Evergreen Camps Terms and Conditions

GENERAL INFORMATION

  • All enquiries/bookings must be received via Evergreen Outdoor Center's on-line booking platform.
  • If the camp or dates requested in the enquiry are not available, Evergreen Outdoor Center will suggest alternatives.

SECURING YOUR BOOKING

  • Full payment for the product is required to secure the booking.
  • Evergreen Outdoor Center reserves the right to cancel any booking if the booking is not completed.
  • Clients must ensure that information provided when booking is correct. Evergreen Outdoor Center assumes no responsibility for mistaken program dates or incorrect gender information being entered by the client. As Residential camp availability is based on spaces available in male or female rooms, it is possible that incorrect gender information may result in a booking being approved when space is not available.

AMENDMENTS AND BOOKING CANCELLATIONS

  • Cancellations
    • Cancellations must be in writing and received by Evergreen Outdoor Center at camps@evergreen-hakuba.com
    • All cancellations made on the start day to 6 days prior to the start of the camp will incur a 100% cancellation fee.
    • All cancellations made 7 to 13 days prior to the start of the camp will incur a 50% cancellation fee.
    • Cancellations made more than 2 weeks prior to a camp will incur a 15,000JPY administration fee per person.
  • Re-scheduling (Change dates of the program booked)
    • Rescheduling of programs is only available to camps that are running in the same season, and is subject to availability.
    • If a re-schedule request is made more than 2 weeks in advance of a booked camp, availability must be confirmed by Evergreen. Once approved, an administration fee of 10,000 JPY per person will be charged. In the case that there is no availability in future camps during the season, the regular cancellation policy will apply.
    • Any reschedule request within 7 to 14 days prior to the start of the previously booked camp will incur a 20% rescheduling fee.
    • Any reschedule request within same day to 6 days prior to the start of the previously booked camp will incur a 50% rescheduling fee.
  • Amendment Requests to Operating Programs
    • If availability allows, it may be possible to upgrade from a Day Camper program to a Residential program during an operating camp session. If approved, the difference between the full cost of both programs will be payable.
    • If a camper is struggling with homesickness, it may be possible to change from a Residential Program to a Day Camper program. If approved, no refund for the difference in program value will be provided.

ALTERATIONS BY EVERGREEN OUTDOOR CENTER

  • Evergreen Outdoor Center reserves the right to make changes to the content of programs, or merge programs as it sees fit.
  • Evergreen Outdoor Center reserves the right to cancel a program in its entirety. In the unlikely event of a full program cancellation, a full refund for the program will be provided. Evergreen will not be responsible for any other associated costs incurred by the client.

TRANSPORTATION 

  • Tokyo to Hakuba / Hakuba to Tokyo accompanied transportation is only available to Residential program participants.
  • Transportation Cancellations
    • Cancellations must be in writing and received by Evergreen Outdoor Center at camps@evergreen-hakuba.com
    • All cancellations made on the start day to 3 days prior to the start of the camp will incur a 100% cancellation fee.

UNSCHEDULED DEPARTURE FROM CAMP

  • If a participant must leave the camp due to illness, home sickness, poor behavior, family emergency or other reasons, a parent or guardian must come and collect them from the camp. Evergreen reserves the right to decide if a camper must leave the camp due to health or behavioral reasons. No refunds will be provided in the case of an early departure from camp, or a late arrival to camp.

TRAVELLING FROM OVERSEAS

  • It is the responsibility of the client to ensure that all members of their group obtain the appropriate insurance and  travel visas for their trip. Evergreen assumes no responsibility for denial of entry into Japan or flight delays and cancellations that result in part or the entire program being missed. No refunds beyond the regular cancellation policy will be provided.