Last Updated: April 2026

(Applies to all Beyond Tokyo journeys)

1. Overview

We know plans can change.

That is why we have kept our policy simple, transparent, and as flexible as possible while still allowing us to secure hotels, train tickets, experiences, and arrangements in Japan.

2. Reserve My Spot

You can reserve your spot with ₹4,999 and hold your place on the journey.

The 7-day refundable reservation window only applies if the booking is made at least 30 days before departure.

If your booking is made at least 30 days before departure, you may request a full refund of the ₹4,999 reservation amount within 7 days of booking, no questions asked.

This gives you time to think through flights, visas, dates, and travel plans without losing your spot immediately.

To request a refund, simply email hello@beyondtokyo.in from your booking email address within 7 days of making the reservation. The IST timestamp of the email will determine eligibility.

Refunds will be initiated within 7 business days.

If any third-party costs have already been incurred specifically for your booking — such as visa-related charges, travel insurance, or supplier fees requested by you — those may be deducted at actual cost before the refund is processed.

After this 7-day window has passed, the ₹4,999 reservation amount becomes non-refundable, except if Beyond Tokyo cancels the journey.

3. Balance Payment

The remaining balance is due 45 days before departure.

Reminder emails and WhatsApp messages will be sent before the payment deadline.

If your booking is made within 45 days of departure, the full trip amount will be payable immediately at the time of booking.

If the remaining balance is not paid within 3 days of the due date, Beyond Tokyo may release the seat and offer it to another traveller.

Any payments already made will remain subject to the cancellation terms below.

4. What You Receive After Reserving

After reserving your spot with ₹4,999, you will receive:

• A Visa Support Pack to help you begin preparing for your application
• Basic flight booking guidance
• High-level journey information and preparation support

Final travel documents, hotel confirmations, detailed hotel information, visa letters, insurance details, and other booking-specific documents are only shared once full payment has been received.

5. Confirm Trip — Pay in Full

If you choose to pay the full trip amount at the time of booking:

• The ₹4,999 reservation fee does not apply
• A 5% discount is applied to the trip price and shown as a fixed rupee saving at checkout
• Refunds are calculated on the amount actually paid, not the original undiscounted trip price
• The same cancellation terms apply to the amount paid

6. Cancellation & Refund Terms

6A. If you booked using Reserve My Spot

Once the 7-day refund window has passed, the ₹4,999 reservation amount becomes non-refundable.

For any remaining trip payments made after reservation:

When you cancel	Refund
30+ days before departure	100%
15–29 days before departure	70%
Within 14 days of departure	Non-refundable

6B. If you booked using Confirm Trip (Pay in Full)

When you cancel	Refund
30+ days before departure	100%
15–29 days before departure	70%
Within 14 days of departure	Non-refundable

All cancellation requests must be submitted by email to hello@beyondtokyo.in. The IST timestamp of the email will determine eligibility.

Refunds are typically initiated within 7 business days.

All eligible refunds are returned to the original payment method used at the time of booking. Refunds can only be issued to the original payer, for security and compliance reasons.

Once processed, banks, card providers, UPI platforms, or payment gateways may take an additional 3–5 business days to reflect the refund. Beyond Tokyo is not responsible for delays caused by third-party banks or payment providers.

7. Date Changes & Transfer to Another Departure

If your plans change, we will always try to help where possible.

One transfer to another departure is allowed if requested at least 30 days before departure.

Transfers are subject to:

• Availability on the requested departure
• Seasonal demand
• Operational feasibility
• Fare differences between departures

If the new departure is more expensive, the traveller must pay the difference. If the new departure is cheaper, no refund of the difference will apply.

Transfers are limited to one change per booking.

Within 30 days of departure, date changes are not guaranteed and remain entirely at Beyond Tokyo's discretion. Date changes requested within 30 days of departure may be treated as a cancellation and rebooking.

8. Replacement Traveller

If you are unable to travel, you may transfer your booking to another traveller up to 15 days before departure.

This helps ensure that your seat does not go to waste and gives you an opportunity to recover your cost.

The replacement traveller must meet all visa, payment, and travel requirements.

Any supplier fees, name-change charges, insurance changes, or fare differences will be passed through at actual cost.

The transfer only becomes valid once Beyond Tokyo confirms acceptance of the replacement traveller. The original traveller remains responsible for any unpaid balance until the replacement traveller has completed payment.

9. Journey Confirmation & Cancellation by Beyond Tokyo

Each journey is confirmed once the minimum group size is reached and arrangements are secured.

Most journeys are confirmed at least 30 days before departure, and often earlier depending on demand.

You will be notified via email and WhatsApp as soon as your journey is confirmed.

If Beyond Tokyo cancels a journey because the minimum group size is not met, you will receive a full refund of everything paid, including the ₹4,999 reservation amount.

