Custom-Ordered Package Tours

Please be sure to review the contents of these <Travel Conditions> before applying.

Custom-Ordered Package Tour Conditions

Document explaining transaction conditions as required by Article 12-4 of the Travel Agency Act

Contract document as required by Article 12-5 of the Travel Agency Act

Once a travel contract is formed, this document becomes part of the Contract Document.

1. Custom-Ordered Package Tour

A “Custom-Ordered Package Tour Contract” (hereinafter simply the “Contract”) means a travel contract under which Imari Koutsu Co., Ltd. (Saga Prefectural Governor Registered Travel Agency, Category 2, No. 77; Head Office: 2954-2 Idena, Namitahata-cho, Imari City, Saga Prefecture; hereinafter “our company”), at your request, prepares a travel plan setting out the destination and itinerary of the trip, the content of the transportation or accommodation services you may receive (hereinafter “Transportation, etc. Services”), and the amount of the Travel Fare you must pay to our company, and conducts the trip based on that plan.

2. Application for the Contract

(1) Please fill in our company’s prescribed travel application form and apply together with the application deposit shown below. The application deposit shall be treated as part or all of the “Travel Fare,” “cancellation fee” or “penalty fee.”

(2) A customer wishing to apply for a contract based on the content of the Proposal Document our company has provided to you must fill in our company’s prescribed application form and submit it to our company together with an application deposit in an amount separately prescribed by our company.

(3) Notwithstanding the preceding item, a customer wishing to conclude a Communication Contract with our company must notify our company of their membership number.

Where multiple customers wishing to participate in the same course, or customers comprising a group/party (hereinafter “Members”), have designated a responsible representative, our company shall regard that person as having full authority to act as agent with respect to the application for, conclusion of, and cancellation of the contract, and shall conduct all travel-business-related transactions relating to that group with that representative (hereinafter the “Contracting Representative”).

(4) The Contracting Representative must, by the date prescribed by our company, submit to our company a roster of Members.

(5) Our company assumes no responsibility whatsoever for any obligation or duty that the Contracting Representative currently owes, or may in the future be expected to owe, to the Members.

(6) Where the Contracting Representative does not accompany the group/party, our company shall, after the start of the trip, regard as the Contracting Representative any Member previously designated by the Contracting Representative for that purpose.

(7) Customers who (a) will be 75 years of age or older on the departure date, (b) have a physical disability, (c) are in poor health, (d) are pregnant, (e) use a service dog, or otherwise require special consideration, should so inform our company. Our company will respond to the extent possible. Any costs incurred as a result of special measures taken by our company for you based on such a request shall be borne by you.

3. Refusal to Conclude a Contract

Our company may decline to conclude a contract in the following cases:

(1) Where you are likely to cause inconvenience to other customers or to hinder the smooth conduct of group activities.

(2) Where a request under Item (7) of the preceding Section has been made, and the measures necessary for your participation cannot be taken.

(3) Where there are business-related circumstances on our company’s part.

(4) Where, in the case of a proposed Communication Contract, your credit card is invalid or you are otherwise unable to settle all or part of your obligations relating to the Travel Fare in accordance with the Affiliated Company’s cardholder agreement.

4. Time of Formation of the Contract

(1) The Contract is formed when our company accepts the conclusion of the contract and receives the application deposit.

(2) When concluding a Custom-Ordered Package Tour Contract with a Contracting Representative, our company may, by written special agreement, accept the conclusion of the Custom-Ordered Package Tour Contract without receiving payment of the application deposit. In this case, our company shall issue to the Contracting Representative a Contract Document stating that fact, and the Custom-Ordered Package Tour Contract is formed when our company issues that Contract Document.

(3) The application deposit shall be applied toward part of the Travel Fare, cancellation fee or other monies payable by you to our company.

(4) Notwithstanding Item (1) of this Section, a Communication Contract is formed when our company, upon receiving your notice of consent, sends notice accepting that application. However, where an Electronic Notice of Acceptance is to be sent for that contract, the contract is formed when the notice reaches the traveler.

5. Issuance of the Contract Document

(1) Promptly after the contract is formed, our company shall provide you with a Contract Document stating the travel itinerary, the content of the Travel Services, the Travel Fare and other travel conditions, and matters concerning our company’s liability.

