Terms & Conditions

The following Terms and Conditions (T&C) apply to the arrangement of third party tourism services by Experience.Okinawa, a trading name of M&M Shogun Consulting Ltd. and are part of the agency agreement between the customer and M&M Shogun Consulting Ltd. as a travel agent. These T&Cs form the contract with M&M Shogun Consulting Ltd. (company no. 12972158), a UK Ltd. company bound by the laws and regulations of the United Kingdom. By proceeding with your booking you confirm you have read and agreed to these booking conditions. 

1. The Contract

1.1. A customer may enter into a contract with M&M Shogun Consulting Ltd. by purchasing tours & services that are listed for sale in the online store or by requesting services from M&M Shogun Consulting Ltd. and then expressing their intention to proceed with those services by entering into a binding agreement based upon that offer. 

1.2. By purchasing services or signing a contract to provide services the customer instructs M&M Shogun Consulting Ltd. to arrange a travel contract between him and the tour operator or other service providers. The contractual obligation of M&M Shogun Consulting Ltd. is limited to the proper arrangement of the travel services.

1.3. In order to form a contract M&M Shogun Consulting Ltd. will send electronically to the customer a contract for personalized tour services or services confirmation in accordance with legal requirements, in the case of custom services this contract must be signed electronically by the customer in order to form a valid contract. In the case of online payments through Experience.Okinawa, the contract will be formed on payment and the customer is deemed to have read and accepted the terms and conditions herein. 

1.4. The customer upon receiving the electronic contract OR confirmation of purchase is obliged to immediately check the booking confirmation/contract for accuracy and to inform M&M Shogun Consulting Ltd. about any inaccuracies.

2. Payment

2.1. After signing the contract as per clause 1, a deposit of 25% of the total travel services is due, or a varied amount as noted on page 1. The remaining balance must be paid no later than 60 days before the start of the trip, unless otherwise noted on page 1. 

2.2. For custom itineraries and service bookings contracted less than 30 days prior to the start of the itinerary, or for itineraries less than ¥100,000 the entire price of the trip is due upon signing of the contract. Full payment needs to be received before any bookings can be made. 

2.3. If the deposit or any subsequent payment is not received within 7 days of signing the contract or the due date, M&M Shogun Consulting Ltd. will send one reminder with an additional 7 days to make payment. Should the payment not be received within 14 days of the due date, M&M Shogun Consulting Ltd. is entitled to withdraw from the contract. Cancellation fees will apply as per section 5 below depending on the timing before the tour starts.

2.4. The payment currency is Japanese Yen. Payment can be made via credit card for itineraries with a value less than ¥200,000 (subject to a fee of 4.5%)  or via bank transfer.  

3. Travel Documents

3.1. The customer must verify their travel documents and confirm the scheduled travel dates (start and end). In addition, the customer is responsible for arranging their own transportation to Okinawa. No later than 30 days before arrival (unless the trip is within 30 days), the customer will receive a detailed travel overview—provided in PDF or a comparable format—which includes detailed information on activities, accommodations, transport routes, and similar essentials.

4. Transfers, Rebookings & Charges

4.1. Once the contract is finalized, the customer is not entitled to request any changes, particularly regarding travel dates, destination, departure point, accommodations, or mode of transportation. If a rebooking is possible at all, additional expenses may arise; any such costs will be passed on to the customer by M&M Shogun Consulting Ltd.. In the case of minor adjustments where a rebooking does not typically incur a fee, M&M Shogun Consulting Ltd. will evaluate on a case-by-case basis—based on the required time and effort—whether an additional charge should apply.

4.2. Modifications to key aspects of the contracted travel services that become necessary after the agreement is concluded—due to circumstances outside M&M Shogun Consulting Ltd.’s control or not caused by M&M Shogun Consulting Ltd.—may be implemented, provided they are minor, do not substantially change the trip’s itinerary, and remain fair from the customer’s standpoint.

4.3. Should M&M Shogun Consulting Ltd. need to modify its services, the customer will receive prior notification. It is the customer’s responsibility to check their email regularly and ensure that any messages are delivered successfully. Upon being informed of the changes, the customer has five business days to submit an objection. If no objection is received within that timeframe, the alterations are deemed accepted.

4.4. If the customer objects to the proposed modifications and no mutual resolution can be reached, the customer may choose one of the following:

(a) Apply a travel credit that permits rescheduling the trip to a future date, in alignment with the terms set out in clause 4.1.

