1. Introduction

Memory Design & Company LLC is a travel and creative service company based in Japan, providing personalized travel experiences, professional photography, and videography services throughout Japan.

Our mission is to create authentic, immersive, and memorable experiences through carefully curated travel planning and high-quality visual storytelling.

By booking a tour, photography session, videography service, or using any of our services, you agree to be bound by these Terms and Conditions (“Terms”). These Terms establish the legal relationship between you and Memory Design, and we encourage you to read them carefully before making a booking.

2. Travel Services

2.1 Booking Process

To book a tour with Memory Design, customers may either complete the online booking form on our website or contact us directly by email or phone.

Once we receive your request, one of our travel consultants will contact you to schedule an initial consultation, during which we will discuss your travel preferences, interests, schedule, and expectations for your trip in Japan.

After the consultation, we will request an upfront Proposal Fee of ¥30,000. Upon confirmation of payment, we will prepare and send you a customized tour proposal outlining the itinerary, recommended accommodations, transportation arrangements, cultural experiences, and estimated total travel cost.

If you agree to the proposal and would like to proceed with securing your booking, we will request a Deposit of ¥75,000 per person aged 12 years and over.

Please note that the Proposal Fee of ¥30,000 will be deducted from the Deposit total when your booking is confirmed.

Payment must be received in full before the tour is officially confirmed and scheduled.

We accept payment via credit card, PayPal, and bank transfer unless otherwise specified.

2.2 Fees and Additional Charges

In addition to the tour cost, the following fees apply:

• Proposal Fee: ¥30,000
• Deposit: ¥75,000 per person (12 years and older)
• Agency Fee: 20% of the total tour cost
• Handling Fee: 1.1% of the final payment amount

The Agency Fee covers itinerary planning, supplier coordination, booking management, reservation handling, and administrative operations.

The Handling Fee applies to payment processing, transaction management, and administrative handling.

Any additional costs incurred after final payment or during the tour, including itinerary changes, additional reservations, transportation adjustments, or guest-requested services, may be invoiced separately.

The same Agency Fee and Handling Fee may also apply to such additional payments where applicable.

2.3 Changes and Cancellations

We understand that travel plans may change. If you need to change or cancel your tour, please contact us as soon as possible.

The following cancellation terms apply:

• The Proposal Fee of ¥30,000 is non-refundable
• The Deposit of ¥75,000 per person is non-refundable once the booking is secured
• Cancellation within 90 days prior to the tour start date may incur a cancellation fee of 20% of the total tour fee
• Cancellation within 30 days prior to the tour start date is non-refundable

If accommodations, transportation, or special arrangements have already been secured on your behalf, supplier cancellation fees may be deducted from your payment or invoiced separately.

If payment is not received within the required timeframe before the scheduled start date, Memory Design reserves the right to cancel the booking without refunding the deposit.

In the event of unforeseen circumstances such as typhoons, natural disasters, transportation disruptions, or other circumstances beyond our control, we will make reasonable efforts to assist with itinerary changes; however, additional costs may be the responsibility of the guest.

If the tour is cancelled due to the fault of Memory Design, a refund will be issued excluding non-refundable planning fees already incurred.

2.4 Tour Prices

Tour prices are based on the itinerary, services, and inclusions specified in the final tour proposal.

Prices are subject to change without prior notice due to currency fluctuations, fuel surcharges, accommodation rate changes, government taxes, seasonal availability, and supplier price adjustments.

If significant changes occur before final payment is due, we will notify you and provide the option to proceed or cancel without penalty.

2.5 Tour Inclusions and Exclusions

Tour inclusions and exclusions are clearly stated in the final proposal and must be reviewed carefully before booking.

In general, the tour fee may include:

• Professional guide services
• Cultural activities and local experiences
• Pre-arranged transportation within Japan
• Accommodations
• Reservation coordination
• Agency Fee (20%)
• Handling Fee (1.1%)

The following are generally excluded unless otherwise specified:

• International airfare
• Transportation to and from the tour start and end points
• Visa expenses
• Travel insurance
• Personal expenses (shopping, taxis, personal meals, drinks, etc.)
• Costs outside the agreed itinerary

Additional charges arising during the tour may be billed separately after the tour concludes.

