Travel Planning Policy

1.Cancellation Policy

1.1 Deposit Payment

To secure a trip with The Art of Travel, clients are required to pay a deposit worth 20% of the total trip cost at the time of payment.

1.2 Full Payment

Payment of the total trip cost is due no later than 30 days prior to a client’s date of arrival in Japan. In cases when a booking is made within 30 days of the intended start date, the total trip cost is immediately payable.

Clients who first pay a deposit will subsequently be invoiced the remaining balance of their trip, minus the deposit they have already paid.

1.3 Planning and Execution fee

A daily planning and execution fee is added to each itinerary. This covers the costs and time required to make bookings and other trip arrangements. It is calculated taking into account the timing of a request and the travel group size. Per our cancellation policy, this fee is non-refundable after the deposit has been paid.

For cancellations received 21+ days prior to a trip start date, only this fee will be charged. Cancellations received within 20 days of the trip start date are subject to the below terms.

1.4 Cancellation Terms

Date of deposit to 21 days prior to trip start date
20-8 days prior to trip start date
7-2 days prior to trip start date
1 day prior to trip start date
Trip start date
No show or cancellation after trip start date
Planning and Execution Fee
Full deposit amount (20%)
30% of total trip cost
40% of total trip cost
50% of total trip cost
100% of total trip cost

1.5 Cancellation Conditions

1.5.1               Cancellation requests are processed during regular business hours. Any requests made after 5:00 p.m. JST will be processed the following business day.

1.5.2               If your client wishes to cancel or change an individual part of their trip (one experience, one accommodation, etc.) once the deposit has been paid, we can arrange this providing the supplier in question does not charge a cancellation fee. If the supplier charges a cancellation fee and the client chooses to proceed with the change, the client will be responsible for this fee. We will not add our own cancellation fee on top of this.

1.5.3               For bookings made with suppliers that have a stricter cancellation policy than The Art of Travel, the stricter cancellation policy will apply. Please note that all our expert-led experiences are non-refundable once the booking is confirmed.

1.5.4               Individual supplier bookings that require immediate full payment to confirm are non-refundable (e.g.: flight and train bookings).

1.5.5               All cancellation refunds will be made by bank transfer. Refunds to credit cards are not available.

2. Customization Deposit

To ensure that we prioritize only committed clients, we are introducing a Customization Deposit of 50,000 yen. This will be collected once an initial trip outline has been agreed upon. The deposit amount will be deducted from the final trip cost.

Our Consultants will work to modify an itinerary until clients are fully satisfied. Clients who do not require this level of customization may refer to our Japan Insider Collection itineraries.

3. Last-Minute Trip Requests

3.1 Last-Minute Fees

In order to provide clients with the best selection of luxury accommodation, expert guides, exclusive tours and VIP services, it is essential to start the planning process early (6 months to a year is ideal), especially if they are planning to come during peak seasons like spring (late March to early April) and autumn (October and November).

However, we understand that sometimes it is difficult to plan so far in advance. For this reason, we accept requests up to 30 days prior to clients’ intended arrival dates at no extra cost.

For trip requests received within 30 days from the intended arrival date, The Art of Travel asks that all payments be made in full and charges an additional 'rush' fee as follows:

Trip Request Received Payment Due Planning Fee
Over 30 days before intended arrival date • 20% Reservation Deposit to secure bookings • Remaining payment due 30 days before start date ¥10,000 per day (incl. arrival and departure days)
15-30 days before intended arrival date Full payment due immediately ¥15,000 per day (incl. arrival and departure days)
14 days or less before intended arrival date Full payment due immediately ¥20,000 per day (incl. arrival and departure days)

The Art of Travel's standard cancellation policy, detailed in section 1 of these terms and conditions, applies independently of when the trip request is received.

3.2 Last-Minute Requests Terms

·        Price quotations provided more than 60 days in advance of clients’ intended Japan arrival date are valid for 30 days. Please note that final prices and availability are determined at the time of booking.

·        Price quotations provided more than 60 days in advance of clients’ intended Japan arrival date are valid for 30 days. Please note that final prices and availability are determined at the time of booking.

·        Once a quotation has expired, The Art of Travel will consider any further queries as a new request and calculate the trip request date accordingly.

 

4. Group Booking Fee

To ensure The Art of Travel can accommodate group bookings in the best possible conditions, an additional ¥5,000 per day of trip will be applied to the planning fee for all bookings of 9 people or above. This is to cover additional time and expenses associated with arranging large-scale transportation solutions for groups.

Please see the summary of our fee structure below:

Trip Request Received Payment Due Planning Fee Planning Fee for Groups of 9 and Above
Over 30 days before intended arrival date • 20% Reservation Deposit to secure bookings • Remaining payment due 30 days before start date ¥10,000 per day (incl. arrival and departure days) ¥15,000 per day (incl. arrival and departure days)
15-30 days before intended arrival date Full payment due immediately ¥15,000 per day (incl. arrival and departure days) ¥20,000 per day (incl. arrival and departure days)
14 days or less before intended arrival date Full payment due immediately ¥20,000 per day (incl. arrival and departure days) ¥25,000 per day (incl. arrival and departure days)