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Trip Plan

Terms and Conditions

Please read the conditions of travel, as your tour 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 tour. Please note that bookings are not confirmed until stated 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 Terms of Use

When confirming a tour, you must ensure that your name (and the names 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.

Minimum Spend for Individual Tours (FIT)
IACE Travel reserves the right to refuse any FIT inquiry that does not meet the following minimum criteria for our services: 
$450 USD per person per day, based on double occupancy, for a tour of at least 7 days, or a minimum of $6,000 USD for any tour totaling 6 days or less. International airfare and/or travel insurance will not count towards reaching the threshold for the minimum spend amount. 
*Group tour inquiries are evaluated on a case-by-case basis, so please contact us for more information.

Deposit / Final Payment
​A non-refundable deposit is required to confirm your tour and will be applied to the final price of the tour. The final payment for the remaining balance of your tour is due before your scheduled departure date for Japan. Please refer to your estimate\invoice for information regarding the deposit, final payment, and other details. Failure to make the final payment to IACE Travel before the due date of payments is grounds for IACE Travel to cancel all services associated with the tour, and non-refundable deposit to be forfeited.
IACE Travel will begin securing all services upon confirmation, including, but not limited to, hotels, airline tickets, guides, special experiences, etc. All services included in the tour are subject to availability until confirmed in writing by IACE Travel. Furthermore, IACE Travel reserves the right to issue airline tickets immediately upon receipt of the deposit.
We make every effort to ensure that our tours run efficiently and trouble-free, according to the itinerary provided. However, international travel is complex, and we reserve the right to modify our itineraries as we deem necessary to ensure everything runs smoothly.
The itinerary may be modified based on various factors such as maintenance of historical monuments, museums, major events like 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 canceling a departure entirely due to unforeseen circumstances. We will not take any responsibility for any tickets the customer may have purchased in advance for sectors 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 unused services, which we will then refund to you, minus any associated transactional fees. However, it may not be possible to obtain refunds from all suppliers, especially for flights, tickets, or other non-refundable services, so we cannot guarantee a refund will be possible in every situation.
Please refer to your estimate/invoice for your individual cancellation policy.
Written notice of cancellation must be sent to IACE Travel via email and will only be accepted during normal business hours. Oral cancellations will not be accepted.
After departure, all portions of the itinerary, including but not limited to accommodations, guided tours, transfers, meals, airfare, etc., are non-refundable. IACE Travel reserves the right to issue refunds after departure at its own discretion.
 In the event of cancellation by a travel companion or roommate, you are responsible for the additional fees required to facilitate the tour without them.
Allergy Disclosure
It is the responsibility of any person purchasing travel arrangements from IACE Travel to inform us upon booking of any allergies or dietary restrictions that may affect their travel arrangements. This includes but is not limited to food allergies, environmental allergies, or any other medical conditions that require special attention.
Any additional costs incurred as a result of accommodating allergies, such as special meal requests, will be the responsibility of the traveler and will be communicated to them in advance whenever possible. Failure to properly inform us of an allergy that affects their travel arrangements may result in additional fees or, in some cases, cancellation, with penalty, of services due to an inability to provide sufficient accommodation. IACE Travel will make a reasonable effort to accommodate allergies. However, we cannot guarantee an allergen-free environment nor can every supplier fully accommodate all dietary restrictions or allergies. IACE Travel may request that the traveler bring or buy their own food if suppliers are unable to accommodate their specific food allergies or dietary restrictions.
By participating in the travel arrangements provided by IACE Travel, the traveler acknowledges and assumes any risks associated with their allergies. This includes the possibility of exposure to allergens despite efforts made by IACE Travel to accommodate their needs. The traveler agrees to indemnify and hold harmless IACE Travel, its affiliates, officers, directors, employees, agents, and representatives from any claims, damages, liabilities, costs, or expenses arising from exposure to an allergen during their tour.
Travel Protection
​IACE Travel cares for the safety and security of our guests. Therefore, we recommend that you purchase travel insurance that provides coverage for any interruptions, delays, baggage loss or theft, medical expenses, emergency evacuations, etc., during your trip. For more details on our preferred suppliers, please visit Travelex or ask your travel agent.

