Payment policy

Payments are to be made with wire transfer in JPY upon an invoice which Epic Japan issues at the following timing.

Planning fee

Planning fee is to be paid when you agree with a budget plan which shows itinerary and estimated total cost of your travel in Japan at best estimation basis. Please be advised that figures in the plan keep changing as it gets more accurate when Epic Japan starts actual arrangements upon the payment.

Guide fee

Deposit of Guide fee is to be paid when you agree with a budget plan which shows itinerary to hold guide’s schedule. The remaining Guide fee is to be paid by the end of November (custom trips for mid winter) or two weeks prior to the first day of the trip (public invitation events and custom trips for other season).

In case of cancellation, Epic Japan will refund the fee deducting cancellation charge below and actual wire transfer fee. 

Other Cost

Epic Japan will advise an appropriate timing for each payment. Generally speaking Japanese accommodation doesn’t require any deposit and you can make a payment at check out. Please note that this doesn’t mean you are not subject to pay the cancellation charge if any.


Cancellation policy

In case of cancellation, Epic Japan charges the following cancellation fee depending on the date of notification. Please note all deposits are non refundable.

Planning fee

Deposit to start arranging a trip 100%

Guide fee based on the first day of the trip

Custom trips for mid winter (January to February)

Deposit10%
Until the end of September10%
Until the end of November30%
After December100%
Custom trips for mid winter (January to February)

Public invitation events and custom trips for the other seasons (March to December)

Deposit10%
– 14 days before10%
13 – 3 days before30%
2days before or later100%
Public invitation events and custom trips for the other seasons (March to December)

Other Cost

Cancellation fee of all other costs depend on each cancellation policy of a service provider or a vender since all transactions are directly between those service providers or venders and yourself. Epic Japan notices cancellation policies when we arrange them.

Cancellation by Epic Japan

In case of cancellation by Epic Japan, all payment made will refund.