Booking Terms & Conditions – GK Vibe

This invoice relates to services provided by GK Vibe.

By accepting this invoice and making payment, the customer enters into a booking agreement directly with GK Vibe for the services specified on the invoice.

Unless otherwise stated, all activities, lessons, guiding services, transportation, and related services are provided by GK Vibe or its authorised staff and contractors.

General Booking Conditions

These terms and conditions apply to bookings made with GK Vibe.

By confirming your booking and making payment, you acknowledge and agree to these terms. Please read them carefully before participating.

Payment Terms

• All payments must be made according to the payment instructions provided on your booking confirmation invoice.
• Unless otherwise stated, your booking will only be confirmed once full payment has been received.
• Customers are responsible for ensuring payment is completed within the required timeframe to secure their booking.

Services and Pricing

• All services provided by GK Vibe are subject to availability.
• Prices may change without notice before booking confirmation.
• Where lift passes, equipment rental, transport, or additional costs are required, these are not included unless specifically stated on the booking confirmation.
• Customers are responsible for arranging any required additional items.

Complimentary Services

• GK Vibe may provide transportation or other additional services as part of the overall customer experience or as a complimentary service.
• Unless specifically stated on your booking confirmation, complimentary services are provided at GK Vibe’s discretion, may be subject to availability, and do not form part of the core service being purchased.
• Where complimentary services are provided, GK Vibe will take reasonable care in delivering them but reserves the right to modify or withdraw such services where operational, weather, safety, or other circumstances make this necessary.

Insurance Requirements

Customers are strongly advised to obtain appropriate travel insurance before participating in any snow sports or outdoor activities in Japan.

Insurance should include, but is not limited to:

• Snow sports coverage
• Medical expenses
• Personal liability
• Injury coverage
• Emergency assistance

For guided tours, backcountry activities, off-piste skiing/snowboarding, or activities outside standard resort areas, customers must ensure their insurance specifically covers these activities.

It is the customer’s responsibility to confirm that their insurance policy provides suitable coverage for the activity they have booked.

Safety and Participation Requirements

Snow sports and outdoor activities take place in environments where risks exist, including the possibility of injury.

Customers acknowledge that:

• Snow sports involve inherent risks.
• Weather and terrain conditions can change quickly.
• Activities may occur in areas away from immediate medical facilities.

Customers must follow all safety instructions provided by the Hokkaido Vibe Staff.

Failure to follow safety instructions, acting dangerously, or behaving in a way that risks the safety of yourself, the instructor, guide, other participants, or members of the public may result in immediate termination of participation without refund.

Waiver Requirement

As a condition of participating in activities provided by GK Vibe, all participants are required to complete a waiver form before the activity begins.

By signing the waiver, participants confirm that they:

• Understand the risks involved.
• Accept responsibility for their participation.
• Agree to follow safety instructions.
• Accept the terms and conditions of participation.

By confirming your booking, you acknowledge and accept these terms and conditions.

Lead Booker Responsibilities

The person making the booking is responsible for:

• Informing all participants of these terms and conditions.
• Ensuring all participants understand the risks involved.
• Ensuring all required waiver forms are completed before participation.

Failure to complete required waiver documentation may result in cancellation of participation without refund.

Customer Cancellations and Changes

If you need to cancel your booking, you must notify GK Vibe as soon as possible.

Cancellation Policy

Less than 30 days’ notice

• No refund will be provided.

31–90 days’ notice

• A 50% refund will be provided.

More than 90 days’ notice

• A full refund will be provided minus a 15% administration fee.

Reducing the number of participants or reducing the booked service will be treated as a cancellation and will follow the same cancellation policy.

Any booking modifications may be subject to a ¥10,000 administration fee.

Late Arrival and Attendance Policy

• Customers must arrive at the agreed meeting time.
• If a customer does not attend their booking or arrives more than 30 minutes late without prior notice, and GK Vibe  has not been informed, this may be treated as a cancellation with less than 24 hours’ notice.
• In these circumstances, no refund or compensation will be provided.
• The GK Vibe staff member will make reasonable efforts to contact customers and continue the activity where possible, depending on timing, weather, and other circumstances.
• The booking start time is the agreed start time of the activity, not the time the customer arrives.

Force Majeure and Cancellation by the GK Vibe

GK Vibe may cancel, postpone, modify, or shorten an activity due to circumstances outside their reasonable control, including but not limited to:

• Severe weather
• Avalanche risk
• Lift closures
• Safety concerns
• Equipment issues
• Road closures
• Government directions or restrictions
• Natural disasters
• Transport disruptions
• Unforeseen events

Where possible, GK Vibe  will attempt to reschedule the activity or provide a suitable alternative.

