Terms and Conditions
Please read the conditions of travel as your booking is subject to the terms & conditions listed below. A contract is entered into once your travel agent or IACE TRAVEL receives your deposit and we accept and confirm the booking. Please note that travel arrangements are not confirmed until stated so in writing by IACE TRAVEL. Payment of any monies constitutes acceptance and understanding of IACE TRAVEL ’s Terms & Conditions as laid out below, as listed on our website and in our pre-travel documentation.
GENERAL INFORMATION & CONDITIONS
When making a reservation, you must ensure that your name (and the name of any person(s) for whom you are making a reservation) matches exactly the name as it appears on your (or the person(s) for whom you are making the booking’s) passport.
Deposit / Final Payment
A non-refundable deposit is required to confirm your reservation, which will be applied towards the cost of your package. Please refer to your Estimate/Invoice for deposit and final payment details.
IACE TRAVEL reserves the right to issue airline tickets immediately upon receipt of your tour deposit.
If your payment is not received by the due date, the reservation will be subject to cancellation and deposit will be forfeited. Full payment deadlines may vary based on seasonality. Air and Cruise Packages, Special Instant Purchase Airfare, Customized packages, Special Promotions and Deals may require earlier payment and restricted cancellation as stated on your invoice/confirmation.
We make every effort to ensure our tours run smoothly and trouble-free, according to the posted itineraries.
However, international travel is complex, and we reserve the right to modify our itineraries as we deem necessary to keep everything running comfortably.
The itinerary may be modified based on various factors like maintenance of historical monuments, museums, major events like sports conventions, religious festivals, etc. In these cases, we will make every effort to ensure the changes result in an equivalent or better experience for our travelers, but we will not be held liable for any damages or penalties related to these alterations. In rare cases, due to circumstances beyond our control and for the comfort, safety and well being of our travelers, it may become necessary to make major changes to our itineraries, including omitting certain destinations or segments of a tour (such as a cruise), or even to cancel a departure entirely due to unforeseen reasons. And we will not take any responsibility for any ticket of the customer which they may have purchased in advance for sector within Japan or abroad.
If and when this occurs, we will inform you as soon as reasonably possible. We will also make every effort to obtain refunds from our suppliers for the unused services, which we will refund to you. However, it may not be possible to obtain refunds from all suppliers (especially for ticketed flights) and we cannot guarantee a refund of your entire package price.
Please refer to your Estimate/Invoice for individual cancellation policy.
Written notice of cancellation must be received by IACE TRAVEL either by email. Oral cancellation by phone will not be accepted.
*After departure, any unused portions of any tour itinerary, including hotel accommodations, sightseeing tours, airport transfers, meals, extra hotel nights, airfare or other items included in the tour are non-refundable.
*In the event of cancellation by your travel companion or roommate, you are responsible for the additional resultant single supplement.
Special Circumstances: If a passenger or immediate family (parents, siblings) passes away prior to departure, IACE TRAVEL will request a waiver from the airline with a provided death or doctor’s certificate. If the airline authorizes such a waiver for the ticket penalty, IACE TRAVEL will only collect the hotel penalty fee and a USD 50 processing fee per passenger.
Medical reasons are not accepted as proof to waive cancellation penalties.
Travel Protection: IACE TRAVEL cares for the safety and security of our guests, so we recommend that you purchase a Travel Insurance with an additional fee that provides coverage for Trip Interruption Trip Delay, Baggage loss or theft, Medical Expense and Evacuation and more. For details, please visit TRAVELEX or ask your travel agent.
TOUR FARE INCLUDES
Tour Fare Includes
Accommodations: As specified in each itinerary.
Hotel Profiles: Star-ratings may differ from country to country. IACE TRAVEL does its best to maintain current information, however is not responsible for any inaccuracies, changes in description details or amenities, or images provided by third parties.
Single Supplement Fee: Prices are per person based on double occupancy. A single supplement fee will apply for solo travelers. In the event of cancellation by your travel companion or roommate, you will be responsible for the additional resultant single supplement charge.
Meals: As specified in each itinerary.
Admissions / Entrance Fee: As specified in each itinerary.