(2) Where the Contract Document has been issued, the scope of Travel Services that our company is obligated to arrange and manage the itinerary for under the contract shall be as stated in that Contract Document.

6. Finalization Document

(1) Where the Contract Document cannot state the finalized travel itinerary or the names of the transportation or accommodation providers, our company shall, after listing in that Contract Document a limited number of candidate accommodation providers and the transportation providers material for the purpose of disclosure, issue by the date prescribed in that Contract Document — no later than the day before the departure date (or, where the application for the Custom-Ordered Package Tour Contract is made on or after the day that is the seventh day counting back from the day before the departure date, the departure date itself) — a Finalization Document stating the finalized status of these matters.

(2) In the case of the preceding item, where a customer wishing to confirm the status of arrangements makes an inquiry, our company shall respond promptly and appropriately even before the Finalization Document is issued.

(3) Where the Finalization Document has been issued, the scope of Travel Services that our company is obligated to arrange and manage the itinerary for shall be specified by the content stated in that Finalization Document.

7. Timing of Payment and Change of the Travel Fare

(1) The amount of the Travel Fare shall be stated in the Proposal Document for the Custom-Ordered Package Tour. The Travel Fare must be paid by the date prescribed by our company, no later than the departure date.

(2) Where the applicable fares/charges of the transportation provider used, publicly announced as effective as of the reference date stated in the Proposal Document, are revised due to significant changes in economic conditions or other factors by an amount substantially exceeding what would normally be expected, the Travel Fare may be increased or decreased by that difference. Where our company increases the Travel Fare, our company shall notify you before the day that is the fifteenth day counting back from the day before the departure date, and in this case you may cancel the contract before the start of the trip without paying the Proposal Fee or cancellation fee. Where the applicable fares/charges are decreased, the Travel Fare shall be decreased by that difference.

(3) Where our company has stated in the Contract Document that the Travel Fare differs depending on the number of persons using the transportation, accommodation or other provider, and that number of persons changes after the Package Tour Contract is formed for reasons not attributable to our company, our company may change the amount of the Travel Fare as stated in the Contract Document.

8. Amendment of Contract Content

(1) Where you request an amendment of the Contract Content, our company shall comply with your request to the extent possible. In this case, our company may change the Travel Fare.

(2) Where a natural disaster, war, civil disturbance, suspension of the provision of Travel Services by a transportation, accommodation or other provider, an order of a government agency, the provision of transportation services that deviate from the original operating schedule, or other cause not attributable to our company arises, our company may, where unavoidable in order to ensure the safe and smooth conduct of the trip, change the travel itinerary, the content of the Travel Services or other content of the Custom-Ordered Package Tour, after promptly explaining to you in advance the reason the cause is one not attributable to our company and the causal relationship with that cause. However, in urgent cases where unavoidable, the explanation may be given after the change.

9. Change of Customer

(1) A traveler who has concluded a Custom-Ordered Package Tour Contract with our company may, with our company’s consent, transfer their contractual position to a third party.

(2) Where you wish to obtain our company’s consent as set out in the preceding item, you must fill in the required information on our company’s prescribed form and submit it to our company together with the prescribed fee.

(3) The transfer of the contractual position set out in Item (1) shall take effect when our company’s consent is given, and thereafter the third party who has received the transfer of the position under the travel contract shall succeed to all of your rights and obligations relating to that Custom-Ordered Package Tour Contract.

10. Cancellation of the Travel Contract

(1) Cases where a Proposal Fee or cancellation fee is charged

You may cancel the travel contract by paying the Proposal Fee or cancellation fee stated in the Proposal Document.

(2) Cases where no Proposal Fee or cancellation fee is charged

You may cancel the contract before the start of the trip without paying the Proposal Fee or cancellation fee in the following cases:

① Where a material change to the content of the travel contract has occurred, such as the following examples:

a. A change to the departure date or completion date.

b. A change to a tourist destination, tourist facility or other travel destination to be visited.

c. A change to the type of transportation provider or company name.

d. A change to lower “facilities and class” of a transportation provider.

e. A change to a different flight for the departure or arrival airport within Japan.

f. A change to the type or name of an accommodation provider.

g. A change to the type of guest room, facilities, view or other room conditions of an accommodation provider.

