As a Travel Destination Management Company based in Yokohama, we strive to meet your travel needs by finding you the best rates.
Booking Policy
GENERAL BOOKING & PAYMENT CONDITIONS STATUS MARCH 2023
T&V Travel International (hereafter referred to as ‘we’, ‘our’ and ‘us’) and the Agent (hereafter referred to as ‘Agent, ‘you’ and ‘your’) agree that the terms and conditions for the services provided by us to you shall be governed by the Booking Conditions detailed below and that the said Booking Conditions shall form an entire part of the service contract, whether verbal or written, entered into between T&V Travel International and the Agent.
ALL services sold by T&V Travel International are subject to these general terms and conditions unless otherwise agreed for a specific booking at quotation/booking time by email in which case special/stricter conditions will override the general conditions.
All prices quoted are on a NET basis and in Japanese Yen and are valid according to the date specified on quotations and invoices issued.
Prices may be subject to change only under exceptional circumstances due to sudden and substantial market, tax or currency fluctuations; if so, we will give a pre-notice of min 30 days (about 4 and a half weeks) and the option to cancel.
The validity of offers/quotations is for a maximum of 7 days, unless mentioned otherwise. Some hotel tariffs and airfares quoted may be special offers with a shorter time frame of for ex 24/48 hrs. or as available in order to be able to offer the best possible rates.
PAYMENT AND CREDIT
Unless otherwise agreed, final payment is due as per invoice latest 30 days prior to arrival. If booked less than 30 days from arrival, payment needs to be made upon receipt of the invoice. Multi-country tours will mostly be invoiced as one by the T&V Travel International office handling the file, especially if all quoted in the same currency. In some cases, 2 invoices may be needed/issued.
In case credit terms have been granted, we request payment to be made timely and it must be received on the date set on the invoice. Credit terms will be reviewed yearly, and regular late payments may lead to a review of terms.
Payments can be made by:
· BANK TRANSFER to the bank account mentioned in the invoice. Bank charges must be covered by the agent at the origin.
· CREDIT CARD via our payment gateway. If you select this option, our specialists will send you a secure link for payment (Visa, Amex, MasterCard).
DEPOSITS
Deposits will be requested to start working on a file and to secure reservations for services as well as for certain peak travel periods.
The need for deposits and the amount and conditions applying to them (refundable, non-refundable) will be mentioned by our specialists case by case at the time of travel planning and quoting.
Cancellations must be made in writing by email and be received in time (please keep in mind weekends, public holidays, and different time zones on both ends).
SPECIAL Covid Cancellation Terms
As per 1st March 2022, existing and new bookings with a traveling date up to 30 June 2023 can be cancelled without charges up to 15 days before arrival in-country. The only exceptions are for any file where stricter terms have been mentioned at the time of quoting/booking or where suppliers are not flexible especially Japan.
Additionally, flexible handling will be applied by T&V Travel International also within the immediate 14 days (about 2 weeks) before arrival (in Covid times), as long as official travel prohibitions/restrictions (for ex from the State Department for the USA or FCO advice for the UK) are re-imposed by the origin country or an arrival stop, or quarantine is issued by the destination. In such cases, deposits and payments that have been made will be credited and transferred to a future travel date as above.
If a client cancels within the 14 days (about 2 weeks) before travel for any other reason than official restrictions and travel stops (for example illness, missed flights, general worry etc..), regular cancellation conditions will apply. A travel insurance will help to mitigate risks here.
Credit notes
If a deposit/payment has been credited in the Covid period it can be used for a future date/ booking in any T&V Travel International. The credit amount is usable for the same or a different traveler for a period of at least 12 months after the original travel date. Please note that we do depend on our partners/ suppliers and their goodwill and some specific charges like prepaid hotel/air/train and other services may not be fully recoverable.
Regular Cancellation Term
The charges below charges apply unless different terms have been mentioned at quotation/booking time.