Tour Fee Inclusions


As specified in your personal itinerary.

Star Ratings for Accommodations

Star ratings may differ from country to country. IACE Travel does its best to maintain current information; however, it is not responsible for any inaccuracies, changes in description details or amenities, or images provided by third parties. Please refer to the official website of an accommodation or ask your travel agent if you have any questions.


Single Supplements

Prices are per person based on double occupancy. A single supplement fee will apply for solo travelers. In the event of cancellation by a travel companion or roommate, you are responsible for the additional fees required to facilitate the tour without them.



As specified in your personal itinerary.

Tickets / Entrance Fees / Experiences 

As specified in your personal 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 that may be beyond the control of IACE Travel, such as traffic, weather, natural disasters, incidents at sea, fire, breakdowns in machinery or equipment, acts of government or authorities, and wars under local conditions. During local or national holidays, certain facilities such as museums, restaurants, sightseeing tours, and shopping may be limited or not available. Alternatives will be offered whenever possible.


Not Included in the Tour Fee

Expenses due to delays or changes in schedule, overbooking of accommodations, passports, visas, vaccinations, tips for drivers or guides, laundry, telephone/internet usage, any food or beverage ordered at accommodation/on a plane that is not listed in your itinerary, porterage, excess baggage, and any and all other items of a personal nature not expressly written in your itinerary. You are solely responsible for paying any extra fees accrued at accommodations, restaurants, on trains/airplanes, etc.


Amendments to the Itinerary After Departure

Immediate payment is required for any changes or additions to facilitate the execution of any amendment to the itinerary. The costs associated with these changes will be presented in either Japanese yen or U.S. dollars, and they are subject to processing fees, in addition to any associated costs charged by our suppliers. Changes are subject to a $50 USD processing fee in addition to the associated costs charged by our suppliers, such as airlines, rail companies, or hotels.


Unused Services

Any unused services during your tour, including but not limited to air/ground transportation, guides, entrance fees, meals, accommodations, experiences, upgrades, etc., are non-refundable, non-transferable, and non-exchangeable.

Tour Price Guarantee

The price of your tour is guaranteed once IACE Travel has received the full payment. Please note that rates are contingent upon current exchange rates, and no refunds will be provided due to fluctuations in these rates.


Health, Active Physical Elements, Medical Conditions, and Special Assistance

Some portions of your itinerary may incorporate active physical elements, such as embarking and disembarking from aircraft, buses, cars, trains, etc., walking long distances, and climbing steep stairs/inclines, etc. You are responsible for familiarizing yourself with the level of activity that will be involved in your itinerary. You must disclose, during the planning stage (or at such a later time when you become aware of such a condition), any existing physical or mental illness, disability, pregnancy, or any other condition that may create a health hazard for yourself or others during your tour or for which you may require medical attention/special accommodation during the tour.


We will make reasonable efforts to accommodate your needs, but you must notify us during the planning stages of your itinerary in order for IACE Travel to determine the level of assistance we can reasonably provide. We regret to inform you that we cannot accommodate individuals that require special assistance for ordinary daily activities, such as walking and eating. Under no circumstances can our suppliers or our staff physically lift or assist you onto or off any vehicles arranged for the tour. If we are unable to accommodate your needs for special assistance, you must be accompanied by a companion who will be responsible for independently providing the necessary assistance you require.


IACE Travel recommends that all travelers be in good health. Please consult with your physician regarding your current medical condition and your ability to travel long distances. IACE Travel will make reasonable efforts to accommodate the special needs of disabled travelers but is not responsible for any denial of services by carriers, hotels, restaurants, or other suppliers. We reserve the right to refuse services to individuals deemed unsuitable based on their fitness level. Additionally, we reserve the right to remove you from the tour, with associated costs borne by you, should your condition pose a potential hazard to yourself or others, or if it could otherwise diminish the overall experience of fellow participants.


Participation and Conduct During the Tour

You are responsible for respecting and adhering to the instructions of your guide, as well as all local laws, throughout the tour. We reserve the right to exclude you from participating in all or any part of the tour if, at our sole discretion, your condition or behavior deems you unsuitable for the tour or unfit for its continuation once it has begun. Unfitness may include, without limitation, any behavior that, regardless of its cause, is inappropriate or offensive, interferes with the delivery of the tour, or may constitute a hazard or embarrassment to IACE Travel, its suppliers/partners, or the local population.


