registration, waiver & legal stuff

as with any good experience, there comes the nitty-gritty. the details, the sign-your-life-away moment. below you will find: 

1. medical info & emergency contact & planning
2. assumption of risk & liability waver
3. terms, conditions, costs
4. tour costs & inclusions

please contact us for current registration forms via email: deborah@tenthousandwaves.com

please keep in mind that there are limited spaces for the tour. we will take deposits on a first-come/first-serve basis. let us know if we can help you in any way, answer any questions in advance---we would rather sort out your inquiries before receiving your deposit. PLEASE DO NOT SEND IN A REGISTRATION FORM UNTIL YOU HAVE CONSULTED WITH US ABOUT AVAILABILITY OF SPACES IN THE TOUR.

once filled out, registration form(s) can be emailed: emailed to deborah@tenthousandwaves.com or mailed to 129 circle drive, santa fe, new mexico 87501. 

proof of travel insurance is now REQUIRED. research insurance at www.insuremytrip.com or www.travelguard.com for or talk to your current insurance provider. 

currently, entry into japan requires proof of THREE vaccinations (2 regular and a booster).

TERMS, CONDITIONS & COSTS

1. HOW TO BOOK
•The Company requires a per person non-refundable deposit of $1000 US per tour to secure your reservation. The Company accepts credit card payments and personal checks. For registrations after the final payment date, payment in full is required at the time of registration.
•Full payment is due 120 days prior to trip departure. Mail or email signed registration with deposit, signed medical form, signed assumption of risk and liability waiver and a copy of your passport to Ten Thousand Waves Tours LLC, 129 Circle Drive, Santa Fe NM  87501. We will then contact you to confirm your reservation and send you any relevant documents. Please contact us via email if you have any questions and to confirm the tour is not fully booked before mailing in your documents. deborah@tenthousandwaves.com
•Trip costs are sometimes quoted in Japanese Yen. The conversion of Dollars into Yen or back into dollars (using the official exchange rate on the day of transaction which includes a .75 percentage exchange fee) is made on the first business day following the date payment is received or refunded. 
•It is your responsibility to ensure that your passport is valid and current prior to departure. 
•We require that you purchase travel insurance to protect your investment, health and peace of mind. Please send proof of purchase as soon as you have this set up.

2.TRIP COSTS
•INCLUDED in trip costs: planned accommodations; all breakfasts and most dinners; all ground transportation and domestic air travel if included in itinerary; transfers to and from tour flights and from Narita Airport and Narita City as noted in itinerary; guides; translators; organizers; port charges; planned excursions; sightseeing as scheduled with the group; itinerary and educational materials; pre-departure Information;  all gratuities (excluding train and ship crew, local guides and bus drivers); departure taxes, service charges and local taxes.
•NOT INCLUDED trip costs: air transportation and related taxes and fees; optional activities; passport and visa costs; baggage/accident/cancellation insurance; any subway, train or taxis not listed in the itinerary; lunches and snacks; alcoholic and nonalcoholic beverages; laundry; telephone calls; internet if not provided by lodging; spa treatments; hot springs entry fees; medical or personal items, covid testing or quarantine accomodations.
•All lodging costs are based on two people sharing a room (double occupancy).  Single rooms at additional cost are limited and in most cases shared rooms are the only option.  Upgrades to single rooms may be available at an additional cost on a first-come, first served basis. 
•The company makes reasonable efforts to ensure that all planned accommodations and meals are available.  In the event they are not available or they are unused by the traveler, every reasonable effort will be made to substitute with at least comparable accommodations and meals at no additional cost. 

3.CANCELLATIONS AND REFUNDS 

Cancellation of a booking must be in writing to the Company.  
•a refund of 50% will be made if you cancel 120 days or more prior to departure. 
•all payments are non-refundable if you cancel less than 120 days prior to departure. 
•additional bookings, programs and holiday departures may have higher cancellation penalties.
•the Company may cancel any trip for inadequate enrollment or good-faith concerns for participant’s safety, health and welfare with refund. If we are forced to postpone the trip to the following year, the non-refundable deposit will roll over to future tours.
•If you are unable to join a tour or leave it, for any reason, prior to its completion, no trip refund can be made. This includes quarantine accomodations.
The company is not liable for cancellations or delays which are subject to operational decisions by airlines. 
•We reserve the right to ask you to leave the tour in progress because of any physical, mental or other condition or disability that would create a hazard for you or other participants.

4. BAGGAGE
Travelers are limited to one piece of luggage weighing no more than 50 lbs and no larger than 24 inches. Please keep in mind, there is limited baggage room on countryside shuttle buses and trains. Baggage and personal items are at all times the responsibility of the traveler. Traveler’s are required to carry their own luggage. Excess baggage will incur penalities that are the responsibility of the traveler.  If you cannot lift and fit your bag into the overhead compartment of the train or plane, you will be required to utilize a shipping service at your cost (approx. $50 per bag per shipment).

5. PHOTOGRAPHY
The company reserves the right to make use of any photography or film taken by our staff for general publicity purposes without payment or permission.

6. TRIP INSURANCE
The company requires proof of Travel Insurance. It is your responsibility to purchase insurance and determine the right coverage amount.  We recommend you contact your current insurance provider for further information. 

7. ITINERARY CHANGES
The Company reserves the right to modify or change trip itineraries and trip operators.

waves tours--inclusions/exclusions
tour cost includes:

• all breakfasts
• most dinners (see itinerary for details)
• all hotels and taxes
• transfer transportation to and from narita airport and narita city
• train pass for bullet train travel  if applicable (**you will be responsible for this pass once we commence the train travel portion of our trip. if you lose this pass en route, you will be expected to pay for subsequent train tickets.)
• domestic air travel and transfers (when included in itinerary)
• local trains in the country
• local buses in the country
• events, activities as noted in the itinerary
• pre-departure information and planning
• itinerary and educational materials
• guides and translators (called kaz and deborah!)

things not included:
•international airfare, related taxes and fees
• passport costs
• baggage/accident/cancellation/travel insurance
• extra baggage fees
• lunches
• beverages (especially the adult kind; water is safe to drink from the tap in japan)
• snacks and supplementary food (this is especially true for deborah!)
• optional cultural tours purchased through us or local operators
• subway & monorail fares except to scheduled activities when traveling with group
• extra subway/train fares/taxis beyond group excursions listed in itinerary
• massages, baths, spa treatments while at hot springs or hotels
• personal expenses such as laundry, telephone calls, internet time when not provided in lodging • hot springs entry fees
• toiletries, personal or medical needs including covid testing or quarantine