Hokkaido Private Transfers

Flight Delays, Cancellations & Dispatch Policies

• Immediate Notification Required: If your flight is delayed or cancelled, please contact Travelution Holidays immediately. A new service date or time will be arranged at no extra charge, subject to vehicle availability. Passengers may experience a waiting period until a suitable replacement vehicle can be deployed.

• Alternative Arrangements: If you choose to make alternative travel arrangements rather than waiting for a rescheduled vehicle, our standard cancellation policy will apply.

• Driver Dispatch Guarantee: In the event that a driver has already been dispatched to the airport before we receive notification of your flight delay or cancellation, a 100% cancellation fee will apply, regardless of whether the driver has physically reached the pickup location.

Passenger, Baggage & Capacity Limits

• Declared Capacities: The number of passengers and pieces of luggage must not exceed the amounts declared at the time of booking.

• Over-Capacity Adjustments: If your group or baggage exceeds the capacity of the booked vehicle upon arrival, an additional or alternative vehicle may be required. This is subject to vehicle availability, and all associated additional charges will be borne by the client.

Punctuality, Waiting Times & Extra Stops

• Readiness: It is the client’s responsibility to be at the designated pickup location at least 15 minutes prior to the scheduled departure time.

• Standard Waiting Charges: For non-airport pickups, if a driver is required to wait more than 15 minutes beyond the scheduled time, a waiting surcharge will apply.

• No-Show / Late Cancellation: A booking will be treated as a “No-Show” and cancelled with a 100% penalty if passengers are not at the pickup location within 15 minutes of the scheduled time for reasons within their control.

• Additional Stops & Detours: A surcharge applies if multiple pickup or drop-off locations are requested. Additional stops (such as supermarket runs or ski gear rental shop visits) must be requested at the time of booking and are subject to waiting time surcharges.

Pricing, Surcharges & Availability

• Validity: Prices are quoted per vehicle, per way, and are valid for services operating up to 30 May 2027.

• Affiliation Note: This private transfer service is operated independently by licensed Hokkaido transport suppliers. It is not affiliated with, contracted by, or endorsed by Club Med.

• Price Fluctuations: Prices are subject to change without prior notice due to international currency fluctuations. Our transport operators also reserve the right to revise rates at any time due to external shifts in local toll charges, fuel costs, or related operational factors.

• Standard Surcharges: Additional surcharges apply for:
  • Late-night/early-morning pickups between 21:00 and 07:00 hours.
  • Multiple pickups or drop-offs within the same geographic area.
  • Travel during designated peak seasons and Japanese holiday periods.

Reservation Changes

All booking amendments must be submitted at least 7 days prior to the scheduled service date and are subject to vehicle availability.

Cancellation Policies

Cancellation penalties are determined by vehicle class and the time of notification. Please Note: Any cancellation submitted after 2:00 PM Malaysia Time (GMT+8) will be officially processed and treated as if it were received on the following calendar day.

• Nissan NV200 / Toyota Voxy, Alphard & Grand Cabin Hiace
  • Deposit: Non-Refundable upon confirmation
  • 4 to 6 days before service: 70% of total cost penalty
  • 0 to 3 days before service: 100% of total cost penalty

• Micro Bus, Medium Bus & Full-Size Bus
  • Deposit: Non-Refundable upon confirmation
  • 7 to 12 days before service: 70% of total cost penalty
  • 0 to 6 days before service: 100% of total cost penalty

• Refund Processing & Fees: Approved refunds are strictly subject to the supplier’s specific terms and local refund calculations. Final refund amounts in Malaysian Ringgit (MYR) may vary based on real-time currency exchange rates. Interbank processing fees, administrative costs, and currency conversion fees are completely non-refundable.

• Travel Insurance Recommendation: Travelution Holidays strongly advises all travelers to purchase comprehensive travel insurance to safeguard against unforeseen cancellation penalties, trip disruptions, or medical emergencies.

Payment Schedule

• Availability Deposit: A deposit of MYR 500 per van or MYR 1,000 per bus is required to initiate the availability check with our Hokkaido transport operators. This deposit is fully refundable if the service cannot be secured. Once the booking is officially confirmed, the deposit becomes 100% non-refundable.

• Balance Payment: The remaining balance payment is due immediately upon official service confirmation. Failure to settle the balance within the specified timeframe may result in automatic booking cancellation and total forfeiture of the deposit.

Limitations of Liability & Disclaimers

• Unforeseen Delays: The transport operator and Travelution Holidays accept no responsibility or liability for financial losses, missed flights, missed train connections, or any other consequential events resulting from the transfer vehicle arriving or departing later than scheduled due to adverse winter weather, blizzards, road closures, highway accidents, vehicle breakdowns, heavy traffic, or any other unexpected force majeure circumstances.

• Maximum Compensation Limit: If, for any internal operational reason, the transport operator is completely unable to provide the requested transfer service, financial liability and compensation will be strictly limited to a maximum amount equivalent to the total cost paid for the specific booking.

• Information Accuracy: While every effort is made to ensure that all digital information, routes, and pricing guidelines are accurate, Travelution Holidays is not responsible for inadvertent errors, omissions, or sudden changes implemented by local Japanese operators.

Need Assistance or Clarification?

If you have any questions regarding these booking conditions, passenger capacities, or winter travel timelines, please contact our Travelution Holidays Specialists for a personalized walkthrough of your winter itinerary.

• Phone: +603-2779 6090
• Agency Registration: Travelution Holidays Terms & Supplier Policies Apply.