Terms & Conditions of Booking
Active Co., Ltd.
Hokkaido prefecture registered travel agent (No. 3-609)
(Custom-ordered tour including guided ski tour(s) by Hokkaido Powder Guides)
In this policy the letters ‘ACTIVE’ refers Active Co., Ltd. and ‘HPG' refers to Hokkaido Powder Guides.
Booking and Payment
In order to book a place on a trip you will be required to submit an individual information form and send a deposit of
20% of the total price of the trip together with a signed Terms and Conditions of Booking form and waiver form. Once
your booking is accepted you will be sent a confirmation invoice. The balance of your payment will be due 60 days
before the departure of the trip. If the reservation is made within the 60 days then the full balance of the trip will be
due. If any outstanding balance is not paid within this time then ACTIVE reserves the right to cancel your booking.
In the case of a group booking, and the original specified group number was to decrease, the remaining group
members are to pay the additional costs as a result of a smaller group number.
Cancellation Charges
Any cancellations on the part of the client must be made in writing and the charges will be determined by the date of
the cancellation. The client also agrees to pay for the return remittance fees. The schedule of these charges is as
follows:
- Loss of the deposit when cancellations are made more than 60 days before the trip departure.
- 70% of the total price of the trip when cancellations are made 31 to 60 days before the trip departure.
- 100% of the total trip price for any cancellations made within 30 days prior to the trip departure.
It is a requirement for all clients to provide evidence of travel insurance for the trip within 14 days of making the
booking.
ACTIVE reserves the right to cancel a trip due to unforeseen circumstances. If this should occur the client can either
choose between a full refund or a place on another scheduled trip. If the price of the original trip is higher than the
alternative trip then ACTIVE will refund the client the difference. If the client's original trip price is lower than the
alternative trip price, the client will be responsible for paying the balance.
If the trip is cancelled, ACTIVE is not responsible for additional expenses incurred by the client in preparing for the
trip. (e.g. non-refundable air tickets, visa fees if applicable, gear or medical expenses).
Minimum group size / Small group charge
If ACTIVE doesn’t have the minimum numbers of clients to confirm by 30 days prior to the trip commencement,
ACTIVE will notify the client and give them the option of either; cancelling the trip with full refund for the money paid,
or accepting the small group charge which is calculated based on the numbers of clients who would like to commit to
the tour. If more clients sign up within 30 days, ACTIVE refunds the client the price difference.
Amendment Charges
Any amendments involving reducing the nights of stay and or the number of units will be treated as a cancellation.
The same conditions as outlined in the cancellation policy will apply.
Trip Guides/Laws
The guide will ensure the safety and welfare of the clients on the trip at all times and therefore their decision will be
final on all matters. If in any circumstance the client refuses to co-operate with the guide on any matter, or abide by
the laws of Japan, the guide can dismiss the client from the trip and they will forfeit the right to any refund.
Changes to Advertised Itinerary
Changes may occur to the itinerary due to unforeseen circumstances such as local events. The order of the days in
the advertised itinerary may also change due to weather or any other circumstances.
Clients are permitted to make changes to their itinerary, including transferring from one trip to another when it is more
than 60 days prior to the departure of their trip. If a transfer is made then ACTIVE reserves the right to charge an
administration fee of 10% of the price of the original booked reservation.
Claims and Complaints
If a client has a complaint they must inform the guide while on the trip so ACTIVE and HPG have a chance to rectify
the situation. Any further claim or complaints must be made in writing and submitted to ACTIVE and HPG no later
than 30 days after the trip and we will do our best to resolve the situation satisfactorily.
Liability
All services and arrangements made by ACTIVE and HPG are made on the condition that ACTIVE and HPG will not
be held responsible for any injury, death, loss, damage or irregularity which may occur through acts of carrying out
the service or arrangements. We will not accept liability for circumstances outside our control such as robbery,
sickness, wars, riots, strikes, delays or other unforeseeable or unavoidable occurrences.
Travel Documents
Clients agree to have a valid passport and necessary visas for traveling. ACTIVE does not assume responsibility for
securing any of these documents and any advice given on the part of ACTIVE is done in good faith.
Photographic Release
Clients agree to permit ACTIVE, HPG and other guest to take photographs and film of the trip. Clients understand
and agree that the photos and film may be used for commercial or promotional purposes.
Equipment
Clients agree to treat any rental equipment as if it were their own, and if damaged or destroyed will agree to be
responsible for the equipment cost, including any costs for shipping.
You will be required to sign this terms & conditions agreement allong with a liability waiver to confirm your booking