Escorted Tour Terms & Conditions
Deposit and Final Payment
We accept checks, money orders, Visa, Master Card, Discover and American Express. Your payment is not deemed made until it is received by Samurai Tours
A non-refundable deposit of $500 per person per tour is required for us to reserve space for you. Final payment is due 60 days prior to the start of the tour. If we do not receive final payment by this date, we reserve the right to cancel the reservation. In the case of billing errors, we reserve the right to re-invoice with correct pricing.
Cancellations and Refunds
Because we include pre-paid travel insurance that covers losses incurred due to cancellations, Samurai Tours will not refund deposit payments or tour payments. Tour participants must contact the travel insurance provider directly for reimbursement of payments in the event of cancellations or changes.
Cancellations and Refunds (in the case of Travel Insurance Opt-Out and International Customers)
In the event you are unable to participate in the tour, the following cancellation fees will be applied:
- 30 to 60 days: 25% Cancellation Fee
- 14 to 29 days: 50% Cancellation Fee
- 3 to 13 days: 75% Cancellation Fee
- Less than 3 days or no-show: 100% Cancellation Fee
A fee of $50 per person per change will be charged for any alteration or revision made to a tour date. A change of tour date or itinerary made less than 60 days prior to the tour date will be treated as a cancellation, and the standard cancellation procedures will be applied. (The provided travel insurance will not cover the change fee, but will cover the cancellation fees.)
For the benefit of everyone on your vacation, Samurai Tours reserves the right to accept or reject any person as a tour participant, and to remove from the tour any participant whose conduct is deemed incompatible with the interests of the other participants.
Travelers Who Need Special Assistance
You must report any disability requiring special attention on your Tour Medical Form which you will receive in your confirmation packet. Samurai Tours will make reasonable attempts to accommodate the special needs of travelers, but it is not responsible in the event it is unable to do so, nor is it responsible for any denial of services by carriers, hotels, restaurants, or other independent suppliers. Be aware that outside the United States, facilities for disabled individuals are limited. We regret that we cannot provide individual physical assistance to a tour participant for walking, dining, getting on and off trains and other vehicles, or other personal needs. A qualified and physically able companion must accompany travelers who need such assistance.
Any pre-existing physical (including allergies), mental, or emotional disability that may require attention or treatment must be reported in writing prior to the beginning of a tour. Each tour participant must complete and return our Medical Form, which is included in your confirmation packet. Failure to return a complete and accurate Medical Form, could result in expulsion from the tour at your own expense.
Travelers who are less than 18 years old on the tour departure date must be accompanied by a parent or guardian.
Samurai Tours will make every effort to accommodate your request for a smoking or non-smoking room. However, we cannot guarantee we will be able to accommodate your request.
The price of your tour is guaranteed and will not increase. Prices do not include airfare.
Included in the price of each tour: Accommodations for each night; all breakfasts and other meals as listed on this site; admission fees to destinations visited with the group during non-free times, all transportation costs incurred during group travel during non-free times, travel insurance from Travelex, transfers to and from the airport, Japan Rail rail passes appropriate to the tour itinerary as listed on this site, and our tour handbook.
Passports and Visas
You are responsible for obtaining your passport, and for meeting all health and other requirements required by Japanese laws, orders and/or requirements. Non-US citizens must consult with appropriate consulates to determine if any visas are needed.
Not Included in the Tour Price
Federal Inspection Fees for the U.S. Customs and Immigration; International Air Transportation Tax; agricultural tax; Value Added Taxes, any other taxes; security fee; airport taxes and fees; passports; visas and vaccinations; laundry; telephone; mini bar; alcoholic beverages except at the Orientation and Sayonara Dinners, porterage at airports; and all other items of a personal nature.
Please be aware that during your participation in tours operated by Samurai Tours, certain risks and dangers may arise beyond our control including, but not limited to, the hazards of traveling in undeveloped areas; travel by boat, train, automobile, aircraft, or other means of transportation; the forces of nature, political unrest and accident or illness in remote regions without means of rapid evacuation or medical facilities. Samurai Tours will not have liability regarding provision of medical care or the adequacy of any care that may be rendered. It is understood that Samurai Tours will use its best efforts to ensure that adequate measures are taken.
Tour itineraries are subject to change: Japan is full of surprises. We need to be flexible enough to take advantage of any changes in the Japan travel environment so we may provide you with the best possible tour. Sometimes attractions close with no advanced warning. In these cases, Samurai Tours will make its best effort to replace that attraction with another suitable and comparable replacement. Uncompleted portions of the tour itinerary are not cause for refund.
How To Make A Reservation
To reserve a seat on a Samurai Tours tour you must send us the completed Tour Registration Form. We offer our tour participants a 14 day grace period, during which time you are able to cancel your reservation request for any reason. If you make your reservation less than 60 days prior to the tour starting, the 14 day grace period is waived. After the 14 day grace period, we require a $500 per person deposit. We can accept Visa, Master Card, American Express and Discover credit cards, and we accept checks or money orders.
Once we've received your deposit, we will send you a confirmation packet. Your final payment is due 60 days before departure. Missing the final payment deadline may result in your being dropped from the tour. If you sign up less than 60 days before the tour starts, full payment will be due immediately.
All tour participants are required to complete, sign, and return to Samurai Tours, a medical information form and a tour waiver/release form. These documents will be part of your confirmation packet.
Travel Insurance Coverage
Travel insurance will be provided for each tour participant by Samurai Tours except for those cases when the tour participant decides to opt out of travel insurance, and travel insurance will not provided for our international customers. In each case when travel insurance will not be provided, the final invoice will be credited. The insurance provided will cover the entire cost of the ground portion of the tour package. Travel insurance to cover the cost of the airfare will be the tour participant's responsibility. For our Best of Japan Cultural Immersion Adventure tour packages, the travel insurance will be purchased shortly after final payment is received. The travel insurance will be purchased shortly after the "grace period" has been completed for all other tour packages.
Tours Cancelled by Samurai Tours
In the unlikely event your tour may be cancelled due to unforeseen circumstances, the entire amount you have paid to Samurai Tours will be refunded to you within fourteen days after the tour's cancellation. Once this occurs, Samurai Tours and its representatives have no further obligations to its tour participants.
The carriers, accommodations, and other suppliers providing tour services are independent contractors and are not agents, employees, or servants of, or joint ventures with, Samurai Tours or its affiliates. All travel documents for tour services issued by Samurai Tours are subject to the terms and conditions specified by the supplier, and to the laws of the countries in which the services are supplied.
If, after tour departure, the services included in the tour cannot be supplied, or there are changes in an itinerary for reasons beyond the control of Samurai Tours, Samurai Tours will make its best efforts to arrange for the provision of comparable services. However, Samurai Tours will not provide a refund if we are unable to provide a suitable replacement.
Samurai Tours reserves the right to accept or reject any person as a tour participant, to expel any tour participant from the tour, or to make changes in the itinerary whenever Samurai Tours deems it necessary for the comfort, convenience, or safety of the tour participants.
The tour participant agrees that neither Samurai Tours or its affiliates shall be liable for any damage, loss (including personal injury, death, and property loss) or expense occasioned by any act or omission of any supplier providing tour services.