- About the application
- Formation of the contract
- Estimated response time for emails
- Payment
- Payment information
- Regarding payments by credit card
- Issuance of participation certificate or reservation confirmation (voucher)
- Changes/cancellations after payment has been confirmed
- Regarding refunds
- Change/cancellation fees
- Cancellation fee, change fee
- About your destination
- Disclaimer
- Travel conditions
- Acceptance and approval of cancellations and changes
- Delivery
- Please also make sure to check the following:
- About travel planning (sponsoring) companies
- Jurisdiction
About the application
Please apply at least 7 business days before the departure date. We will try to accommodate emergency requests as much as possible. Please note that in such cases, the final notification (subject to cancellation fee) will be sent at the same time as the application. *Please note that we may not be able to accept your request depending on the situation.
Formation of the contract
This travel contract will be formed when our company accepts the conclusion of the contract and receives the designated application fee or travel fee from the customer. If we are unable to confirm payment by the specified date, we will cancel the reservation after giving notice and charge the designated cancellation fee. If we are unable to contact the customer using the contact information and means provided by the customer, we may cancel the reservation.
Estimated response time for emails
- Emails received by 4pm Monday through Friday: Response on the same day
- Emails received after 4pm Monday through Friday: Response on the next business day
- Emails received Saturday through Sunday: Response on the next business day
- Emails received on public holidays: Response on the next business day
We apologize for any inconvenience, but if you do not receive an email, please let us know.
Payment
After your reservation is complete, we will send you an invoice.
Depending on circumstances, some arrangements may be made after payment has been confirmed.
If payment cannot be confirmed by the payment deadline, your reservation will be cancelled.
Payment information
If the departure date is more than one month, please pay either the 20,000 yen application fee or the full amount. (If the application fee is paid, please transfer the remaining amount one month before the departure date.) If the departure date is less than one month, please transfer the full amount. Transfer fees will be borne by the customer.
*This may be subject to change due to circumstances.
Regarding payments by credit card
If we issue a refund after you have paid by credit card, we will refund the amount minus the cancellation fee to the credit card used for payment. If we are unable to do this, we will refund by bank transfer. In addition, a 5% credit card refund handling fee will be charged when we issue a refund.
*Decimals will be rounded down.
Issuance of participation certificate or reservation confirmation (voucher)
After confirming your payment, we will send you a participation certificate or reservation confirmation by email.
Changes/cancellations after payment has been confirmed
After payment has been confirmed (after the travel arrangement contract has been concluded), if you cancel or change due to personal reasons, a fee of 2,000 yen will be charged per person per tour.
Please note that unless a 100% change/cancellation fee is charged at the time of change/cancellation, if a change/cancellation fee is charged, a separate change/cancellation fee will be charged.
Regarding refunds
Transfer fees for refunds will be borne by the customer.
Change/cancellation fees
If you change or cancel a tour you have booked for your own reasons, the following change/cancellation fees will apply.
Saturdays, Sundays, and holidays are not counted when making changes or cancellations.
Reception hours
Mon-Fri 10:00-17:00 (excluding Saturdays, Sundays, holidays, and local Saturdays, Sundays, and holidays)
For calls outside these hours, the fee will be calculated based on the next business day onwards.
Cancellation fee, change fee
For golf play only
Change/cancellation fee: Counts from the day before play
Up to 8 days before/Free
7 to 5 days before/50% of the fee
4 days before/the day or no participation/100%
Cancellation policies may differ depending on the city or golf course.
If you are booking a hotel or flight in addition to golf
Change/cancellation fees will be charged after your application as follows.
Changes/cancellations made 40 to 31 days prior to the start of the trip: 10% of the trip price
Changes/cancellations made 30 to 15 days prior to the start of the trip: 20% of the trip price
Changes/cancellations made 14 to 9 days prior to the start of the trip: 30% of the trip price
Changes/cancellations made 8 days prior to the start of the trip: 100% of the trip price
Changes/cancellations made after the start of the trip, and no-shows: 100% of the trip price
Please note that if you contact us outside of our business hours to change or cancel, we will treat it as such on the next business day and a change/cancellation fee will be charged on the next business day.
In the event of bad weather, unless the golf course cancels the tour or the golf course is closed, the change/cancellation fee will be charged if you cancel due to your own circumstances.
