**** Your booking is not confirmed until payment is received in full ****

 

Hokkaido Vibe – General Booking Terms and Conditions

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Booking Confirmation

Your booking is not confirmed until payment is received in full.
For the purposes of this document, GK Vibe and/or GK Vibe associated members are referred to as “Hokkaido Vibe.”

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General Booking Conditions

These terms and conditions apply to all bookings made with Hokkaido Vibe.
By confirming your booking, you agree to these terms.
Please read and understand them carefully.

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Payment Terms

All payments must be made to the Hokkaido Vibe business account.
Please refer to the payment details on your booking confirmation invoice.

Unless stated otherwise, your booking will be confirmed only after full payment is received.
To secure your booking and avoid any delays, we strongly recommend completing the payment promptly.

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Insurance Requirements

We strongly recommend that all guests visiting Japan have adequate insurance to cover any eventualities while travelling in Japan.

This includes, but is not limited to, coverage for:

• Snow sports activities

• Medical expenses

• Personal liability

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Complementary Services

Transportation may be provided as a complimentary service by Hokkaido Vibe, depending on the selected product or service.

Hokkaido Vibe (GK Vibe) does not assume any liability for claims related to transportation services provided by associated members.

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Customer-Initiated Changes and Cancellations

If you choose to cancel your participation in a scheduled snow sport activity, please notify us as soon as possible.

• Cancellation under 30 days’ notice: No refund will be provided.

• Cancellation within 31 to 90 days’ notice: A 50% refund will be provided.

• Cancellation greater than 90 days’ notice: A full refund will be provided, minus a 15% administration fee.

• Reduction of Booking: Reducing the booking is considered a cancellation and will be subject to the same cancellation policy.

If you choose to modify your booking, please inform Hokkaido Vibe as soon as possible.
A ¥5,000 administration fee may apply to any booking modifications.

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Attendance Policies

If a client misses a scheduled booking or arrives more than 30 minutes late without prior notice, and neither the client nor the booking agent informs the instructor/guide about the delay, the situation will be treated as a cancellation with less than 24 hours’ notice.

In such cases, no compensation or refunds will be provided.

However, the instructor/guide will make every effort to contact the client to continue with the booking.
Our instructors/guides are willing to wait as long as necessary, provided they are kept informed, and weather conditions and external circumstances permit.

Please note, a booking is officially considered to begin at the agreed-upon time set before the booking.
It does not start when the client arrives to meet the instructor/guide.

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Cancellation by Hokkaido Vibe

No compensation will be provided for cancellations due to factors beyond our control, including but not limited to:

• Severe weather

• Avalanche risks

• Lift closures

• Equipment failures

• Other unforeseen events that impact snow sports activities (“Force Majeure Events”)

In such cases, we will attempt to:

• Reschedule the activity

• Offer alternative options (e.g. snow sports, local events, cultural tours)

If neither is possible, a credit voucher will be issued for the unused portion of your activity.
This voucher is:

• Valid for one year from the date of issue

• Non-transferable

• Must be surrendered upon redemption

No refunds will be provided if you fail to follow the safety instructions given by your Hokkaido Vibe instructor, including those related to the safety of:

• The instructor

• The guide

• Other group members

• Any individuals affected by your actions

Additionally, no refunds will be issued if your behaviour during the snow sport activity is deemed dangerous and results in termination of your participation.

In the unfortunate event that your allocated instructor is ill or injured and unable to provide the booked service, Hokkaido Vibe will endeavour to find a replacement instructor.

If a replacement cannot be arranged, we will issue a full refund in the form of a credit note –

Where we do offer refunds they will be less any transaction fees associated with the refund.

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Important Notices

By confirming your booking with Hokkaido Vibe, you agree to the following terms and conditions.
Participation in snow sports activities signifies your acceptance of these terms.

If you do not agree with these terms, please do not register for or participate in any snow sports activities.

• Snow sport activities take place in hazardous environments and carry a risk of injury.

• These activities may occur in remote locations far from medical facilities.

• Activities are subject to changing environmental conditions and may be cancelled or modified without prior notice at Hokkaido Vibe’s discretion.

You are responsible for obtaining appropriate insurance coverage, including but not limited to:

• Snow sports activities

• Medical expenses due to injuries

• Personal liability for harm caused to others due to your negligence

• Accidents or injuries while skiing, including in “off-piste” areas

Hokkaido Vibe and its members are not liable for any physical, mental, or financial damages resulting from:

• Your negligence

• The negligence of a third party

If advised or deemed necessary by a member, you must seek immediate medical attention.
You are also required to follow the instructions provided by Hokkaido Vibe representatives or members at all times.

Failure to comply may result in termination of your participation.
If your behaviour is deemed dangerous or inappropriate by a Hokkaido Vibe representative, your participation may be terminated immediately.

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Use of Photographs and Videos

Any photographs or videos taken of you during snow sports activities remain the property of Hokkaido Vibe and may be used for promotional purposes unless otherwise requested.

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Services and Rates

• All services provided by Hokkaido Vibe are subject to availability.

• All rates are subject to change without prior notice.

• If lift passes are required, they are mandatory and not included in the lesson or tour price.

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Responsibilities of the Lead Booker – Waiver

The person making the booking is responsible for:

• Informing all participants of the booking conditions

• Ensuring that the waiver form is completed before the start of the activity

As a condition of participation in any snow sports activity organised by Hokkaido Vibe, all participants must complete a waiver form prior to the start of the activity.

Failure to complete the waiver form may result in cancellation of your booking without a refund.

By signing the waiver, participants confirm:

• Their understanding and acceptance of the risks

• Their agreement to the terms and conditions set forth by Hokkaido Vibe