Terms & Conditions of Whiteroom Tours
COVID-19 DEPOSIT AND CANCELLATION POLICY
(Updated 9 March 2022)
We understand that due to the ongoing COVID-19 pandemic you may have concerns about booking a trip to Japan. In response to the current situation Whiteroom will continue to offer flexible and fair booking options. Our goal is to provide you with maximum peace of mind when booking while also ensuring that we keep our wheels turning. In addition to what’s below, we want you to know that we are open to discussion and figuring out what works for all of us, as has always been the case.
For all CURRENT bookings made previous to 1 MAR 2022 the following terms and conditions will apply once Japan’s borders open for inbound tourist travel with a compulsory quarantine period of 3 days or less both upon arrival into Japan and upon returning home.
For all NEW bookings for the ’22-23 season the following terms and conditions will apply from 1 March 2022.
TOUR PRODUCTS
- DEPOSIT: A 20% non-refundable deposit is required upon booking. This deposit is fully transferable to a future tour till August 31, 2022.
- FINAL PAYMENT: A non-refundable final balance will be due by October 31, 2022. Failure to make this payment will result in the cancellation of your tour.
GUIDING AND INSTRUCTIONAL PRODUCTS
- DEPOSIT: A 20% non-refundable deposit is required upon booking. This deposit is fully transferable till 60 days prior to the start date.
- FINAL PAYMENT: A non-refundable final balance will be due 60 days prior to your start date. Failure to make this payment will result in the cancellation of your booking.
GENERAL TRAVEL PRODUCTS
- DEPOSIT: A 20% non-refundable deposit is required upon booking. This deposit is fully transferable to a future booking till 60 days prior to the start date.
- NOTE: other suppliers may request a higher deposit percentage or specific amount and these amounts may be non-refundable. Supplier terms and conditions will be outlined on your quote confirmation if they are stricter than our own.
- FINAL PAYMENT: A non-refundable final balance will be due 60 days prior to your start date, or 5 days from booking confirmation if booking is within 60 days. Failure to make this payment will result in the cancellation of your booking
COVID-19 EXCLUSIVE POLICY
If a travel ban is in effect restricting travel to Japan or to and from your home country or if it is mandatory to quarantine either upon arrival into Japan or when returning to your home country for 4 or more days in either instance the following terms and conditions will apply unless third party supplier terms and conditions are stricter (you will be advised of this upon booking):
Up to 60 days prior to your start date:
- 100% of payments made are transferable to the following year.
- Or you may also cancel and receive a refund less 10% of the total booking (this amount can be reclaimed in the form of a credit on a future booking)
30 – 59 days prior to your start date:
- 50% of payments made are transferable to the following year.
- Or you may also cancel and receive a refund less 50% of the total booking (10% this amount can be reclaimed in the form of a credit on a future booking)
Less than 30 days prior your start date:
- 25% of payments made are transferable to the following year.
- Or you may also cancel and receive a refund less 75% of the total booking (10% this amount can be reclaimed in the form of a credit on a future booking)
Back-to-back cancellations:
- If we are holding only a deposit and are forced to cancel your trip two seasons in a row, that amount will become entirely non-refundable and non-transferable.
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RIGHTS RESERVED
We reserve the right to cancel trips at any time due to unsettling political, social or environmental events, in which case the same transfer/refund options we’re offering for COVID will apply. We additionally reserve the right to cancel due to inadequate client registrations, at which time we will offer a refund in full.
EXCLUSIONS
We cannot offer refunds for missed reservations, early departures, inclement weather/extreme avalanche danger, snow conditions, or force majeure events beyond the COVID-19 pandemic, and are not responsible for additional expenses incurred in preparing for the trip (e.g. airline tickets, visa application fees, equipment purchases, etc).
RATE & PRICE VARIATION
All prices on this website are based on Japanese yen rates which are then converted to your chosen currency based on mid market rates.
Whiteroom reserves the right until final payment has been received in full, to vary prices and rates in the event of changes in currency exchange or price increases made by our suppliers or airlines.
Final payment is required in the currency chosen at the time of booking confirmation. The total amount due will be calculated using the exchange rate on that day. This means that any increase or decrease in the exchange rate will affect the total of your package and final due amount of your package. Whiteroom Tours is not liable for any price increases. Only payment in full will lock in the exchange rate.
If you plan to make the full payment at the time of booking or before the final due date you must notify your consultant who will recalculate using the mid market rate on that day.
If your booking has increased in price due to an exchange rate fluctuation and you do not pay the increased price your booking will be subject to cancellation. Please note that cancellation charges will apply. All prices are subject to availability & can be withdrawn or varied without notice. Airline taxes remain subject to change at all times until payment has been received in full and your tickets have been issued.
