Travel Terms & Cancellation Policy

These terms provide a practical summary of the booking, payment, amendment, cancellation and refund conditions used by Miramar株式会社, operating as Miramar Japan and Miramar Japan Golf & Travel.

They apply to enquiries and arrangements made directly with Miramar unless different written conditions are provided for a particular booking.

The quotation, confirmed itinerary, invoice, booking confirmation, contract documents and applicable Travel Agency Terms and Conditions form part of each booking. Where booking-specific documents contain different conditions, those documents and any mandatory provisions of Japanese law take priority.

1. Enquiries, Quotations and Confirmation

An enquiry, proposed itinerary or quotation does not itself constitute a confirmed reservation.

Prices and availability are based on the information available when the quotation is prepared and may change if travel dates, group size, room allocation, routes, golf courses, transportation, supplier rates or other requirements change.

A service is regarded as confirmed only after the applicable acceptance, payment and confirmation requirements have been completed and Miramar has issued written confirmation.

Hotels, golf courses, transportation providers and other suppliers remain subject to availability until formally confirmed.

2. Deposit and Payment

Unless otherwise stated in the quotation or contract documents, direct customer bookings generally require a 25% deposit.

A different deposit amount may be specified for a particular itinerary because of the size of the booking, supplier requirements or the timing of reservations.

The deposit forms part of the total travel price.

The remaining balance, payment deadline and accepted payment methods will be stated in the quotation, invoice or booking confirmation.

Bank charges, currency conversion charges and intermediary fees are the responsibility of the payer unless otherwise stated.

Payment of a deposit does not guarantee a hotel, golf course, tee time or other service whose reservation window has not yet opened or which has not yet issued formal confirmation.

3. Planning & Arrangement Fee

Customised itineraries require itinerary design, supplier enquiries, quotation preparation, hotel and golf coordination, transportation planning and ongoing reservation management.

For customised travel bookings, the standard Planning & Arrangement Fee is 3% of the confirmed package price, capped at JPY 100,000 per booking, unless a different amount is stated in the quotation or contract documents.

The applicable Planning & Arrangement Fee must be disclosed in the booking or contract documents.

Once the travel contract has been concluded and arrangement work has commenced, this fee may apply if the client subsequently cancels the booking, in accordance with the applicable Travel Conditions.

The Planning & Arrangement Fee will not be charged twice for the same cancellation or loss where it is already included within another applicable cancellation charge.

4. Prices

Unless otherwise stated, prices are quoted in Japanese yen.

Prices may be calculated per person, per room, per vehicle, per group or per service.

The quotation will identify the principal inclusions and exclusions.

Prices may need to be recalculated where:

• The number of travellers changes.
• Room allocation changes.
• Travel dates change.
• A requested hotel or service changes.
• Supplier prices or mandatory charges change before confirmation.
• Additional services are requested.

A reduction in group size may increase the per-person price because shared costs such as vehicles, guides and other group services must be divided among fewer travellers.

5. Golf Arrangements

Golf course reservations remain subject to acceptance and availability at each individual golf club.

Some Japanese golf clubs open reservations only several months before the playing date. Others may require membership introduction, member accompaniment or additional approval.

A course, tee time, caddie or riding cart is not guaranteed until formal confirmation has been received.

For customised golf packages, proposed courses may initially be budgeted by course category or estimated allowance where the following year’s official rates have not yet been released.

If an originally proposed course cannot be secured, Miramar may recommend a comparable alternative.

Where there is a material difference in course category or confirmed golf cost, the final package calculation may be reviewed accordingly.

If a golf course remains open but the traveller chooses not to play because of rain, expected weather, illness, lateness or personal circumstances, the applicable golf course and booking cancellation conditions remain in effect.

6. Changes Requested by the Client

Changes requested after confirmation remain subject to availability.

Changing dates, hotels, rooms, travellers, golf courses, tee times, transportation, routes or other confirmed arrangements may create:

• Supplier cancellation charges.
• Amendment charges.
• New booking charges.
• Fare or rate differences.

