This tour is planned and operated by Wakayama Guide Tours (hereinafter referred to as “the Company”), and customers who participate in this tour will enter into a Custom-Ordered Package Tour Contract (hereinafter referred to as “Tour Contract”) with the Company.
This document is provided to customers as an explanation of transaction terms based on Article 12-4 of the Travel Agency Act. If a Tour Contract is concluded, this document will also serve as part of the written contract as defined under Article 12-5 of the same law and Article 9, Paragraph 1 of the Company’s Terms and Conditions for Custom-Ordered Package Tours (hereinafter referred to as the “Contract Document”).
The contents of the Tour Contract to be concluded by the customer shall be as stated in this document, the attached “Custom-Ordered Package Tour Application Form,” and the “Itinerary.”
1. Application and Formation of the Tour Contract
(1) Customers who wish to apply for a contract based on the proposal document provided by the Company are requested to fill out the prescribed Tour Application Form and submit it to the Company together with the application deposit specified in the proposal document.
(2) If the applicant is a minor at the time of application, a written consent form from a legal guardian (in principle, a parent or parents) must be submitted along with the application.
(3) Customers who are in poor health, have physical disabilities, food allergies, are pregnant or may be pregnant, require a service dog, or otherwise need special consideration are requested to inform the Company of their condition and any necessary arrangements required during the tour. (If any such condition arises after the Tour Contract has been concluded, please notify the Company immediately.) The Company will respond to such requests to the extent reasonably possible. In such cases, the Company may ask for further details regarding the customer’s condition and the required arrangements and may also request such information in writing. If it is not possible to ensure the provision of the necessary arrangements requested by the customer, the Company may decline the tour application or cancel the contract. Any additional costs required for special arrangements made by the Company on behalf of the customer based on such requests will be borne by the customer.
(4) The Company may decline to enter into a Tour Contract in the following cases:
① If the customer is found to be an organized crime group member, an associate member, a person affiliated with such groups, a company affiliated with such groups, a corporate extortionist (sokaiya), or any other person belonging to anti-social forces.
② If the customer engages in violent demands, unjust demands, threatening behavior, or violence toward the Company in relation to the transaction, or engages in similar conduct.
③ If the customer spreads false rumors, uses deception or coercion to damage the Company’s reputation or interfere with its business operations, or engages in similar conduct.
④ If there are business-related circumstances that prevent the Company from accepting the application.
(5) The Tour Contract shall be formed when the Company accepts the application and receives the application deposit. The deposit will be applied toward the tour price, cancellation fees, penalties, or other amounts payable by the customer to the Company.
2. Group Applications
(1) If an application for a group tour is made by a representative designated by the members of the group (hereinafter referred to as the “Contract Representative”), the Company shall deem that the Contract Representative has full authority to act on behalf of all group members (hereinafter referred to as the “Participants”) with regard to the conclusion and cancellation of the contract and all other matters. To confirm that the Contract Representative has been duly authorized by the Participants, the Company may request documentation verifying their position within the group or a letter of proxy from the Participants.
(2) The Contract Representative must submit a list of Participants to the Company by the date specified by the Company.
(3) The Company shall bear no responsibility for any debts or obligations, whether current or future, that the Contract Representative may owe to the Participants.
(4) If the Contract Representative does not accompany the group during the tour, the Company shall consider a Participant appointed in advance by the Contract Representative as acting in their place during the tour.
(5) The Company may accept a contract application from the Contract Representative without receiving a deposit, based on a written special agreement. In such cases, the contract shall be deemed concluded at the time the written special agreement is issued.
3. Issuance of Final Tour Documents (Final Itinerary)
The final itinerary, including the confirmed travel schedule, names of major transportation providers, and hotel accommodations, will be provided no later than five days before the tour departure date. Customers may also inquire about the status of arrangements prior to the issuance of the final itinerary.