② Where the Travel Fare has been increased (excluding where you requested the change to the Contract Content).

(and, without a separate cancellation fee or Proposal Fee, in the following further cases:)

Where, due to a natural disaster, war, civil disturbance, suspension of the provision of Travel Services by a transportation, accommodation or other provider, an order of a government agency or other cause, the safe and smooth conduct of the trip has become impossible or there is an extremely high likelihood of it becoming impossible.

Where our company has failed to issue the Finalization Document to you by the prescribed date.

Where, due to a cause attributable to our company, it has become impossible to conduct the trip in accordance with the itinerary stated in the Contract Document.

After the start of the trip, where you become unable to receive a Travel Service stated in the Contract Document for reasons not attributable to you, or our company notifies you of that fact, you may, notwithstanding Item (1), cancel the contract for the portion of the Travel Service that can no longer be received, without paying the Proposal Fee or cancellation fee. In this case, our company shall refund to you the amount of the Travel Fare corresponding to the portion that can no longer be received.

Our company shall refund to you the amount remaining after deducting, from the amount of the Travel Fare corresponding to the portion of the Travel Service that can no longer be received, the cancellation fees, penalty fees and other costs already paid or to be paid for that Travel Service (limited to cases not due to a cause attributable to our company).

11. Cancellation of the Travel Contract by Our Company / by You

(1) Before the Start of the Trip

① Where you fail to pay the Travel Fare by the date stated in the Proposal Document, you shall be deemed to have cancelled the Custom-Ordered Package Tour Contract on the day following that date. In this case, you must pay our company a penalty fee equivalent to the cancellation fee or Proposal Fee prescribed in the Proposal Document.

② Our company may, after explaining the reason to you, cancel the Custom-Ordered Package Tour Contract before the start of the trip in the following cases:

a. Where it is found that you are unable to endure the trip due to illness, the absence of a necessary caregiver, or other reasons.

b. Where it is found that you are likely to cause inconvenience to other travelers or to hinder the smooth conduct of the group trip.

c. Where you have demanded a burden exceeding a reasonable scope in relation to the Contract Content.

d. Where there is an extremely high likelihood that a condition for conducting the trip specified at the time of conclusion of the contract, such as the amount of snowfall necessary for a ski trip, will not be met.

(2) After the Start of the Trip

① Our company may, even after the start of the trip, cancel the travel contract in the following cases. In this case, our company shall refund the amount remaining after deducting, from the portion of the Travel Fare relating to Travel Services you have not yet received, the cancellation fees, penalty fees and other costs already paid or to be paid for that Travel Service.

a. Where you are unable to endure continuation of the trip due to illness, the absence of a necessary caregiver, or other reasons.

b. Where you fail to follow the instructions of a tour conductor or other person for the purpose of safely and smoothly conducting the trip, or disturb the discipline of the group by committing violence or intimidation against such persons or against other accompanying customers, thereby hindering the safe and smooth conduct of the trip.

c. Where continuation of the trip has become impossible due to a natural disaster, war, civil disturbance, suspension of the provision of Travel Services by a transportation, accommodation or other provider, an order of a government agency or other cause not attributable to our company.

② Where our company has cancelled the travel contract under a or c of Item (1) of this Section [2], our company shall, at your request and at your expense, undertake to arrange the necessary services for you to return to the place of departure.

12. Our Company’s Liability

(1) Our company shall compensate for damage caused to you intentionally or negligently by our company or an Arrangement Agent.

(2) Where you suffer damage due to a natural disaster, war, civil disturbance, suspension of the provision of Travel Services by a transportation, accommodation or other provider, an order of a government agency or other cause not attributable to our company or our company’s Arrangement Agent, our company shall not, except in the case of Item (1), be liable to compensate for that damage.

(3) Our company shall compensate for damage arising in connection with baggage only where our company is notified within 14 days for Domestic Travel, or within 21 days for Overseas Travel, calculated from the day following the day the damage occurred, up to a limit of 150,000 yen per traveler (except where our company has been intentional or grossly negligent).

