Please read these Travel Conditions carefully before making a booking.
These Travel Conditions apply to Custom-Designed Package Tours planned and operated by MY Travel Consulting Inc. at the request of the customer.
This document explains the principal terms and conditions applicable to the Travel Contract. The Travel Contract shall also be governed by the individual travel proposal, quotation, contract documents, Final Itinerary, and the Company’s Standard General Terms and Conditions of Travel Agency Business – Order-Taking Type Organized Tour Contract Section.
In the event of any discrepancy between these Travel Conditions and the applicable Japanese Standard General Terms and Conditions of Travel Agency Business adopted by the Company, the Japanese-language terms and conditions shall prevail.
1. Custom-Designed Package Tour Contract
A Custom-Designed Package Tour is a tour planned by the Company at the customer’s request.
Based on the customer’s preferences and requirements, the Company prepares a travel plan specifying matters such as:
- destinations and itinerary;
- duration of the tour;
- transportation arrangements;
- guide services;
- accommodation, where applicable;
- activities and admission arrangements; and
- the total tour price.
Under Japanese travel regulations, this type of contract is classified as an Order-Taking Type Organized Tour Contract (受注型企画旅行契約).
The Company undertakes to make the necessary arrangements and manage the itinerary so that the customer may receive the Travel Services specified in the Travel Contract.
2. Application and Formation of the Travel Contract
After receiving the customer’s request, the Company will prepare a proposal, quotation, itinerary, or other document setting out the principal details of the proposed tour.
The customer may apply for the Travel Contract in accordance with the application procedure designated by the Company.
Unless otherwise agreed in writing, the Travel Contract shall be concluded when the Company accepts the customer’s application and receives the required application deposit or other payment specified by the Company.
The application deposit shall be applied toward the Travel Price, cancellation charges, or other amounts payable by the customer under the Travel Contract.
Where separately agreed in writing, the Company may conclude the Travel Contract without requiring an application deposit.
3. Conditions for Participation
Customers who require special consideration in participating in the tour are requested to inform the Company at the time of application.
This includes customers who:
- have difficulty walking or use a wheelchair, cane, or other mobility aid;
- have a medical condition relevant to participation;
- have food or animal allergies;
- are pregnant or may be pregnant;
- are accompanied by an assistance dog; or
- otherwise require special assistance or arrangements.
The Company will make reasonable efforts to accommodate such requirements within a feasible and reasonable scope.
Where necessary for the safe and smooth operation of the tour, the Company may request additional information or recommend changes to the itinerary, accompaniment by an assistant or companion, or other appropriate measures.
Additional costs arising from special arrangements requested by the customer may be charged separately.
The Company may refuse an application or terminate a Travel Contract where participation would present a serious safety or operational difficulty that cannot reasonably be accommodated.
4. Contract Documents and Final Itinerary
The Company will provide the customer with written or electronic documents describing the applicable Travel Services, itinerary, Travel Price, and other material terms of the Travel Contract.
Where details such as transportation schedules, guide information, meeting points, or other arrangements have not been finalized at the time of booking, the Company may provide a Final Itinerary or other final information before commencement of the tour.
The individual quotation, travel proposal, booking confirmation, electronic correspondence containing agreed travel conditions, and Final Itinerary may form part of the Travel Contract, as applicable.
5. Tour Price and Payment
The Travel Price and payment schedule will be stated in the individual quotation or contract documents.
Depending on the booking, the Company may require:
- full payment at the time of booking; or
- an application deposit followed by payment of the remaining balance by a specified date.
The customer shall make payment using one of the payment methods designated by the Company.
Unless otherwise stated, bank charges, foreign exchange charges, card issuer charges, and other charges imposed by the customer’s financial institution or payment provider are the responsibility of the customer.
Included Services
The Travel Price includes only those services expressly stated as included in the quotation or contract documents.
These may include, depending on the tour:
- guide services;
- private vehicle and driver;
- public transportation;
- admission fees;
- activity fees;
- meals;
- ferry or train tickets; and
- other services specifically identified as included.
Services Not Included
Unless expressly stated otherwise, the Travel Price does not include:
- transportation to the meeting point or from the finishing point;
- meals and beverages not specified as included;
- personal purchases;
- optional activities;
- medical expenses;
- personal travel insurance; or
- other personal expenses.
6. Cancellation by the Customer
The customer may cancel the Travel Contract at any time by paying the applicable cancellation charge.
