Payment Policy
Payments must be made in JPY by wire transfer upon receipt of an invoice issued by Epic Japan.
By completing the payment, you acknowledge that you have read and understood the Epic Japan Disclaimer, and you are deemed to have accepted its terms and the associated risks of the tour.
Planning fee
The planning fee is due when you agree to the Budget Plan, which outlines your itinerary and the estimated total cost of your trip in Japan based on the best available information.
Please note that the figures shown in the plan may change as the arrangements become more specific after the payment and during the actual booking process.
Guide fee
A deposit for the guide fee is required upon agreement to the Budget Plan to secure the guide’s schedule.
The remaining balance of the guide fee must be paid by:
- End of November (for mid-winter custom trips), or
- Two weeks prior to the start date (for public group tours and custom trips in other seasons).
In case of cancellation, Epic Japan will refund the guide fee after deducting the applicable cancellation charge (as stated in the policy) and the actual bank transfer fee.
Other Cost
Epic Japan will inform you of the appropriate timing for each additional payment.
Generally, accommodations in Japan do not require a deposit, and payment can be made upon checkout.
However, please be aware that cancellation charges may still apply in accordance with each property’s policy.
Cancellation policy
In case of cancellation, Epic Japan applies the following cancellation fees depending on the date of notification.
Please note that all deposits are non-refundable.
Planning fee
Once the planning process has started, the planning fee is non-refundable (100%).
Guide fee
Cancellation fees for the guiding service are calculated based on the first day of the trip.
For custom trips during mid-winter (January to February), stricter cancellation policies may apply due to high demand.
Custom trips for mid-winter (January to February)
| Deposit | 10% |
| Until the end of September | 10% |
| Until the end of November | 30% |
| After December | 100% |
Public invitation events and custom trips for the other seasons (March to December)
| Deposit | 10% |
| – 14 days before | 10% |
| 13 – 3 days before | 30% |
| 2days before or later | 100% |
Other Cost
Cancellation fees for accommodations, transportation, and other services depend on each provider’s own cancellation policy, as these transactions are made directly between you and the respective service provider or vendor.
Epic Japan will inform you of their specific cancellation terms when arrangements are made.
Cancellation by Epic Japan
If Epic Japan must cancel your trip, all planning and guiding fees already paid will be fully refunded.
However, please note that we are unable to refund any other costs paid directly to service providers or vendors.
Disclaimer
Epic Japan’s tours involve inherent wilderness activities with a potential risk of death in extreme cases. While our guides strive to enhance safety through continuous skill and knowledge updates, it is impossible to eliminate all risks, and we cannot guarantee your safety 100%. By registering for our tours, you acknowledge and accept the following precautions:
- Follow the guide’s instructions throughout the tour and cooperate for everyone’s enjoyment.
- Bring all the equipment on the Equipment List, or the guide may cancel the tour without a refund.
- Tour schedules may be altered or canceled during the trip due to weather, route conditions, or participant skills.
- It is advisable to purchase rescue insurance at least one day before your scheduled activity.
- Epic Japan is not liable for accidents or injuries during the tour, except in cases of intentional or negligent acts.
- In the event of an injury, Epic Japan will provide on-site first aid and arrange for medical assistance, but subsequent actions are not our responsibility.
- If an injury or nearby accident occurs during the tour, priority will be given to addressing the immediate situation, and the tour may be suspended.
- Epic Japan carries liability insurance for the facility (mountain guides) with coverage of ¥200 million per person for bodily injury, ¥500 million per accident, and ¥5 million per accident for property.
- Our guide service covers from and to the trailhead.
- The guide vehicle may be used for transportation, but it is not considered part of the tour. In case of an accident, coverage is limited to the automobile insurance policy.
- You are responsible for intentional or careless damage, theft, or loss of rental/loaned items. The cost of repair or replacement is your responsibility, and proper equipment management during use is essential.
By participating in our tours, you confirm your understanding and acceptance of these terms and conditions.
Equipment List
The following is a basic list of equipment and personal belongings. Please contact us for rental information. Avalanche gear can be rented in limited numbers for 1,100 yen/day for an avalanche transceiver, 550 yen/day for a shovel, 550 yen/day for a probe, and 1,100 yen/day for a backpack.
If you have any concerns about the equipment or would like to discuss them, please do not hesitate to contact us.
Must-Have Equipment
Skiing equipment and poles (telescoping poles for snowboarders)
Skins
Avalanche transceiver, shovel, and probe
Headlamp
Helmet
Beanie (for powder conditions) or cap/hat (for spring conditions)
Goggles and sunglasses
Balaclava, neck warmer, mask, or any item to cover your mouth
Waterproof and breathable clothing, such as a Gore-Tex jacket and pants, warm layers (e.g., fleece or down, adjustable based on the weather)
Gloves and inner gloves
Lunch (snack or action food), drinks
Spare batteries, emergency sheets, toilet paper, and garbage bags for packing out used items.
A backpack (approximately 30 liters) that can carry all of the above items and allow skis/snowboard attachment
Rescue insurance for backcountry skiing
Toiletries and spare clothing for overnight touring
Nice to Have
Sunscreen
Spare goggles
Hand warmers