4. Payment of the Tour Price
The tour price will be specified in the custom-ordered package tour proposal document. The full amount must be paid by the deadline set by the Company, prior to the tour departure date.
5. Changes to the Tour Price
(1) If there is a significant increase or decrease in transportation costs due to drastic changes in economic conditions that go beyond normal expectations, the Company may adjust the tour price within the range of such changes.
(2) If the tour price is to be increased as described in item (1) above, the Company shall notify the customer of the increase no later than 15 days prior to the tour departure date.
(3) If the tour price is to be decreased as described in item (1), the price will be reduced by the amount of the decrease in transportation costs.
(4) If a change to the tour content based on Article 6 (1) results in an increase or decrease in the cost of operating the tour (including cancellation fees, penalties, and other expenses already paid or payable for unused services due to the change), the Company may adjust the tour price within that scope. However, this does not apply to increases in cost due to shortages in transport or accommodation facilities, despite the services being available.
(5) If the contract document states that the tour price may vary depending on the number of participants using the transport or accommodation facilities, and the number of users changes after the contract is concluded for reasons not attributable to the Company, the tour price may be adjusted accordingly as stated in the contract document.
6. Changes to the Contract Details
(1) If a customer requests a change to the contract details, the Company will accommodate the request to the extent possible. In such cases, the tour price may be adjusted accordingly.
(2) In the event of unavoidable circumstances beyond the Company’s control—such as natural disasters, war, civil unrest, suspension of services by transportation or accommodation providers, government orders, or changes in transport services from the original plan (e.g., delays or changes in arrival airports)—the Company may change the tour itinerary, services, or other contents of the Custom-Ordered Package Tour Contract to ensure the safe and smooth operation of the tour. In such cases, the Company will promptly explain the reason for the change and why it was beyond its control. However, in emergencies or when unavoidable, the explanation may be provided after the change has been made.
(3) After the customer has accepted the tour proposal document, if the customer requests changes to the contract details, they shall bear any cancellation or penalty charges required by transportation or accommodation providers. In addition, the following change processing fees must be paid:
Change Processing Fees
For changes to transportation, accommodation, or sightseeing facilities:
- For groups of fewer than 10 people: Up to 1,100 yen per transportation/accommodation provider
- For groups of 10 or more people: Up to 5% of the original travel cost for the portion being changed
7. Substitution of Traveler
(1) The customer may transfer their contractual status to a third party with the prior approval of the Company.
(2) In such cases, a designated handling fee must be paid. The transfer of contractual status becomes effective only upon the Company’s approval. The Company may refuse the substitution if reservations or name changes are not possible due to the availability of transport or accommodation services, applicable regulations, or other unavoidable circumstances.
8. Termination of the Contract by the Customer Before the Start of the Tour
(1) The customer may cancel the tour contract by paying the cancellation fee or planning fee (hereinafter referred to as the “cancellation fee, etc.”) to the Company in accordance with the table below. However, if the Company has clearly stated, with supporting documentation, in the tour proposal document under Article 5, Paragraph 1, the specific cancellation fees, penalty charges, or other costs required to terminate the service contracts with transport and accommodation providers (hereinafter collectively referred to as the “cancellation fees to transport/accommodation providers”), then, if the customer cancels the Custom-Ordered Package Tour Contract prior to the tour start date, the cancellation fee shall be limited to the total amount of such actual fees already paid or payable by the Company, regardless of the cancellation fee amounts set out in Appendix 1.
In the case of a telecommunication contract, the Company may charge the cancellation fee without requiring the customer’s signature on the designated transaction slip for the affiliated credit card.
| Cancellation Date | Cancellation Fee |
|---|---|
| On or after the 20th day (10th day for day trips) counting backward from the day before the tour starts | 20% of the tour price |
| On or after the 7th day counting backward from the day before the tour starts | 30% of the tour price |
| The day before the tour starts | 40% of the tour price |
| The day of the tour | 50% of the tour price |
| After the start of the tour or no-show without notice | 100% of the tour price |
In telecommunication contracts, the Company may charge the cancellation fee, etc., without requiring the customer’s signature.
