Terms and Conditions for Travel: For Domestic Customized Travel Packages
Organizer and Executor of Travel: MegLog Trip, Megumi Ishikawa
This document serves as part of the contract document as per Article 12-4 and Article 12-5 of the Travel Agency Law. MegLog Trip’s tours cover Tokyo and its neighboring regions (Kanagawa, Chiba, Gunma, Ibaraki, and Tochigi, within a range where the tour can return to Tokyo within the scheduled time). However, the Tokyo islands (Izu Islands and Ogasawara Islands) are not included.
1. Customized Travel Contract
A "Customized Travel Contract" (hereinafter referred to as "Contract") refers to a travel agreement in which Meg Ishikawa (hereinafter referred to as the "Organizer") creates a travel plan based on the customer’s request, specifying the destination, itinerary, the details of transportation and other services, as well as the amount of travel fees the customer must pay to the Organizer. The travel is executed according to this plan.
2. Application for the Travel Contract
(1) Customers wishing to participate in the tour must fill out the application form provided by the Organizer and submit it along with the required application fee.
(2) The reservation will be confirmed, and the contract will be established once the full travel fee has been paid.
(3) In cases where the application is made by a group leader on behalf of multiple travelers, the Organizer assumes the group leader holds full authority to manage the contract, including changes or cancellations.
(4) The group leader must provide the Organizer with a list of participants by the deadline set by the Organizer.
(5) The Organizer bears no responsibility for any debts or obligations incurred by the group leader toward the participants.
(6) If the group leader does not accompany the group, a pre-designated participant will act as the group leader once the tour begins.
3. Conditions for Application
(1) Minors under 18 must be accompanied by a guardian. In some cases, participation may be denied in accordance with legal regulations or facility policies.
(2) For tours requiring specific qualifications, such as gender, age, or skills, participation may be denied if the conditions set by the Organizer are not met.
(3) Participants aged six and older will be charged the adult rate, based on their age at the start of the tour.
(4) Customers are responsible for assessing their own physical and mental health and determining their ability to participate in tour activities.
(5) Customers with physical or mental disabilities, those with chronic conditions, pregnant customers, or others requiring special attention must notify the Organizer at the time of application. The Organizer will accommodate such requests within reasonable limits. Any special arrangements required during the tour will be discussed with the customer. Any costs incurred for special arrangements will be borne by the customer.
(6) Should any emergency arise during the tour that necessitates medical treatment, the Organizer reserves the right to take necessary measures. All related costs will be borne by the customer.
(7) Independent activities by customers during the tour are generally not allowed unless otherwise agreed. If a customer needs to leave the tour, prior notification is required.
(8) In case the customer does not appear at designated meeting points without notice, the Organizer may take safety measures, including notifying relevant authorities. The customer will be charged for any search costs incurred.
(9) Customers must obtain comprehensive travel insurance covering medical expenses, personal injuries, and cancellations.
4. Refusal of Contract Conclusion
The Organizer may refuse to conclude a contract under the following circumstances:
(1) Operational constraints of the Organizer;
(2) Invalidity of the customer’s credit card for payment;
(3) Concerns that the customer may disrupt the tour or inconvenience other travelers;
(4) If it is found that the customer is involved with anti-social forces, such as organized crime groups.
5. Time of Contract Conclusion
(1) The contract is concluded when the Organizer accepts the application and receives the application fee.
(2) For certain arrangements, the contract may be accepted without an application fee based on special written agreements.
(3) For online contracts, the contract is concluded when the Organizer notifies the customer of acceptance.
6. Issuance of Contract Documents
The Organizer will issue an electronic document containing the tour itinerary, services, and fees upon contract conclusion. PDF contract documents include the conditions outlined in this travel terms document and final itinerary details.
7. Issuance of Final Itinerary
If the finalized itinerary and services cannot be confirmed at the time of contract issuance, a final itinerary (PDF) will be provided by the day before the tour starts.
8. Payment of Travel Fees and Changes
(1) The travel fee is listed in the tour proposal and must be paid by the specified deadline before departure.
(2) If transportation costs or other service fees significantly change due to economic conditions, the travel fee may be adjusted accordingly.
(3) Changes in group size after contract conclusion may also affect travel fees.
9. Substitution of Participants
Customers are prohibited from transferring their contractual rights to third parties.
10. Changes to Contract
The Organizer may accept requests to change the contract content when possible, with adjustments to the travel fee as necessary.
11. Cancellation of Contract
(1) Customers may cancel the contract by paying the cancellation fee specified in the tour proposal. Refunds for cancellations will be processed as follows:
- Cancellation 30 days before the tour: Full refund
- Cancellation up to 48 hours before the tour: Full refund minus a 5,000 yen handling fee
- Cancellation within 48 hours or no-show: No refund
(2) The Organizer will refund the amount minus any applicable cancellation fees.
