Terms and Conditions

Thank you for visiting Luxury Travel Japan. This website is owned and operated by Regency Group Inc. For purposes of the policy, “we”, “our”, and “us” in this document refer to Regency Group Inc.

CONTRACT

For all bespoke itineraries, your contract is with Regency Group Inc., Vingt-sept. Bldg. 2F 3-18-11, Minami-Aoyama, Minato-ku, Tokyo 107-0062, Japan.

A binding contract is only entered into after we have received a signed contract with a deposit payment or the full trip fee. By making the booking you accept our terms and conditions. It is imperative that you check all the travel details we have confirmed and inform us immediately of errors, if any.

TRIP ARRANGEMENT PROCEDURES

45 or more days before tour commencement

1. You make enquiries with Regency Group Inc.
2. We have an initial discussion with you, to determine the kind of experience you seek.
3. We propose a basic itinerary and send an estimated quote for the trip that we design for you.
4. We continue to discuss the itinerary with you, with details tailored to your satisfaction.
5. You agree to every detail in the itinerary and the exact quoted Trip Price provided by us.
6. We send you a deposit invoice equivalent to 20% of the total Trip Price. The deposit payment must be made within 7 days after issue of the invoice.
7. We request you to send a signed copy of our Agreement at this stage by fax or e-mail with the copy attached.
8. We proceed to book all the arrangements in the agreed itinerary and issue a Reservation Confirmation Sheet.
9. Final balance is due 40 days prior to tour commencement.
10. When we have confirmed the full payment, we send all the necessary documents including your final itinerary one week prior to tour commencement.

44 or fewer days before tour commencement

1. You make enquiries with Regency Group Inc.
2. We have an initial discussion with you, to determine the kind of experience you seek.
3. We propose a basic itinerary and send an estimated quote for the trip that we design for you.
4. We continue to discuss the itinerary with you, with details tailored to your satisfaction.
5. You agree to every detail in the itinerary and the exact quoted Trip Price provided by us.
6. We send you the invoice for your trip and request you to send a signed copy of our Agreement at this stage by fax or e-mail with the copy attached.
7. Full payment must be made as soon as possible so that we can book your arrangements.
8. We proceed to book all the arrangements in the agreed itinerary and issue a Reservation Confirmation Sheet.
9. When we have confirmed the full payment, we send all the necessary documents including your final itinerary at least one week prior to tour commencement.

PAYMENT, DEPOSIT AND PRICING

Your Trip Price generally includes the following services and amenities. Please refer to your invoice to confirm the exact inclusions.

1. Personalized trip planning, handling and operational charges before and during your trip.
— Private sightseeing with guides speaking languages that include English, French, German, Italian, Russian, Spanish and Chinese
— Privately chartered vehicles
— Guest rooms in hotels and ryokan accommodations including hotel taxes and service charges
— Internal flights and regional surface transportation, including airport transfers
— Meals as indicated in your detailed itinerary
— Admission fees for all the places mentioned in your personalized itinerary
— Reservations at restaurants, spas, cultural events and performances
— Access to private gardens, artists and art collections, special-interest lectures (if desired)
2. The invoice will be sent to you after you have agreed to every detail in our proposed itinerary with all the inclusions.
3. An initial deposit equivalent to 20% of the total Trip Price must be made within 5 days after we issue the invoice. Please note that no hotel, tour or activity is confirmed unless we receive the payment in our bank account. Upon agreement of the Program Proposal, we will proceed with making the necessary reservations and arrangements and submit payment to our suppliers, ahead of time. We reserve the right to cancel your trip if you fail to make the payment.
4. Final balance is due 35 days prior to tour commencement. In the event that you fail to do this, we reserve the right to cancel the trip and the cancellation terms mentioned below shall apply in full.
5. We do not provide line item breakdowns of your Trip Price.
6. There will be a handling fee of JPY2500 per person for buying train tickets and tours on your behalf.
7. We only accept payment in our currency: Japanese Yen (JPY).

URGENT BOOKING

Although we recommend booking well in advance, we try to make urgent bookings if necessary. “Urgent Bookings” are defined as bookings made within 35 or fewer days before tour commencement. Any booking requests made within that period or within a supplier cancellation period cannot be processed until we have received full payment at which point our cancellation terms will be applied in full.

CANCELLATION TERMS

1. Cancellation can be made through e-mail or fax. Please note that there may be a considerable time difference between Japan and your country. The date of cancellation is deemed to be the date on which Regency Group Inc. receives written notice of cancellation based on the Japan Standard Time.
2. No cancellations can be accepted after Regency Group Inc.’s business hours (10:00AM – 7:00PM, or on Saturdays, Sundays and national holidays). Cancellations requested after business hours will be entertained the following day.
Cancellation fees are as follows:

3. The refund of third party ‘Travel Service Suppliers’ will be made in accordance with the cancellation policy of the respective travel supplier, not the policy we stipulate above.

AMENDMENTS

1. Should you wish to alter your arrangements following your original bookings, you must notify us in writing and we will try to accommodate your request. However, due to the extra administrative costs involved, we will be charging you an additional 10,000 JPY per arrangement after confirmation. Amendments within 35 days of tour commencement are subject to cancellation as above.
All changes for hotels bookings, restaurants and bespoke activities must be notified 15 days before arrival to avoid sold out situations and to guarantee a smooth process for you and our suppliers.

2. In the event that we are forced to make major changes to the trip, you will be informed about them at the earliest opportunity and where possible, offer you the following options:
a) To accept the major change(s)
b) To book an alternative trip or option at the current agreed price, but a refund will be made with respect to any price difference incurred by the new tour arrangement(s)
c) To cancel the tour and receive a full refund of the price

3. You agree that some activities and destinations may be affected by prevailing weather conditions and unexpected changes may have to be made after tour commencement. If we consider the weather to be unsuitable for a specific activity or destination, we reserve the right to cancel or alter that activity or destination. In the event that Regency Group Inc. has to cancel an activity or destination, every effort will be made to replace it with an alternative of equal interest and value. If we cancel your trip, we will make a refund on all arrangements, except the non-refundable ones with third party suppliers.