(2) Notwithstanding item (1) above, the customer may cancel the contract without paying a cancellation fee in the following cases:
- If there is a change to the contract content made by the Company, provided the change is significant, such as those listed in the left column of the table in Article 16.
- If a natural disaster, war, civil unrest, suspension of services by transport or accommodation providers, government order, or other unavoidable event occurs, and it becomes impossible or highly likely to become impossible to safely and smoothly conduct the tour.
- If the Company fails to provide the final itinerary (“itinerary sheet”) by the deadline specified in Article 3.
- If, due to reasons attributable to the Company, it becomes impossible to carry out the tour in accordance with the schedule stated in the contract document.
9. Termination of the Contract by the Company Before the Start of the Tour
(1) If the customer fails to pay the tour price by the date specified in the tour proposal document, it shall be deemed that the customer has terminated the Custom-Ordered Package Tour Contract on the day following the specified date. In this case, the customer must pay the Company a penalty equal to the cancellation fee specified in the proposal document.
(2) The Company may terminate the contract by explaining the reason to the customer in the following cases:
- If the customer is deemed unable to participate in the tour due to illness, absence of a necessary caregiver, or other reasons.
- If the customer is deemed likely to cause trouble to other participants or hinder the smooth operation of the group tour.
- If the customer demands a burden exceeding what is considered reasonable in relation to the contract details.
- If due to natural disasters, war, civil unrest, suspension of services by transport or accommodation providers, government orders, or other causes beyond the Company’s control, the safe and smooth execution of the tour according to the itinerary becomes impossible or is highly likely to become impossible.
- If it becomes clear that the customer falls under any of the conditions listed in Article 1, Paragraph (4), items ① to ③.
(3) If the Company terminates the contract in accordance with item (2) above and has already received payment of the tour price, the Company may seek compensation from the customer for any damages incurred.
10. Termination of the Contract by the Customer After the Start of the Tour
(1) If the customer becomes unable to receive the travel services described in the contract document for reasons not attributable to the customer, or if the Company informs the customer of such, the customer may terminate that portion of the contract without paying a cancellation fee, notwithstanding the provisions of Article 13, Paragraph (1).
(2) In such cases, the Company shall refund to the customer the amount of the tour price corresponding to the services that the customer could not receive, after deducting cancellation fees, penalties, and other expenses already paid or to be paid (excluding those due to reasons attributable to the Company).
11. Termination of the Contract by the Company After the Start of the Tour
(1) Even after the start of the tour, the Company may partially terminate the contract by explaining the reason to the customer in the following cases:
- If the customer becomes unable to continue the tour due to illness, absence of a necessary caregiver, or other reasons.
- If the customer disrupts the order of group activities by failing to follow instructions given by the tour conductor, local staff, or other persons responsible for tour safety and smoothness, or by engaging in violence or threats toward these persons or fellow travelers.
- If natural disasters, war, civil unrest, suspension of services by transport or accommodation providers, government orders, or other causes beyond the Company’s control occur and the continuation of the tour becomes impossible.
- If it becomes clear that the customer falls under any of the conditions listed in Article 1, Paragraph (4), items ① to ③.
(2) If the Company terminates the contract under the provisions above, the contractual relationship between the customer and the Company shall be deemed extinguished only for the future. In such a case, the Company’s obligations with respect to travel services already provided shall be considered fulfilled.
(3) In the case above, the Company shall refund to the customer the amount of the tour price corresponding to the services not yet provided, after deducting cancellation fees, penalties, and other expenses already paid or to be paid.
(4) If the Company terminates the contract under item (1), sub-items ① or ③, it will make necessary arrangements for the customer to return to the point of departure, upon the customer’s request. All expenses incurred for such arrangements shall be borne by the customer.
