Terms & Conditions

Welcome to Japan - Terms and Conditions

Last Updated: 7 October 2025

These Terms and Conditions govern all tours and services provided by Welcome to Japan. By booking with us, you agree to the following terms.

1. Payment and Booking Confirmation
In order to confirm your booking, all fees associated to the service must be paid at the time of booking.

If we do not receive all payments due in full, your place will not be guaranteed or reserved. There are no free participants.

Upon successful payment, and completion of your purchase, an automatic booking confirmation email will be sent to you.

You do NOT need to print your tickets, no physical tickets will be mailed to you or have to be picked up before the tour.

2. No Shows or Late Arrivals

We are not responsible for no shows or late arrivals.

Please book a tour with sufficient time to arrive.
Please check the meeting point information on your booking confirmation email, pre-tour email, and on our website under Tours to know where to meet.

If you arrive more than 5 minutes after the meeting time, we will unfortunately have to start the tour without you.

We cannot add you to the tour or navigate to get you at the next stop on the tour out of respect for our other guests and guides. There is no refund for late arrival cancellations.

3. Refund and Cancellation Fees

Cancellation fees are as follows:

7+ days before tour date: full refund of tour fees minus any processing fees.
3 to 6 days before original tour date: 50% refund of tour fees minus any processing fees.
48 hours or less prior to tour: no refund.

Please note: Due to the cost of online payment providers, any refunds for cancellations will exclude a processing fee of 10% of the total refund amount.

Payment processing may take 5 to 7 business days to credit to your account.

Welcome to Japan is not responsible for cancellation conditions or fees imposed by third party tour agencies or any other company through which a service was booked.

4. Booking Amendments

Any amendment you wish to make to your booking must be requested at least 7 days prior to the tour departure date and time. Otherwise, cancellation fees apply.

For booking amendments, please contact us by email at info@welcometojpn.com with your current booking name and confirmation number, and the new tour name, date and time you wish to join.

Amendments are subject to availability.

5. Weather Conditions
Welcome to Japan will conduct all tours regardless of weather conditions. If we deem it necessary to terminate a tour due to extreme weather or safety concerns, we will refund you the full amount minus any processing fees.

6. Participant Responsibilities

We ask that all guests:

Arrive on time at the designated meeting point.
Follow the instructions of your guide throughout the tour.
Respect local customs, culture, and the people we meet along the way.
Take care of your own belongings and personal safety during the tour.
Be mindful of others in the group and help create a positive experience for everyone.

By joining our tour, you agree to take part responsibly and at your own risk.

7. Physical Requirements
Welcome to Japan is not responsible for the participant’s physical condition.

The tours run on a pre-determined schedule, and the participant is responsible for keeping up with the tour. We are not responsible for a participant’s physical condition or choice of attire that may affect his ability to keep up. We may walk up to 3 kilometres.

In the interest of all participants and to ensure a quality experience, Welcome to Japan and our guides reserve the right to end our agreement with any participant who is deemed unfit to continue the tour, without refund. It is the participant’s responsibility to be aware of the service’s nature upon reserving said service.

8. Limitation of Liability and Force Majeure
Welcome to Japan provides guided experiences and is not responsible for theft, injury, illness, or delays that may occur before, during, or after a tour due to circumstances beyond our control.
These may include (but are not limited to) natural disasters, extreme weather, labour disputes, government restrictions, public disruptions, or any other unforeseen events.

It is each participant’s responsibility to ensure they have adequate insurance to cover potential injuries, illnesses, or other unexpected incidents.

By joining our tours, participants agree to take part at their own risk and release Welcome to Japan from all liability for any loss, damage, injury, or emotional distress that may arise in connection with our services. We are not responsible for loss of enjoyment or any indirect economic loss.

Tour routes, schedules, and stops may occasionally change due to weather, public holidays, or other circumstances. When this happens, we’ll always do our best to provide suitable alternatives and ensure you still have a great experience.

9. Damages and Legal Liability
The participant is responsible for any costs associated with damages they have caused.

The participant must make full payment for damages as soon as possible to the party or parties who have suffered said damages.

You will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions.

10. Termination of agreement
Welcome to Japan reserves the right to terminate a person’s participation in any of our services or terminate any prior agreement should the participant break any local laws or regulations as put in place by Japanese authorities or any other private entities governing a private sector or property.

We reserve the right to expel any participant from any service and/or terminate any obligations we may have towards a participant who is intoxicated, acting belligerently, endangering others or behaving in a way which may tarnish or negatively affect Welcome to Japan’s reputation or cause distress to others.

11. Photography and Media Use / Privacy and Data Protection

During our tours, our guides or team members may take photos or short videos to capture the experience. These may be used on our website, social media, or promotional materials to showcase our tours and the amazing people who join them.

If you prefer not to appear in any photos or videos, please let your guide know before the tour begins. We’ll absolutely respect your wishes.

We value your privacy and treat all personal information with care. Any details you provide to us (such as your name, contact information, or booking details) will be handled in accordance with our Privacy Policy, which outlines how we collect, store, and use your data.

12. Changes to Terms

We may update these Terms and Conditions from time to time, and the latest version published on our website will always apply.

13. Contact Us

If you have any questions regarding these Terms and Conditions, you can reach us anytime through the contact form on our website, or via email at info@welcometojpn.com.