Terms & Conditions
Deposit and cancellation policy
We understand that life may throw a spanner in the middle of best made plans, that is why Whiteroom will continue to offer flexible and fair booking options. Our goal is to provide you with maximum peace of mind when booking while also ensuring that we keep our wheels turning.
TOUR PRODUCTS
- DEPOSIT: A 20% non-refundable deposit is required upon booking. This deposit is transferable less a ¥20,000 admin charge to any tour in the following season. This offer expires on September 30, 2024.
- FINAL PAYMENT: A non-refundable final balance will be due by October 31st, 2024, or within 7 days from November 1st, 2024. Failure to make this payment will result in the cancellation of your spot on the tour.
GENERAL TRAVEL PRODUCTS
- DEPOSIT: A 20% non-refundable deposit is required upon booking. This deposit is transferable (if supplier terms and conditions allow) to a booking in the following season. This offer expires on September 30, 2024.
- NOTE: Supplier terms and conditions may be stricter than our own. Other suppliers may request a higher deposit percentage or specific amount and these amounts may be non-refundable.
- FINAL PAYMENT: A non-refundable final balance will be due by October 31st, 2024, or within 7 days from November 1st, 2024. Failure to make this payment will result in the cancellation of your booking.
GUIDING PRODUCTS
- DEPOSIT: A 20% non-refundable deposit is required upon booking. This deposit is fully transferable till 30 days prior to the start date.
- FINAL PAYMENT: Due 30 days prior to your start date. Failure to make this payment will result in the cancellation of your booking.
- CANCELLATION BY THE TRAVELLER:
- 30 plus days prior to booking date commencement – deposit will be forfeited but transferrable to a later date or the next season
- 8 – 29 days prior to booking commencement – 50% of total booking value will be forfeited
- Up to 7 days prior to booking commencement – total booking value will be forfeited
INSTRUCTIONAL/LESSON PRODUCTS
- DEPOSIT: A 20% non-refundable deposit is required upon booking. This deposit is fully transferable till 30 days prior to the start date.
- FINAL PAYMENT: Due 30 days prior to your start date. Failure to make this payment will result in the cancellation of your booking.
- CANCELLATION BY THE TRAVELLER:
- 30 plus days prior to booking date commencement – deposit will be forfeited but transferrable to a later date or the next season
- 8 – 29 days prior to booking commencement – 50% of total booking value will be forfeited
- Up to 7 days prior to booking commencement – total booking value will be forfeited
Back-to-back cancellations:
Deposits can only be transferred to the following season. If you fail to use your deposit on a product in the following season that amount will become entirely non-refundable and non-transferable.
RIGHTS RESERVED
We reserve the right to cancel trips at any time due to unsettling political, social or environmental events. In which case any deposits and/or fully paid bookings will be transferred to the following season less a 10% fee (supplier terms and conditions will also apply). We additionally reserve the right to cancel due to inadequate client registrations, at which time we will offer a refund in full.
EXCLUSIONS
We cannot offer refunds for missed reservations, early departures, inclement weather/extreme avalanche danger, snow conditions, or force majeure events, and are not responsible for additional expenses incurred in preparing for the trip (e.g. airline tickets, visa application fees, equipment purchases, etc).
RATE & PRICE VARIATION
All prices on this website are based on Japanese yen rates which are then converted to your chosen currency based on mid market rates.
Whiteroom reserves the right until final payment has been received in full, to vary prices and rates in the event of changes in currency exchange or price increases made by our suppliers or airlines.
Final payment is required in the currency chosen at the time of booking confirmation. The total amount due will be calculated using the exchange rate on that day. This means that any increase or decrease in the exchange rate will affect the total of your package and final due amount of your package. Whiteroom Tours is not liable for any price increases. Only payment in full will lock in the exchange rate.
If you plan to make the full payment at the time of booking or before the final due date you must notify your consultant who will recalculate using the mid market rate on that day.
If your booking has increased in price due to an exchange rate fluctuation and you do not pay the increased price your booking will be subject to cancellation. Please note that cancellation charges will apply. All prices are subject to availability & can be withdrawn or varied without notice.
QUOTATIONS AND VALIDITY
All prices quoted are valid at time of quote. All quotes are subject to confirmation of the components at time of booking. All components of your quote are subject to availability at time of booking request. The prices listed are based on the costs and exchange rate at the time of quoting. Whiteroom Tours reserves the right to alter these prices at any time due to exchange rate fluctuations, rate change by a supplier or consultant error.
BOOKINGS
When you have advised Whiteroom Tours that you wish to go ahead with a booking we will then seek confirmation from our suppliers. If there is no availability for some/all of your components we will advise you of this & offer an alternative where possible. The alternative product offered may be a different price. Prices will be adjusted accordingly.
By making a payment on a booking you agree to these terms and conditions as outlined on this page.
ITINERARY
The itinerary supplied with your final documents represents the products & services that will be supplied & supersedes any previous arrangements or understanding, whether written or oral.