Charges for partial/total cancellations made for tours with travel date from 1st July 2023:
Individual travelers (Up to 8 pax)
31 days and more before arrival: Non-refundable deposit (if any)
Between 30 and 22 days before arrival:
Non-ref deposit or 10% of total tour cost
Between 21 and 15 days before arrival:
Non-ref deposit or 25% of total tour cost
Between 14 and 8 days before arrival:
50% of total tour cost
Between 7 days and 48 hours before arrival:
75% of total tour cost
Less than 48 hours before arrival:
90% of total tour cost
Shortening or cancellation on site:
100% of total tour cost both FIT/GIT
Groups (From 9 pax)
31 days and more before arrival: Non-refundable deposit (if any)
Between 30 and 22 days before arrival:
Non-ref deposit or 20% of total tour cost
Between 21 and 15 days before arrival:
Non-ref deposit or 40% of total tour cost
Between 14 and 8 days before arrival:
60% of total tour cost
Between 7 days and 48 hours before arrival:
75% of total tour cost both FIT/GIT
Less than 48 hours before arrival:
90% of total tour cost both FIT/GIT
Shortening or cancellation on site:
100% of total tour cost both FIT/GIT
Note: FIT applies up to 8 pax - GIT applies from 9 pax
INSURANCE
We strongly recommend that clients arrange for comprehensive travel insurance covering cancellation/postponement clauses as well as a good medical coverage. Travel insurance may very well become a pre-requirement for entry from many governments/destinations in the post-Covid era and the minimum amount recommended is 100,000 USD.
CHILD POLICY
For T&V Travel International (excursions and day trips) children between the ages of 2 and 11, at dates of travel, will receive a 10% discount off the adult price (based on total travelers - adults + children 2-11), unless specified otherwise in a proposal.
For all tours involving accommodation, prices for children will be calculated to actual costs and all child discounts received from suppliers such as reduced entrance fees or value ads for children will be passed on to the clients. Accommodation is charged according to the individual hotel’s tariff and children occupying their own rooms will be charged as adults. During the booking process we will do our utmost to advise you of child discounts and extra bedding requirements for children.
CLIENT DOCUMENTS
All bookings will be confirmed by email along with relevant documentation such as Final Itinerary Booking Vouchers and train tickets. The confirmation email will constitute a written agreement and confirmation of all bookings.
T&V Travel International issues vouchers for clients only in very specific cases when absolutely requested by the supplier. The client’s passport or ID card suffice as proof of identification and all services will be provided as agreed.
Passport and Visa requirements are an agent/client’s responsibility, and the information needs to be requested at quoting/booking time. The exact nationality of travelers must be provided when requesting information on visa policies.
Other personal documents may be needed like a vaccine passport or a valid international driving license if self-driving is planned. A photocopy of all your documents and spare passport photos is always good to have just in case.
Passports need to be valid 6 months AFTER the date of departure from the last country. Please check again with our specialists if you have any doubts.
Personal data is securely saved and encrypted and only passed on to reliable suppliers if needed for issuance of travel documents and for security reasons. Personal data records are systematically deleted after the departure of clients.
T&V Travel International will do the utmost to provide the services to the best of our capacity and to the satisfaction of you, our Agent, and your clients. It is the understanding that we act as an intermediary between the agent/client and hotels, transport operators, tourism suppliers and other contractors providing services in-country. We exert due care and diligence in selecting our local suppliers and shall in no event be directly liable to the agent/client, by reason of breach of services or unsatisfactory services provided by third parties or by way of indemnity or in tort or otherwise, for any loss, injury, damage, delay, change in schedule or other adverse events which are beyond our control and could not have been avoided even if applying special care and diligence.
All disputes, claims and litigation regarding services shall first be settled by way of negotiation and mutual understanding involving ourselves and third-party suppliers at fault. T&V Travel International will act as intermediary and mediator between agent/client and third-party suppliers and defend the interests of our agent/client. In the event that such negotiation and mutual understanding would fail, the disputes, claim or litigation shall be finally settled by local arbitration in Japan.