13. Tour Conductor Services

(1) Our company may provide tour conductor services at the request of the Contracting Representative. In this case, the tour conductor service fee and the transportation, accommodation and other costs necessary for the tour conductor to accompany the group shall be included in the Travel Fare.

(2) The content of the tour conductor services shall, in principle, be the work necessary to carry out group activities in accordance with the travel itinerary. In addition, the tour conductor’s hours of work shall, in principle, be from 8:00 a.m. to 8:00 p.m.

14. Special Compensation

Our company shall, in accordance with the Standard Travel Agency Terms and Conditions’ Special Compensation Provisions, pay compensation or condolence money, within the following amounts, for certain damage suffered by you to your life, body or baggage due to a sudden and accidental external event while participating in the trip. However, no compensation, etc. shall be paid for a cause set out in Chapter 2 of the Special Compensation Provisions. Death compensation: 25,000,000 yen for Overseas Travel, 15,000,000 yen for Domestic Travel. Hospitalization condolence money, depending on the number of days hospitalized: 40,000 to 400,000 yen for Overseas Travel, 20,000 to 200,000 yen for Domestic Travel. Outpatient condolence money, depending on the number of days of outpatient treatment: 20,000 to 100,000 yen for Overseas Travel, 10,000 to 50,000 yen for Domestic Travel. Personal effects damage compensation: up to a limit of 150,000 yen (however, the limit per item or pair is 100,000 yen). Where the Package Tour itinerary designates a day (based on local standard time at the destination) on which you will not receive any service arranged by our company, and the Contract Document clearly states that fact and that no compensation or condolence money will be paid for damage to life, body or baggage arising from an accident on that day, that day shall not be treated as “participating in the trip.”

15. Itinerary Guarantee

Where a change listed in [Appendix Table 1] to the travel itinerary occurs, our company shall, in accordance with the provisions of the Standard Travel Agency Terms and Conditions (Custom-Ordered Package Tour Contracts Part), pay change compensation in an amount obtained by multiplying the Travel Fare by the rate prescribed in [Appendix Table 1] according to the content of that change. However, the amount of change compensation per travel contract shall be limited to 15% of the Travel Fare. In addition, no payment shall be made where the amount of change compensation per travel contract would be less than 1,000 yen.

[Appendix Table 1] Change Compensation

16. Our Company’s Right of Cancellation (Before the Start of the Trip)

(1) Where our company suffers damage due to your intent or negligence, you must compensate for the damage.

(2) Where, after the start of the trip, you come to believe that a Travel Service differs from the content stated in the Contract Document, you must promptly report that fact, at the travel destination, to our company or the Travel Service provider.

(3) You must make use of the information provided by our company and endeavor to understand the rights and obligations of travelers and other content of the Package Tour Contract stated in the Contract Document.

17. Reporting Accidents, etc.

If an accident or other incident occurs during the trip, please contact immediately the party indicated in the Final Itinerary. (If you are unable to make contact due to circumstances, please do so as soon as those circumstances no longer apply.)

18. Handling of Personal Information

(1) Our company shall use the personal information stated in the application form submitted when applying for travel to communicate with you, and shall use it within the scope necessary for arranging the services provided by transportation, accommodation and other providers for the trip you have applied for, and for the procedures necessary to receive those services.

In addition, our company and its affiliates may use your personal information for: a. providing information on products, services and campaigns of our company and companies our company partners with; b. requesting your opinions and feedback after participating in the trip; c. requesting your responses to questionnaires; d. providing benefit services; and e. preparing statistical materials.

(2) In order to facilitate your shopping at your travel destination, our company may provide the personal data about you held by our company to souvenir shops. In this case, personal data such as your name and flight number will be provided in advance by electronic or similar means. If you wish to stop the provision of personal data to these businesses, please contact our company representative.

19. Travel Procedures, Health and Sanitation, and Danger Information

You are responsible for completing the travel procedures necessary for your trip, such as obtaining a passport, visa and vaccination certificates. However, our company can undertake to act as agent for part of these travel procedures for a prescribed fee under a separate contract. In this case, our company shall not be liable even if you are unable to obtain a passport or visa due to a cause attributable to you.