QUOTATIONS AND VALIDITY
All prices quoted are valid at time of quote. All quotes are subject to confirmation of the components at time of booking. All components of your quote are subject to availability at time of booking request. The prices listed are based on the costs and exchange rate at the time of quoting. Whiteroom Tours reserves the right to alter these prices at any time due to exchange rate fluctuations, rate change by a supplier or consultant error.
BOOKINGS
When you have advised Whiteroom Tours that you wish to go ahead with a booking we will then seek confirmation from our suppliers. If there is no availability for some/all of your components we will advise you of this & offer an alternative where possible. The alternative product offered may be a different price. Prices will be adjusted accordingly.
By making a payment on a booking you agree to these terms and conditions as outlined on this page.
ITINERARY
The itinerary supplied with your final documents represents the products & services that will be supplied & supersedes any previous arrangements or understanding, whether written or oral.
TOURS & ABILITY
Whiteroom Tours reserves the right to remove a client from any tour if he or she is of an ability not suited to that tour. No refund will be due for any unused portion of the tour. The client takes full responsibility for the self-categorisation of their ability based on the descriptions provided on the Skier/Rider Level tab on each tour page.
PROFESSIONAL FEES
Whiteroom Tours charges the following non-refundable fees. These professional fees are in addition to any fees which may be charged by airlines, accommodation providers, transfer suppliers or any other supplier.
¥5,000 Booking Amendment: charged per amendment once a booking has been confirmed.
¥20,000 Booking amendment inside 14 days: charged per amendment for changes inside 14 days of departure.
¥5,000 Late payment: charged per week for any final payments not received by the due date.
RESPONSIBILITY
Whiteroom Tours acts only as an agent for the companies (Principals) providing or offering the means of travel, accommodation and other services and as such has no control over any services or products provided by these Principals. All bookings made are subject to the booking terms and conditions under which these services are provided. The Company and its Principals reserve the right, without liability or right of compensation, to prohibit or restrict any activity, or cancel or alter any service or itinerary component, without notice. Whiteroom Tours will not be held responsible for the inability of the Principals to comply with any special request relating to age, medical conditions, physical ability or disability, dietary requirements, allergic conditions, smoking or non-smoking accommodation.
TRAVEL INSURANCE
Whiteroom recommends purchasing travel insurance when you pay your deposit as that way you may be covered for accidents that prevent you from travelling as well as for your holiday.
PRIVACY
Whiteroom Tours collects information about you in order to book components of your travel package. You authorise Whiteroom Tours to provide this information to suppliers who require this information before they will provide products or services to you.
BOOKING FORM
A booking form is required for each passenger booked to travel. For group bookings, it is the responsibility of the person whose name holds the booking, to ensure that each member of their group is aware of the booking conditions and completes and returns a booking form. Booking forms are required at the time of booking deposit or flight reservation. The information provided on your booking form is essential for your booking details and travel arrangements. This information is required for your booking to proceed. Whiteroom Tours will not book any component of your travel package without receiving a signed booking form from you.
REFUNDS
If you are eligible for a refund once a booking has been cancelled, the balance less any non-refundable amounts and cancellation fees will be forwarded to you upon receipt of the refund from the supplier or airline. Whilst Whiteroom Tours will endeavour to get your money to you as soon as possible, some refunds can take up to 12 weeks to process.
LIABILITY
Your safety is Whiteroom’s number one priority. However skiing and snowboarding are sports that are hazardous and have inherent risks of injury and/or death. By travelling with Whiteroom you voluntarily agree to assume all risks of injury or death that may result from skiing or snowboarding. As such you agree to hereby release Whiteroom Tours and their employees and agents of any obligation to advise you in relation to the dangers obvious or not, inherent in the sport. You accept that you will participate in such sport(s) of your own free will and never at the direction of Whiteroom Tours and/or their employees and agents. You voluntarily take full responsibility for any damage or injury to myself or which you may cause to others.
JAPANESE ACCOMMODATION
Some Japanese properties may differ from those encountered in Western ski resorts. Whilst hospitality and service levels often surpass Western standards, rooms generally have less furniture & hanging/storage space. Ensuites are generally smaller and some are of a modular design. Some Japanese properties also allow smoking in common areas & some guest rooms. Traditional Hotels or Ryokans often have rooms with Tatami Matt flooring and futon beds. Some rooms will not have ensuites and instead will have shared bathing in segregated bath houses or onsens. We will inform you of these cultural differences and you may be pleasantly surprised by how easily you can adjust to the Japanese way of life. If not please request a western style accommodation.
WAIVER
If you are participating in a Whiteroom Tour or are being guided by Whiteroom you will be required to read and sign our wavier before participation. Failure to do so will result in you not being able to accompany our guides on any activity.
