Please familiarize yourself with our terms and conditions before finalizing your booking. A link to this terms and conditions page is included on all Paypal invoices that we use for billing, and by booking with KyoTours Japan you are agreeing to the terms and conditions outlined below.
Itinerary subject to change due to seasonal changes in temple hours, special events, transportation delays, weather, or other factors. Guests will be kept informed of any itinerary changes as they occur on the day of the tour.
Guides will wait at the predetermined meeting or pickup point for 30 minutes from the tour start time for guests. After 30 minutes of waiting and no contact from the guest, it is considered a no-show. Guides are not responsible for communicating with hotel or lodging staff regarding guest whereabouts. The cancellation policy for no-shows outlined below applies. Please contact your guide if you are running late.
For hiking tours, the guide reserves the right to refuse service to guests who are dressed inappropriately for the level of physicality expected for the tour. For example, no flip flops or high heels. Additionally, extremely revealing clothing may prevent a guest from entering certain temples or shrines out of respect for the religious significance of the locations.
Guests may be asked to sign a liability waiver on certain hiking or driving tours. If so, they will be informed of this prior to booking.
Please consult with us if a member of your group will be using a wheelchair or similar device, as unfortunately many locations in Japan are not wheelchair accessible. We would be happy to try to accommodate you with a special itinerary, but please note that it may require a reduction in the number of locations due to safety and accessibility.
Tours will operate normally on rainy days, and guests are expected to provide their own rain gear as they feel necessary. Tour itineraries can be adapted to match the weather in some cases, for example: seeing more indoor temples than outdoor gardens. Your guide will consult you regarding any changes as they occur.
Tours will NOT operate on a day where a typhoon is expected pass through the Kansai region. Because we use severe weather warnings as issued by the Japan Meteorological Agency to determine tour status, tours within a 48 hour window of a typhoon making landfall may need to be cancelled. See refund and cancellation section below for more information.
KyoTours reserves the right to cancel tours if severe weather warnings for rain, wind, or snow have been issued by the Japanese Meteorological Agency for the day a tour is scheduled to occur. Tours canceled due to severe weather warnings can be moved to another day within one week from the original date if scheduling allows, or a full refund will be issued with no handling charges. Guests are advised to keep an eye on the weather report in the days leading up to their tour, especially during typhoon season. If a guest decides to cancel their tour because of weather, refunds will follow the policy outlined on this page below. See refund and cancellation section below for more information.
Photography and video are encouraged on all our tours. If you will be taking any promotional photos or video during the tour, please let us know when booking.
We are happy to arrange dinner reservations for the day of your tour only. Please let us know at the time of booking if there is somewhere you are interested in and we can inquire for you. We cannot guarantee availability, and we can only make reservations for the same day that your tour with us occurs.
For Guests Arriving From Tokyo
Your guide will be happy to meet you on the bullet train platform upon arrival from Tokyo if you tour will begin immediately after meetup.
Guests arriving from another city by train on the same day as their tour can be met at Kyoto Station if the tour is to start immediately after meeting. Bullet train passengers can be met on the train platform, but guests arriving on other trains will be met in the lobby of the Granvia hotel inside Kyoto Station. However, bullet train guests MUST provide their rain number, arrival time, and car number by 8:00pm two days before the tour. For example, if your tour is on the 3rd, you must provide your train information by 8:00pm on the 1st. If KyoTours Japan does not receive the information by this deadline, we hold the right to cancel the tour and follow the refund policy as outlined below.
If you do not arrive on the train at the scheduled time, your guide will wait for 30 minutes on the platform before considering it a no show. Please inform your guide by email or phone if you miss your train or there is any other delay.
Tour prices are non-negotiable and do not fluctuate by the guest's country of origin.
Tour fees are calculated by an initial base fee for one guest, with an extra fee for each additional guest.
Tours must be paid for in advance. Guests will receive a Paypal invoice via email, which allows for a variety of secure methods to pay (credit card, debit card, bank transfer, etc). A reservation is confirmed only when KyoTours communicates that is has received payment via Paypal.
Cancellation and Refund Policy
- 15 days (by 8:00 pm local time) or earlier prior to your tour date cancellation: 100% refund
- 15 (after 8:00 pm local time) to 7 days (by 8:00 pm local time) prior to your tour date cancellation: 80% refund
- 7 (after 8:00 pm local time) to 2 days (by 8:00 pm local time) prior to your tour date cancellation: 50% refund
- 2 days (after 8:00 pm local time) prior to your tour date cancellation, same day cancellation, or no-show: no refund
- (above times refer to the timestamp on emails sent by guests)
For all refunds for cancellations by guests, Paypal service fees charged during the initial transaction may be deducted from the total amount refunded. Thank you for your understanding.
Refunds will be issued via paypal within 30 days from the scheduled tour date.
If one or more guests in a group decide to not participate in a tour without prior notice following the cancellation schedule outlined above, it will be treated as a partial no-show, and a partial refund will be up to the discretion of KyoTours Japan.
