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Our Terms and Conditions

Live your ultimate experience with Hokkaido Ski Club. Your Club. Your Experience. Your Legacy.

Please take your time to read and understand our terms and conditions prior to making your booking. If you have any questions, feel free to contact us at [email protected].

(H.S.C. Japan Godo Gaisha (trading as Hokkaido Ski Club) will hereinafter be referred to as ‘HSC’).

General Booking Terms and Conditions

Payment

(a) All HSC service and program prices are in Japanese Yen and are inclusive of a 10% Japanese consumption tax (unless otherwise stated).
(b) All HSC pre-booked services require a 20% non-refundable deposit within 5 days after booking, subject to the below. A confirmation invoice will be sent to the registered email address upon acceptance of booking.
(c) For bookings that include several HSC products or services, the payment terms with the earliest due dates will apply to the entire booking.
(d) Special programs, services, products, rental products, services and events that are not part of our regular offerings will have their own payment terms indicated at time of booking and will not be subject to any payment terms listed in our Terms and Conditions A confirmation invoice will be sent to the registered email address upon acceptance of the special event booking.
(e) HSC reserves the right to cancel your booking if the relevant amounts have not been received within the periods indicated above.
(f) Payment for all bookings can be made by Paypal, bank transfers, or any other method prescribed by HSC from time to time. Booking fees may apply.

Cancellations/Amendments

(a) HSC will use best efforts to accommodate any requested amendments to booking dates, however in the event that an amendment cannot be made that is satisfactory to all parties, the guest may either proceed with the original booking or cancel the original booking, in which case the cancellation fees above will apply. Some payment processing platforms may impose additional processing fees. Please refer to the specific terms and conditions of the payment processing platform.
(b) In the case of special events, a 100% fee charge will be incurred by the guest when cancellations to bookings are made.
(c) Any bank fees or costs associated with any payments in connection with any booking, including the provision of cancellation refunds, will be the responsibility of, and at full cost to the guest.
(d) COVID-19 related cancellations or amendments to bookings will be subject to the COVID-19 Cancellation Policy (see below).

COVID-19 Cancellation Policy 

(a) Border, visa, vaccine restrictions, quarantine enforcements, or other travel difficulties related to COVID-19 are not grounds for HSC to waive the cancellation policy. The risks associated with arranging cross-border travel at present are known and should be considered carefully by guests themselves.
(b) Payments made towards reservations that are later cancelled cannot be held or transferred to bookings in another season. The payment will be forfeited if the cancellation is made outside of the free cancellation window.
(c) HSC reserves the right to change, remove and cancel this policy at will and without notice.

Feedback and Claims

HSC strives to provide high quality services to its guests. We therefore invite our guests to provide feedback on their experience with HSC. Should a guest wish to lodge a claim, we request that it be submitted in writing to HSC as early as possible so that the matter can be resolved promptly and satisfactorily.
Required documentation
It is the responsibility of guests to ensure they have valid passports, visas and permits that meet Japan’s immigration and governmental requirements. Guests also agree to have the necessary travel, health and/or snowsports insurance policies while participating in HSC programs and using HSC rental products. HSC will assume no responsibility for guests without the required documentation and insurance cover.

Liability

Guests acknowledge that snowsports activities such as snowboarding and skiing are hazardous sports and assume all of the risks of participating in the services and activities, and the use of rented equipment arranged by HSC. HSC is not liable for and accepts no responsibility for any damage, loss, property theft, expense, death, injury or injury resulting in death, which may occur to guests before, during or after all services and arrangements it has made and carried out. We will not be liable for circumstances and situations beyond our control such as sickness, epidemics or pandemics, robbery, flood, fire, an act of God, riots, war or threat of war, strikes, sanctions, technical problems with transport or other unavoidable or unforeseeable occurrences. Guests are strongly recommended to have appropriate travel insurance cover for such situations and circumstances.

Force Majeure

HSC or their associated agents and contractors are not liable for, cannot pay compensation or expense reimbursements, and accepts no responsibility for any delays, changes to bookings and/or services, or cancellations of bookings and/or its services it must make due to ‘force majeure’. Force majeure means circumstances and situations beyond our control, where the consequences could not have been reasonably avoided or overcome even after exercising due care. Force majeure events may include but are not limited to the actions or inactions of governmental, civil or military authorities, fire, strike, lockouts or other labour disputes, robbery, pandemics or epidemics, flood, fire, war or threat of war, adverse weather conditions, acts of God, riots sanctions, earthquake, technical problems with transport, closure of airports or ports, natural disaster, breakdown of public common carrier or communications facilities, computer malfunction or other unavoidable or unforeseeable occurrences.