(b) Cancel the trip and receive a refund of any payments made, as outlined in section 5, with the understanding that by opting for a refund, the customer agrees not to initiate legal proceedings against M&M Shogun Consulting Ltd. or publicly undermine its reputation.

4.5. Prior to the journey’s commencement, the customer may request that another individual take over all entitlements and obligations arising from the travel agreement. However, if this prospective participant fails to meet the necessary travel criteria, or if their involvement contravenes any legal provisions or official regulations, M&M Shogun Consulting Ltd. reserves the right to refuse the substitution. In cases where the third party is accepted, they become fully accountable, including covering the trip’s cost and any additional expenses resulting from the substitution.

5. Cancellation by the customer & Experience Okinawa

5.1. Once your tour has been confirmed, if you or any individual within your group needs to cancel—whether completely or just for one participant—please notify us in writing via email immediately. We will only regard the cancellation as valid once we have confirmed receipt of your email. Because expenses accrue from the moment your booking is confirmed, the following cancellation fees will apply. Where a cancellation fee is quoted as a percentage, it is calculated based on the total cost for the person(s) withdrawing, excluding any amendment fees, which remain non-refundable in the event of cancellation.

A partial cancellation of a booking may result in our having to recalculate the price payable by those still travelling.

5.2. M&M Shogun Consulting Ltd. may opt to request an individually calculated reimbursement in lieu of the aforementioned lump-sum amounts if it can demonstrate that substantially greater expenses were incurred. In this case, M&M Shogun Consulting Ltd. is obligated to provide detailed evidence, along with an explanation, to justify the higher claim.

5.3. Should M&M Shogun Consulting Ltd. be required to reimburse the tour cost due to a cancellation, the refund will generally be processed without delay. Under no circumstances, however, will the payment be issued later than 28 days following the receipt of the cancellation notice. M&M Shogun Consulting Ltd. is not liable for any foreign exchange or bank fees, or differences in exchange rates applied to a refund. 

5.4. Rather than choosing a refund, the customer can alternatively opt to reschedule the trip, as long as such an arrangement is feasible under the existing terms and conditions.Any differences in costs due to cancellation, change fees or differences in price due to season or date will be the responsibility of the client. 

5.5. In the event of force majeure—including, but not limited to, declared or undeclared war, terrorism or credible threats of terrorism, political instability, violent crime, major public health threats or quarantine measures, natural catastrophes (such as earthquakes), nuclear incidents, extreme currency fluctuations, strikes, government-imposed restrictions, fire, severe weather conditions, or any other circumstance that renders the trip impossible or commercially unviable—M&M Shogun Consulting Ltd. retains the right to cancel, adjust, or postpone the journey. Should M&M Shogun Consulting Ltd. cancel a trip due to force majeure, the customer will receive a full refund of all payments made in advance, excluding transaction fees and similar expenses (also refer to clause 5.6).

5.6. In cases where M&M Shogun Consulting Ltd. has advanced payments to service providers on the customer’s behalf and the provider is unable to return those funds, any resulting expenses will be the customer’s responsibility. Nevertheless, M&M Shogun Consulting Ltd. will strive to manage all arrangements in a way that spares the customer from incurring extra charges.

5.7. M&M Shogun Consulting Ltd. reserves the right to terminate the travel contract immediately if the customer, after receiving a warning, causes substantial disruption to the trip or behaves in a manner that severely breaches the agreement and justifies prompt termination for the protection of other participants. In this scenario, the customer forfeits any right to reimbursement and must organize and cover the costs of their own return home.

6. Cancellation where minimum number of participants has not been reached

6.1. If the advertised or stated minimum number of participants is not reached, M&M Shogun Consulting Ltd. may cancel the travel contract up to 30 days before departure, provided that the minimum participant requirement was clearly indicated in the trip description and the corresponding deadline for the withdrawal notice was included in the travel confirmation. Once it becomes evident that the trip cannot proceed, M&M Shogun Consulting Ltd. will promptly inform the customer by issuing a cancellation notice.

6.2. Should the journey be canceled on these grounds, M&M Shogun Consulting Ltd. will promptly return any trip-related payments to the customer, ensuring that the refund is processed no later than 14 days after issuing the cancellation notice. Transaction fees, however, will not be included in the reimbursement.

7. Services not used

7.1. If, due to circumstances under the customer’s control, the customer opts not to use certain travel services that M&M Shogun Consulting Ltd.  was prepared and able to provide in line with the agreement, the customer is not entitled to a partial refund of the trip cost. Nonetheless, M&M Shogun Consulting Ltd. will endeavor to return any amounts that it itself recovers from the respective service providers on the customer’s behalf.

