Last updated: August 2026

These Booking Terms & Conditions (“Terms”) apply to travel arrangements, tours, experiences, group travel, MICE programmes and other services arranged or provided by Flip K.K., trading as Flip Japan (“Flip Japan”, “we”, “us”, “our”).

By confirming a booking with Flip Japan, the client, traveller, travel agent, company or other contracting party (“Client”, “you”) agrees to these Terms.

These Terms are our general booking conditions. Individual proposals, quotations, invoices, booking confirmations or agreements may contain booking-specific conditions, including different payment schedules, cancellation conditions, participant requirements or supplier terms.

Where booking-specific conditions have been expressly stated and agreed, those conditions apply to that booking, subject to applicable Japanese law and the applicable travel contract.

Certain bookings may also be governed by Flip Japan’s applicable Standard Terms and Conditions for Travel Contracts (標準旅行業約款) or other approved travel terms. Where mandatory provisions of Japanese law or an applicable travel contract conflict with these Terms, those provisions will take precedence.

A. FIT & Custom Trip Planning

Deposits & Payments

Unless otherwise stated in the proposal or invoice, a deposit of 20–50% of the total itinerary cost is required to proceed with a custom trip booking.

Payment of the deposit authorises Flip Japan to begin confirming the travel arrangements included in the approved itinerary.

The remaining balance is normally due at least 50 days before departure, unless otherwise stated.

If a booking is confirmed within the final payment period, a higher deposit or full payment may be required immediately.

Availability Before Payment

Accommodation, transport, guides, activities, restaurants, tickets and other services shown in a proposal are subject to availability until they have been reserved and confirmed.

Unless Flip Japan expressly confirms otherwise in writing, services shown as available at the quotation or proposal stage have not been reserved, blocked or held.

Availability communicated by Flip Japan therefore does not guarantee that the same service, room category, rate or arrangement will remain available while awaiting Client confirmation or payment.

If a quoted service becomes unavailable before it can be confirmed, Flip Japan will endeavour to propose a suitable alternative. Any difference in price will be communicated to the Client before the alternative is confirmed.

Provisional Holds

Where possible, Flip Japan may arrange a provisional hold with a supplier at the Client’s request.

Any provisional hold:

• is subject to the supplier’s own conditions and release deadline;
• does not constitute a confirmed booking;
• may require a deposit or other commitment;
• may be released automatically if confirmation or payment is not received by the stated deadline.

Flip Japan cannot guarantee that a supplier will extend a hold.

Clients and travel agents are responsible for responding within the deadlines communicated by Flip Japan. Flip Japan is not responsible for the loss of availability resulting from delayed confirmation or payment.

Cancellation

Cancellation must be submitted to Flip Japan in writing.

Unless different cancellation terms are stated in the applicable proposal, confirmation or travel contract, the following general cancellation charges apply:

• 51 days or more before departure: 20% of the total itinerary cost
• 50–30 days before departure: 50%
• Less than 30 days before departure: 100%
• No-show: 100%

Amounts already paid will be credited against the applicable cancellation charge.

If the applicable cancellation charge exceeds the amount already paid, the outstanding amount will be invoiced.

Certain accommodation, transport, tickets, activities, restaurants and other services may become partially or fully non-refundable before the cancellation periods above.

Where permitted by the applicable travel contract, supplier cancellation charges and other non-recoverable costs may apply in addition to, or instead of, the general scale above where specifically disclosed for the booking.

Where possible, Flip Japan may offer an amendment, rescheduling or alternative arrangement instead of cancellation, subject to availability, supplier conditions and any additional cost.

B. Tours

Deposits & Payments

Unless otherwise stated, 100% payment is required to confirm a tour.

Payment is due at the time of booking or by the deadline stated on the invoice.

A requested tour is not considered confirmed until payment has been received and the relevant arrangements have been confirmed.

Cancellation

Cancellation must be submitted in writing.

Unless otherwise stated:

• More than 72 hours before the tour: no general cancellation charge, subject to any non-refundable supplier costs
• 72–24 hours before the tour: 50%
• Less than 24 hours before the tour: 100%
• No-show: 100%

Certain tours, guides, transportation arrangements or tickets may have stricter supplier cancellation conditions or may be non-refundable once confirmed.

Where possible, Flip Japan will endeavour to reschedule the tour, subject to availability and supplier approval. Rescheduling is not guaranteed.

C. Cultural Experiences & Activities

Deposits & Payments

Unless otherwise stated, 100% payment is required to confirm an experience or activity.

