Travel Booking Terms and Conditions

(Order-Made Package Travel Contract)

About Really Rural Japan

Based proudly in Nagiso Town, deep within the historic Kiso Valley, Really Rural Japan is committed to regenerative, community-first travel. We live and work in the regions we guide, and the revenue generated from our journeys directly supports local family-run inns, traditional artisans, rural transportation operators, and regional conservation. By traveling with us, your investment actively sustains living heritage and keeps value where it belongs: in the Japanese countryside.

This document outlines the specific terms and conditions governing customized travel services provided by Really Rural Japan (hereinafter referred to as "the Company") to the traveler(s) listed below (hereinafter referred to as "the Traveler").

1. Governing Terms & Statutory Basis

Except as otherwise expressly set forth herein, this contract is governed by the Travel Agency Act and the Standard General Conditions of Travel Agency Business, Section on Order-Made Package Tours, issued by the Japan Tourism Agency.

2. Mandatory Travel Insurance Requirement

All Travelers must hold comprehensive overseas travel insurance valid for the complete duration of their itinerary in Japan as a condition of participation.

• Policies must explicitly cover personal accident, emergency medical treatment, hospital expenses, medical repatriation, and search and rescue (including private air ambulance or mountain search operations where relevant).

• The Company strongly recommends supplemental coverage for trip cancellation, curtailment, baggage delay, and loss of personal property.

• Proof of insurance coverage may be requested prior to departure. Failure to maintain adequate coverage gives the Company the right to refuse service or terminate the contract without refund.

3. Traveler Responsibilities & Operational Conditions

The Traveler acknowledges and agrees to the following personal responsibilities:

• Health & Fitness: Ensuring all party members possess the physical and medical capability required for the activities, terrain, and walking distances outlined in the itinerary.

• Passports & Documentation: Securing a valid passport (with requisite validity beyond travel dates) and any required Japanese entry visas or electronic travel authorizations.

• Medical & Dietary Disclosures: Informing the Company in writing prior to departure of any mobility restrictions, critical allergies, or strict dietary requirements, or pre-existing medical conditions relevant to the tour.

• Compliance with Guidance: Adhering strictly to safety instructions, environmental protocols, and guidance provided by the Company, local operators, and tour leaders.

• Punctuality: Arriving punctually at scheduled meeting points, train departures, and activity rendezvous locations.

4. Operational Adjustments, Route Variations & Guide Authority

While the Company makes every effort to execute the itinerary as agreed, travel in mountainous regions and rural communities is inherently subject to local weather, trail maintenance, and transit disruptions.

• The lead guide or Company operational staff retains final decision-making authority on the ground to modify trail walking routes, switch transportation modes, alter activity sequences, or arrange alternative lodging if required to protect group safety.

• Reasonable, safety-motivated modifications or equivalent route substitutions executed in good faith do not constitute a breach of contract or ground for compensation.

5. Luggage Transfer & Forwarding Logistics

When an itinerary includes unaccompanied luggage transfers between accommodations or transit points:

• Transfers are executed via licensed courier services (e.g., regional luggage forwarders or local transport shuttles).

• The Company arranges and schedules these transfers on the Traveler's behalf. We are only responsible for luggage loss, damage, or delays directly caused by our own negligence; in all other circumstances, liability is governed by the operating carrier's transport regulations and the Traveler's mandatory personal travel insurance.

6. Tour Price Structure & Fee Disclosure

Pursuant to Schedule 1 of the Standard General Conditions of Travel Agency Business (Order-Made Package Tours), the Total Tour Price is itemized on all quotations, confirmations, and invoices into two distinct categories:

1. Planning and Operations Management Fee (30% of Total Tour Price): Compensates the Company for custom route curation, artisan and regional inn coordination, risk assessments, operational logistics, and pre-departure administrative management. This fee is billed across two milestone instalments:

   • First Instalment (Initial Planning and Operations Management Fee): 20% of the Total Tour Price, invoiced upon booking confirmation.

   • Second Instalment (Final Planning and Operations Management Fee): 10% of the Total Tour Price, invoiced 60 days prior to departure.

2. Travel Services & Operational Costs (70% of Total Tour Price): Covers third-party accommodations, transportation, licensed guiding, curated activities, and on-the-ground operational execution.

7. Payment Schedule & Invoicing Milestones

Payment of the Total Tour Price must be settled across two scheduled invoices:

• Booking Deposit (20% of Total Tour Price): Due upon contract confirmation to satisfy the First Instalment of the Planning and Operations Management Fee. The contract is concluded and custom planning commences upon receipt of this payment.

• Final Balance (80% of Total Tour Price): Due in full no later than 60 days prior to the tour start date. This invoice covers the Second Instalment of the Planning and Operations Management Fee (10%) and the Travel Services & Operational Costs (70%).

• Late Payment & Balance Due: If your final balance isn't paid on time, we will send a written reminder with a final deadline. If that deadline passes without payment, your tour will be cancelled and standard cancellation fees under Section 8 will apply.

8. Cancellation Terms & Application of Fees

Cancellations by the Traveler are governed by Schedule 1 of the Standard General Conditions of Travel Agency Business (Order-Made Package Tours) and the Company’s registered Table of Travel Handling Fees:

• Cancellations 21 days or more prior to departure:

  • The Company retains the Planning and Operations Management Fee received to date (20% if cancelled prior to the 60-day milestone; 30% if cancelled between 60 and 21 days out).

  • Any balance paid in excess of the applicable Planning and Operations Management Fee will be refunded, less any non-refundable supplier cancellation charges or deposits already paid or irrevocably committed to third parties (e.g., private chartered transport, exclusive inn buyouts, artisan workshops) for services contracted specifically for the Traveler.

• Cancellations 20 days or fewer prior to departure:

  • Cancellations made 20 days or fewer prior to departure, on the departure date, or after tour commencement are governed strictly by the statutory scale set forth in Schedule 1 of the Standard General Conditions of Travel Agency Business (Section on Order-Made Package Tours), applied against the Total Tour Price (or the Planning and Operations Management Fee, whichever is higher, pursuant to statutory terms).

• Administrative Handling & Remittance Deductions:

  • In addition to the applicable cancellation charges above, a non-refundable Cancellation Handling Fee equal to 5% of all funds received to date, plus any actual third-party banking or international remittance fees incurred in processing the transaction, will be deducted from any refund issued.

9. Company Liability & Special Indemnity

The Company’s liability for damages to the Traveler, personal effects, or changes to scheduled arrangements, as well as statutory payouts for bodily injury or death, is governed strictly by the provisions of the Standard General Conditions of Travel Agency Business and the Special Indemnity Regulations established thereunder.