Itinerary Changes: IACE TRAVEL will adhere to the original itinerary as accurately as possible. However, final arrangements will be determined by our local staff based on circumstances which may be beyond the control of IACE TRAVEL, such as traffic, weather, natural disasters, incidents at sea, fire, breakdown in machinery or equipment, acts of government or authorities and wars under local condition. During local or national holidays, certain facilities such as museums and restaurants, sightseeing tours, and shopping may be limited or not available. Alternatives will be offered whenever possible.
Not Included in the Tour Fare
Expenses due to delay or changes of schedule, overbooking of accommodations, passports; visas and vaccinations, tips to your Tour Director, driver, Local Guides, laundry, telephone, mini bar, alcohol, beverages(these extra items will be billed to you before leaving the hotel or restaurant optional excursions, porterage at airports, excess baggage fees, and all other items of a personal nature not outlined in the tour itinerary.
Amendments after Departure
The cost of any changes or additions will be at the local rate at the time of the amendment, not per the IACE TRAVEL website or brochure, and must be borne by the passenger. Changes are subject to a USD 50 processing fee plus any associated costs charged by suppliers such as airlines, rail companies, or hotels.
Unused Tour Features
Any unused tour features either on air or ground transportation or for land arrangements including but not limited to optional excursions, tours, meals, hotel accommodations and upgrades are non-refundable, non-transferable and non-exchangeable.
Tour price Guarantee
Your tour price is guaranteed once IACE TRAVEL has received your full payment.
Health, Active Elements, Medical Conditions and Special Assistance
Some of our Tours incorporate active elements such as ingress and egress from buses and vessels, walking long distances, or sightseeing; you are responsible for familiarizing yourself with the level of activity that will be involved in your Tour. You must disclose at the time of booking (or at such later time when you become aware of such a condition) any existing physical or mental illness, disability, pregnancy or any other condition which may create a health hazard for yourself or others during the Tour or for which you may require medical attention or special accommodation during the Tour. We will make reasonable efforts to accommodate your needs, but you must notify us at the time of booking for a determination of what assistance we can reasonably provide. We regret that we cannot accommodate you if you have special needs for ordinary daily activities, such as walking and dining. In no instance will our Suppliers or we physically lift or assist you on to or off any vehicles. If we cannot accommodate your special needs, you must be accompanied by a companion who will be responsible for independently providing the needed assistance. IACE TRAVEL recommends that travelers be in good health. Please consult your physician regarding your medical condition and ability to travel long distances. IACE TRAVEL will make reasonable efforts to accommodate the special needs of disabled participants, but is not responsible for any denial of services by carriers, hotels, restaurants, or other suppliers. We reserve the right to decline acceptance of anyone we consider unsuitable due to fitness level. We also reserve the right to remove you from the Tour, at your own expense, if your condition is such that it could create a hazard to you or others, or otherwise impact the enjoyment of other passengers.
Participation In and Conduct During The Tour
You are responsible for respecting the authority and following the directions of the Tour Guide and the laws of the countries in your Itinerary during a Tour. We may exclude you from participating in all or any part of the Tour if, in our sole discretion, your condition or behavior renders you unfit for the Tour or unfit for continuation once the Tour has begun. Unfitness may include, without limitation, any behavior that, regardless of its cause, is inappropriate or offensive or interferes with the delivery of Tour services or may constitute a hazard or embarrassment. In such case, our liability shall be strictly limited to refund of the recoverable cost of any unused portion of the Tour. Should you decide for any reason not to participate in certain parts of the Tour or use certain goods included in the Tour, no refunds will be made for those unused parts of the Tour or goods. You agree to indemnify and hold us harmless from and against any costs, damages, losses or liabilities arising out of (a) the actions or omissions of any minors traveling with you and (b) if you are signing on behalf of yourself and your traveling companions, your companions’ claims that you were not authorized to agree to this Terms and Conditions on their behalf.
