Since 2004 airlines servicing flights to Asia have been charging a fuel levy surcharge, on top of the normal airline ticket price, in order to cover the increased cost of aviation fuel. As fuel prices have fluctuated, so too has the amount airlines charge for this levy. At the time of pricing, some airline fuel surcharges are included in the cost of the fare; however this amount is subject to change until your airline ticket is issued.

Amendment and Booking Fees

Amendments to private tailor made itineraries during the consultation phase and prior to confirmation of booking will incur no charge.

For Private Tours amendments will be limited to outside of 21 days prior to the departure date and those which incur an additional cost are to be paid within 3 days of the invoice issue date, otherwise the original itinerary will remain in place. When a change is made where the value of the booking is decreased – $50 per change

Transferring between tours is limited to certain itineraries where specified – See ‘Cancellation by Customer’ for applicable fees and details

Reissue of airline tickets – From $100 per person (other fees may apply)

Changes to air reservations are subject to airline-imposed fees or penalties

Once a booking is confirmed name transfers may incur additional charges, depending on the tour this may not be possible and will be specified on the invoice.

You may request to transfer your booking to a later date, provided that Japan With Me receives written notice of the details of the proposed transfer 60 days or more before the Departure Date with the understanding that the airfare portion may be forfeited depending on the airfare’s conditions for change of date.

If you decide to transfer the Reservation less than 60 days before the Departure Date then this will be treated as a cancellation.

Where due to the itinerary chosen extra fees or conditions apply for amendments, which differ from the above, they will be included in the invoice.

Cancellation by Customer

All cancellations must be made in writing to Japan With Me and will be subject to the following cancellation charges from the date the written cancellation is received:

1. If no airline or rail tickets are issued full refund minus any administration fees and differences in currency exchange fluctuations

2. More than 90 days prior to departure; 50% of total cost

3. 89 days to 61 days prior to departure; 75% of total cost

4. 60 days or less prior to departure 100% of total cost

5. Any ‘no show’; 100% of total cost

6. For Private Tours and Custom Itineraries a non-refundable design fee of $300AUD applies in addition to the above as well as any charges incurred by Japan With Me for the tour guide which are also non-refundable.

In the event of a cancellation any refunds will be less administration fees and any applicable amendment fees, there also may be a loss incurred as amounts that have been exchanged into other currencies will not always have a favourable rate. Japan With Me will endeavour to recover as much as possible from suppliers to pass on to the customer. Note that additional cancellation fees may apply for airfare. If you purchase an air inclusive package, then you should be aware that the tickets are usually issued immediately upon us receiving your payment. If you cancel the Reservation after the date on which tickets are issued the airline will in most cases impose cancellation charges which will usually be the full cost of the airfare. Japan With Me will advise you of these charges before cancellation. These cancellation charges will be passed on in full and are in addition to any other cancellation charges (as specified above). Regrettably cancellation charges and fees cannot be waived. There can be no exceptions. No refund will be made for any unused portions of the holiday after the departure date. Please note that employees of any overseas company are not authorised to give any guarantees or agreements to customers in respect of refunds or any other matters.

Cancellation by Japan With Me

Japan With Me reserves the right to cancel or vary a tour prior to departure due to insufficient numbers. In such an event, alternative guaranteed travel dates will be offered. Should these options not be acceptable Japan With Me will refund the full price paid. If a tour is cancelled or varied prior to departure due to unforeseeable circumstances such as, but not restricted to, severe weather conditions or force majeure, Japan With Me will refund all monies prior to departure less fuel surcharge and any other cancellation fees levied by airlines and other third parties. Unforeseeable circumstances such as force majeure, adverse weather, flight rescheduling, hotel overbooking and faults with transportation or road conditions may also have an effect on the tour itinerary after the commencement date. Any decision made in respect of tour services by independent operators to re-route or amend the itinerary due to any of the above or similar circumstances is at the discretion of the tour service provider and Japan With Me shall not be liable for any claim whatsoever arising from such events.

Travel Advice and Travel Insurance

We recommend that you review information provided by the Australian Department of Foreign Affairs and Trade prior to making your booking by calling 1300 555 135, or by visiting their website www.dfat.gov.au for the latest information. We strongly recommend that you familiarise yourself with the latest Government Consular advice and information regarding Japan. You may also wish to visit smartraveller.gov.au. This website contains valuable information and advice including safety alert levels relating to your travel destinations. It also allows you to register your travel plans with that department so that you can be contacted if an emergency arises.

It is a condition of travel on our tours that all travellers be adequately covered by travel insurance prior to departure. Insurance should cover personal accident and medical expenses, evacuation and repatriation, baggage loss, and cancellation or curtailment of holiday. Your insurance details must be supplied to us at least 30 days prior to departure. Japan With Me cannot in any way be made liable for any additional cost incurred by the customer on any tour.

Refusal of Carriage

Japan With Me retains the right to remove customers from our group tours for reasons that impact on the enjoyment or safety of other tour members, such as, but not limited to, the physical, medical or mental inability of customers to undertake the arrangements of the tour, unsocial or unruly behaviour, or the carriage of prohibited substances and materials

Hotel Descriptions, Maps and Pictures

Hotel descriptions featured on the Japan With Me website or communicated via other means are based on current hotel guides provided by suppliers and third parties. Any facilities described are subject to change at any time. Maps and photographs are included for general information only and may not necessarily reflect actual routings, location or services. Japan With Me has made reasonable enquiries to verify that the descriptions and details are accurate but does not warrant that they are.