For domestic Custom-Designed Package Tours, the following cancellation charges apply unless otherwise provided in accordance with applicable laws and the Company’s approved Terms and Conditions.
| Time of Cancellation | Cancellation Charge |
|---|---|
| Before the periods below, where a planning fee has been expressly stated in the proposal | The stated planning fee |
| From 20 days before the tour date (10 days for a one-day tour) until 8 days before | 20% of the Travel Price |
| From 7 days before until 2 days before | 30% of the Travel Price |
| 1 day before | 40% of the Travel Price |
| On the tour date, before commencement of the tour | 50% of the Travel Price |
| After commencement of the tour or in case of no-show | 100% of the Travel Price |
Cancellation dates and times are calculated based on Japan Standard Time (JST).
Certain tours or Travel Services may be subject to special cancellation conditions due to supplier requirements, advance reservations, prepayments, limited availability, or other specific arrangements.
Where any such special cancellation conditions lawfully apply, they will be clearly stated in the individual proposal, quotation, booking confirmation, or other contract document before the Travel Contract is concluded.
Any such special cancellation conditions shall be applied only in accordance with applicable Japanese laws and the Company’s approved Standard General Terms and Conditions of Travel Agency Business.
7. Changes to the Travel Contract and Itinerary
The Company may change the contents of the Travel Contract where necessary due to circumstances beyond its reasonable control, including:
- natural disasters;
- severe weather;
- traffic congestion or road closures;
- transportation delays or cancellations;
- facility closures;
- government or local authority restrictions;
- safety considerations; or
- other unavoidable circumstances.
Where reasonably possible, the Company will arrange an appropriate alternative.
The order of sightseeing locations or timing of visits may also be adjusted where necessary for the safe and smooth operation of the tour.
Any changes shall be handled in accordance with the Company’s Standard General Terms and Conditions of Travel Agency Business.
8. Cancellation or Termination by the Company
The Company may cancel or terminate the Travel Contract in circumstances permitted under the applicable Standard General Terms and Conditions, including where:
- the customer fails to make payment by the specified deadline;
- the customer does not meet participation requirements;
- circumstances arise that make safe or proper operation of the tour impossible;
- the customer seriously interferes with the safe and smooth operation of the tour; or
- an event beyond the Company’s reasonable control makes performance of the Travel Contract impossible.
Where the Company cancels or terminates a Travel Contract, refunds and charges will be handled in accordance with the applicable Travel Contract and Standard General Terms and Conditions.
9. Cruise Ship Passengers and Shore Excursions
Customers participating in shore excursions must provide accurate information regarding:
- cruise ship name;
- port of call;
- scheduled arrival time;
- expected disembarkation time; and
- all-aboard or scheduled departure time.
The Company will prepare the itinerary with reasonable consideration for the ship’s schedule and the time required to return to the port.
If the cruise ship arrives late, departs early, changes its port of call, cancels the port call, or otherwise changes its schedule, the customer should inform the Company as soon as possible.
The Company will make reasonable efforts to modify the arrangements where practicable.
Any resulting changes, cancellation charges, refunds, or additional costs will be handled in accordance with the Travel Contract, applicable supplier arrangements, and the Company’s Standard General Terms and Conditions.
10. Health, Mobility and Special Assistance
Customers are responsible for informing the Company in advance of any condition or circumstance that may materially affect participation in the planned itinerary.
The Company may request information reasonably necessary to determine whether particular activities, transportation, walking distances, stairs, terrain, or other elements of the itinerary are suitable.
Where appropriate, the Company may recommend an alternative itinerary or additional assistance.
The customer shall bear the reasonable additional cost of special arrangements made at the customer’s request, unless otherwise agreed.
11. Guide Services and Languages
The language and type of guide included in the tour will be stated in the individual quotation or contract documents.
Depending on availability and the individual booking, the Company may arrange:
- National Government Licensed Guide Interpreters;
- regional licensed guides;
- tour escorts; or
- other appropriate guide services.
Guide languages may include English, Spanish, Chinese, Japanese, or other languages where available.
If an assigned guide becomes unavailable due to illness, accident, transportation disruption, or another unavoidable circumstance, the Company may arrange a suitable substitute where possible.
12. Itinerary Management
The Company will make the arrangements necessary for the customer to receive the Travel Services specified in the Travel Contract and will manage the itinerary in accordance with the applicable Standard General Terms and Conditions.
