How our service works:
TOKI specializes in connecting guests with authentic Japanese culture through interactions with artisans and masters of traditional arts and crafts - hidden gems that are difficult even for the local Japanese to tap into without an invitation. By sharing Japanese philosophies during interactive sessions, which we call "experiences," we aim to transmit the essence of Japanese aesthetics and inspire our guests on a deeper level which is sometimes even life-changing. Our corporate clients reflect the learning in their design and creative planning, store development, and marketing and utilize an understanding of business philosophies from a different perspective.
We curate and design immersive events in collaboration with experiences based on the client's objectives. This includes making arrangements for venues, hotels, cars, guides, restaurants, etc., and implementing workshops or any other requests from the client.
Below is the information for your reference.
Fees
| Handling Charge | |
|---|---|
| FIT (1- 10 pax) | 15% on top of the subtotal before tax |
| MICE (11 - PAX ) | 20 % on top of the subtotal before tax |
| Event Curation Fees |
|---|
| Service Includes |
| 20 % on top of the total event budget before tax |
| - Event curation / Design - Research based on customer requests - Securing bookings and logistics , etc ( see Booking service Fee for potential additional charges) |
2. Taxes
| Consumption Tax |
|---|
| 10 %( as of 2020) |
3. Payment Charges
| Payment Charges |
|---|
| When you make a bank transfer to our designated bank account, you are required to pay both the remittance commission that your bank charges and the fees for receiving at our end. |
| For amounts up to JPY 10,000,000 | JPY 6,000 | |
| For amounts above JPY 10,000,000 | JPY 15,000 | |
| Credit Card | 3.75% of the amount indicated on the invoices | |
| Refunds | JPY 4,500 | |
4. Deposit Policy
| Event Deposit Policy | |||
|---|---|---|---|
| Phase | Stage | FIT (1- 9 Pax) | FIT ( 20- Pax) |
| 1 | Before curation | Free initial consultation of skeletal proposal | 100% payment of Curation Fee *Refer to ‘Fees’ |
| 2 | Confirmation of order and Credit Card Authorization | Clients provide a credit card authorization. This card will not be used without further client approval, standard invoices will be sent for client approval and payment. This card will only be used to cover Toki expenses in case of a client cancellation. | Clients provide a credit card authorization. This card will not be used without further client approval, standard invoices will be sent for client approval and payment. This card will only be used to cover Toki expenses in case of a client cancellation. |
| 3 | Charging the Curation Fee | The curation fee is the first payment that must be made. Curation fee information is available in this policy document. *Refer to ‘Fees’ | The curation fee is the first payment that must be made. Curation fee information is available in this policy document.*Refer to ‘Fees’ |
| 4 | Initial invoice (Deposit ) | Initial base invoice, according to supplier policy. Includes big expense items planned in the early stages of event creation that need to be booked well in advance. | Initial base invoice, according to supplier policy. Includes big expense items planned in the early stages of event creation that need to be booked well in advance. |
| 5 | Production invoice | Last invoice before the event begins, includes everything else planned that was not included on the 1st invoice, primarily experiences and contents etc. | Last invoice before the tour begins, includes everything else planned that was not included on the 1st invoice, primarily experiences and contents etc. |
| 6 | Additional post-event invoice | Any additional arrangements that were made after the finalized production deposit is paid will be authorized through credit card and invoiced after the event. | Any additional arrangements that were made after the finalized production deposit is paid will be authorized through credit card and invoiced after the trip |
| Note | Combining Invoices | If your event requirements include travel arrangements, estimates and invoices will be issued according to our Travel Policies and Fees. For more details, please see here | |
5. Payment Policy
| Payment Policy | - You are responsible for the timely payment of all fees and for providing TOKI with a valid payment method. - Payment will be made by SWIFT transfer payable to our Bank A/C or by credit card. - Once payment has been made, please send us proof of payment via email or fax. This would immediately allow us to identify any mistakes concerning the transfer. - When you make a bank transfer to our designated bank account, you must pay both the remittance commission that your bank charges and the fees for receiving at our end. - Payment is complete when we have confirmed the money transfer. |
|---|
| International & Domestic Wire | - TOKI accepts payments only in Japanese Yen - Please follow the applicable ‘Deposit Policy’ and make timely payments according to the deadline on each invoice you receive. - All bank transfers should be made to the account indicated on the invoice issued to you. - Your total price will include the curation fee, the price of all the ordered products, plus any applicable fees and taxes as indicated in the ‘Fees’ and ‘Taxes’ sections. - When making bank payments, always include the “Invoice Number” shown on your invoice as a memo or note. This is one method used to associate your payment with the correct inquiry. Failure to do so may cause delays in confirming your payment to TOKI. - Once payment has been made, please send us the transaction receipt as proof of payment. |
|---|---|
| Credit Card | - Please follow the applicable “Deposit Policy” and make timely payment according to the payment deadline indicated on the invoice. - Your total price will include the curation fee, the price of all the ordered products, plus any applicable fees and taxes as indicated in the “Fees and Taxes” section. - Please note that the customer is responsible for the credit card processing fee required for the payment. |
6. Cancellation Policy
Cancellation must be made in writing by e-mail or fax within our business hours (10:30 a.m. – 6:30 p.m. JST). Cancellations requested outside business operation hours will be dealt with and considered received the following day.
The date of cancellation is deemed to be the date on which TOKI receives written notice of cancellation based on Japan Standard Time (GMT+9). Please consider the time difference between Japan and your country.
Cancellation will apply for each item selected, once confirmed.
In any event or circumstance, including but not limited to force majeure events such as natural
disasters, our cancellation rates below shall apply without exception.
Can also view on our website here about our Cancellation Policy. Cancellation fees are as
follows:
| Event cancellation Policy | |
|---|---|
| No of days before start date | % of the total arrangement fee |
| After confirmation of reservation (Except in cases of below) | 30 % |
| 21 days or less days prior to the starting date of the tour (Except in case of below) | 50 % |
| 14 days or less days prior to the starting date of the tour | 100 % |
7. Order Date or Time Adjustment Fee
Changing dates or times of venues, contents, etc. may have varying fees based on the policy of the individual suppliers. Some premium experiences are not changeable (Geisha, Sushi Premium).
8. Refund Policy
| Refund Policy | ||
|---|---|---|
| - All refunds to the customer will be made in Japanese Yen - The number of days it takes to receive the refund will differ according to the following 1)The day TOKI approves the refund procedure 2)The timing of the credit card company's cut-off dates and refund processing procedure |
||
| Cancel initiated by | Refund amount | Bank transfer charge to be paid by |
| Guest | According to ‘Cancellation Policy’ | Guest |
| TOKI | 100 % | TOKI |
9. Emergency Policy
| Emergency Policy | - Should a medical emergency arise during your travels, our dedicated team will promptly provide guidance to an appropriate healthcare facility in your vicinity. If you are accompanied by one of our guides at the time, they will ensure your safe transit to the specified medical institution. To further safeguard your journey, we strongly advise all our clients to consider comprehensive travel insurance coverage.
- Regarding natural disaster emergencies, we will act according to government order and will facilitate evacuation procedures, etc in coordination with local authorities and emergency services to ensure the clients’ safety. |
|---|