Payment is due at the time of booking or by the deadline stated on the invoice.

Cancellation

Many cultural experiences involve independent craftspeople, performers, venues, restaurants or specialist suppliers and may become non-refundable once reserved.

Where supplier-specific conditions apply, those conditions will be communicated where applicable.

Unless stricter supplier conditions apply:

• 30–14 days before the experience: 50%
• Less than 14 days before the experience: 100%
• No-show: 100%

Where the supplier permits, Flip Japan may attempt to change the date, time or participant name. Such changes are not guaranteed and may incur additional charges.

D. Group Trips

Deposits & Payments

Unless otherwise stated in the proposal or agreement, the following payment schedule applies:

• 10% — due upon written confirmation
• 40% — due 90 days before arrival in Japan
• 50% balance — due 50 days before arrival

The initial payment confirms the Client’s commitment to proceed and allows Flip Japan to begin securing the arrangements included in the approved programme.

Individual supplier reservations remain subject to supplier confirmation and availability.

If the booking is confirmed after one or more payment deadlines have passed, all instalments already due become payable immediately.

For example, if a group confirms within 90 days of arrival, 50% will normally be payable upon confirmation, with the remaining 50% due 50 days before arrival.

Cancellation

Cancellation must be submitted in writing.

Unless different terms are stated in the proposal, agreement or applicable travel contract:

• 91 days or more before arrival: 10%
• 90–51 days before arrival: 50%
• 50 days or less before arrival: 100%
• No-show: 100%

For individual participant cancellations, the percentage applies to the cancelled participant’s applicable share.

For cancellation of the entire group, the percentage applies to the applicable group booking amount.

Certain hotels, transportation providers, venues, restaurants, activities and other suppliers may impose stricter cancellation conditions or require non-refundable deposits.

Any supplier-specific cancellation conditions communicated as part of the proposal, confirmation or agreement will apply accordingly, subject to the applicable travel contract and Japanese law.

Group Size & Pricing

Group quotations are calculated using the participant numbers stated in the proposal, including tour leaders unless expressly stated as complimentary.

Many costs—including coaches, guides, private venues, rooms and certain experiences—are shared across the group. A reduction in participant numbers may therefore increase the per-person price for remaining participants.

Unless otherwise agreed, cancellations representing up to 10% of the confirmed group size (rounded up, minimum one participant) may be treated as individual cancellations and charged according to the applicable cancellation conditions.

A reduction exceeding 10% may be treated as a material group-size change.

In such cases:

• the programme may be re-quoted based on the revised participant number;
• remaining participants may be subject to a revised per-person price;
• cancelled participants remain subject to the applicable cancellation conditions; and
• services already contracted with suppliers may remain payable where the supplier does not permit a reduction or refund.

Final Participant Information

Final participant numbers, rooming lists, names, dietary requirements and other information required to operate the programme must be provided by the deadline stated by Flip Japan.

Changes submitted after the deadline are subject to availability and supplier acceptance and may incur additional charges.

E. MICE – Meetings, Incentives, Conferences & Events

Deposits & Payments

Unless otherwise stated in the applicable proposal, quotation or agreement, MICE programmes follow the following payment schedule:

• 10% — due upon written confirmation
• 40% — due 90 days before the programme begins
• 50% balance — due 50 days before the programme begins

Certain venues, hotels, transportation providers, production companies or other suppliers may require different or additional deposits.

Where this applies, the payment schedule will be stated in the proposal, quotation or agreement.

Cancellation

Unless different conditions are stated in the applicable proposal or agreement:

• 91 days or more before programme start: 10%
• 90–51 days before programme start: 50%
• 50 days or less before programme start: 100%
• No-show: 100%

Where applicable, cancellation charges are calculated against the cancelled participant’s share or against the total contracted programme amount if the programme itself is cancelled.

Venues, hotels, catering companies, transportation providers, entertainment suppliers, production companies and other suppliers may impose separate or stricter cancellation conditions.

Supplier-specific cancellation conditions stated in the proposal, quotation, confirmation or agreement apply to those components, subject to applicable law and the applicable travel contract.

Participant Numbers

MICE quotations are based on the participant number stated in the proposal.

Shared programme costs—including venues, transportation, guides, staffing, catering, production and entertainment—may change if participant numbers change.

A material reduction in participant numbers may therefore require the programme to be re-quoted.

Final Numbers & Information

Final participant numbers, rooming lists, dietary requirements, guest information and other required operational information must be provided by the deadlines stated by Flip Japan or the applicable suppliers.

