Bookings & Cancellations
Booking & Cancellation Policy
CONTENTS ↓
Overview
We know plans can change.
That is why we have kept our policy simple, transparent, and as flexible as possible while still allowing us to secure hotels, train tickets, experiences, and arrangements in Japan.
- Reserve your spot with ₹4,999
- Remaining balance due 45 days before departure
- Save with Early Bird pricing when you pay in full
- Reserve My Spot bookings are fully refundable within 7 days of booking, if booked at least 30 days before departure
- Journey prices are displayed before applicable taxes
- The ₹4,999 reservation amount includes applicable taxes
Reserve My Spot
You can reserve your spot with ₹4,999 and hold your place on the journey.
If your booking is made at least 30 days before departure, you may request a full refund of your ₹4,999 reservation amount within 7 days of booking, subject only to any third-party costs expressly authorised by you as outlined below.
This gives you time to think through flights, visas, dates, and travel plans without losing your spot immediately.
To request a refund, simply email hello@beyondtokyo.in from your booking email address within 7 days of making the reservation. The IST timestamp of the email will determine eligibility.
Refunds will be initiated within 7 business days.
The 7-day refundable reservation window only applies if the booking is made at least 30 days before departure.
If you have expressly authorised Beyond Tokyo to incur third-party costs specifically for your booking — such as visa-related charges, travel insurance, or supplier fees — those costs may be deducted at actual cost before the refund is processed.
After this 7-day window has passed, the ₹4,999 reservation amount becomes non-refundable, except if Beyond Tokyo cancels the journey.
Balance Payment
The remaining balance, including applicable GST and TCS and after crediting the ₹4,999 reservation amount, is due 45 days before departure. The exact amount will be stated in your booking confirmation.
Beyond Tokyo may send payment reminders as a courtesy. Travellers remain responsible for ensuring that the balance is paid by the applicable due date, whether or not a reminder is received.
If a booking is made within 45 days of departure, the complete journey amount, including applicable GST and TCS, is payable at the time of booking unless Beyond Tokyo expressly agrees otherwise in writing.
If the remaining balance is not paid within 3 days of the due date, Beyond Tokyo may cancel the booking, release the seat and offer it to another traveller.
Cancellation of a booking due to non-payment will be treated as a traveller-initiated cancellation for the purpose of determining any applicable refund. Any amounts already paid will remain subject to the cancellation terms in Section 7.
What You Receive After Reserving
After reserving your spot with ₹4,999, you will receive:
- A visa document checklist
- Basic flight booking guidance
- High-level journey information and preparation support
Final travel documents, hotel confirmations, detailed hotel information, visa letters, insurance details, and other booking-specific documents are only shared once full payment has been received.
Confirm Trip — Pay in Full
If you choose to pay the complete journey amount, including applicable GST and TCS, at the time of booking:
- A separate ₹4,999 reservation payment is not required
- The applicable Early Bird price is applied when you confirm your trip with full payment before the Early Bird deadline shown on the journey page, or within any limited extension expressly offered by Beyond Tokyo in writing.
- Refunds are calculated on the eligible journey payment actually received, not the original undiscounted journey price, subject to Sections 06 and 07.
- The same cancellation terms apply to the amount paid
Payment Methods & Charges
All payments to Beyond Tokyo must be made in Indian Rupees (INR) through the available payment methods, including UPI, credit or debit cards, net banking, direct bank transfers, EMI or authorised payment gateways.
Certain payment methods may attract additional transaction and service charges to cover associated payment processing, banking and administrative costs.
The following charges apply, where permitted by applicable law and payment provider terms:
| Payment method | Additional Charges |
|---|---|
| Direct Bank Transfer (NEFT / RTGS / IMPS) | Nil |
| UPI | 1% |
| Domestic Debit Cards | 2% |
| Domestic Credit Cards | 3% |
| Net Banking | 3% |
| Corporate Cards / American Express / Diners Club | 4% |
| International Credit / Debit Cards | 4% |
| EMI / Cardless EMI | 5% |
All percentages are inclusive of applicable GST on the additional charges, subject to the applicable tax treatment.
Additional charges are calculated on the amount being paid through the selected payment method and are payable in addition to the journey price and applicable journey taxes.
Any applicable charges will be clearly communicated before payment. Beyond Tokyo reserves the right to revise these charges for future transactions, with prior disclosure and subject to applicable laws and payment provider terms.