The change/cancellation fee may change due to local circumstances.
About your destination
Depending on your destination, there may be information regarding travel to the country or region, such as the Ministry of Foreign Affairs’ Overseas Danger Information. Please check the Ministry of Health, Labor and Welfare’s Quarantine and Infectious Disease Information Website for information on the sanitary conditions of your destination. We also recommend that you purchase overseas travel insurance to protect yourself against illness, accidents, theft, etc. during your trip.
Disclaimer
If you submit an application with incorrect information, we will not be held responsible.
Refund
No refunds will be given if you abandon any of the services included in the tour.
Cancellation of tour
- If a tour cannot be carried out due to natural disasters, geological changes, unexpected disasters, political upheaval, war, strikes, or other force majeure, the tour may be canceled.
- If the minimum number of participants is not met, the tour will be canceled, so please check in advance before applying.
- The tour may also be canceled due to other local circumstances (unpredictable cases such as the closure of tourist sites such as museums and castles, or major traffic restrictions due to festivals).
Luggage caution
We are not responsible for any damage, loss or theft of your luggage. Please be especially careful with your personal belongings.
Travel conditions
This travel contract is governed by the laws of the country in which the tour is operated. Therefore, the terms and conditions based on the Japanese Travel Agency Act do not apply. The operation of tours in each country will be subject to the travel conditions set by the travel organizer in that country.
If a customer behaves in a manner that violates the laws or public order of the country, or if the customer does not arrive on time for the designated meeting time, we may refuse to allow the customer to participate in or continue with the tour.
Overseas travel insurance
As local safety standards and compensation amounts may differ significantly from those in Japan, we recommend that you purchase overseas travel insurance before you depart.
Changes to scheduled times
Scheduled departure and return times may change depending on traffic conditions in each city.
Please note that there may be changes to the itinerary due to schedule changes for transportation such as airplanes, ships, and trains, and changes to the tour price due to fare changes.
Please note
- The travel time and departure and return times may change depending on traffic conditions.
- Please note that some changes may occur due to weather, traffic conditions, and other local circumstances.
- If you are leaving for a third country during the tour, if you have a special visa or student visa, please check with the consulate before departure at your own responsibility.
- For tours that include night view viewing, etc., you may not be able to see the full view due to the weather.
- Even if the tour includes wine tasting and cocktail fees, people under the age of 21 in Australia and the United States (under the age of 20 in Canada) cannot drink alcohol.
- Please note that there will be no refunds in such cases.
- If you only arrange a golf course (if you do not have other arrangements for air tickets or hotels), an arrangement fee of 3,300 yen (per group) will be charged separately.
*The arrangement fee is not subject to refunds in the event of cancellation or change, regardless of whether the reservation can be made or not.
Acceptance and approval of cancellations and changes
Any cancellations (arrivals) made (during our business hours) will be considered valid. Please note that cancellations made on Saturdays, Sundays, holidays, and outside of business hours will be processed on the next business day
Business hours
Monday to Friday 10:00 to 17:00 / Saturdays, Sundays, and holidays: Closed
E-mail:jp.ultratour@gmail.com
Delivery
Please make sure to check the following points on the confirmation we send you (email attachment):
- Date, destination, flight number, tour name, etc.
- Names of all travelers (must be the same as in the Roman alphabet on the passport)
- Name , address, and contact phone number of representative
Please also make sure to check the following:
The remaining validity period of your passport for the country you are traveling toWhether or not you need to obtain an entry visa, re-entry permit, or similar documents
We are not responsible for any denial of entry due to failure to check the above. Thank you for your understanding.
About travel planning (sponsoring) companies
The listed tours departing from the local area are operated by each local corporation. The hosting companies provide services in accordance with the laws of the country, state, and region in which they are located. Therefore, the travel agency terms and conditions for packaged tours in Japan do not apply. This is a tour arrangement tour, as it only sells travel materials. It is not a packaged tour. Please note that we are not responsible for special compensation, itinerary management, or itinerary guarantee.
Jurisdiction
In the unlikely event that a dispute arises between you and our company, the parties will resolve it in good faith. If the dispute cannot be resolved through negotiation, the Tokyo District Court or Tokyo Summary Court will be the agreed court of jurisdiction. In the event of a dispute, the Tokyo District Court will be the competent court.