(1) Passports and Visas

[Non-Japanese nationals should contact their own country’s consulate, the consulate of the destination country, or the immigration office.]

Passport validity (remaining period) requirements vary by destination country. Please check with our company representative for details.

A visa is required depending on the destination country. Please check with our company representative for details.

You are responsible for confirming whether your current passport is valid for this trip, and for obtaining a passport and visa. Our company can act as agent for these procedures for a separate travel procedure fee.

(2) Health and Sanitation

Please check the sanitary conditions of your destination country on the Ministry of Health, Labour and Welfare’s “Quarantine Infectious Diseases” website.

[Website] http://www.forth.go.jp/

(3) Overseas Danger Information

Depending on the destination (country or region), the Ministry of Foreign Affairs may issue “Overseas Danger Information” or similar travel information for that country/region. Please check the Ministry of Foreign Affairs’ “Overseas Safety Website” for “Overseas Danger Information.”

[Website] http://www.pubanzen.mofa.go.jp/

(4) Cancellation of the Trip Due to Issuance of “Overseas Danger Information” for the Destination

Where “Overseas Danger Information” is issued for the travel destination after you have applied for the trip, our company may change the Contract Content or cancel the contract. Where the Ministry of Foreign Affairs issues danger information of “Level 2: Avoid non-essential travel” or higher, our company may cancel the trip. In this case, the full Travel Fare received shall be refunded. However, our company may conduct the trip where it determines that appropriate safety measures can be taken. In this case, if you decide to cancel the trip at your own discretion, our company shall charge the prescribed cancellation fee.

20. Shopping Information

For your convenience, you may be taken to souvenir shops during sightseeing or transfers. While our company takes every care in selecting these shops, any purchases are your own responsibility. Our company cannot assist with exchanges or returns of goods, so please be sure to check goods and keep receipts to avoid trouble. Where a tax refund is available, please be sure to keep your purchases as carry-on baggage and complete the necessary procedures at the souvenir shop or airport at your own responsibility, after confirming the procedure. Please be careful when purchasing items, as some items are prohibited from being brought into Japan under the Washington Convention or Japanese laws and regulations.

21. Recommendation to Purchase Travel Insurance (Optional)

In the event of illness or injury during your trip, substantial medical or transportation costs may be incurred. In addition, in the event of an accident, it is in practice very difficult to claim and recover compensation from the party at fault. To cover these medical and transportation costs, as well as death and permanent disability, we recommend that you obtain sufficient travel insurance on your own. Please contact our company representative regarding travel insurance.

22. Other Information

When filling in your name in Roman characters on the travel application form, please write it exactly as it appears on your passport. If your name in Roman characters is entered incorrectly, this may require reissuance of air tickets and correction notices to accommodation providers, etc. In the worst case, a correction to your name may not be accepted by the transportation, accommodation or other provider, and the travel contract may be cancelled. In this case, our company shall charge the prescribed cancellation fee.

Our company shall not, under any circumstances, re-conduct a trip.

23. Governance by the Terms and Conditions

Matters not stated in this transaction conditions document shall be governed by our company’s Standard Travel Agency Terms and Conditions (Custom-Ordered Package Tour Contracts Part).

[Appendix Table 2] Cancellation Fees for Domestic Travel

(1) Custom-Ordered Package Tour Contracts other than those in the following item

* The amount of the cancellation fee shall be stated clearly in the Contract Document.

[Appendix Table 2] Cancellation Fees for Overseas Travel

(1) Custom-Ordered Package Tour Contracts using an aircraft for departure from or return to Japan, and Custom-Ordered Package Tour Contracts with both departure and arrival points outside Japan (excluding contracts listed in items 2 and 3)

* The amount of the cancellation fee shall be stated clearly in the Contract Document.

Trip Planning and Operation:

Imari Koutsu Co., Ltd.

Saga Prefectural Governor Registered Travel Agency, Category 2, No. 77

General Travel Services Manager: Kuniko Nakao

Head Office: 2954-2 Idena, Namitahata-cho, Imari City, Saga Prefecture 848-0007 — Main Tel: 0955-24-2145　Fax: 0955-24-2139