Terms & Conditions – travelwith.tours

TRAVEL WITH – BOOKING TERMS & CONDITIONS

These Terms and Conditions govern the relationship between you and Travel With (“the Company”). By booking a tour, you agree to be bound by these Terms and Conditions that outline, among other things, the cancellation policy, liability limitations, and data protection measures. These Terms and Conditions affect your rights and designate the governing law and forum for the resolution of any disputes.

1. THE CONTRACT

By booking, you accept these Terms and Conditions on behalf of yourself and all named participants.
A contract is formed when the Company confirms the booking.
The Company reserves the right to decline any booking.
Clients must be 18 years or older to participate.
By booking on behalf of others, you confirm that you have obtained their consent and accept full responsibility for payments, communications, and compliance with these Terms. Travel With is not liable for any incorrect or incomplete information provided on behalf of others.

2. DEPOSITS & PAYMENTS

A non-refundable deposit of 20% is required at booking.
Full payment is due 10 weeks before the tour start date.
Bookings within 10 weeks of departure require full payment at booking.

Refunds:

Deposits are non-refundable.
Cancellations more than 10 weeks before departure: Refund minus deposit & processing fees.
Cancellations within 10 weeks of departure: No refunds.

3. MANDATORY TRAVEL INSURANCE & MEDICAL CONDITIONS

Clients must provide proof of travel insurance before departure covering medical expenses, evacuation, and repatriation (minimum $200,000 USD). Failure to provide proof will result in denied participation without refund.
Travel With reserves the right to deny participation to any client with a medical condition that may endanger themselves or others, or if required disclosures were not made. No refunds will be issued in such cases.
The Company is not liable for any medical expenses.
Clients must disclose pre-existing medical conditions before booking.
Special requirements: Due to Japan’s infrastructure, accessible rooms & special transport accommodations cannot be guaranteed. We will make every effort for dietary requirements and food allergy requirements on the meals included on the tour, however we cannot make any guarantees. There are many meals not included & can offer assistance, but we can take no liability for non-included meals.

4. FLEXIBILITY & ITINERARY CHANGES

Travel requires flexibility; itineraries may change due to factors beyond our control.
Changes made by the Tour Operator: The Tour Operator may modify your itinerary where reasonably required in its sole discretion, & changes will be notified to the customer.
No refunds for changes, cancellations, or activity modifications due to unforeseen circumstances.
The Company will arrange alternatives where possible & prioritize the same costs or less, but is not liable for extra costs that may occur.

5. OPERATOR CANCELLATION & FORCE MAJEURE

In the event of cancellation due to force majeure, guests can choose to join a similar Japan tour operated by another host providing the host accepts the new booking, there is availability, and it is not an exclusive tour (Female only tour for example), however due to limited number of tours running, customers should expect there are no tours operating at a similar date. If it is possible to transfer to another Japan tour run by a different host, the customer must pay the remaining balance of the new tour, & if the new tour is a lower price, the customer will be offered the refund of the difference.
In the event of cancellation due to Force Majeure (natural disasters, pandemics, travel bans, etc.), and there are no other tours available to join operated by Travel With, the customer will not receive a refund. Customers are expected to have travel insurance that covers such instances.
In the event of cancellation due to force majeure, Travel With will not offer refunds due to supplier payments. However, in rare cases where partial refunds from suppliers are secured, Travel With may offer a discretionary refund, but this is not an entitlement.

6. HOST DISCLAIMER & RESPONSIBILITIES

The tour is solely operated by Travel With; the Host is not responsible for safety, logistics, bookings, or operations, unless the Host is specifically designated as the tour leader for that tour, in which case they assume the responsibilities of that role.
Guest contact details will be shared with the Host for communication & safety purposes. Medical and dietary details may be shared if necessary.
If the Host cancels due to unforeseen circumstances, the tour will still proceed as planned. Travel With reserves the right to determine if the tour will proceed or require modifications in the event of a Host cancellation.

7. THIRD-PARTY SUPPLIERS – LIABILITY DISCLAIMER

The Company uses third-party suppliers for hotels, transport, and activities.
Travel With acts only as an intermediary and is not responsible for delays, injuries, or losses caused by third-party failures.
Any complaints regarding third-party services must be directed to the third-party provider.
The Company is not liable for third-party service failures.

8. OPTIONAL ACTIVITIES & LIABILITY

Optional activities booked during the tour are not covered under these Terms.
The Company is not liable for accidents, injuries, or cancellations related to these activities.
Guests who choose to participate in optional activities do so at their own risk.

9. ACCEPTANCE OF RISK & EMERGENCY MEDICAL CARE

Travel involves inherent risks (delays, injuries, weather conditions, etc.).
Clients accept these risks and release the Company from liability.
Clients are responsible for all medical costs in case of emergency.
Some locations may have delayed medical assistance.
Travel With is not responsible for death, injury, illness, theft, or loss of property.

10. FORCE MAJEURE

The Company is not liable for cancellations due to natural disasters, travel bans, pandemics, or unforeseen disruptions.
No refunds for non-recoverable costs from suppliers.
The Company is not responsible for death, injury, illness, theft, or loss due to force majeure events.

11. PUBLICITY & MARKETING

By joining, clients grant permission for Travel With to use photos & videos for promotional purposes.
Clients who do not wish to be included must notify the Company in writing before the tour.

12. Complaints & Disputes

If a guest has a complaint during the tour, they must immediately notify the tour leader so the issue can be addressed.
If the issue is not resolved on tour, the guest must submit a formal complaint in writing to Travel With within 14 days of the tour end date.
Travel With will acknowledge receipt of the complaint within 7 business days and aims to provide a response or resolution within 30 days.
Complaints received after 14 days of the tour end date will not be considered.
Filing a complaint does not guarantee compensation, and any decisions regarding refunds or credits are at the sole discretion of Travel With.

13. VISAS & TRAVEL DOCUMENTS

Guests are solely responsible for obtaining and ensuring they have valid visas, passports, and any other travel documents required for entry, exit, and participation in the tour.
Travel With, including any hosts, guides, or company representatives, is not responsible for arranging, advising on, or ensuring the validity of any travel documents.
If a guest is denied entry due to missing or invalid documents, Travel With is not liable for any associated costs, losses, or missed tour components.

14. International Airfare

International airfare is not included in the tour price and must be arranged separately by the guest. Travel With does not book, manage, or take responsibility for any flights, including delays, cancellations, or missed connections. Any costs or disruptions resulting from flight issues are the sole responsibility of the guest, and no refund will be given for the cost of the tour. We strongly recommend purchasing travel insurance that covers flight-related disruptions.
Guests are responsible for arriving at the designated meeting point at the scheduled time. If a guest misses the tour due to flight delays, cancellations, or disruptions, Travel With is not responsible for rescheduling, refunds, or additional costs incurred. Guests are strongly advised to purchase travel insurance covering missed departures.

15. GOVERNING LAW & DISPUTE RESOLUTION

These Terms and Conditions are governed by UK law.
Any disputes must first be resolved through mediation within 60 days before proceeding to UK courts.

By booking a tour with Travel With, you acknowledge and agree to these Terms and Conditions. If you have any questions, please contact us before booking.