Late changes are subject to supplier approval and may incur additional charges.

Changes in Scope

The confirmed price applies only to the services and scope included in the approved proposal, quotation or agreement.

Additional services or requirements requested after approval—including additional staff, vehicles, transportation, venue requirements, equipment, production, entertainment, activities, extended operating hours or other programme changes—are considered outside the confirmed scope unless expressly included.

Flip Japan will quote additional costs for such services for Client approval before proceeding wherever reasonably practicable.

F. General Terms Applicable to All Bookings

1. Quotations, Prices & Availability

Unless expressly stated otherwise, quotations are based on supplier rates, taxes, transportation costs, exchange rates where applicable, availability and other information available when the quotation is prepared.

A quotation or proposal does not constitute a reservation or guarantee availability.

Unless Flip Japan expressly confirms a hold in writing, no accommodation, guide, vehicle, ticket, restaurant, venue, activity or other service is being held merely because it appears in a proposal.

Prices may change before confirmation if supplier rates, transportation fares, taxes, exchange-rate assumptions or other third-party costs change.

If this occurs, Flip Japan may issue a revised quotation before the booking is confirmed.

Where a quotation includes a stated validity or payment deadline, the quotation may be revised after that deadline.

2. Confirmation of Services

Receipt of payment allows Flip Japan to proceed with securing the agreed arrangements but does not mean every individual supplier service is automatically confirmed at the exact moment payment is received.

Bookings are subject to final supplier confirmation.

If an agreed service becomes unavailable before supplier confirmation, Flip Japan will endeavour to arrange a reasonable alternative.

Any material price difference or significant change will be communicated to the Client.

3. Payments

Unless otherwise stated, invoices are issued in Japanese Yen (JPY).

Payment is normally made by bank transfer unless another payment method has been agreed.

The sender is responsible for bank transfer fees and any intermediary bank charges so that Flip Japan receives the full invoiced amount.

Prices are inclusive or exclusive of Japanese consumption tax as stated in the applicable quotation, proposal or invoice. Japanese consumption tax will be charged where required by law.

Payment is considered received when cleared funds are received by Flip Japan.

4. Late Payment

Payment deadlines are an essential part of the booking.

Failure to make payment by the stated deadline may prevent Flip Japan from confirming or maintaining supplier reservations.

If payment is late, Flip Japan may, where permitted under the applicable agreement and law:

• suspend further booking or planning work;
• release provisional supplier holds;
• cancel unconfirmed reservations;
• require immediate payment before further work is undertaken; and/or
• pass on supplier cancellation charges or additional costs resulting from the delay.

Flip Japan is not responsible for availability lost because the Client, organiser or travel agent failed to provide confirmation or payment within the communicated deadline.

Any late-payment interest or administrative charge will only apply where expressly stated in the applicable agreement, invoice or payment terms.

5. Client-Requested Changes

Once a booking has been confirmed, any Client-requested amendment is subject to availability and supplier conditions.

Changes may result in:

• supplier amendment or cancellation charges;
• additional accommodation costs;
• fare or ticket differences;
• additional transportation costs;
• additional staffing or guide costs;
• administrative or handling charges; and/or
• changes to the overall itinerary price.

Any additional costs resulting from a Client-requested change are the Client’s responsibility.

A reduction in the cost of a service does not automatically create a refund. Any refund will depend on whether Flip Japan receives a corresponding refund or credit from the relevant supplier and on the applicable travel contract.

6. Restaurants, Activities, Tours & Experiences Within a Wider Booking

Once restaurants, activities, tours, experiences, tickets or specialist services have been reserved, changes or cancellations may incur charges of up to 100% of the applicable service cost.

Clients should notify Flip Japan as soon as possible if they wish to make a change, including while travelling.

Flip Japan will endeavour to accommodate requests where reasonably possible, but changes are subject to supplier approval and availability.

7. Refunds

Any refund due will be processed in accordance with the applicable travel contract and after the relevant refundable amounts have been determined.

Where a refund depends on recovery of funds from a third-party supplier, processing may depend on the supplier’s refund process and timeframe.

Where permitted, non-recoverable supplier charges, bank fees, payment processing charges and other non-refundable costs may be deducted from the refundable amount.

Where practicable, refunds will normally be made to the original payer or original payment method.

Foreign exchange movements may result in the amount received by the Client differing from the original amount paid when converted into another currency.