Health Requirements

All customers are required to familiarise themselves with any health requirements specific to Japan. Any pre-existing health conditions must be discussed with your doctor who can confirm your suitability to travel on your chosen tour. If you or any member of your party has any medical conditions, dietary requirement/food allergy, or disability, which may affect you while travelling, you must provide us with full details in writing prior to making your booking so that we can assist you in considering the suitability of your arrangements. You must also promptly advise us if there are any changes to your health that may affect your holiday after your booking has been confirmed. In the best interests of yourself and of your tour group, Japan With Me reserves the right to prevent you from further participation on a tour if a physical or psychological condition presents itself that significantly affects the enjoyment or wellbeing of yourself or the rest of your group. Japan With Me will not be liable to refund any part of the price of the tour paid by you, or on your behalf, which you have not used. You will be responsible for making alternative arrangements to accommodate any medical or dietary condition. The information provided does not, under any circumstances, make Japan With Me liable if your condition exacerbates or affects your ability to participate in any portion of the tour. Your medical and dietary information is collected so that we may process your booking. Your medical and dietary information will be provided to our suppliers and partners overseas for the sole purpose of endeavouring to accommodate your condition where possible. **Please find COVID-19 Information below**

Travel Documents & Visa Processing

A passport with a minimum of six months validity is required for customers travelling in our programme. Visas are currently not required for Australian or New Zealand passport holders travelling to Japan for leisure for less than 90 days. Non-Australian passport holders may require a visa and Japan With Me is not able to assist with processing visas. The list of citizens that require visas is available on the following website for the Embassy of Japan in Australia, http://www.au.emb-japan.go.jp/itprtop_en/index.html Responsibility for documentation accuracy, passport validity and the purchase of additional required passport photos rests with the customer. Japan With Me accepts no responsibility for any failure in this respect. Japan With Me does not issue foreign visas. Japan With Me cannot guarantee that any visa will be issued by the relevant authority and accepts no responsibility if a visa application is refused. Any cancellation fees or other expenses incurred by the customer due to the refusal of a visa will be entirely the customer’s liability.

Tipping

Local tipping is not customary in Japan. However there are some circumstances were a service charge may be applied, such as for stays at ryokan, etc. If it is likely that a service charge will be applicable at any time during your travels this amount will be specified in your itinerary and invoice, to then be paid by your guide as necessary. This avoids the need for you to consider individual tipping situations daily throughout your trip. Shown on each itinerary is the estimated amount for each tour and this is confirmed in your final documentation.

Shopping

Shopping can be fun and entertaining, especially in local markets, where many copies of international brand names can be purchased for next to nothing. However, Japan With Me, its staff and employees are neither qualified nor permitted to ensure or guarantee the quality or value of any goods purchased or the suitability of any retail outlets visited and the security of using a credit card to purchase such goods. In all cases the purchasing of goods and the use of a credit card for those transactions is entirely at the customer’s own risk and at all times the customer must use their own discretion.

Responsibility

Japan With Me (herewith called the Company) acts as a co-ordinator for all persons taking these tours in the making of all arrangements for transportation, sightseeing and hotel accommodation. The Company does not own, manage, control or operate any transportation vehicle, any hotel or restaurant or any other supplier of services. All receipts and tickets are issued subject to the terms and conditions specified by the supplier and all services are subject to the laws of the country where the services are provided. The Company acts only as an agent for the owners, contractors and suppliers of transportation and/or other related travel services provided and assumes no responsibility for the loss, theft or damage to baggage or property or for any injury, illness or death or for any damages or claims whatsoever caused arising directly or indirectly from accidents, loss, theft or damage to person or property, delays, transport failure, strikes, wars and uprisings or acts of God etc. over which the Company has no control. We strongly urge all customers to undertake a high level of personal responsibility in order to ensure that possessions, equipment and personal documents are closely monitored and protected at all times.

Procedures for Lodging Complaints or Claims

At Japan With Me we are committed to ensuring that we deal with complaints effectively and efficiently. Should the customer not be satisfied with any aspect of their arrangements they must immediately inform their Guide who will endeavour to resolve the issue at the time. If this is not possible and you wish to lodge a complaint or claim this must be done in writing to Japan With Me by email to [email protected] within 30 days of the date of the completion of your Japan With Me arrangements. Relevant receipts and substantiating evidence must be attached to the letter of claim. Our complaints handling policy is available upon request.

Airlines

Airlines featured on our website do not by virtue of their endorsement represent themselves either as contracting with any purchaser of a holiday from Japan With Me, or as having any legal relationship with such a purchaser. Frequent flyer miles may not be accrued on some packaged fares. Pre-flight seat allocation is not available. For details you may contact us. Schedule changes or flight cancellations are subject to the airlines policy and are outside Japan With Me’s control.

Privacy

We are collecting your personal information so that we can process your booking. We will also keep you up to date with other Japan With Me offers and product information that may be of interest to you if you have consented to this. You can opt out of receiving information at any time if you choose to do so. Any personal information you provide will be managed in accordance with our Privacy Policy.

Brochure Validity

Tour itineraries and prices on this website are accurate at the time of posting and prices are based on exchange rates as at 1st of April 2024. Once a customer has paid in full, the standard regular price of the tour is guaranteed, subject to any increase in fuel surcharge, tax changes or levies imposed by any government or their agencies or any airline. Prices are subject to change without notice. Departure dates of tours are subject to change due to future airline schedules. Japan With Me reserves the right to make alterations to itineraries, departure dates and prices due to circumstances beyond their control.

PLEASE NOTE

It is the customer’s responsibility to ensure that all invoice and itinerary details and documentation issued by Japan With Me are correct and that the customer is aware of amendment and cancellation conditions and other clauses in these Booking Conditions. Changes in operator land costs, airfares, taxes, fuel surcharges and currency exchange rates may affect the price of particular group tours. For these reasons, it is essential that the customer reconfirms all arrangements at the time of booking and for Private Tours prior to paying the final payment.