Governing Law

These terms and conditions are governed by Japanese Law. All disputes arising out of these terms and conditions shall be subject to exclusive jurisdiction of the Sapporo District Court.

On-Snow Programs Booking Terms and Conditions (Snow Companions, Kids Ski Club, Private Lessons, and Guiding)

Payment

(a) A 20% deposit is required within 5 days after booking, subject to the below.
(b) Other than peak periods, the outstanding balance is due 14 days prior to the program start date (or, if the booking is made less than 14 days prior to the program start date, immediately upon booking).
(c) During peak periods (see below), the outstanding balance is due 30 days prior to the program start date (or, if the booking is made less than 30 days prior to the program start date, immediately).

Cancellations/Amendments

(a) Other than during peak periods (see below) and special event programs, the following charges will be incurred by the guest when cancellations to bookings are made:

    • (i) 14 days or less prior to program start date – 100% fee
      (ii) More than 14 days prior to program start date –  20% fee (non-refundable deposit)

(b) For peak period bookings (16 December 2023 – 7 January 2024 and 3 – 18 February 2024):

    • (i) 30 days prior to program start date – 100% fee
      (ii) More than 30 days prior to program start date – 20% fee (non-refundable deposit)

(c) HSC will use best efforts to accommodate any requested amendments to booking dates, however in the event that an amendment cannot be made that is satisfactory to all parties, the guest may either proceed with the original booking or cancel the original booking, in which case the cancellation fees above will apply.
(d) HSC will use best efforts to accommodate any specific guest requests, including requests for specific HSC instructors and guides. We however cannot guarantee that the original requests will be the same as the final arrangements delivered on the program day. If the instructors and guides are injured, sick or will not be in Japan during the requested period due to personal or any other reasons, we reserve the right to change the instructors and guides. HSC will ensure that the guest is notified of any changes as soon as possible and every attempt will be made to provide the best alternative possible. However, in the event that the alternative provided is not satisfactory to all parties, the guest may either proceed with the original booking or cancel the original booking, in which case the cancellation fees above will apply.
(e) Severe weather is rare and programs and events will proceed regardless of weather conditions. HSC however reserves the right to cancel programs due to safety or any other similar reasons, or if all (or substantially all) lifts in the resort are closed without viable alternatives. In such cases, we will make every attempt to reschedule the affected booking. If there are no available alternatives, the guest will receive a refund.

Changes to itinerary

For changes to itinerary details of a booking (ie. guest names, skiing/riding level, meeting time and place, but for the avoidance of doubt not including a change to any date of a program), the guest is to contact HSC with requested amendments as early as possible. If the HSC office has not been advised of such changes, resulting in late arrival 1 hour or more after the scheduled program commencement time, the booking will be cancelled with no refund. No shows on the program day will be treated as a cancellation and will not be eligible for a refund.

Guides and Instructors

HSC operations are subject to the laws of Japan and as such, delivers all of its programs in accordance with Japanese law. The welfare and safety of all guests are the absolute priority of HSC guides and instructors, thus their decisions on all matters are final. If the guest/s fails to co-operate or comply with the reasonable directions of the guide or instructor under any circumstance, the guide or instructor concerned can (at their absolute discretion) dismiss the guest from the program and the guest’s right to any refund will be forfeited.

Equipment

Guests agree that they will be responsible for all equipment (whether owned, rented or otherwise), used by them in connection with an HSC program, and that HSC is not liable for any costs associated with recovering and/or replacing that equipment if lost, stolen, damaged or destroyed, including any shipping fees. Unless otherwise agreed by HSC, guests must supply all equipment suitable for the program. Any failure by guests to supply suitable equipment may result in dismissal of that guest from the program (at the guide’s or instructor’s absolute discretion) and the guest’s right to any refund will be forfeited. If you have any questions relating to what equipment to bring, please contact us.

Media release

Guests consent to being photographed and filmed by HSC and other guests during the programs. Guests understand and authorise the use and disclosure of photos and films for promotional and/or commercial purposes, whether by HSC or by HSC’s nominees. 

Liability

Guests participating in any ‘Powder Guiding Experience’ programs must sign an additional Release of Liability document prior to the commencement of the program, supplied upon booking confirmation or as otherwise available on our website. Guests will not be entitled to any refund if they are not permitted to participate in a program because of any failure to enter into an Activity Waiver and Release of Liability agreement in accordance with this paragraph.