12. Refund of Tour Price
If a refund is due to the customer as a result of a price reduction under Article 5, Paragraphs (3) or (4), or termination of the Custom-Ordered Package Tour Contract under Articles 8, 9, 10, or 11, the Company shall refund the applicable amount within seven (7) days from the day after cancellation in the case of pre-departure cancellations, or within thirty (30) days from the day after the scheduled end date of the tour as stated in the contract document in the case of reductions or post-departure cancellations.
13. Tour Management
The Company shall make every effort to ensure the safe and smooth execution of the tour and shall perform the following duties for the customer:
(1) If it is deemed that the customer may not be able to receive the travel services during the tour, the Company shall take the necessary measures to ensure the provision of such services in accordance with the Custom-Ordered Package Tour Contract.
(2) If, despite taking the measures under the preceding item, it becomes unavoidable to alter the travel services, the Company shall arrange alternative services. When changing the itinerary, the Company shall make efforts to ensure that the revised itinerary aligns with the original tour’s purpose, and when changing the contents of the travel services, that the revised services are equivalent in nature. The Company shall strive to keep any contractual changes to a minimum.
14. Company’s Liability
(1) The Company shall be liable for any damage caused to the customer due to intent or negligence by the Company or by a party commissioned by the Company to make arrangements (hereinafter referred to as “arrangement agent”) in the execution of the Custom-Ordered Package Tour Contract. However, this applies only if the customer notifies the Company within two (2) years from the day following the occurrence of the damage.
(2) The Company shall not be liable for damages incurred by the customer due to reasons beyond the Company’s control, such as natural disasters, war, civil unrest, suspension of travel services by transportation or accommodation providers, government orders, etc., except as provided in (1) above.
(3) Notwithstanding item (1), for damages related to baggage, the Company shall compensate the customer up to a maximum of 150,000 yen per person (except in cases of willful misconduct or gross negligence by the Company), provided the customer notifies the Company within fourteen (14) days from the day following the occurrence of the damage.
15. Special Compensation
(1) Regardless of whether the Company’s liability under the preceding article applies, the Company shall pay compensation in accordance with its “Special Compensation Rules” for certain damages to the life or body of the customer caused by a sudden and accidental external accident during participation in a Custom-Ordered Package Tour. Compensation amounts are as follows per customer for domestic tours:
- Death: 15 million yen
- Hospitalization: 20,000 to 200,000 yen, depending on the number of days hospitalized
- Outpatient treatment: 10,000 to 50,000 yen, depending on the number of days treated
- Loss of personal belongings: up to 150,000 yen (with a limit of 100,000 yen per item or pair)
(2) Notwithstanding the preceding item, the Company shall not compensate for the following items: valuables (cash, securities, jewelry, precious metals, etc.), airline tickets, coupons, passports, credit cards, licenses, bankbooks and related cards, important documents, data stored on electronic media (such as SD cards, DVDs, USB drives), contact lenses, dentures, prosthetics, and other items listed in Article 18, Paragraph 2 of the Special Compensation Rules.
(3) To receive compensation, the customer must submit the documents specified in Article 21 of the Special Compensation Rules. Note that travel companions are not considered third parties under this provision.
(4) If the Company is liable under Article 14, Paragraph (1) for the damages covered under item (1) of this Article, the compensation amount paid under item (1) shall be regarded as the amount of damages payable under such liability, limited to that amount.
(5) The Company shall not pay compensation or condolence money in the following cases:
- Accidents due to the customer’s intent, illness, drunk driving, willful violation of laws or regulations, or acceptance of services in violation of laws or regulations.
- Accidents during free time involving activities not included in the itinerary such as mountain climbing (with mountaineering equipment), skydiving, hang gliding, or other hazardous sports as defined in Appendix 1 of the Special Compensation Rules.
- Other cases as defined in Articles 3, 4, and 5 of the Special Compensation Rules.
(6) Optional tours offered by the Company for an additional fee to participants in the Custom-Ordered Package Tour shall be treated as part of the main tour contract.