If the activity cannot proceed, GK Vibe may issue:

• A rescheduled booking
• A credit voucher
• A refund or partial refund depending on circumstances

No compensation will be provided for cancellations, delays, interruptions, or modifications caused by circumstances outside GK Vibe’s reasonable control.

Third-Party Service Providers and Service Transfers

In some circumstances, GK Vibe may not provide the requested service directly and may arrange for the booking, or part of the booking, to be fulfilled by another service provider. This may include an independent ski school, instructor, guide service, or another suitable provider.

Where a service is arranged or transferred to another provider, GK Vibe acts solely as an intermediary and booking agent. The service will be delivered by the appointed provider, and the agreement for the delivery of that service will be between the guest and the provider delivering the activity.

Guests acknowledge and agree that the provider delivering the service is independently responsible for all aspects of the service, including but not limited to instruction, guiding, safety management, operational decisions, staffing, equipment, and compliance with applicable laws and regulations.

Guests may be required to accept the provider’s own terms and conditions, waivers, cancellation policies, and risk acknowledgements before participating.

To the fullest extent permitted by law, GK Vibe accepts no liability for the acts, omissions, negligence, performance, cancellations, delays, injuries, losses, damages, or other matters arising from services delivered by another provider.

By making a booking, guests acknowledge and agree that GK Vibe may arrange, transfer, or delegate the delivery of the booked service to another provider where appropriate.

Liability

GK Vibe and its staff shall not be liable for any injury, illness, loss, damage, or death arising from:

• The inherent risks of skiing, snowboarding, backcountry travel, or other snow sports and mountain activities.
• Customer negligence, actions, or errors in judgement.
• Failure to follow the instructions or advice of GK Vibe staff.
• The actions of third parties or circumstances beyond GK Vibe’s reasonable control.
• Participation in activities outside the agreed itinerary or contrary to the instructions of GK Vibe staff.

Customers acknowledge that participation in snow sports and mountain activities involves inherent risks that cannot be completely eliminated, even when reasonable care and professional standards are followed.

If advised by GK Vibe staff to seek medical attention, customers are responsible for doing so as soon as reasonably practicable.

Participation may be refused or ended if the GK Vibe staff believes a customer’s behaviour creates an unsafe situation.

Photography and Video

Photos and videos taken during activities by GK Vibe staff may be used for promotional purposes unless the customer requests otherwise before or during the activity.

Customers acknowledge that promotional use may include website, social media, and marketing materials.

Avalanche Safety Equipment Rental Terms & Conditions

Equipment Supply

Avalanche safety equipment (transceiver, shovel and probe) is primarily supplied by GK Vibe and made available to customers as part of their booking where required.

Equipment Use

When renting equipment as part of a guided experience, GK Vibe staff will provide instruction on the appropriate use of the equipment.

For equipment-only rentals, renters are expected to know how to correctly use avalanche safety equipment. Avalanche safety equipment is not a substitute for avalanche education, sound judgement, or safe backcountry travel practices.

Avalanche Transceiver Batteries

The renter is responsible for ensuring the avalanche transceiver has sufficient battery power before entering avalanche terrain.

A minimum battery level of 50% is recommended.

Loss or Damage

The renter is responsible for the equipment from the time it is collected until it is returned.

The renter agrees to pay the repair or replacement cost for any equipment that is lost, stolen, or damaged beyond normal wear and tear. Normal cosmetic wear from intended use will not incur a charge.

Payment

Any outstanding charges for lost or damaged equipment may be charged to the payment method provided at the time of booking.

No refunds will be provided for unused or early-returned rental equipment.

Liability

Backcountry travel involves inherent risks, including serious injury or death. By renting avalanche safety equipment, the renter acknowledges these risks and accepts full responsibility for its use.

GK Vibe and affiliated staff are not liable for any injury, loss, damage, or death arising from the use or misuse of the rented equipment, except where liability cannot be excluded by law.

Governing Law and Jurisdiction

These terms and conditions, and any disputes or claims arising from the services provided under these terms, shall be governed by and interpreted in accordance with the laws of Japan.

Any legal proceedings, disputes, or claims relating to these terms or the services provided shall be subject to the exclusive jurisdiction of the courts of Japan.

Booking Terms & Conditions – Hokkaido Vibe Members

Important Disclaimer

This invoice relates to services provided by an independent Hokkaido Vibe member. The member providing the activity, lesson, guiding service, transportation, or other experience is solely responsible for delivering that service.

Hokkaido Vibe operates as an umbrella brand and platform representing independent contractors and entities. Any booking agreement or contract is directly between the customer and the specific Hokkaido Vibe member or entity identified on the invoice.

While Hokkaido Vibe members wear official Hokkaido Vibe uniforms as accredited network professionals, they operate at all times as independent sole proprietors.