Payment processing charges are non-refundable. These charges are separate from the journey price and will not be refunded in the event of a traveller-initiated cancellation, even where the journey payment qualifies for a 100% refund, except where required by applicable law, payment provider terms or expressly provided otherwise in this policy.
No separate cancellation or refund processing deduction will be applied to eligible journey refunds.
Foreign exchange conversion charges, intermediary bank fees and other charges imposed independently by the traveller's bank or card issuer are the traveller's responsibility and will not be reimbursed by Beyond Tokyo, except where required by law.
The treatment of journey refunds is governed by Section 07 (Cancellation & Refund Terms).
Cancellation & Refund Terms
7A Cancellation & Refund Processing
For traveller-initiated cancellations, eligible refunds are determined according to the cancellation terms outlined in this policy.
Payment processing charges collected at the time of booking or subsequent payments are non-refundable in the event of a traveller-initiated cancellation, including cancellations eligible for a 100% journey refund, except where required by applicable law, payment provider terms or expressly provided otherwise in this policy.
No separate cancellation or refund processing fee will be deducted from the eligible journey refund.
Refunds will be calculated on the eligible journey payment received, subject to the applicable cancellation percentage and the treatment of Tax Collected at Source (TCS) under Section 07B.
The ₹4,999 Reserve My Spot payment remains refundable in full during its applicable 7-day refund window, irrespective of the payment method used. Any additional payment charge collected on that reservation will also be refunded during this window, subject to the third-party cost exceptions expressly stated in Section 02.
7B Tax Collected at Source (TCS)
Where applicable, Beyond Tokyo collects Tax Collected at Source (TCS) in accordance with Indian tax laws.
If TCS has already been deposited with the Government of India on your behalf, it cannot be refunded by Beyond Tokyo, as the amount has already been remitted to the Government. The deposited TCS will continue to reflect against your PAN and may be claimed as tax credit while filing your Income Tax Return, subject to applicable tax laws.
If TCS has not yet been deposited at the time an eligible refund is processed, it will be refunded along with the other refundable amounts.
Where this policy refers to a 100% refund, it means 100% of the eligible journey payment, subject to the treatment of TCS already deposited with the Government and the additional charges outlined in Section 06.
Refund percentages are calculated on the eligible journey payment received, including GST where refundable under applicable law, but excluding any TCS already deposited with the Government. No separate cancellation or refund processing deduction will apply.
The ₹4,999 Reserve My Spot payment remains refundable in full during its applicable 7-day refund window, irrespective of the internal GST and TCS allocation. Where a traveller has specifically requested Beyond Tokyo to incur a third-party cost on their behalf, that actual cost may be deducted as described in Section 02.
7C If you booked using Reserve My Spot
Once the 7-day refund window has passed, the ₹4,999 reservation amount becomes non-refundable.
For any remaining trip payments made after reservation:
| When you cancel | Refund |
|---|---|
| 30+ days before departure | 100% refund |
| 15–29 days before departure | 70% |
| Within 14 days of departure | Non-refundable |
7D If you booked using Confirm Trip (Pay in Full)
| When you cancel | Refund |
|---|---|
| 30+ days before departure | 100% refund |
| 15–29 days before departure | 70% |
| Within 14 days of departure | Non-refundable |
7E If you reserved a spot and later confirmed at an extended Early Bird price
Where Beyond Tokyo provides a limited-time extension for you to complete payment at an Early Bird or specially extended price after reserving your spot, the original ₹4,999 Reserve My Spot payment remains subject to its original refund terms.
| When you cancel | Refund |
|---|---|
| 30+ days before departure | 100% refund |
| 15–29 days before departure | 70% |
| Within 14 days of departure | Non-refundable |
The original ₹4,999 reservation payment is refundable only if the cancellation is requested within its applicable 7-day refund window. Otherwise, it remains non-refundable.
Completing payment at an extended Early Bird or specially extended price does not convert the original Reserve My Spot booking into a Confirm Trip (Pay in Full) booking or restart the refund period applicable to the ₹4,999 reservation payment.
7F Cancellation requests
All cancellation requests must be submitted by email to hello@beyondtokyo.in. The date and time the cancellation email is received at hello@beyondtokyo.in, as recorded in Indian Standard Time (IST), will determine refund eligibility. Cancellation requests made by WhatsApp, telephone call, or any other communication method will not be considered valid or honoured.
