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 which outline, among other things, the cancellation policy, liability framework, and your statutory rights under applicable UK law.
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 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.
Cancellations by the Traveller
Deposits are non-refundable.
Cancellations more than 10 weeks before departure: Refund minus deposit and processing fees.
Cancellations within 10 weeks of departure: No refund.
Cancellation charges reflect the estimated loss and costs incurred by Travel With.
3. TRANSFER OF BOOKING
A traveller may transfer their booking to another person who satisfies all conditions applicable to the package, provided reasonable written notice is given no later than 7 days before departure.
All transfers are subject to availability and operational constraints, including but not limited to room configurations, gender-based room-sharing arrangements, and supplier capacity limits.
Where a transfer results in additional costs — including but not limited to single supplement charges, room reallocation fees, or supplier amendment fees — these costs must be paid by the transferring traveller and/or the replacement traveller.
Travel With reserves the right to refuse a transfer where it is not reasonably practicable due to accommodation configuration, supplier restrictions, or insufficient time before departure.
4. 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 may 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 medical expenses.
Clients must disclose pre-existing medical conditions before booking.
Special requirements: Due to Japan’s infrastructure, accessible rooms and special transport accommodations cannot be guaranteed. We will make every effort for dietary and allergy requirements for included meals, but cannot guarantee compliance. Travel With is not liable for meals not included in the package.
5. FLEXIBILITY & ITINERARY CHANGES
Travel requires flexibility. Itineraries may change due to operational requirements or circumstances beyond our control.
Travel With may make minor changes where reasonably required. Significant changes will be communicated as soon as reasonably possible in accordance with applicable law.
Where a significant change is made before departure, travellers will be offered appropriate remedies in line with applicable UK law.
No refunds will be given for unused services voluntarily not taken by the traveller.
6. UNAVOIDABLE AND EXTRAORDINARY CIRCUMSTANCES (FORCE MAJEURE)
Travel With shall not be liable for compensation where performance of the package is prevented or significantly affected by unavoidable and extraordinary circumstances beyond our control, including but not limited to natural disasters, pandemics, government-imposed travel restrictions, or civil unrest.
If such circumstances occur at the destination or its immediate vicinity and significantly affect the performance of the package, the traveller may terminate the contract before departure and will be entitled to a full refund of payments made for the package. No additional compensation shall be payable.
Refunds will be processed within 14 days of termination in accordance with applicable law.
Travel With is not responsible for consequential losses, including independently booked flights or additional travel arrangements.
7. RESPONSIBILITY FOR INCLUDED SERVICES
Travel With is responsible for the proper performance of all travel services included in the package, as required under applicable UK law.
Where any service included in the package is not performed in accordance with the contract, Travel With will provide appropriate remedies in accordance with applicable law.
8. SERVICES NOT INCLUDED IN THE PACKAGE
Travel With is not responsible for travel services not forming part of the contracted package, including but not limited to international or domestic flights, additional accommodation booked independently, or optional activities arranged separately by the traveller.
Travel With shall not be liable for delays, cancellations, or losses arising from third-party services booked independently by the traveller.
9. HOST DISCLAIMER & RESPONSIBILITIES
The tour is operated by Travel With. The Host is not responsible for safety, logistics, bookings, or operations unless specifically designated as tour leader.
Guest contact details may be shared with the Host for communication and safety purposes.
If the Host cancels due to unforeseen circumstances, Travel With reserves the right to operate the tour with an alternative leader.
10. OPTIONAL ACTIVITIES
Optional activities not included in the contracted package are undertaken at the traveller’s own risk.
11. ACCEPTANCE OF RISK
Travel involves inherent risks including delays, weather, and unforeseen circumstances. Nothing in these Terms excludes liability for death or personal injury caused by negligence or any other liability which cannot be limited under UK law.
12. COMPLAINTS
If a guest has a complaint during the tour, they must notify the tour leader promptly to allow the opportunity to resolve the issue.
If the issue is not resolved on tour, the guest should submit a complaint in writing within 28 days of the tour end date. Failure to notify promptly may affect our ability to investigate and may impact any claim.
13. VISAS & TRAVEL DOCUMENTS
Guests are responsible for ensuring they hold valid passports, visas, and travel documentation.
Travel With is not liable for denied entry due to incorrect documentation.
14. INTERNATIONAL AIRFARE
International airfare is not included. Travel With does not book or manage flights and is not responsible for delays, cancellations, or missed connections.
15. FINANCIAL PROTECTION
Travel With will comply with its obligations under applicable UK legislation governing package holidays in respect of insolvency protection.
Further details regarding financial protection arrangements are available upon request.
16. GOVERNING LAW
These Terms are governed by UK law.
Disputes shall first be addressed through mediation before proceeding to UK courts.