Booking Terms & Conditions

1. Your pilgrimage booking

Japan Catholic Pilgrimage is operated by Japan Adventure Club (“we,” “us,” or “our”). These terms describe the arrangements between us and each traveler (“you”) for a Catholic pilgrimage booked through us. Your written proposal, invoice, confirmed itinerary and any group-specific conditions identify the services and commercial terms for your journey.

A quotation or inquiry alone does not confirm a reservation. A booking is confirmed when we issue written confirmation after receiving the required payment and checking availability. Before paying, review the itinerary, inclusions, payment dates, cancellation schedule and any supplier restrictions provided to you. If anything is unclear, ask us to explain it in writing.

Conditions specifically agreed in your written booking confirmation take priority over general website information for that booking. A later website update does not change an existing confirmed agreement without your agreement, except where required by law.

2. Deposits, balance payments & currency

Your proposal or invoice specifies the deposit, balance due date, currency and accepted payment methods. A shore-excursion deposit schedule does not automatically apply to a multi-day pilgrimage. Group hotels, domestic flights, charter vehicles or special arrangements may require earlier payments; these requirements will be disclosed before you commit.

Please pay by the dates shown on your invoice. If a payment is overdue, we will contact you about the booking status and any deadline to retain services. Do not assume that an unpaid reservation remains on hold.

Our Payment Center explains payment methods and handling charges. Confirm the total payable, including any transaction or bank fees, before sending funds. Include your group or booking reference so the payment can be identified.

3. Prices, inclusions & group size

The confirmed proposal states whether prices are per person or per group, the room-sharing basis, group size, currency, inclusions and exclusions. Airfare, visas, insurance, gratuities, offerings, personal expenses and extra nights are included only when expressly listed. An optional experience is not part of the package unless confirmed.

Private groups share fixed costs such as coaches and guides. A reduction in paying travelers may change the per-person price, room supplements or complimentary places. We will explain the revised arrangements and price for your agreement; cancellation remains subject to the booking’s agreed conditions. Free places for clergy or group leaders apply only as specified in the proposal.

Quotes have the validity period shown in the proposal. Any price revision before confirmation will be explained. Additional costs for changes requested after confirmation require your approval before we proceed.

4. Cancellation by a traveler

Send cancellation requests in writing to info@japancatholicpilgrimage.com, quoting the booking reference and names of the affected travelers. Ask for acknowledgment; if you do not receive one, contact us again. The date we receive your request determines the applicable notice period.

The Japan Adventure Club land-tour policy provides the following deposit-refund baseline, unless a different pilgrimage or group schedule was disclosed and agreed before payment. These percentages refer to the deposit, not the total tour price.

The deposit policy alone does not establish the treatment of a balance already paid, ticketed flights or other separately restricted services. Your booking confirmation must identify these conditions and any special non-refundable commitments before you pay. Ask for the complete cancellation schedule if it is not included.

Where a roommate cancels, a single-room supplement may apply to the remaining traveler. We will discuss alternatives and any additional cost. Refund eligibility for unused services is governed by the agreed booking conditions and applicable law.

5. Changes, substitutions & postponement

Requests to change dates, travelers, rooming or services must be made in writing. Changes depend on availability, supplier rules and any fare difference. A name substitution may not be possible on an issued airline or rail ticket. We will explain proposed charges before making a requested change.

Our general land-tour policy allows a deposit to be retained for a rescheduled trip for up to five years. Confirm the credit amount, use-by date, applicable supplier restrictions and revised trip price with us in writing before choosing postponement. A new travel date is subject to availability.

6. Changes or cancellation by the operator

We plan to deliver the confirmed itinerary. Weather, transport disruption, access restrictions, supplier availability or local events may require a different visit sequence or a substitute service. We will communicate material changes as soon as practicable and explain the available alternatives and any price effect.

If we cannot operate a confirmed pilgrimage, we will provide written information about the reason, available alternatives and the treatment of payments under your booking conditions and applicable law. A travel credit will not replace a cash refund to which you are legally entitled without your agreement.

If departure depends on a minimum number of paying travelers, your proposal will state that number, the confirmation deadline and the options if it is not reached. Wait for written confirmation of departure before buying independently arranged non-refundable services.

7. Mass, clergy & sacred-site visits

Mass arrangements, chapel access, church visits and meetings with religious communities require the permission and availability of the relevant local authorities. A requested time, celebrant, language or private liturgy is confirmed only when we tell you it has been accepted. Funerals, parish needs, feast days, restoration work or other circumstances may affect access.

Tell us early whether your group is traveling with a priest, needs assistance arranging a celebrant, or has particular liturgical requests. Visiting clergy may be asked by the host church or diocese to supply documentation before celebrating. Clergy participation is included only as described in the proposal; a named priest’s continued availability cannot be assumed.

Observe church dress, silence, photography and conduct requirements. Pilgrims should follow local guidance at memorials and places of martyrdom. Offerings or donations are included only if specifically stated. We will discuss alternatives when an intended religious visit cannot take place.