8. Client Information & Accuracy

The Client is responsible for providing complete and accurate information required for the booking, including:

• traveller names;
• passport information;
• dates of birth where required;
• contact details;
• rooming information;
• dietary requirements;
• accessibility requirements; and
• other information reasonably required by Flip Japan or its suppliers.

Names must match the relevant traveller’s passport where required for tickets or reservations.

Any costs resulting from incorrect, incomplete or late information supplied by the Client—including ticket reissuance, name changes, cancellation or rebooking—are the Client’s responsibility.

9. Passports, Visas & Entry Requirements

Travellers are responsible for ensuring that they hold valid passports, visas, permits, vaccination documentation and other documentation required for their journey.

Flip Japan may provide general information or assistance but does not guarantee the accuracy or applicability of immigration, visa, health or entry information to an individual traveller.

Travellers should verify requirements with the relevant government authorities before departure.

Flip Japan is not responsible for losses arising because a traveller is refused boarding or entry due to inadequate or incorrect documentation.

Where a traveller’s failure to comply with entry requirements causes a fine, penalty or other cost to be imposed on Flip Japan, the Client may be required to reimburse that cost where permitted by law.

10. Medical, Dietary & Accessibility Requirements

Travellers are responsible for determining whether they are physically able to participate in the services booked.

Any medical condition, disability, allergy, dietary requirement, mobility issue or other circumstance that may materially affect a traveller’s participation should be disclosed to Flip Japan before travel where appropriate.

Flip Japan will endeavour to communicate relevant requirements to suppliers but cannot guarantee that every requirement can be accommodated.

Travellers participating in physically demanding activities are responsible for ensuring they are fit to participate.

11. Travel Insurance

Flip Japan strongly recommends comprehensive travel insurance covering the full duration of the journey.

Appropriate insurance should include, where relevant:

• medical expenses;
• emergency treatment;
• medical evacuation and repatriation;
• trip cancellation;
• trip interruption or curtailment;
• travel delays;
• baggage and personal belongings; and
• activities included in the itinerary.

For group travel and MICE programmes, organisers should ensure that appropriate insurance arrangements are in place for the group or require individual participants to maintain suitable coverage.

Insurance policies should be checked carefully to ensure that activities included in the itinerary are covered.

12. Traveller Conduct & Participation

Travellers are expected to follow reasonable instructions from guides, tour leaders, drivers, venues and other service providers where required for the safe and effective operation of the programme.

Where a traveller’s behaviour poses a serious risk to their own safety, the safety of others, property or the operation of the programme, Flip Japan or the relevant supplier may take reasonable steps to address the situation, including terminating the traveller’s participation where necessary and permitted by law.

Illegal conduct, violence, harassment, deliberate property damage or behaviour creating a serious safety risk may result in removal from an activity or programme.

Refunds for unused services in these circumstances will be subject to the applicable travel contract and supplier conditions.

13. Itinerary & Programme Changes

Travel arrangements may occasionally need to change due to circumstances including transportation disruption, weather, supplier operational issues, hotel overbooking, venue changes or other unforeseen events.

Where reasonably necessary, Flip Japan may arrange alternative transportation, accommodation, venues, activities, routes or programme timings.

Where a material change occurs, Flip Japan will endeavour to inform the Client as soon as reasonably practicable and provide an appropriate alternative where possible.

Flip Japan will not be liable for changes necessitated by circumstances outside its reasonable control, subject always to any rights the traveller has under applicable Japanese law and the applicable travel contract.

14. Events Beyond Our Reasonable Control

Circumstances outside Flip Japan’s reasonable control may include, without limitation:

• earthquakes;
• tsunamis;
• typhoons;
• flooding;
• volcanic activity;
• extreme weather;
• fire;
• epidemic or pandemic;
• war or threat of war;
• terrorism;
• civil unrest;
• strikes;
• transportation disruption;
• airport, railway or road closures;
• government restrictions or actions;
• border closures;
• power or infrastructure failure;
• supplier closure or insolvency; or
• other extraordinary events that could not reasonably have been prevented by Flip Japan.

Where such circumstances require a programme to be cancelled or materially changed, Flip Japan will handle alternatives, rebooking and any refund in accordance with the applicable travel contract and supplier conditions.

Non-recoverable third-party costs may not be refundable where permitted by the applicable contract and law.

15. Transportation Delays & Schedule Changes

Airline, railway, ferry and other transportation schedules may change.

Where Flip Japan is notified of a material schedule change affecting services arranged by us, we will endeavour to assist with necessary adjustments.

