Last Updated: April 2026

(Applies to all Beyond Tokyo journeys)

1. Nature of Service

Beyond Tokyo curates small-group travel experiences in Japan.

Beyond Tokyo is responsible for:

• Designing the journey route and pacing
• Coordinating accommodations and planned activities
• Providing on-ground travel companionship and logistical support

We are not responsible for:

• Visa, passport, or immigration outcomes
• Airline schedule changes or cancellations
• Personal medication or medical decisions
• Loss, theft, or damage to personal belongings

Beyond Tokyo does not provide licensed guiding services in Japan. All travel arrangements are planned and confirmed prior to departure from India.

On-ground support provided during the journey is logistical in nature and does not replace licensed guiding, interpretation, or tourism services regulated within Japan.

Accommodation providers, transportation operators, and experience hosts are independent third-party suppliers. Beyond Tokyo is not responsible for their acts, omissions, or service failures.

2. Booking & Payment

Your place is reserved when the ₹4,999 booking deposit ("Reserve My Spot") is paid.

Reserve My Spot bookings are fully refundable within 7 days of booking, no questions asked, if booked at least 30 days before departure.

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

Refund requests must be made by email to hello@beyondtokyo.in.

Refunds are issued only to the original payment method and original payer.

If any third-party costs have already been incurred specifically for your booking, those may be deducted at actual cost before the refund is processed.

Your Visa Support Pack is shared immediately after reserving.

The remaining balance (full trip price minus ₹4,999 deposit) is due 45 days before departure. Reminders will be sent in advance.

For bookings made within 45 days of the trip start date, the full trip amount is payable at booking.

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

If you cancel your reservation, the cancellation terms outlined in the Refund & Cancellation Policy will apply.

If the journey does not confirm due to minimum group size:

• 100% of the amount paid, including the reservation fee, will be refunded.

Refunds are typically initiated within 7 business days.

Banks, card providers, UPI platforms, or payment gateways may take an additional 3–5 business days to reflect the refund.

If the remaining balance is not paid on time, your seat may be released in accordance with the applicable cancellation policy.

2A. Failure to Join the Journey

If you fail to arrive at the designated start location at the specified time for any reason — including flight delays, missed connections, delayed baggage, visa issues, illness, or personal circumstances — the booking will be treated as a cancellation under the applicable cancellation policy.

You may attempt to rejoin the group at your own expense, subject to feasibility.

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

3. Pricing & Taxes

All prices are listed per traveller in INR, unless stated otherwise.

Prices are fixed once the reservation fee is paid.

Government taxes (GST/TCS) are charged where required by law.

Unless otherwise stated, trip prices do not include:

• International or domestic flights
• Visa fees
• Personal expenses
• Optional activities
• Meals not specifically mentioned
• Airport transfers

4. Travel Documents & Visa

You are responsible for:

• Holding a valid passport
• Ensuring your passport is valid for at least 6 months from the start date of travel
• Preparing and submitting visa documents
• Applying for and securing your Japan visa
• Ensuring documentation submitted is accurate and complete

We provide:

• A free visa document checklist
• Optional one-on-one visa preparation guidance
• Supporting documents for insurance claims

Visa refusal or delay does not qualify for refunds.

You are responsible for preparing, submitting, and ensuring the accuracy of all travel and visa documentation.

5. Health & Participation Requirements

Journeys generally involve moderate daily walking (8,000–12,000 steps).

By booking, you confirm that:

• You are physically able to participate
• You are responsible for your personal health and medication
• You will disclose relevant medical conditions in advance
• You will obtain medical clearance if you have pre-existing conditions that may affect participation

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

Beyond Tokyo cannot provide medical supervision or specialized care.

6. Traveller Responsibility & Assumption of Risk

Travel involves inherent risks, including but not limited to transportation delays, weather conditions, physical activity, unfamiliar environments, and interactions with third-party services.

By participating in a Beyond Tokyo journey, you acknowledge that:

• You voluntarily accept the normal risks associated with travel and group journeys
• You are responsible for your personal safety, awareness, and conduct during the trip
• You agree to follow reasonable instructions provided by the trip lead for the safety and smooth operation of the group

Beyond Tokyo designs journeys carefully and takes reasonable steps to promote safety; however, we cannot eliminate all risks associated with travel.

Participation in the journey indicates your acknowledgment and acceptance of these inherent travel risks.

7. Travel Lead & On-Ground Role

Beyond Tokyo does not provide licensed guiding services in Japan.

Your trip lead may assist with ✓	Your trip lead does not ✗
Transportation, navigation, and tickets	Provide licensed guiding under Japan's Interpreter-Guide Act (通訳案内士法)
Coordinating meeting points and daily travel flow	Deliver historical or cultural commentary in a professional guiding capacity
Communication and basic translation	Represent themselves as a professional guide
	Accept or request any payment inside Japan

All planning and payments occur before travel and outside Japan.

8. Travel Insurance & Liability

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

Claims are processed directly between the traveller and the insurer.

We provide supporting documents but do not influence or guarantee claim outcomes.

Travellers should review their policy coverage in advance, especially for cancellations, delays, illness, and medical situations.

Beyond Tokyo is not liable for:

• Medical incidents, illness, or injuries
• Loss, theft, or damage of personal items
• Situations arising from failure to follow instructions or local laws

To the maximum extent permitted by law, our total liability — whether in contract, tort, or otherwise — is limited to the total amount you have paid to Beyond Tokyo for the trip.

We are not liable for indirect, incidental, special, or consequential damages.