8. Accommodation, meals & special requests

Hotels, room categories, bed configurations and meal arrangements are those confirmed in your itinerary. A twin room, double room, accessible room or connecting room is a separate request; please check the wording of your confirmation. Early check-in, late checkout and upgrades require hotel approval and may cost extra.

Notify us of dietary requirements and allergies before booking. We will discuss what suppliers can provide and identify requests that remain unconfirmed. Travelers with serious allergies should confirm suitability with the food provider and carry any prescribed emergency medication.

9. Flights, trains, transfers & baggage

International or domestic airfare, rail tickets and transfers are included only when listed. Airline and railway conditions apply to ticketed services, including name accuracy, changes, cancellations, baggage and check-in. Provide names exactly as they appear in each traveler’s passport.

Confirm flight details and transfer meeting instructions with us. Delays or changes may affect connecting arrangements, driver waiting time or availability; contact the trip team promptly if your arrival changes. Additional services will be discussed before they are arranged where practicable.

Your itinerary or pre-departure information will describe luggage arrangements. Coach capacity, domestic carriers and train services may impose different restrictions. Keep passports, money, medication and valuables with you; report missing or damaged baggage promptly to the responsible carrier or supplier.

10. Passports, entry requirements & minors

Each traveler is responsible for holding the documents required for their nationality, route and transit countries, including a valid passport and any necessary visas or entry permissions. Check the relevant official authorities before booking and again before departure. Do not rely on another traveler’s requirements being the same as yours.

Minors must travel with a responsible adult. Parents and guardians should verify consent and documentation requirements with the relevant authorities. A group leader or accompanying priest does not replace the supervising adult’s responsibility unless a separate arrangement has been expressly agreed.

11. Fitness, accessibility & assistance

Pilgrimages may include stairs, slopes, uneven paths, extended walking, coach boarding and long travel days. Discuss mobility, hearing, vision or other assistance requirements with us before booking so we can assess the itinerary and request suitable arrangements. Historic churches and rural sites may have access limitations.

We will explain known limitations and confirm agreed accommodations in writing. Do not assume that an accessible room, adapted vehicle or personal carer is included. If you need help with personal care or medication, arrange an appropriate traveling companion or professional support. Consult your own clinician about suitability for the proposed journey when needed.

12. Travel insurance & emergencies

Travel insurance is not included unless your proposal expressly says otherwise. We strongly encourage cover appropriate to your circumstances, including cancellation, interruption, emergency medical care, evacuation, delays and baggage.

Insurance is a separate contract with the insurer. Eligibility, benefits, exclusions and purchase deadlines depend on the policy; reimbursement is not guaranteed simply because a trip is canceled. Review the full policy and any existing-condition provisions directly with the provider. See our Travel Insurance page for more information.

Keep the trip team’s and insurer’s emergency contacts available. Report urgent problems locally as soon as possible so practical assistance can be considered.

13. Events beyond reasonable control

Severe weather, earthquakes, war, public-health emergencies, government restrictions, strikes and major transport disruption may affect travel. We will assess available services, explain options and seek recoverable supplier refunds where appropriate.

The effect on cancellation charges, additional expenses, refunds or postponement is determined by the conditions agreed for your booking and applicable law. Any specific written refund promise made for your booking remains relevant; this section does not remove it. Independently booked travel and insurance claims are handled under their own contracts.

14. Suppliers, conduct & responsibility

Airlines, hotels, transport companies, restaurants and other suppliers provide services under their own operating conditions. We coordinate the arrangements described in your booking and remain responsible for our own obligations. Nothing here excludes rights or responsibilities that cannot lawfully be excluded.

Travelers must follow reasonable safety instructions, applicable laws and site rules, respect other pilgrims and local communities, and arrive at agreed meeting times. If conduct creates a serious safety or welfare concern, we will discuss appropriate action, which may include restricting participation where necessary. The financial consequences will depend on the circumstances, agreed terms and applicable law.

15. Traveler information & photography

Provide accurate contact, passport and other booking information by the requested deadlines. Share sensitive documents only through the method agreed with our team. Relevant information may need to be supplied to hotels, carriers, churches or other providers to arrange your confirmed services or requested assistance.

Photography must respect local rules and the wishes of other travelers. We will seek appropriate permission before using identifiable traveler images for our marketing; joining a pilgrimage does not by itself grant unrestricted promotional use of your image.

16. Questions, concerns & the booking record

Raise a service concern with your guide or trip contact promptly so we have an opportunity to resolve it during the pilgrimage. For a written follow-up, provide the booking reference, relevant dates, a description and supporting documents to info@japancatholicpilgrimage.com.

Keep a copy of the terms, proposal, invoice and confirmation supplied when you book. Contact us before payment if documents conflict or if any financial condition is missing. These terms do not limit mandatory consumer rights.