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, and substitutions or refunds will be arranged as necessary.
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.
Tours will operate normally on rainy days, and guests are expected to provide their own rain gear as they feel necessary. Umbrellas are suggested instead of raincoats and ponchos, as those items can drip inside temples or other indoor locations. 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. KyoTours may suggest canceling the tour if the weather forecast looks unpleasant enough to cause discomfort or unsafe conditions during the tour.
Guests are expected to wear clothing appropriate for the setting and season. For hiking and outdoor walking 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 and other visitors. Guides will inform the guests at the meeting time if any clothing is deemed inappropriate.
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 the tour date.
Please consult with us at the time of booking if a member of your group will be using a wheelchair or mobility 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. More information about traveling in Japan with a disability can be found here: Accessible Japan
Photography and video are encouraged on our tours where allowed. Please be respectful and follow all rules at locations regarding photography. If you will be taking any promotional photos or video during the tour, please let us know when booking.
Typhoon Storms and Severe Weather
For guests visiting Japan in summer months during the typhoon season, please read the following carefully:
Typhoons are hurricanes that form in the northern hemisphere and affect Japan from approximately June to October. It's difficult to know exactly how each storm will affect Kyoto until it arrives, but typhoons should to be taken very seriously. Trains stop running, business close, winds are heavy, and rivers flood. It is advised that you stay indoors during the peak hours of a typhoon storm. Guests are advised to keep an eye on the weather report in the days leading up to their tour, especially during typhoon season.
Tours will NOT operate on a day where a typhoon is expected affect the Kansai region. Tours within a 48 hour window of a typhoon making landfall may need to be cancelled as well if the weather outlook is poor. Tours canceled due to a typhoon can be moved to another day within one week from the original date if scheduling allows, or a full refund will be issued.
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.
If a guest decides to cancel the tour because of inclement weather (excluding typhoons and severe weather as outlined above), refunds will follow the standard refund policy.
Cancellation and Refunds
15 days (by 8:00 pm or earlier prior to your tour date cancellation: 100% refund
15 (after 8:00 pm local time) to 7 days (by 8:00 pm) prior to your tour date cancellation: 75% refund
7 (after 8:00 pm local time) to 2 days (by 8:00 pm) prior to your tour date cancellation: 50% refund
2 days (after 8:00 pm) prior to your tour date cancellation, same day cancellation, or no-show: no refund
All times refer to local Japan Standard Time (GMT+9)
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 a guest cancels via email, the timestamp on the email will be used to determine the time of cancellation in regards to cancellation fees as detailed above.
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.
Guides will wait at the predetermined meetup 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. The cancellation policy for no-shows outlined above applies. Please contact your guide if you are running late.
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 a full refund within 30 days.
Guests with injuries limiting their mobility or the health of themselves and the other around them may be grounds for tour cancellation or modification following the standard cancellation policy.
If a guest is severely ill or appears to be contagious, KyoTours reserves the right to cancel the tour and issue a refund.
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.
Tours may need to be canceled in the case of heavy rain or snow, flooding, damage, or unsafe conditions due to natural causes 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 within 30 days.
In the case that a tour with prepaid or reserved lodging, activities, meals, or transportation is canceled by the customer, such fees may not be refundable or fully refundable.
For Guests Arriving From Tokyo or Osaka
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 from Tokyo can be met on the train platform. However, bullet train guests MUST provide their train 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 on this page.
If arriving from Osaka or another city, guides will meet guests at a determined time in the lobby of the Granvia Hotel located in Kyoto Station, or another convenient location nearby.
Guides will wait at the predetermined meetup point for 30 minutes from train arrival 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 by email or phone, but please email or call your guide if there is any delay in your arrival. After 30 minutes of waiting and no contact from the guest, it is considered a no-show. The cancellation policy for no-shows outlined above applies.
If a train is delayed due to rail issues, KyoTours will confirm the delay with station staff and wait for 1 hour from the original arrival time. Please contact your guide immediately in such a situation. If no contact from the guest is a received, refund of fees is up to the discretion of KyoTours.