Where GK Vibe facilitates bookings or processes payments, it acts solely as a booking intermediary and payment collection agent on behalf of the contractor. GK Vibe does not act as an employer or direct service provider, and assumes no responsibility for the contractor’s operational liabilities or safety, beyond executing statutory tax withholding at source where required by law.

Japanese Business Customers – Independent Contractor Payments

This section applies to Japanese companies, businesses, or organisations engaging an individual Hokkaido Vibe member.

The invoicing Hokkaido Vibe member is an independent contractor operating in Japan and is not an employee or staff member of GK Vibe.

The receiving company acknowledges that it is engaging directly with the individual contractor and not with GK Vibe. The receiving company is responsible for processing payments according to its accounting procedures and complying with any applicable Japanese laws, including withholding tax or reporting obligations.

The contractor remains responsible for their own business operations, tax obligations, and compliance requirements.

General Booking Conditions

These terms and conditions apply to bookings made with Hokkaido Vibe members.

By confirming your booking and making payment, you acknowledge and agree to these terms. Please read them carefully before participating.

Payment Terms

• All payments must be made according to the payment instructions provided on your booking confirmation invoice.
• Unless otherwise stated, your booking will only be confirmed once full payment has been received.
• Customers are responsible for ensuring payment is completed within the required timeframe to secure their booking.

Services and Pricing

• All services provided by Hokkaido Vibe members are subject to availability.
• Prices may change without notice before booking confirmation.
• Where lift passes, equipment rental, transport, or additional costs are required, these are not included unless specifically stated on the booking confirmation.
• Customers are responsible for arranging any required additional items.

Complimentary Services

• Any transportation or additional services provided by a Hokkaido Vibe member may be offered as part of the overall experience or as a complimentary service.
• Unless specifically stated otherwise, transportation and additional services are provided by the individual member and not by Hokkaido Vibe as a company.
• The Hokkaido Vibe member is responsible for delivering their own services.

Insurance Requirements

Customers are strongly advised to obtain appropriate travel insurance before participating in any snow sports or outdoor activities in Japan.

Insurance should include, but is not limited to:

• Snow sports coverage
• Medical expenses
• Personal liability
• Injury coverage
• Emergency assistance

For guided tours, backcountry activities, off-piste skiing/snowboarding, or activities outside standard resort areas, customers must ensure their insurance specifically covers these activities.

It is the customer’s responsibility to confirm that their insurance policy provides suitable coverage for the activity they have booked.

Safety and Participation Requirements

Snow sports and outdoor activities take place in environments where risks exist, including the possibility of injury.

Customers acknowledge that:

• Snow sports involve inherent risks.
• Weather and terrain conditions can change quickly.
• Activities may occur in areas away from immediate medical facilities.

Customers must follow all safety instructions provided by the Hokkaido Vibe member.

Failure to follow safety instructions, acting dangerously, or behaving in a way that risks the safety of yourself, the instructor, guide, other participants, or members of the public may result in immediate termination of participation without refund.

Waiver Requirement

As a condition of participating in activities provided by a Hokkaido Vibe member, all participants are required to complete a waiver form before the activity begins.

By signing the waiver, participants confirm that they:

• Understand the risks involved.
• Accept responsibility for their participation.
• Agree to follow safety instructions.
• Accept the terms and conditions of participation.

By confirming your booking, you acknowledge and accept these terms and conditions.

Lead Booker Responsibilities

The person making the booking is responsible for:

• Informing all participants of these terms and conditions.
• Ensuring all participants understand the risks involved.
• Ensuring all required waiver forms are completed before participation.

Failure to complete required waiver documentation may result in cancellation of participation without refund.

Customer Cancellations and Changes

If you need to cancel your booking, you must notify the Hokkaido Vibe member as soon as possible.

Cancellation Policy

Less than 30 days’ notice

• No refund will be provided.

31–90 days’ notice

• A 50% refund will be provided.

More than 90 days’ notice

• A full refund will be provided minus a 15% administration fee.

Reducing the number of participants or reducing the booked service will be treated as a cancellation and will follow the same cancellation policy.

Any booking modifications may be subject to a ¥10,000 administration fee.

Late Arrival and Attendance Policy

• Customers must arrive at the agreed meeting time.
• If a customer does not attend their booking or arrives more than 30 minutes late without prior notice, and the member has not been informed, this may be treated as a cancellation with less than 24 hours’ notice.
• In these circumstances, no refund or compensation will be provided.
• The Hokkaido Vibe member will make reasonable efforts to contact customers and continue the activity where possible, depending on timing, weather, and other circumstances.
• The booking start time is the agreed start time of the activity, not the time the customer arrives.