Refunds under this section are typically initiated within 14 business days.
All eligible refunds are returned to the original payment method used at the time of booking. Refunds can only be issued to the original payer, for security and compliance reasons.
Once processed, banks, card issuers, UPI platforms, or payment gateways may take an additional 3–5 business days to reflect the refund. Beyond Tokyo is not responsible for delays caused by third-party banks or payment providers.
7G Partial Cancellations & Changes to Group & Shared Bookings
Where one or more travellers cancel from a family, couple, group or shared booking, the standard cancellation terms will apply individually to the cancelling travellers.
Any resulting changes to room occupancy, child pricing or accommodation arrangements may require the remaining travellers' booking costs to be recalculated.
The remaining travellers may choose to accept the revised arrangements and any applicable additional costs, or cancel their own booking under the standard cancellation terms.
Beyond Tokyo is not responsible for absorbing additional costs arising from partial cancellations within a shared booking.
Date Changes & Transfer to Another Departure
If your plans change, we will always try to help where possible.
One transfer to another departure may be requested at least 30 days before departure, subject to the conditions below:
- Availability on the requested departure
- Seasonal demand
- Operational feasibility
- Fare differences between departures
- The pricing applicable to the new departure at the time the transfer is confirmed
- Rooming availability and compatibility on the requested departure
If the new departure is more expensive, the traveller must pay the difference. If the new departure is cheaper, no refund of the difference will apply.
If the traveller cannot be accommodated within the standard rooming arrangement on the new departure, including where a suitable same-gender twin-share arrangement is not available, the traveller will be required to pay the applicable single-room supplement or any additional accommodation cost.
Transfers are limited to one change per booking.
Transfers may only be made to departures scheduled within 12 months of the originally booked departure date, unless Beyond Tokyo expressly agrees otherwise in writing.
Transfers to a different Beyond Tokyo journey, rather than another departure of the originally booked journey, may be permitted at Beyond Tokyo's discretion.
Where such a transfer is approved, the itinerary, duration, inclusions, accommodation arrangements and pricing applicable to the replacement journey will apply. The traveller must accept these changes in writing before the transfer is confirmed.
Approval of a transfer does not create an entitlement to any further date changes. Any subsequent transfer request remains entirely at Beyond Tokyo's discretion.
Once a transfer to another departure has been confirmed in writing by Beyond Tokyo, the revised departure date will apply for determining any subsequent traveller-initiated cancellation and refund eligibility. A transfer does not restart any previously expired refund or reservation eligibility window.
Within 29 days of departure, date changes are not guaranteed and remain entirely at Beyond Tokyo's discretion. Date changes requested within 29 days of departure may be treated as a cancellation and rebooking.
08 A. Discretionary Transfers Within 30 Days of Departure
Where a traveller is unable to join their originally booked journey fewer than 30 days before departure, including due to visa delays, Beyond Tokyo may, at its discretion, permit a transfer to another departure without applying the standard cancellation charges.
Such transfers are exceptional, are not guaranteed, and require Beyond Tokyo's written approval. The replacement departure must be mutually agreed upon and considered operationally feasible by Beyond Tokyo.
If Beyond Tokyo is subsequently unable to operate the approved replacement departure, the traveller will be entitled to a refund of 70% of the eligible journey payment, instead of the full refund ordinarily applicable to cancellations by Beyond Tokyo.
Any subsequent cancellation requested by the traveller will remain subject to the standard cancellation terms applicable to the revised departure date.
These conditions must be expressly accepted by the traveller in writing before the transfer is confirmed. All refunds remain subject to the applicable tax and payment processing provisions of this policy and any rights available under applicable law.
Replacement Traveller
If you are unable to travel, you may request to transfer your booking to another traveller at least 30 days before departure, subject to supplier restrictions and Beyond Tokyo's confirmation.
The replacement traveller must meet all visa, payment, and travel requirements.
Any supplier fees, name-change charges, insurance changes, or fare differences will be passed through at actual cost.
An additional room or single-room supplement may be required if the replacement traveller cannot be accommodated within the original rooming arrangement.
The transfer only becomes valid once Beyond Tokyo confirms acceptance of the replacement traveller. The original traveller remains responsible for any unpaid balance until the replacement traveller has completed payment.