Customers participating in a group tour are requested to follow reasonable instructions from the Company, guide, tour escort, driver, or relevant service provider where necessary for the safe and smooth operation of the tour.
If a customer arrives late at the meeting point, the Company will make reasonable efforts to continue the tour. However, the itinerary may need to be shortened or certain services may need to be omitted.
The scheduled ending time may remain unchanged.
13. Responsibility of the Company
The Company shall compensate the customer for damage caused through the intentional misconduct or negligence of the Company or persons engaged by the Company in performing the Travel Contract, in accordance with the Company’s Standard General Terms and Conditions and applicable Japanese law.
The Company’s responsibility does not extend to loss or damage arising solely from circumstances beyond its control, except where otherwise required by applicable law.
Detailed provisions concerning liability are contained in the Company’s Standard General Terms and Conditions of Travel Agency Business.
14. Special Compensation
In accordance with the Special Compensation Rules forming part of the Company’s Standard General Terms and Conditions of Travel Agency Business, the Company will provide the prescribed compensation or condolence payments for certain accidental injuries, death, or damage to baggage suffered by a customer while participating in an eligible organized tour, subject to the conditions and exclusions set out in those rules.
This special compensation may apply regardless of whether the Company is legally liable for the accident.
The scope, amount, exclusions, and other conditions of compensation are governed by the applicable Special Compensation Rules.
Special Compensation is not the same as personal travel insurance.
15. Personal Travel Insurance
The Special Compensation described above does not necessarily cover all medical expenses, cancellation costs, travel interruption, or other losses that may occur during travel.
The Company therefore recommends that customers purchase appropriate personal travel insurance before traveling, particularly insurance covering matters such as:
- illness and injury;
- emergency medical treatment;
- trip cancellation or interruption;
- baggage loss or damage; and
- other unexpected travel-related expenses.
Any personal travel insurance purchased by the customer is a separate insurance contract between the customer and the relevant insurance provider.
16. Responsibilities of the Customer
Customers are requested to:
- provide accurate information necessary for arranging the tour;
- follow reasonable safety and operational instructions;
- comply with applicable laws, regulations, and facility rules;
- arrive at agreed meeting points on time;
- use suitable clothing and footwear for the planned activities; and
- promptly inform the Company or guide if assistance is required.
If the Company suffers damage due to the customer’s intentional misconduct or negligence, the customer may be responsible for compensating the Company in accordance with applicable law and the Travel Contract.
17. Personal Information
The Company will use personal information provided by customers only to the extent reasonably necessary for matters including:
- communicating regarding the booking;
- preparing and operating the tour;
- arranging transportation, accommodation, guides, restaurants, activities, and other Travel Services;
- providing necessary information to relevant suppliers;
- responding to emergencies; and
- fulfilling legal and administrative obligations.
Where necessary to perform the Travel Contract, relevant customer information may be provided to transportation providers, accommodation providers, guides, drivers, restaurants, activity providers, and other suppliers involved in providing the Travel Services.
The Company’s handling of personal information is also governed by its Privacy Policy.
18. Tour Operator Information
Tour Operator: MY Travel Consulting Inc.
Travel Agency Registration: Tokyo Metropolitan Government Registered Travel Agency No. 2-8719
Member: Japan Association of Travel Agents (JATA)
Address: 7-19-22, Nishi-Shinjuku, Shinjuku-ku, Tokyo, Japan 160-0023
Telephone: +81-3-6825-2755
Email: contact@mytravelconsulting.co.jp
Travel Services Manager: Mayumi Kawana
Business Hours: 9:00-18:00
If you have any questions regarding your Travel Contract or the Travel Services provided by the Company, please contact us using the details above.
Applicable Law: The Travel Contract shall be governed by the laws of Japan.
Standard General Terms and Conditions
Matters not specifically provided for in these Travel Conditions shall be governed by the Company’s:
Standard General Terms and Conditions of Travel Agency Business – Order-Taking Type Organized Tour Contract Section
and, where applicable,
Special Compensation Rules.
English Language Notice
This English-language document is provided for the convenience of international customers.
Where the Japanese-language Standard General Terms and Conditions of Travel Agency Business or other mandatory Japanese legal provisions apply, the Japanese-language provisions shall prevail in the event of any discrepancy or inconsistency in interpretation.
Last Updated: October 12, 2026