Equipment Booking Terms and Conditions

Rental Agreement

By arranging the rental of ski and/or snowboard equipment from us, whether for yourself or on behalf of others, you or the users of the equipment (hereinafter referred to as the ‘renter’) are entering into a rental agreement governed by these terms and conditions.

Rental Period

(a) The rental period begins and ends according to the dates booked.
(b) Rentals may be picked up from 3 PM on the day before the rental period starts and must be returned by 10 AM on the day after your rental period ends.
(c) All rented equipment must be returned to the HSC shop.

Rental Fees and Charges

(a) Rental fees are based on a per person per package basis for the agreed-upon rental period.
(b) Rental fees for “children” or “kids” are applicable to children aged 13 years and under.
(c) If equipment is not returned on time, overdue fees may apply
(d) Fees for damage, loss, or excessive wear will be assessed at the end of the rental period.

Payment

(a) A 20% deposit is required within 5 days after booking.
(b) The outstanding balance is due 5 days prior to the rental start date (or, if the booking is made less than 5 days prior to the rental start date, immediately upon booking).

Care and Maintenance

The renter is responsible for properly caring for and maintaining the equipment during the rental period. Any damage beyond normal wear and tear is your responsibility and may result in additional charges.

Loss or Damage

(a) Normal wear and tear resulting from the regular use of all rental equipment will not result in additional charges. This includes repairable damage, such as base work, P-Tex, tunes, edge sharpening, base patches, and core shots.
(b) In the event of extensive damage due to equipment misuse but still repairable, guests will incur a minimum charge equivalent to the cost of a full tune.
(c) Report any damage or loss to us immediately.
(d) In the event that the rented equipment is damaged beyond repair or lost, the renter will be responsible for covering the full replacement cost of the equipment. The replacement cost will be based on the current market value of the equipment at the time of damage or loss.
(e) Non-repairable damage include cases of excessive damage stemming from equipment misuse, such as skiing down roads.
(f) In the event that non-repairable damage is attributable to a product fault eligible for warranty claim by HSC from the supplier, renters will not be held liable for charges related to such damage.

Cancellations/Amendments

(a) Cancellations to paid bookings made more than 5 days before the rental start date will receive a full refund.
(b) If amendments to paid bookings are made more than 5 days before the rental start date, resulting in a reduction in services, a refund will be provided for the remaining balance.
(c) Cancellations or reductions of paid bookings within 5 days of the rental start date will not be refunded. However, a credit note equal to the cancelled amount will be issued and redeemable for any Hokkaido Ski Club services or products from the HSC shop in the current season.
(d) For any items added to the booking after check-in, exceeding the original booking amount, payment for these extras can be made online or via payment methods available in-store.
(e) In the rare event of all (or substantially all) lifts in the resort being closed due to severe weather conditions, refunds will be issued.
(f) In all other cases not specified in section e, cancellations due to cases, including but not limited to injury, illness (including Covid-related illness), flight cancellations, or flight delays, border, visa, vaccine, quarantine enforcement, or other travel difficulties are not grounds for refunds. However, you are eligible for store credits upon providing notification, along with proof of the reason for cancellation, before the rental booking date, with a 24-hour window for verification. Such credit is valid for use during the current and the following winter season, and redeemable for any HSC services or products at the shop.

Liability Waiver

(a) The individual renting the equipment understands, warrants, agrees and accepts that the information provided is accurate and agrees to its validity.
(b) The renter also understands, warrants, agrees, and accepts that the ski or snowboard boot-binding system of any ski or snowboard equipment has been set and adjusted based on the information provided by the renter.
(c) The renter further understands, warrants, agrees, and accepts that the ski or snowboard-binding system may not release under all circumstances, and that HSC, its employees, affiliates, or agents cannot guarantee the safety of the renter or any third party. All snow sports carry inherent risks, which are mitigated but not eliminated by proper equipment and safety gear.
(d) For any loss or theft of equipment, the renter agrees to reimburse HSC for the full replacement cost, based on the equipment’s market value at the time of the loss or theft. If the equipment is returned to the store, the renter will instead be responsible for subsequent rental fees from the date of loss until its return.
(e) The renter affirms their understanding and acknowledgment that they bear responsibility for any personal injury, loss, or damage to themselves or any third party resulting from the use of the equipment.
(f) The renter warrants that he or she is 18 years of age or older
(g) The renter agrees that any outstanding money owing that has not been settled before the renter returns the equipment can later be charged to the renter’s credit card at HSC’s discretion.

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