If a journey is cancelled due to circumstances outside our reasonable control — including natural disasters, border restrictions, civil unrest, pandemics, severe weather, transport disruption, or government restrictions — Beyond Tokyo may offer:

• A transfer to another departure
• Travel credit
• A partial or full refund depending on what suppliers refund to us

Refunds are typically initiated within 7 business days.

Beyond Tokyo is not responsible for reimbursing independently booked flights, hotels, visas, transfers, or any other personal travel arrangements booked outside the journey.

For this reason, we recommend booking flights only after your journey has been confirmed.

Beyond Tokyo cannot be responsible for financial losses arising from independently booked travel arrangements made before journey confirmation.

10. Visa Outcomes

Visa approval is determined solely by the Japan Embassy or Consulate and is outside our control.

While Beyond Tokyo provides a Visa Support Pack, guidance, and supporting documents, visa delays, rejection, incomplete documents, or failure to apply in time remain subject to the normal cancellation terms above.

Beyond Tokyo is not responsible for any costs arising from visa refusal, delay, or non-approval.

Beyond Tokyo provides:

• A free Visa Support Pack
• Optional 1:1 visa preparation guidance
• Supporting documents to assist with travel insurance claims

Where possible, we may help move your booking to another departure, subject to availability.

11. Illness, Emergencies & Travel Insurance

If illness or unexpected personal situations prevent you from travelling, the cancellation terms above will still apply.

Every traveller is covered by travel insurance through a trusted third-party insurer.

Claims must be handled directly between the traveller and the insurance provider.

Beyond Tokyo will support you with documentation and guidance where needed, but cannot process, influence, or guarantee claim outcomes.

We recommend reviewing your policy coverage in advance, especially for cancellations, delays, illness, and medical situations.

12. Unused Services & Early Departure

If you choose not to use any part of the journey after it has started, no refunds, credits, or compensation can be provided for unused hotels, transport, activities, meals, tickets, or other services.

This includes situations such as:

• Late arrival
• Missed flights or train connections
• Illness or injury
• Personal choice to skip part of the journey
• Voluntary early departure
• Leaving the group before the journey ends

Any additional costs arising from rejoining the group, changing travel plans, accommodation changes, return travel, medical expenses, missed transport, or returning home early remain the traveller's responsibility.

13. Failure to Join the Journey

If you are unable to arrive at the designated start location at the specified time for any reason, including delayed flights, missed connections, visa issues, personal circumstances, illness, or baggage delays, your booking will remain subject to the standard cancellation terms.

Beyond Tokyo is not responsible for any additional transport, hotel, transfer, or rebooking costs required for you to join the group later.

Where feasible, you may rejoin the journey at your own expense, but this cannot be guaranteed and depends on the group itinerary and logistics at the time.

14. Travel Lead & On-Ground Support

We travel together as a group.

Your trip lead provides logistical support and coordination, but is not a licensed guide under Japan's Interpreter-Guide Act (通訳案内士法).

Your trip lead may ✓	Your trip lead does not ✗
Assist with transportation, navigation, and communication	Provide licensed guiding under Japan's Interpreter-Guide Act
Help coordinate daily travel logistics	Conduct guided tours inside temples, shrines, museums, or historic sites
Provide basic translation support	Deliver professional historical or cultural commentary
	Accept any form of payment inside Japan

All planning and payments occur before travel through our business registered outside Japan.

While in Japan, the trip lead participates as a travel companion and coordinator, ensuring compliance with Japanese travel regulations.

15. Group Size & Rooming

Group size is intentionally limited in order to preserve the experience and maintain the pace of travel.

Rooms are twin-share with two separate beds.

Solo travellers are paired with same-gender travellers where possible. If pairing is not possible, a single-room supplement may apply.

Specific rooming requests cannot be guaranteed.

16. Travelling with Children

Hotels and trains in Japan are priced per traveller rather than per room.

For this reason, children are counted as individual travellers for beds, train seats, and insurance coverage.

Some journeys may not be suitable for very young children due to pace, transport, or accommodation style.

17. Payment Methods & Currency

Payments must be made in Indian Rupees (INR) using the available payment methods on our website, including UPI, credit/debit cards, bank transfer, or supported payment gateways.

All travellers must pay using their own verified payment method.

Payment gateway charges, foreign exchange charges, and bank transfer fees are non-refundable.

18. Banking Fees

Banking fees, foreign exchange charges, wire transfer fees, intermediary bank deductions, and any other charges imposed by banks for international or non-standard transactions, if applicable, are non-refundable and will not be reimbursed by Beyond Tokyo.

 

19. Contact

Email: hello@beyondtokyo.in
WhatsApp: +91 930 645 39 36