However, Flip Japan is not responsible for carrier schedule changes, cancellations, overbooking, baggage loss or delays caused by the carrier except to the extent responsibility arises under the applicable travel contract or Japanese law.

Claims relating directly to an airline or other carrier may need to be made with that carrier.

Additional accommodation, transportation or other costs caused by a carrier delay or cancellation may be the traveller’s or organiser’s responsibility, subject to applicable law, insurance coverage and the relevant travel contract.

16. Borrowed & Rental Items

Items supplied or arranged for travellers—including pocket Wi-Fi devices, bicycles, rental equipment or other property—must be used responsibly and returned:

• by the required deadline;
• to the required location; and
• in substantially the condition in which they were provided, allowing for normal use.

The Client or traveller may be responsible for charges imposed for loss, damage, theft, late return or failure to return an item.

17. Suppliers & Third-Party Services

Flip Japan works with hotels, guides, transportation companies, restaurants, venues, activity providers and other independent suppliers.

We take reasonable steps when selecting and coordinating suppliers.

Certain services are subject to the supplier’s own operating rules, restrictions and cancellation conditions.

Where relevant, supplier-specific conditions may form part of the booking.

Nothing in this section limits any responsibility Flip Japan has under applicable Japanese travel law or the applicable travel contract.

18. Liability

Flip Japan will perform its obligations with reasonable care and in accordance with applicable Japanese law and the applicable travel contract.

Flip Japan is not responsible for loss or damage caused solely by:

• the Client or traveller;
• a third party unconnected with the provision of the booked services where the event could not reasonably have been foreseen or prevented;
• circumstances outside Flip Japan’s reasonable control; or
• other circumstances for which Flip Japan is not responsible under the applicable travel contract or Japanese law.

Nothing in these Terms excludes or restricts liability that cannot legally be excluded or restricted.

19. Agents, Organisers & Group Representatives

Where a booking is made through a travel agent, company, organiser or designated group representative, Flip Japan may communicate booking information, payment requirements, deadlines and programme changes through that party.

The agent, organiser or representative is responsible for communicating relevant information to the travellers they represent.

Unless otherwise agreed, delays by an agent, organiser or representative in communicating approval, traveller information or payment to Flip Japan do not extend supplier deadlines or guarantee continued availability.

20. Intellectual Property & Itinerary Materials

Proposals, itineraries, roadbooks, programme concepts and other materials prepared by Flip Japan are provided for the purpose of the applicable booking.

Unless otherwise agreed, Flip Japan retains intellectual property rights in original planning materials, programme concepts and content created by Flip Japan.

Materials may not be commercially reproduced, resold or distributed to third parties for commercial use without Flip Japan’s permission.

21. Applicable Law

These Terms and bookings made with Flip Japan are governed by the laws of Japan.

Any dispute will be handled in accordance with applicable Japanese law and the applicable travel contract.

Where legally permitted, the courts having jurisdiction over Flip Japan’s registered office will have jurisdiction over disputes arising from these Terms or the booking.

Nothing in these Terms limits any mandatory rights available to travellers under Japanese law.

22. Booking-Specific Terms & Entire Agreement

These Terms are Flip Japan’s general booking conditions.

A proposal, quotation, invoice, booking confirmation, contract or other written agreement for a specific booking may contain additional or booking-specific conditions, including:

• payment amounts and deadlines;
• cancellation conditions;
• supplier-specific cancellation charges;
• participant numbers;
• rooming commitments;
• venue conditions;
• minimum spend requirements;
• inclusions and exclusions;
• programme scope; and
• other project-specific requirements.

Where such terms have been expressly agreed for a particular booking, they form part of the agreement for that booking.

These Terms, together with the applicable proposal, quotation, confirmation, agreement and applicable Standard Terms and Conditions for Travel Contracts, constitute the relevant contractual documents for the booking.

If there is any inconsistency, the applicable documents will take precedence in accordance with Japanese law and the applicable travel contract.

Flip Japan / Flip K.K.

Registered Travel Agency: Tokyo Metropolitan Governor Registered Travel Agency No. 2-8391
Company: Flip K.K.
Location: Tokyo, Japan

For questions regarding these Booking Terms & Conditions or a specific booking, please contact Flip Japan.

Important: Certain provisions of these Booking Terms & Conditions, particularly cancellation charges and their relationship with supplier-specific cancellation costs, should be read together with the applicable Standard Terms and Conditions for Travel Contracts (標準旅行業約款).