Force Majeure and Cancellation by the Hokkaido Vibe Member

A Hokkaido Vibe member may cancel, postpone, modify, or shorten an activity due to circumstances outside their reasonable control, including but not limited to:

• Severe weather
• Avalanche risk
• Lift closures
• Safety concerns
• Equipment issues
• Road closures
• Government directions or restrictions
• Natural disasters
• Transport disruptions
• Unforeseen events

Where possible, the member will attempt to reschedule the activity or provide a suitable alternative.

If the activity cannot proceed, the member may issue:

• A rescheduled booking
• A credit voucher
• A refund or partial refund depending on circumstances

No compensation will be provided for cancellations, delays, interruptions, or modifications caused by circumstances outside the member’s reasonable control.

Third-Party Service Providers and Service Transfers

In some circumstances, a Hokkaido Vibe member may not provide the requested service directly and may arrange for the booking, or part of the booking, to be fulfilled by another service provider. This may include an independent ski school, instructor, guide service, or another suitable provider.

Where a service is arranged or transferred to another provider, the Hokkaido Vibe member acts solely as an intermediary and booking agent. The service will be delivered by the appointed provider, and the agreement for the delivery of that service will be between the guest and the provider delivering the activity.

Guests acknowledge and agree that the provider delivering the service is independently responsible for all aspects of the service, including but not limited to instruction, guiding, safety management, operational decisions, staffing, equipment, and compliance with applicable laws and regulations.

Guests may be required to accept the provider’s own terms and conditions, waivers, cancellation policies, and risk acknowledgements before participating.

To the fullest extent permitted by law, the Hokkaido Vibe member accepts no liability for the acts, omissions, negligence, performance, cancellations, delays, injuries, losses, damages, or other matters arising from services delivered by another provider.

By making a booking, guests acknowledge and agree that the Hokkaido Vibe member may arrange, transfer, or delegate the delivery of the booked service to another provider where appropriate.

Liability

The Hokkaido Vibe member shall not be liable for any injury, illness, loss, damage, or death arising from:

• The inherent risks of skiing, snowboarding, backcountry travel, or other snow sports and mountain activities.
• Customer negligence, actions, or errors in judgement.
• Failure to follow the instructions or advice of the Hokkaido Vibe member.
• The actions of third parties or circumstances beyond the Hokkaido Vibe members’ reasonable control.
• Participation in activities outside the agreed itinerary or contrary to the instructions of the Hokkaido Vibe member.

Customers acknowledge that participation in snow sports and mountain activities involves inherent risks that cannot be completely eliminated, even when reasonable care and professional standards are followed.

If advised by the Hokkaido Vibe member to seek medical attention, customers are responsible for doing so as soon as reasonably practicable.

Participation may be refused or ended if the member believes a customer’s behaviour creates an unsafe situation.

Photography and Video

Photos and videos taken during activities by the Hokkaido Vibe member may be used for promotional purposes unless the customer requests otherwise before or during the activity.

Customers acknowledge that promotional use may include website, social media, and marketing materials.

Avalanche Safety Equipment Rental Terms & Conditions

Equipment Supply

Avalanche safety equipment (transceiver, shovel and probe) is primarily sourced through GK Vibe. Hokkaido Vibe Members facilitate the rental of this equipment on behalf of guests.

Equipment Use

When renting equipment as part of a guided experience, your Hokkaido Vibe Member will provide instruction on the appropriate use of the equipment.

For equipment-only rentals, renters are expected to know how to correctly use avalanche safety equipment. Avalanche safety equipment is not a substitute for avalanche education, sound judgement, or safe backcountry travel practices.

Avalanche Transceiver Batteries

The renter is responsible for ensuring the avalanche transceiver has sufficient battery power before entering avalanche terrain.

A minimum battery level of 50% is recommended.

Loss or Damage

The renter is responsible for the equipment from the time it is collected until it is returned.

The renter agrees to pay the repair or replacement cost for any equipment that is lost, stolen, or damaged beyond normal wear and tear. Normal cosmetic wear from intended use will not incur a charge.

Payment

Any outstanding charges for lost or damaged equipment may be charged to the payment method provided at the time of booking.

No refunds will be provided for unused or early-returned rental equipment.

Liability

Backcountry travel involves inherent risks, including serious injury or death. By renting avalanche safety equipment, the renter acknowledges these risks and accepts full responsibility for its use.

Hokkaido Vibe Members, GK Vibe, and their affiliated staff are not liable for any injury, loss, damage, or death arising from the use or misuse of the rented equipment, except where liability cannot be excluded by law.

Governing Law and Jurisdiction

These terms and conditions, and any disputes or claims arising from the services provided under these terms, shall be governed by and interpreted in accordance with the laws of Japan.

Any legal proceedings, disputes, or claims relating to these terms or the services provided shall be subject to the exclusive jurisdiction of the courts of Japan.