A replacement request does not release the original traveller from their booking obligations until Beyond Tokyo has confirmed the transfer in writing and all applicable payment, documentation and eligibility requirements have been satisfied.
If the replacement traveller fails to complete these requirements within the deadline communicated by Beyond Tokyo, the transfer request may be declined or withdrawn. The original booking will remain subject to the applicable cancellation terms, calculated against the original departure date.
Journey Confirmation & Unexpected Cancellations
10A Journey Confirmation & Cancellation by Beyond Tokyo
Each journey is confirmed once the minimum group size is reached and Beyond Tokyo determines that the journey can proceed.
You will be notified via email and WhatsApp as soon as your journey is confirmed.
Beyond Tokyo will confirm whether a scheduled journey will operate no later than 30 days before its scheduled departure date.
If the journey cannot be confirmed by this deadline, Beyond Tokyo will either cancel the departure and process the applicable refund under this policy or offer an alternative departure, subject to the traveller's agreement.
If Beyond Tokyo cancels a journey before departure for operational or commercial reasons, including insufficient group participation, travellers will receive a full refund of all payments made to Beyond Tokyo for that journey, including any additional payment charges collected by Beyond Tokyo, subject to the treatment of TCS under applicable tax laws.
Any TCS already deposited with the Government will be handled in accordance with applicable tax laws, including any available adjustment or correction procedures. Where such TCS cannot be refunded directly by Beyond Tokyo, it will remain reflected against your PAN and may be claimed as tax credit in accordance with applicable tax laws.
Refunds are typically initiated within 14 business days.
Beyond Tokyo is not responsible for reimbursing independently booked flights, hotels, visas, transfers, or any other personal travel arrangements booked outside the journey.
For this reason, we recommend booking flights only after your journey has been confirmed.
Travellers should not purchase non-refundable flight tickets solely for the purpose of applying for a Japan visa. Where flight reservations or travel details are required as part of a visa application, travellers remain responsible for determining and satisfying the applicable visa requirements independently. The purchase of flight tickets for visa or any other purposes does not create any entitlement to reimbursement from Beyond Tokyo if the journey is subsequently cancelled.
Beyond Tokyo cannot be responsible for financial losses arising from independently booked travel arrangements made before journey confirmation.
This provision is subject to any separately agreed discretionary transfer arrangement under Section 8A, to the extent permitted by applicable law.
10B Journey Postponement
Where Beyond Tokyo is unable to operate a scheduled journey on its original departure date, it may offer travellers an alternative departure.
Acceptance of an alternative departure is voluntary and must be confirmed by the traveller in writing.
If the traveller does not accept the proposed alternative, the original booking will be treated as cancelled by Beyond Tokyo, and the applicable refund provisions under this policy will apply.
An alternative departure will not be considered confirmed for the traveller until Beyond Tokyo has received their written acceptance.
10C Force Majeure & Circumstances Beyond Our Control
If a journey is cancelled due to a Force Majeure event or other circumstances outside Beyond Tokyo's reasonable control — including natural disasters, border restrictions, civil unrest, pandemics, severe weather, transport disruption, or government restrictions — Beyond Tokyo may offer:
- A transfer to another departure
- Travel credit
- A partial or full refund based on amounts recoverable from suppliers, after deduction of actual, documented and non-recoverable costs already incurred or committed to third-party suppliers for the affected journey, subject to applicable law
Any applicable refund of additional payment charges collected by Beyond Tokyo will be determined in accordance with applicable law and payment provider terms.
Beyond Tokyo will make reasonable efforts to recover refundable amounts from suppliers and communicate the status of any outstanding recoveries to affected travellers.
Where additional supplier refunds are subsequently received for amounts previously deducted from a traveller's refund, the corresponding recoverable amount will be passed on to the traveller, subject to applicable law.
Eligible refunds will typically be initiated within 14 business days of the refundable amount being determined. Beyond Tokyo will not unreasonably delay the determination or processing of refunds.
Visa Outcomes
Visa approval is determined solely by the Japan Embassy or Consulate and is outside our control.
Travellers are responsible for preparing and submitting their visa application, ensuring that their documentation is accurate and complete, and applying in sufficient time before departure.
Visa delays, rejection, incomplete documentation, or failure to apply in time remain subject to the normal cancellation terms above.