Beyond Tokyo acts solely as a facilitator for insurance coverage and is not responsible for claim assessment, approval, or payout.

9. Group Conduct, Safety & Zero Tolerance

To ensure a safe and respectful experience for everyone, we reserve the right to remove any traveller from the journey without refund if their behavior:

• Endangers the safety or well-being of others
• Persistently disrupts group harmony or dynamics
• Violates local Japanese laws or customs
• Is abusive, discriminatory, or harassing toward staff or fellow travellers
• Shows disrespect toward local culture, laws, or fellow travellers
• Involves illegal substances
• Involves dangerous intoxication or reckless behavior

This step is rare but necessary to maintain a safe environment for all participants.

Where required, Beyond Tokyo may report illegal activities or serious misconduct to relevant authorities.

The trip lead's decisions regarding safety, logistics, and group movement during the journey are final.

10. Force Majeure

Beyond Tokyo is not liable for delays, changes, or cancellations caused by events beyond our reasonable control, including but not limited to:

• Natural disasters or extreme weather
• Public health events
• Government restrictions
• Civil unrest or political events
• Transportation shutdowns
• Strikes or infrastructure disruptions
• Acts of terrorism

We will:

• Communicate promptly
• Seek reasonable alternative arrangements where possible

Refunds are not guaranteed where suppliers are non-refundable.

10A. Additional Costs Arising from Disruptions

Where travel is affected by events beyond our reasonable control, Beyond Tokyo may modify the itinerary as necessary for safety and continuity.

Additional costs arising from such disruptions may be payable by travellers at actual cost. These may include:

• Additional accommodation
• Alternative transportation
• Meals and daily expenses
• Rebooking or change fees
• Luggage forwarding or storage
• Emergency transfers or arrangements

Beyond Tokyo will make reasonable efforts to assist in arranging suitable alternatives.

Travel insurance may cover certain disruption-related expenses. Claims must be submitted directly by the traveller to the insurer.

Travellers are expected to cooperate with reasonable instructions and adjustments made for safety and continuity.

11. Itinerary Flexibility

We may adjust itineraries, accommodations, transportation, or activities due to:

• Local conditions
• Safety considerations
• Supplier availability
• Operational needs

Hotel categories, room types, or exact properties may occasionally change to a similar standard where required.

Such adjustments do not constitute a material alteration of the journey and do not qualify for refunds beyond those outlined in the Refund & Cancellation Policy.

11A. Unused Services & Early Departure

If you join a journey but are unable or choose not to continue for any reason, no refunds, credits, or compensation will be provided for unused portions of the trip.

This includes situations such as:

• Missed flights or train connections
• Illness or injury
• Voluntary early departure
• Leaving the group before the journey ends

Beyond Tokyo is not responsible for additional costs arising from accommodation changes, return travel, medical expenses, missed transport, or returning home early.

12. Transfer of Booking

You may transfer your booking to another eligible traveller at least 15 days before departure, subject to:

• The new traveller meeting all visa and travel requirements
• Supplier fees, name-change charges, insurance changes, or fare differences being passed through at actual cost
• The replacement traveller completing any unpaid balance

The original traveller remains responsible for any unpaid balance until the replacement traveller has completed payment.

Transfers within 30 days of departure are subject to approval and cannot be guaranteed.

13. Travelling with Children

Travellers under 18 must be accompanied by a parent or legal guardian.

Hotels and trains in Japan are priced per traveller, not per room.

Children are counted as individual participants for rooms, seats, tickets, and insurance.

Depending on hotel policy, children may require separate beds and may be charged accordingly.

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

Parents or guardians assume full responsibility for minors throughout the journey.

14. Payment Methods & Currency

Payments must be made in Indian Rupees (INR).

Available payment methods may include 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, bank transfer fees, intermediary bank deductions, and other banking charges are non-refundable and borne by the traveller.

15. Governing Law & Jurisdiction

These Terms are governed by the laws of India.

Any disputes arising from these Terms, your booking, or your participation in a Beyond Tokyo journey will fall under the exclusive jurisdiction of the courts in Panipat, Haryana, India.

16. Dispute Resolution

Before initiating legal action, both parties agree to:

• Attempt to resolve the matter through written communication
• Allow up to 15 days for resolution

Legal remedies may be pursued if resolution is unsuccessful.

17. Severability

If any part of these Terms is found invalid or unenforceable, the remaining sections will continue in full force and effect.

18. Acceptance

By making any booking payment, including the ₹4,999 Reserve My Spot payment, you confirm that you have:

• Read and understood these Terms
• Read and accepted the Refund & Cancellation Policy
• Read and accepted the Privacy Policy
• Agreed to follow group conduct expectations

19. Payment Disputes & Chargebacks

If a traveller initiates a payment dispute, chargeback, or reversal with their bank or payment provider for a charge that is valid under these Terms and the Refund & Cancellation Policy, Beyond Tokyo reserves the right to contest the dispute with supporting documentation.

By making a booking payment, you acknowledge and agree that:

• All payments are subject to the booking, cancellation, and refund terms outlined in our policies
• Initiating a chargeback for a valid charge may result in suspension of services or cancellation of the booking
• Any administrative or dispute-related costs incurred by Beyond Tokyo in responding to the chargeback may be recovered where permitted by law
• Beyond Tokyo reserves the right to suspend future bookings from travellers who initiate invalid or abusive chargebacks

We encourage travellers to contact us directly first so that we can resolve any concerns quickly and fairly.

20. Contact

Questions about these Terms? Reach us at:

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