12. Responsibility of the Organizer and Disclaimer
(1) The Organizer will compensate customers for any damages caused by the Organizer’s or their contractor’s negligence during the execution of the contract.
(2) The Organizer is not liable for any damages caused by natural disasters, wars, riots, transportation service cancellations, or accidents occurring during free time.
Please refer to the Organizer’s website for additional clauses, including the handling of personal information, intellectual property rights, and liability terms.
By confirming your tour reservation, you acknowledge that you have read, understood, and agreed to these terms.
13. Itinerary Management
The Organizer will strive to ensure the safe and smooth execution of the customer’s travel by performing the following duties. However, if a different agreement is reached, these duties may not apply:
(1) If there is a risk that the customer cannot receive the travel services as planned, the Organizer will take necessary steps to ensure that the travel services are provided according to the contract.
(2) If it becomes unavoidable to change the itinerary, the Organizer will arrange alternative services. Any changes to the itinerary will be made to align with the original plan as closely as possible, and efforts will be made to minimize any differences.
(3) If the customer requires assistance due to illness or injury during the trip, the Organizer will take necessary protective measures. If the situation is not the fault of the Organizer, the costs of such measures will be borne by the customer. The customer must pay these costs by the deadline specified by the Organizer.
14. Responsibility of the Organizer and Disclaimer
(1) The Organizer will compensate for any damage incurred by the customer due to the Organizer’s or a subcontractor’s intentional act or negligence during the fulfillment of the contract.
(2) This liability is only applicable if the customer notifies the Organizer of the damage within two years of its occurrence.
(3) The Organizer is not liable for damages caused by events beyond its control, including but not limited to:
- Natural disasters, wars, riots, or disruptions caused by these events;
- Cancellation or modification of services by transportation or accommodation providers;
- Orders from government authorities or quarantines due to infectious diseases;
- Accidents during free time;
- Food poisoning;
- Traffic accidents caused by not following the Organizer’s or subcontractor's instructions;
- Theft or accidents due to transportation delays or schedule changes.
15. Compensation
(1) The Organizer will not be liable for any injuries, accidents, or damages sustained due to the customer's intentional or negligent actions, participation in illegal or dangerous activities, or circumstances such as earthquakes, volcanic eruptions, or tsunamis.
(2) Compensation for accidents will be provided under the following conditions:
- Accidents caused by misguidance or improper instructions by subcontractors: Up to 10 million yen.
- Accidents related to tour management or procedural errors: The same compensation applies.
- Damages to items entrusted to the Organizer: Up to 5 million yen.
16. Customer Responsibilities
(1) If a customer causes damage to the Organizer due to intentional acts, negligence, or violation of public laws and regulations, the customer will be required to compensate the Organizer for the damage.
(2) Customers must make use of the information provided by the Organizer and endeavor to understand their rights and obligations as described in the contract documents.
(3) If, during the trip, the customer realizes that the services provided differ from those described in the contract documents, they must immediately notify the Organizer or service provider at the destination.
17. Travel Guarantee
The Organizer will not provide compensation for damages caused by:
- Bad weather or natural disasters that disrupt the itinerary;
- Wars or riots;
- Government orders;
- Service interruptions by transportation or accommodation providers due to strikes or cancellations;
- Any travel adjustments required to ensure the safety of the participants.
18. Reporting of Incidents
In the event of an accident or incident during the tour, customers must immediately notify the Organizer (or as soon as circumstances allow if immediate notification is not possible).
19. Handling of Personal Information
The Organizer’s privacy policy regarding the handling of personal information can be found on the Organizer’s official website. All personal information is handled in accordance with the Organizer's privacy policy.
20. Confidentiality
Any information shared between the customer and the Organizer or its subcontractors will be considered confidential and will not be disclosed to third parties without the customer’s consent.
21. Intellectual Property Rights
All copyrights, trademarks, patents, know-how, and other intellectual property rights related to this contract and services provided belong to the Organizer. Customers are prohibited from using, copying, modifying, distributing, or disclosing any intellectual property without prior written consent from the Organizer. Any breach of these intellectual property rights will result in legal action, and the Organizer reserves the right to claim compensation for damages.
22. Miscellaneous
(1) Customers are responsible for any personal requests made to subcontractors, such as shopping, and any additional costs incurred due to accidents, illness, or lost luggage.
(2) The Organizer may guide customers to souvenir shops for their convenience, but any purchases made are the customer's responsibility.
(3) The Organizer will not re-conduct any tour under any circumstances.
(4) Matters not specified in this document are subject to the Organizer’s travel terms, which are available upon request or can be accessed through the Organizer’s website.
23. Governing Law
This contract shall be governed by the laws of Japan. All disputes related to the tour will be subject to the jurisdiction of the Tokyo District Court.
24. Contract Acceptance
By confirming a tour reservation with the Organizer, the customer is deemed to have read, understood, and agreed to the terms and conditions outlined in this document.
Updated on 5 October 2024