A pending visa application, delayed decision or anticipated visa approval does not suspend, extend or otherwise alter the cancellation deadlines applicable to the booking.
Travellers remain responsible for deciding whether to proceed with or cancel their booking within the applicable cancellation periods. Any exception or transfer remains subject to Beyond Tokyo's express written approval under Section 8.
Beyond Tokyo is not responsible for any costs arising from visa refusal, delay, or non-approval.
Beyond Tokyo provides:
- A visa document checklist
- Supporting journey documents required from Beyond Tokyo for your visa application, where applicable
Where possible, we may help move your booking to another departure, subject to availability and the transfer terms in Section 8.
11A Denial of Entry
A valid visa does not guarantee entry into Japan. Admission is determined solely by the relevant immigration and border authorities and is entirely outside Beyond Tokyo's control.
If a traveller is refused entry into Japan, denied boarding due to passport, visa, immigration or documentation requirements, deported, or otherwise prevented from entering Japan, no refund, credit, transfer to another departure or compensation will be provided for any unused portion of the journey.
By this stage, Beyond Tokyo will ordinarily have already committed or paid for accommodation, transportation, tickets, experiences and other journey arrangements on the traveller's behalf. The booking therefore cannot be transferred to a future journey or departure.
Any additional costs arising from the denial of entry or inability to travel, including accommodation, transportation, flights or return travel, are the traveller's responsibility.
Illness, Emergencies & Travel Insurance
If illness, injury or another personal circumstance prevents you from travelling, the cancellation terms above will continue to apply.
Travel insurance is included for journeys departing on or before 23 November 2026. For journeys departing after 23 November 2026, travellers are responsible for arranging their own appropriate travel insurance before departure.
Where travel insurance is included as part of your journey, Beyond Tokyo will make reasonable efforts to arrange a policy on your behalf through an independent third-party insurance provider, subject to the insurer's eligibility criteria and successful issuance.
If the insurer is unable to issue a policy, the traveller will be responsible for arranging suitable travel insurance independently.
The insurance policy is issued and administered by the insurer. Any claim must be made and pursued directly by the traveller with the insurance provider.
Beyond Tokyo will provide reasonable supporting journey documentation where required for a claim, but cannot process, negotiate, influence or guarantee the outcome of any insurance claim.
Travellers are responsible for reviewing their insurance policy and coverage before departure. Full insurance terms and traveller responsibilities are set out in our Terms & Conditions.
Unused Services & Early Departure
If you are unable or choose not to use any part of the journey after it has started for reasons personal to you, no refunds, credits, or compensation can be provided for unused hotels, transport, activities, meals, tickets, or other services.
This includes situations such as:
- Late arrival
- Missed flights or train connections
- Illness or injury
- Personal choice to skip part of the journey or the planned itinerary
- Voluntary early departure
- Leaving the group before the journey ends
Any additional costs arising from rejoining the group, changing travel plans, accommodation changes, return travel, medical expenses, missed transport, or returning home early remain the traveller's responsibility.
Failure to Join or Rejoin the Group
Unless otherwise communicated for a specific journey, the journey begins at 10:00 AM on the stated start date at the meeting point communicated by Beyond Tokyo before departure.
Travellers are responsible for arriving at the communicated meeting point on time and ready to begin the journey. If you are unable to arrive at the designated start location at the specified time for any reason, including delayed flights, missed connections, visa issues, personal circumstances, illness or baggage delays, the journey may proceed without you and your booking will remain subject to the cancellation and unused-services terms in this policy.
During the journey, travellers are responsible for arriving at designated meeting points at the communicated time. If a traveller misses a scheduled train, bus, transfer or other group departure, the group may continue without them in order to maintain the journey schedule.
Where feasible, Beyond Tokyo will provide reasonable guidance to help the traveller rejoin the group at the next practical location. Any additional transport, accommodation, ticketing, transfer or other costs required to rejoin the group will be the traveller's responsibility.
Rejoining the group cannot be guaranteed and will depend on the journey itinerary and logistics at the time.
Banking Fees
Banking fees, foreign exchange charges, wire transfer fees, intermediary bank deductions, and any other charges imposed by banks for international or non-standard transactions, if applicable, are non-refundable and will not be reimbursed by Beyond Tokyo.
Contact
Email: hello@beyondtokyo.in
WhatsApp: +91 930 645 39 36
Questions about this policy? hello@beyondtokyo.in