(7) If a specific day is designated in the contract document as a “non-arranged day” (a day when the Company does not provide any travel services), and it is clearly stated that compensation will not be paid for any damages incurred on such a day, then that day shall not be considered part of participation in the Custom-Ordered Package Tour.
16. Itinerary Guarantee
(1) If any of the significant changes listed in the left-hand column of the table below occur in the contents of the contract, the Company shall pay a “Change Compensation Fee” calculated by multiplying the tour price by the applicable percentage listed in the right-hand column, within thirty (30) days from the day following the scheduled end date of the tour. With the customer’s consent, the Company may instead offer goods or services of equal or greater value in place of the monetary compensation.
(2) Notwithstanding the preceding item, no Change Compensation Fee shall be paid for changes falling under the following cases (excluding changes due to overbooking):
① Changes caused by natural disasters, war, civil unrest, government orders, suspension of travel services by transportation or accommodation providers, unavailability of services as originally planned, or necessary measures taken to ensure the safety of tour participants’ lives or bodies.
② Changes pertaining to the portions of the contract that have been canceled under Articles 13 through 17.
(3) The total amount of Change Compensation Fees payable by the Company for a single contract shall not exceed 15% of the tour price. Additionally, the Company shall not pay any Change Compensation Fee if the amount per customer is less than 1,000 yen.
(4) If, after payment of the Change Compensation Fee under this Article, the Company’s liability for damages under Article 22 is established with regard to the same change, the Company shall pay the damages minus the amount already paid as Change Compensation.
Table of Changes Requiring Change Compensation Fees
| Type of Change | Before Tour Start | After Tour Start |
|---|---|---|
| ① Change in the tour start date or end date as stated in the contract document | 1.5% | 3.0% |
| ② Change of sightseeing locations or tourist facilities (including restaurants) or other destinations specified in the contract document | 1.0% | 2.0% |
| ③ Change to a lower class or facility on a transport provider, where the total fare is lower than that originally contracted | 1.0% | 2.0% |
| ④ Change in the type or name of the transport provider stated in the contract | 1.0% | 2.0% |
| ⑤ Change in the domestic airport for tour departure or return specified in the contract | 1.0% | 2.0% |
| ⑥ Change from a direct international flight to a connecting or transit flight | 1.0% | 2.0% |
| ⑦ Change in the type or name of accommodation | 1.0% | 2.0% |
| ⑧ Change in the type, facilities, view, or other conditions of the accommodation room | 1.0% | 2.0% |
Notes:
- In the above table, “Before Tour Start” refers to cases where the customer is notified of the change by the day before the start of the tour; “After Tour Start” refers to cases where the customer is notified on or after the day of tour commencement.
- If a Final Document has been issued, references to the “contract document” in the table shall be read as “Final Document.” In this case, if there are changes between the contents of the contract document and the Final Document, or between the Final Document and the actual services provided, each change will be treated as a separate instance.
- In cases where the changes listed in item ③ or ④ involve transport providers that include accommodation, each night will count as a separate instance.
- For changes listed in item ④ involving an upgrade to a higher class or better facilities, no Change Compensation Fee will apply.
- Even if multiple changes listed in ④, ⑦, or ⑧ occur during the same ride or overnight stay, they will be treated as a single instance per ride or night.
17. Responsibilities of the Customer
(1) If the Company incurs damages due to the willful misconduct or negligence of the customer, the customer shall be liable to compensate the Company for such damages.
(2) The customer shall make efforts to understand their rights, obligations, and the contents of the customized tour contract by utilizing the information provided by the Company.
(3) If, after the start of the tour, the customer perceives that any of the travel services differ from those stated in the contract document, the customer must promptly notify the Company, its arrangement agents, or the travel service providers at the travel destination. The names, addresses, and contact numbers of the Company’s arrangement agents will be provided in the final itinerary.