2.6 Standard Travel Agency Terms

Our travel services are generally governed by the Standard General Conditions of Travel Agency Business (Standard Form Travel Agent Contract) as prescribed under Japanese travel industry regulations.

These standard terms serve as the general framework for travel contracts.

However, in cases where separate special conditions, custom arrangements, or individual service agreements are provided and agreed upon in writing between Memory Design and the customer, such special conditions shall take priority to the extent permitted by applicable law.

This applies particularly to customized luxury travel arrangements, private guided experiences, proposal planning services, photography and videography services, and other tailor-made services where individual arrangements may differ from the standard terms.

For full details of the Standard General Conditions of Travel Agency Business, please refer to the PDF linked below.

日本語 – [標準旅行業約款 – PDF]

English – [Standard Form Travel Agent Contract – PDF]

3. Photography and Videography Services

Memory Design also provides professional photography and videography services, including but not limited to personal travel shoots, couple sessions, proposal photography, family photography, commercial shoots, event coverage, hotel collaborations, and promotional video production.

Separate quotations and service agreements may apply depending on the scope of work, shooting hours, location, editing requirements, and delivery specifications.

3.1 Booking and Payment

A booking is confirmed only after the agreed deposit or full payment is received.

For custom shoots, a non-refundable reservation fee may be required to secure the shooting date and preparation time.

The remaining balance must be paid according to the invoice terms provided before or after the shoot, depending on the project type.

3.2 Changes and Cancellations

If you need to reschedule or cancel a photography or videography booking, please contact us as early as possible.

Cancellation fees may apply depending on the preparation already completed, location reservations, travel arrangements, and reserved shooting time.

In the event of cancellation due to weather conditions, transportation disruptions, or unavoidable circumstances, we will make reasonable efforts to reschedule the session where possible.

3.3 Delivery and Revisions

Final edited photos and videos will be delivered digitally within the estimated delivery timeline communicated before the shoot.

Basic editing is included unless otherwise specified.

Additional editing requests, urgent delivery, extra revisions, or special post-production work may incur additional charges.

3.4 Copyright and Usage

Unless otherwise agreed in writing, copyright of all photographs and videos remains with Memory Design.

Clients are granted personal or agreed commercial usage rights based on the project agreement.

Memory Design reserves the right to use selected photos and videos for portfolio, website, social media, and promotional purposes unless the client requests confidentiality in writing before the project begins.

4. Liability

Memory Design shall not be held liable for personal injury, illness, death, or loss or damage of personal belongings occurring during tours, photography sessions, or videography services.

Customers are responsible for their own safety, health management, and personal property.

In the event of accidents, illness, transportation disruptions, or unexpected incidents, we will provide reasonable support and assistance; however, we are not responsible for the resulting expenses.

We reserve the right to modify itineraries, accommodations, routes, activities, shooting schedules, and transportation as necessary due to weather, local conditions, supplier changes, operational needs, or circumstances beyond our control.

Memory Design shall not be liable for costs resulting from such necessary adjustments.

5. Insurance

We strongly recommend that all customers purchase comprehensive travel insurance where applicable.

Recommended coverage includes:

• Medical emergencies
• Trip cancellations
• Lost or stolen belongings
• Flight disruptions
• Emergency transportation
• Personal liability coverage

Travel insurance remains the sole responsibility of the customer.

6. Data Protection

Memory Design takes the protection of personal information seriously and complies with all applicable Japanese data protection laws and regulations.

Personal information is collected, used, and managed in accordance with our Privacy Policy.

Please review our separate Privacy Policy for full details regarding data collection, usage, security, and customer rights.

7. Entire Agreement

These Terms and Conditions constitute the entire agreement between Memory Design and the customer and supersede all prior discussions, communications, and understandings.

Any amendments must be agreed to in writing by both parties to be valid.

By booking with Memory Design, customers confirm that they have read, understood, and agreed to these Terms and Conditions.

These Terms are intended to ensure clarity, transparency, and a smooth experience for all guests and clients who book services with Memory Design.