Where reasonably possible, known additional charges will be explained before the revised arrangement is confirmed.

7. Cancellation by the Client

Cancellation becomes effective when Miramar receives the client’s written cancellation request.

For customised overnight travel arrangements within Japan, cancellation charges are handled according to the applicable Travel Agency Terms and Conditions and the confirmed contract documents.

Unless another legally applicable condition has been disclosed in the booking documents, the general cancellation schedule for an overnight domestic travel package is:

• 21 days or more before departure: the Planning & Arrangement Fee stated in the contract documents, where applicable.
• 20 to 8 days before departure: up to 20% of the total travel price.
• 7 to 2 days before departure: up to 30%.
• 1 day before departure: up to 40%.
• On the departure date before services begin: up to 50%.
• After services have begun or in the event of a no-show: up to 100%.

Day trips, standalone reservations and other types of travel contracts may have different cancellation conditions.

The deposit is not automatically forfeited in full. Amounts already paid will be applied toward the applicable cancellation charges and other amounts properly payable under the confirmed contract.

Any refundable balance will be returned in accordance with the applicable contract and refund conditions.

8. Supplier Cancellation Charges

Hotels, ryokan, golf courses, transportation companies and other suppliers may impose cancellation or non-refundable conditions that begin earlier than the general tour cancellation period.

Some suppliers may begin charging cancellation fees 30 days or more before the relevant service date, and certain reservations may become fully or partially non-refundable earlier.

Where a special supplier condition is relevant to a booking, Miramar will disclose the condition in writing before confirming the affected reservation where required.

The disclosure may include:

• The affected supplier or service.
• The date from which charges begin.
• The applicable amount or percentage.
• Whether all or part of the payment becomes non-refundable.

Supplier cancellation costs will be handled only to the extent permitted by the applicable Travel Agency Terms and Conditions, contract documents and Japanese law.

Special supplier conditions will not be added retrospectively after confirmation.

9. Standalone Services

Standalone services may include:

• Private chauffeur services.
• Airport transfers.
• Golf course reservation assistance.
• Hotel-only arrangements.
• Tickets or activities.
• Luggage and golf-bag forwarding.
• Other separately arranged services.

Cancellation and amendment conditions for standalone services may differ from customised package travel.

The applicable conditions will be stated on the relevant product page, quotation, invoice or booking confirmation.

10. Supplier Changes and Circumstances Beyond Reasonable Control

Hotels, golf courses, transportation providers and other suppliers may change operating schedules, room assignments, tee times or other operational details.

Severe weather, natural disasters, earthquakes, transportation disruption, road closures, government restrictions and other circumstances beyond reasonable control may also require an itinerary to be changed, postponed or cancelled.

Miramar will provide reasonable assistance and alternatives where practicable.

Refunds, additional charges and other financial consequences will depend on the applicable contract, supplier conditions, recoverable amounts and Japanese law.

11. Refunds

Where a refund is due under an applicable customised travel contract, it will be processed according to the applicable Travel Agency Terms and Conditions.

Refunds will normally be returned to the original payment method or another method agreed between the parties.

Actual bank transfer or international remittance charges may be deducted where legally permitted and previously disclosed.

12. Travel Insurance

Travellers are strongly encouraged to obtain appropriate travel insurance covering:

• Trip cancellation and interruption.
• Illness and injury.
• Medical expenses.
• Flight delay or cancellation.
• Baggage.
• Golf equipment.
• Other personal circumstances affecting travel.

Travel insurance does not alter the contractual cancellation conditions applicable to a booking.

13. Applicable Documents

This webpage is a general customer-facing summary.

The individual quotation, booking confirmation, contract documents and applicable Travel Agency Terms and Conditions remain the authoritative documents for each booking.

Nothing on this page excludes or limits rights that cannot legally be excluded under Japanese law.

14. Contact

Miramar株式会社
Miramar Japan Golf & Travel
Kanagawa Governor Registered Travel Agency No. 3-1321

Email: 768mir@gmail.com
Tel / WhatsApp: +81-70-7586-7568

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