(4) Regarding passports and visas, it is the customer’s responsibility to check the validity of their passport for the current trip and to obtain any necessary passports and visas prior to departure.
18. In Case of Accidents or Emergencies
If you become suddenly ill, involved in an accident, or face any other emergency during the trip, please notify the “Emergency Contact” listed in the final itinerary immediately (or as soon as possible if immediate notice is not feasible due to the circumstances).
19. Travel Insurance
In the event of illness or injury during the trip, significant medical or transportation expenses may be incurred. In the case of an accident, it may be difficult to file a claim or recover compensation from the responsible party. Even when compensation is received, it may not be sufficient. To cover medical costs, emergency transportation, death, disability, or other risks, we strongly recommend that you purchase comprehensive travel insurance. For details, please contact our staff.
20. Handling of Personal Information
(1) The personal information provided on the application form will be used for communication with the customer and for arranging the travel services of transportation and accommodation providers relevant to the tour you have applied for (major service providers are listed in the itinerary attached to the proposal and the Final Document issued under Article 3). The information may also be provided to such providers and to insurance companies via electronic means to the extent necessary for the arrangement and receipt of services, and for handling responsibilities under the travel contract and related costs in the event of an accident.
(2) For the convenience of shopping during the trip, we may provide your name, flight number, etc., to souvenir shops at the destination by electronic means. Your consent for this will be requested at the time of application. If you do not wish to provide this information, please notify us in advance.
(3) To prepare for emergencies during the trip, we may ask for the personal information of a domestic emergency contact person. This information will only be used if we determine it is necessary to contact the person in the event of illness or injury. You are responsible for obtaining the consent of this contact person before providing their personal information to the Company.
(4) The Company may use customer personal information for the following purposes: ① Market analysis to improve future travel products,
② Announcements about products, services, and campaigns from the Company and its affiliates,
③ Requests for feedback after participation in the tour,
④ Survey participation requests,
⑤ Provision of special services,
⑥ Preparation of statistical data.
(5) In connection with incidents or accidents, the Company may provide personal information without prior consent in response to police investigations or requests from the Ministry of Land, Infrastructure, Transport and Tourism, the Japan Tourism Agency, or other government authorities.
(6) For more information about how the Company handles personal information, please contact us by phone at 050-5235-0793 or visit our website at https://wguidetour.com/jp/.
21. Matters Not Specified in This Terms and Conditions Document
Any matters not specified in this “Terms and Conditions Document” or the attached “Tour Proposal Document” shall be governed by the Company’s Travel Terms and Conditions for Customized Package Tours. In the event of any discrepancy between the Company’s Travel Terms and Conditions and this document, the provisions of the Travel Terms and Conditions shall take precedence.
If you would like a copy of the Company’s Travel Terms and Conditions, please contact us.
They are also available on our website:
https://wguidetour.com/jp/
Furthermore, for travel services provided during the tour by transportation or accommodation providers, the terms and conditions of the respective service providers shall apply.
22. Reference Date for Travel Conditions and Tour Price
The reference date for the travel conditions and tour price stated herein is December 4, 2024.
Contact Information
Tour Planning and Operation:
Registered Travel Agency License: Wakayama Prefecture Governor Registered Travel Agency No. 3-331
Travel Agency Name: Wakayama Guide Tour
Address: 96-1-103 Nakamisu, Tanabe City, Wakayama Prefecture, Japan
Affiliated Travel Association: All Nippon Travel Agents Association (ANTA)
Office Name: Wakayama Guide Tour
Office Address: 96-1-103 Nakamisu, Tanabe City, Wakayama Prefecture, Japan
Office Phone Number: 050-5235-0793
Certified Domestic Travel Services Manager: Yoshiho Wada
Travel Representative: Yoshiho Wada
A Certified Travel Services Manager is the person responsible for handling transactions at the branch office dealing with your trip. If you have any questions regarding the tour contract or its contents that are not resolved by the attending staff, the above Travel Services Manager will provide a final explanation.