Cancellation Policy for Japan Outdoor Institute Courses

Effective Date: [January 01st, 2026] NOTE: For CASI Courses, Group trips & School Camps – please scroll down

At Japan Outdoor Institute, we value your commitment to our services and rental items. We understand that sometimes, unforeseen circumstances may require you to cancel your booking. To ensure transparency and fairness, we have established the following cancellation policy:

Cancellation Schedule: AST COURSE / WMA COURSE / BACKCOUNTRY, SKI, ALPINE & CLIMBING TRAINING & TOURS

1. Cancel within 8 weeks : If you cancel your booking eight (8) weeks or more in advance, you will receive a 75% refund of the total booking cost.

2. Cancel within 4 weeks: If you cancel your booking between four (4) weeks before the scheduled date, you will receive a 50% refund of the total booking cost.

3. Cancel within 2 weeks: If you cancel your booking within two (2) weeks of the scheduled date, you will receive a 25% refund of the total booking cost.

4. Cancel within 1 week: If you cancel your booking within one (one) week of the scheduled date or fail to show up, no refund will be provided.

Retention of Costs for Future Courses:

We understand that situations may arise where you are unable to utilize our services or rental items as initially planned. In such cases, all retained costs from canceled bookings (outside of rental equipment costs) can be applied as a credit toward future courses or services offered by Japan Outdoor Institute. This credit will remain valid for a period of one year from the date of cancellation. Please note credit can not be passed on to another individual.

Cancellation Process:

To initiate the cancellation process, please contact our customer support team as soon as possible via email or phone using the contact details provided on our website. Be sure to provide your booking details for prompt assistance.

Refund Processing:

Refunds, as applicable per the cancellation schedule, will be processed within 20 business days from the date of cancellation. The refund will be issued to the original payment method used for the booking. Refunds will be less the transaction fee, roughly 3.6 – 4 %

Exceptions:

Please note that this cancellation policy applies to standard bookings. In some cases, specific programs, courses, or rentals may have separate cancellation policies outlined during the booking process. If so, those policies will prevail for the respective bookings.

We understand that circumstances can change, and we aim to be flexible and accommodating while ensuring the sustainability of our services. If you have any questions or need further clarification regarding our cancellation policy, please do not hesitate to contact us.

Thank you for choosing Japan Outdoor Institute. We look forward to serving you and providing memorable outdoor experiences.

Cancellation Policy for Group Trips & School Camps

Effective Date: [January 01st, 2026]

Payment Terms

Initial deposit payment of 50% is to be made to confirm the activity/training/camp status within 30 days of re-

ceipt of invoice (or as otherwise agreed in writing). Failure to do so may result in the cancellation of the activity.

Final balance payment is due within 60 days and not less than 30 days prior to the activity date commence-

ment. If any additional unforeseen expenses, requests are amounted thereafter a final settlement will be issued

with agreement once the activity/training/camp has concluded, along with outline and debrief.

Termination, Cancellation & Refund

Either party may terminate this Agreement with written notice, via signed communication by email, fax, or reg-

istered post and with acknowledgement of receipt and agreement of fees incurred.

Cancellation & Refund Policy:

Refunds due to cancellation without adequate reason will be issued based on period prior to event date.

We encourage to otherwise consider postponement of events over cancellation and refund to minimise finan-

cial loss.

Please note JOI will ensure to secure the most refund amounts as possible, with base estimates below:

– Within 14 days: No refund can be guaranteed at this point

– Within 30 days: Refund amount approximately 25% of total fee

– Within 60 days: Refund amount approximately 50% of total fee

– Within 90 days: Refund amount approximately 75% of total fee

– Cancellation over 90 days will be refunded in full refund minus JOI & 3rd party time & expenses incurred.

Refunds will be processed within 4 weeks of written cancellation confirmation and agreement, allowing up to 8

working days for the amount to appear in account.

The Customer is responsible for any third-party or pre-incurred expenses at the time of cancellation.

Changes in participant numbers within 1 month are not refundable. JOI will attempt to recover non-fixed costs

from third-party providers where possible.

Force Majeure

In matters of ‘Force Majeure’ and unforeseen environmental, political or global instabilities with acceptance of

providers we will strive to ensure full refund minus unrecoverable costs.

No party shall be liable for failures caused by events outside their control.

The affected party must notify the other party promptly and upon agreement obligations are immediately sus-

pended for the duration of the event.

If unresolved after 60 days, either party may terminate with no liability.

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