In such a case, our liability shall be strictly limited to refunding the recoverable cost of any unused portion of the tour, at our discretion. If, for any reason, you choose not to participate in specific parts of the tour or opt not to use certain goods included in the tour, no refunds will be issued for those unused portions or goods. You agree to indemnify and hold us harmless from any costs, damages, losses, or liabilities arising from (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, from your companions’ claims that you were not authorized to agree to these Terms & Conditions on their behalf.



Any baggage brought on a tour is done so at the owner’s own risk. IACE Travel is not responsible for the loss, theft, damage, or delay in receiving any participant’s baggage. IACE Travel assumes no liability for any loss, damage, or delay in receiving baggage while traveling to and from a destination or at any point during the 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 baggage. The baggage allowance on flights inside Japan may differ from the allowance permitted on international flights. Excess baggage charges and insurance are the sole responsibility of the owner of the baggage. Please contact the airline or refer to its website for detailed information regarding its checked baggage policy prior to your departure.



All tour participants must ensure they possess a valid passport required for entry, departure, and travel throughout Japan. All passports should be valid for at least 6 months past the return date of your trip. Additionally, ensure that your passport has sufficient blank pages (excluding amendment pages) for entry and exit stamps issued during the immigration process. Non-US passport holders are advised to consult with their local embassy or consulate for specific requirements.



​It is the responsibility of all participants to obtain the necessary visas in a timely manner before their departure date for Japan. Non-U.S. passport holders should directly consult the relevant embassies for visa requirements. The participant bears full responsibility for acquiring all essential documents, visas, and permits prior to their departure and is solely accountable for any adverse consequences arising from the absence of proper documentation. Additional requirements and fees may apply to non-U.S. passport holders; kindly seek guidance from the Japanese consulate if you have any questions or concerns.


Client Privacy

IACE Travel will not discuss or disclose any details of our tours with any third party other than the client's travel agent or suppliers included in their tour, such as, but not limited to, airlines, accommodations, guides, restaurants, etc.


IACE Travel, as a 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 their negligence for any direct, indirect, consequential harm, or irregularity of any kind that may be occasioned 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., that is to or does supply any goods or services for this tour.


Participants understand that IACE Travel neither owns nor operates such third-party suppliers. Accordingly, participants agree to seek remedies directly and only with those suppliers, and not hold IACE Travel responsible for their acts, omissions, or commissions. Without limiting the foregoing, IACE Travel and its agents are not responsible for any losses or expenses due to delays or changes in the schedule, overbooking of accommodations, default of any third parties, sickness, weather, strikes, acts of terrorism, acts of government, civil disturbances, war, quarantine, customs regulations, endemics, epidemics, pandemics, criminal activity, or any other cause beyond its control. All such losses or expenses must be borne and paid for by the participant.


By offering travel products, especially in international destinations, IACE Travel does not represent or warrant that travel to such areas is advisable or without risk. IACE Travel is not liable for damages or losses that may result from travel to such destinations.


IACE Travel reserves the right to substitute accommodations, alter the itinerary, withdraw any service, and make any desirable alterations for the convenience of the operation of the tour.


IACE Travel reserves the right to cancel the tour prior to departure for any reason. Liability for such cancellation is limited to a full refund of the money received by IACE Travel, and this will constitute a full settlement with the tour participants.


IACE Travel reserves the right to decline to accept any person as a tour participant if their health, mental condition, physical infirmity, or general deportment impedes the operation of the tour or the rights, welfare, or enjoyment of other tour participants.


IACE Travel is not responsible for participants' visa or passport requirements. No refund for unused services will be made, nor reimbursement of any additional expenditure if a participant is denied entry to Japan for this or any other reason.

IACE Travel accepts no responsibility for the 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 costs that may occur as a result of a participant failing to secure adequate insurance coverage for their tour. We highly recommend you purchase travel insurance. Generally, health insurance plans from the U.S. do 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.

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