Tours to Nara and Koyasan include reserved seat train tickets. These tickets will be bought before the tour date, and are non refundable. Nara ticekts will be bought up to two days before the tour date, and Koyasan tickets will be bought exactly 30 days before the tour date.
Guides will wait at the predetermined meeting or pickup point for 30 minutes from the tour start time for guests. After 30 minutes of waiting and no contact from the guest, it is considered a no-show. Guides will attempt to contact guests if possible, but are not responsible for communicating with hotel or lodging staff regarding guest whereabouts.
Guests may move their tour to another day convenient to both parties within a week of the original booking if scheduling allows. Tour cannot be moved after 8:00 pm local time the day before the tour is scheduled to occur. If no other time is available, guests will receive a refund following the policy outlined above.
KyoTours reserves the right to cancel any tours at any time before they begin, and will issue full refunds with no service fees deducted in such a situation.
Guests with injuries limiting their mobility may be grounds for tour cancelation or modification.
KyoTours reserves the right to cancel tours if severe weather warnings for rain, wind, or snow have been issued by the Japanese Meteorological Agency for the day a tour is scheduled to occur. Tours will NOT operate on a day where a typhoon is expected pass through the Kansai region up to 48 hours before or after the scheduled tour time. This is due to high winds, strong rain, and severe flooding that can accompany typhoons. Tours canceled due to severe weather warnings can be moved to another day within one week from the original date if scheduling allows, or a full refund will be issued with no service fees deducted. Guests are advised to keep an eye on the weather report in the days leading up to their tour, especially during typhoon season.
If a guest decides to cancel the tour because of inclement weather (excluding typhoons as explained above), refunds will follow the policy outlined above in regards to refund amounts and service fees.
Certain tours that include hikes may need to be canceled in the case of heavy rain or snow in the 48 hours before the tour. Tours canceled for this reason can be moved to another day within one week from the original date if scheduling allows, or a full refund will be issued with no service fees deducted.
Portions of the tour fee set aside for certain activities or restaurant reservations may be nonrefundable if canceled at the last minute.
In the case that a tour with lodging fees or special transportation tickets is canceled by the customer, lodging and transportation fees may not be refundable or fully refundable.
Reservations and communication
Unless otherwise stated, tours are not considered confirmed until payment has been received. If a gap in normal communication from the guest occurs, KyoTours reserves the right to accept other reservations on the date(s) requested.
If payment has not been received 72 hours before the tour date, KyoTours reserves the right to cancel the tour reservation with warning.
Emails not received or sent by KyoTours due to technical problems or email issues caused by third party issues are not the responsibility of KyoTours.
An email from a guest requesting a tour is not an official reservation. Only after a response from KyoTours AND the subsequent full reservation and payment process are tours considered officially confirmed.
Travel consultation, trip planning, and itinerary creation services require an initial downpayment of 5,000 yen that covers the first hour of consultation communication. Upon receipt of downpayment, KyoTours will begin additional consultation and planning priced at 4,000 yen per hour.
Final payment is due upon delivery of itinerary.
Additional questions and communications are permitted after consultation, but major additions or changes to the itinerary may require further hourly payment.
Children and Families
Children of all ages are welcome on all of our tours. Reduction in fees for children and students is available at some temples and for some methods of transportation. Please let us know the age of any children accompanying you on the tour and prices will be adjusted according. Students may be required to show a student ID.
Strollers and hand-held baby carriers are not recommended on any of our tours. Backpack carriers for young children are suggested. Guests may be required to carry babies and fold up any strollers or carriers on public transportation.
Some tours may be less suitable for small children than others due to amount of walking or the selection of sites visited. Please inquire at time of reservation communication about our recommendations.
Some restaurants and experiences may not allow children under certain ages.
If a tour includes a meal or a stop for food and/or drink, guests will be responsible for their own bill unless otherwise stated in the tour description or negotiated in pre-booking communication.
Guests must inform us BEFORE reservation payment if they are vegetarian, vegan, or have other dietary restrictions. Due to Japanese cooking techniques and attitudes about ingredients in Japan, we cannot guarantee what will be available at regular restaurants, but we can usually secure some sort of vegetarian or pescatarian option. Several vegan restaurants are available in Kyoto, but may not be convenient for certain tours.
Vegetarians are encouraged to do their own research about Japanese cuisine (especially regarding the cooking ingredient "dashi") before coming to Japan.
No insurance of any type is provided or implied by KyoTours Japan. Guests are encouraged to arrange their own travel insurance.
KyoTours is not able to arrange lodging or travel for customers unless it is directly related to a multiday tour as stipulated in the tour details.
Tours cannot be conducted using a guest's personal vehicle or rental car.
Children under the age of 18 must be accompanied by an adult from their group during all portions of a visit to a hot spring that occurs during a tour.
Children under the age of 18 cannot ride in a taxi unaccompanied by an adult family member during tours.