8. Force Majeure

8.1. Unless explicitly stated otherwise in these booking terms, we regret that we cannot assume liability or offer any compensation in instances where the fulfillment or timely fulfillment of our contractual obligations is obstructed or halted—or you experience any loss, harm, or expense of any sort—as a result of “force majeure.” As used in these booking terms, “force majeure” refers to any event beyond the reasonable foresight or control of us or the relevant service provider, even with due diligence. Such circumstances may encompass, but are not limited to, warfare, unrest, civil disturbances, terrorism (actual or threatened), industrial conflicts, natural or nuclear disasters, severe weather, fire, floods, epidemics, or closures of airports or airspace, along with any comparable situations outside of our control.

9. Limitation of Liability

9.1. For all of our service, M&M Shogun Consulting Ltd. relies on service providers and vendors including but not limited to hotels, tour operators, transport providers and others to provide descriptions and photographs showing those vendors facilities, menus, services, equipment etc. M&M Shogun Consulting Ltd. endeavours to make sure that all descriptions and components of tours and services offered are as accurate as possible but we cannot guarantee the accuracy of the information provided by those vendors and service providers. Therefore the customer agrees that M&M Shogun Consulting Ltd. is not responsible for any discrepancies in the information and products/services offered that differs from that provided. 

9.2. In no situation will M&M Shogun Consulting Ltd. accept liability for any expenses or financial losses the customer may incur due to itinerary alterations or tour cancellations (including, but not limited to, third-party insolvency, strikes or airline cancellations, accommodation cancellation charges, or loss of earnings). For this reason, it is highly recommended that the customer obtains travel cancellation insurance from a provider of their choice prior to the start of the journey.

9.3. M&M Shogun Consulting Ltd. accepts no responsibility for bodily injury, accidental or property damage, or financial losses arising from circumstances including (but not limited to) inadequate physical preparation for activities, travel by plane, train, car, bus, boat, or other modes of transportation, the consumption of alcohol, elevated altitudes, severe weather events (such as high winds, hurricanes, typhoons, or flooding), heat-related exhaustion, equipment malfunctions, civil unrest or terrorism, and limited access to quality healthcare in remote areas.

9.4. To lawfully join the trip, the customer agrees to waive any liability claims against M&M Shogun Consulting Ltd., except in instances of intentional wrongdoing or gross negligence on the part of M&M Shogun Consulting Ltd.. By signing this document or accepting these terms & conditions during the online checkout process, the customer confirms its binding nature for themselves and any accompanying travelers. In providing their signature, the participant acknowledges and accepts all potential risks associated with the trip, and releases M&M Shogun Consulting Ltd. from liability to the fullest extent permitted by law.

9.5. M&M Shogun Consulting Ltd. bears no responsibility for any actions or oversights by external providers, whether purposeful or accidental. While M&M Shogun Consulting Ltd. coordinates and sells tours that comprise transport, excursions, and accommodations, these offerings are delivered by independent third parties that operate separately from M&M Shogun Consulting Ltd..

9.6. Both parties (the customer and M&M Shogun Consulting Ltd.) agree that any disputes or related legal matters concerning M&M Shogun Consulting Ltd. will be governed by United Kingdom law and decided by United Kingdom courts, which retain exclusive jurisdiction. However, if specific consumer protection provisions apply under the customer’s local jurisdiction, those may take precedence as permitted by local regulations. In such situations, the customer is expected to be knowledgeable about their own jurisdiction’s travel laws, and M&M Shogun Consulting Ltd. remains responsible for complying with United Kingdom regulations. If local laws grant protections that differ from United Kingdom law, the customer must provide M&M Shogun Consulting Ltd. with the exact legal text of those relevant statutes.

10. Passports, Visas & Health Requirements

10.1.The designated group leader is responsible for confirming that each traveler has all necessary travel and health documents before departure, and you must cover any fees involved in securing those documents. We regret that we cannot accept liability if you are denied transportation or entry into a country because you lack the required paperwork. Should missing travel or related documents lead to fines, surcharges, or other penalties imposed on or incurred by us, you will be required to reimburse us for those costs.

11. Insurance

11.1 For optimal coverage, M&M Shogun Consulting Ltd. advises verifying whether your personal liability insurance includes international travel. If not, it is recommended to secure separate overseas medical insurance from an external provider. Furthermore, M&M Shogun Consulting Ltd. strongly suggests obtaining travel cancellation coverage prior to departure.