Baggage is at owner’s risk throughout. IACE TRAVEL is not responsible for loss, theft, damage or delay to passenger’s luggage. IACE TRAVEL assumes no liability of loss or damage to baggage or delay of baggage in transit to and from a Tour or while on a Tour. For up-to-date baggage allowance restrictions, always check with the appropriate airline for the latest regulations. Baggage allowance varies by airline and is subject to change at any time. Some airlines may impose additional charges if you choose to check in any baggage. Baggage allowance on Japan or overseas internal flights may vary from baggage allowance on international flights. Excess baggage charge and insurance is at the owner’s responsibility. Please contact your airline or refer to its website for detailed information regarding your airline’s checked baggage policies prior to departure.
All passengers must be in possession of a valid passport required for entry, departure and travel through each destination along the itinerary of the tour. All passports may need to be valid for at least 6 months past the return date of your trip. Your passport must have enough blank pages (excluding amendment pages) available for entry and exit stamps issued when entering and exiting immigration points. For non-US passport holders, please consult with your local embassy or consulate.
It is the responsibility of travelers to obtain proper visas in a timely manner prior to the trip departure date. For non-US passport holders, please consult with the relevant embassies directly in regards to visa requirements. The customer accepts full responsibility for obtaining all necessary documents, visas and permits prior to the tour departure, and is solely responsible for any adverse consequences resulting from missing proper documentation. Other requirements and fees may be applicable for non-US passport holders, please consult with the consulate of the country you are visiting.
IACE TRAVEL will not discuss or disclose any details of our clients’ trip with any third party other than the clients’ authorized agent, the airlines, hotels, and land & cruise operators.
IACE TRAVEL, as tour operator, acts only as an agent for contracted services. All travel arrangements included in this trip are made on the participant’s behalf upon the express condition that neither IACE TRAVEL nor its agents shall be liable or held responsible in the absence of its (or their) negligence for any direct, indirect, consequential harm, or irregularity of any kind which may be accessioned by reason of any act or omission of any person or entity, including without limitation, any act of negligence or breach of contract of any third party such as an airline, train, motor coach, private car, cruise vessel, boat, or any other conveyance, hotel, sightseeing provider, local ground-handler, restaurant, etc., which is to or does supply any goods or services for this trip. Participants understand that IACE TRAVEL neither owns nor operates such third party suppliers and accordingly agrees to seek remedies directly and only with those suppliers and not hold IACE TRAVEL responsible for their acts, omissions or commissions. Without their limiting the foregoing, IACE TRAVEL and its agents are not responsible for any losses or expenses due to delay or changes of schedule, overbooking of accommodations, default of any third parties, sickness, weather, strike, acts of terrorism, acts of government’s civil disturbances, war, quarantine, customs regulations, endemics, epidemics, pandemics, criminal activity or for any other cause beyond its control. All such losses or expenses have to be borne and paid for by the participant. By offering travel products in particular international destinations, IACE TRAVEL does not present or warrant that travel to such areas is advisable or without risk, and is not liable for damages or losses that may result from travel to such destinations.
IACE TRAVEL reserves the right to substitute hotels, and alter the itinerary, withdraw any tour and make any desirable alteration for the convenience of the operation of tours.
IACE TRAVEL reserves the right to cancel the tour prior to departure for any reason. Liability for such cancellation is limited to full refund of money received by IACE TRAVEL, and this will constitute full settlement with the tour member.
IACE TRAVEL reserves the right to decline to accept, or retain any person as tour participant, should such person’s health, mental condition, physical infirmity or general deportment impede the operation of the tour or the rights, welfare or enjoyment of other tour participants.
IACE TRAVEL is not responsible for participant’s visa or passport requirements, nor will a refund of unused services be made, nor reimbursement of any additional expenditure if a participant is denied entry to a country for this or any other reason.
IACE TRAVEL accepts no responsibility for value, reliability, quality or authenticity of any goods purchased while on tour or for any mailing, freight or shipping arrangements.
IACE TRAVEL accepts no responsibility for cost, which may occur as a result of a participant failing to secure adequate insurance coverage, which coverage is highly recommended. Generally, your health insurance does not cover expenses outside the USA.
The general conditions under which you agree to utilize the services of IACE TRAVEL may not be amended in any way, except in writing, by an authorized officer of IACE TRAVEL.