Tour prices are non-negotiable and do not fluctuate by the guest's country of origin or season.
Tour fees are calculated by an initial base fee for one guest, with an extra fee for each additional guest.
Taxi fares included in transportation costs are calculated using mid range estimates from taxifarefinder.com and adjusted for traffic, time of day, and season, as well as the expertise and knowledge of KyoTours based on previous experience.
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).
Reservations and communication
An email from a guest requesting a tour is not an official reservation. Unless otherwise stated, only after (1) a hotel name or Air BnB location details have been provided and (2) a meetup time has been confirmed and (3) KyoTours has informed the guest that payment has been received are tours considered officially confirmed.
Requested tour dates will be held for one week after KyoTours replies to a guest after their initial contact. Unless stated otherwise, dates will not be held beyond one week if the guests does not reply to email(s) and the date(s) being held will be opened up to other inquiries without notification.
If, during reservation and booking communications, the guest does not reply to emails or maintain an expected level of communication for a period longer than 14 days, KyoTours reserves the right to consider the reservation abandoned and open the day(s) being held for other inquiries without notification.
After a Paypal invoice has been sent, if payment has not been made within 30 days and no further communications have been received from the guest, KyoTours reserves the right to consider the reservation abandoned, cancel the Paypal invoice, and open the day(s) being held to other reservations. If guest do not foresee the ability to pay within 30 days, they must notify KyoTours at the time of booking.
If payment has not been received by 8:00pm local time two days before the tour date, KyoTours reserves the right to cancel the tour reservation. For example, if your tour is on the 3rd, you must fulfill payment by 8:00pm on the 1st.
KyoTours makes an effort to send a reminder email to guests approximately one week before their tour, but may not send an email if the reservation was made within a reasonable window of time that KyoTours has determined is adequate to not require a reminder email or in other unforeseen circumstances.
Emails not received or sent by KyoTours due to technical problems or email issues caused by third parties are not the responsibility of KyoTours.
KyoTours may not be able to answer phonecalls while on tours or in other situations where we cannot answer the phone.
Children and Families
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 strollers or carriers on public transportation. Taxis will most likely not be able to accommodate or provide child seats.
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 as arranged in pre-booking communication.
Guests must inform us BEFORE reservation payment if they are vegetarian, vegan, gluten free or have other dietary restrictions. When possible, KyoTours will assist guests in finding options that meet their needs, but cannot guarantee what will be available at all restaurants. KyoTours is not responsible for arranging special dietary meals and may not be able to so if guests do not inform us before the booking process is complete. There are some settings where requesting a special meal may be inappropriate and the guide is under no obligation to do so in such situation.
Guess with dietary limitations are encouraged to do their own research about Japanese cuisine before coming to Japan.
No insurance of any type is provided or implied by KyoTours. Guests are encouraged to arrange their own travel insurance.
KyoTours is not obligated to arrange lodging, travel, or dining for guests, and may be unable to do so for legal reasons.
Foreign visitors are required by Japanese law to carry their passport at all times.
KyoTours does not provide luggage storage or luggage transportation.
KyoTours guides reserve the right to immediately end a tour in progress or cancel a scheduled tour for any of the following reasons: 1) A guest is found to posses, is suspected of possessing, or informs the guide that they are possesing items illegal in Japan on their person, in their luggage, or in their lodging, 2) A guest displays improper behavior during a tour that could be interpreted as offensive to others around them, 3) A guest performs an action that is illegal in Japan, or informs the guide that they intend to or have already done so, 4) Other behavior deemed grossly inappropriate by the guide. Law enforcement may be contacted at the discretion of KyoTours. Refunds and further communication may not be available upon termination of a tour for the above reasons.
Tours cannot be conducted using a guest's personal vehicle or rental car.
Guests under the age of 18 must be accompanied by a parent or guardian during all portions of a visit to a hot spring that occurs during a tour.
Guests under the age of 18 cannot ride in a taxi unaccompanied by a parent or guardian during tours.
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