TOURS & ABILITY
Whiteroom Tours reserves the right to remove a client from any tour if he or she is of an ability not suited to that tour. No refund will be due for any unused portion of the tour. The client takes full responsibility for the self-categorisation of their ability based on the descriptions provided on the Skier/Rider Level tab on each tour page.
CANCELLATIONS BY THE TRAVELLER
- All deposit and final payments as stated above are non-refundable.
- Whiteroom Tours cannot be held responsible for snow conditions. Your travel package, tour, lesson or guided day cannot be cancelled or amended on the basis of snow conditions.
- No refunds will be made if you voluntarily leave a tour for any reason after the tour has begun. This includes injuries.
- No refunds will be given for any guiding, lessons, accommodation, transport, sightseeing, meals, lift passes or any component of the tour or package not utilised.
PROFESSIONAL FEES
Whiteroom Tours charges the following non-refundable fees. These professional fees are in addition to any fees which may be charged by airlines, accommodation providers, transfer suppliers or any other supplier.
¥5,000 Booking Amendment: charged per amendment once a booking has been confirmed.
¥20,000 Booking amendment inside 14 days: charged per amendment for changes inside 14 days of departure.
¥20,000 admin fee: charged when transferring a booking from one season to the next
¥5,000 Late payment: charged per week for any final payments not received by the due date.
RESPONSIBILITY
Whiteroom Tours acts only as an agent for the companies (Principals) providing or offering the means of travel, accommodation and other services and as such has no control over any services or products provided by these Principals. All bookings made are subject to the booking terms and conditions under which these services are provided. The Company and its Principals reserve the right, without liability or right of compensation, to prohibit or restrict any activity, or cancel or alter any service or itinerary component, without notice. Whiteroom Tours will not be held responsible for the inability of the Principals to comply with any special request relating to age, medical conditions, physical ability or disability, dietary requirements, allergic conditions, smoking or non-smoking accommodation.
TRAVEL INSURANCE
Whiteroom recommends purchasing travel insurance when you pay your deposit as that way you may be covered for accidents that prevent you from travelling as well as for your holiday. You can purchase travel insurance directly with World Nomads by clicking HERE. Please ensure you read over their product disclosure statement to make sure it is right for you and your holiday. If anything is unclear their team will be more than happy to clarify anything for you.
AIRFARES
We regret to inform you that airfares can no longer be purchased through Whiteroom as part of your travel package. We will of course assist you with any queries you may have in regards to arrival and departure times to ensure you have a seamless travel experience.
PRIVACY
Whiteroom Tours collects information about you in order to book components of your travel package. You authorise Whiteroom Tours to provide this information to suppliers who require this information before they will provide products or services to you.
BOOKING FORM
A booking form is required for each passenger booked to travel. For group bookings, it is the responsibility of the person whose name holds the booking, to ensure that each member of their group is aware of the booking conditions and completes and returns a booking form. Booking forms are required at the time of booking deposit or flight reservation. The information provided on your booking form is essential for your booking details and travel arrangements. This information is required for your booking to proceed. Whiteroom Tours will not book any component of your travel package without receiving a signed booking form from you.
REFUNDS
If you are eligible for a refund once a booking has been cancelled, the balance less any non-refundable amounts and cancellation fees will be forwarded to you upon receipt of the refund from the supplier. Whilst Whiteroom Tours will endeavour to get your money to you as soon as possible, refunds may take 5-8 weeks to process.
LIABILITY
Your safety is Whiteroom’s number one priority. However skiing and snowboarding are sports that are hazardous and have inherent risks of injury and/or death. By travelling with Whiteroom you voluntarily agree to assume all risks of injury or death that may result from skiing or snowboarding. As such you agree to hereby release Whiteroom Tours and their employees and agents of any obligation to advise you in relation to the dangers obvious or not, inherent in the sport. You accept that you will participate in such sport(s) of your own free will and never at the direction of Whiteroom Tours and/or their employees and agents. You voluntarily take full responsibility for any damage or injury to myself or which you may cause to others.
JAPANESE ACCOMMODATION
Some Japanese properties may differ from those encountered in Western ski resorts. Whilst hospitality and service levels often surpass Western standards, rooms generally have less furniture & hanging/storage space. Ensuites are generally smaller and some are of a modular design. Some Japanese properties also allow smoking in common areas & some guest rooms. Traditional Hotels or Ryokans often have rooms with Tatami Matt flooring and futon beds. Some rooms will not have ensuites and instead will have shared bathing in segregated bath houses or onsens. We will inform you of these cultural differences and you may be pleasantly surprised by how easily you can adjust to the Japanese way of life. If not please request a western style accommodation.
WAIVER
If you are participating in a Whiteroom Tour or are being guided by Whiteroom you will be required to read and sign our wavier before participation. Failure to do so will result in you not being able to accompany our guides on any activity.
