Completed Tour Participant Information and Agreement Form

Your Completed Tour Participant Information and Agreement Form

[if 642 not_like=”email”]IMPORTANT – You did not request this information by email, so please ensure that you print this form or save it as a PDF in your browser.[/if 642]

[if 191][/if 191]

User ID [224]
Select Your Tour/Workshop [183][if 183 like=”Private”] ([364] – [365])[/if 183]
How did you hear about this tour? [184]
First Name [187]
Last Name [188]
Middle Names [189]
Gender [557]
Date of Birth [190]
Your Height [191][if 191 equals=””]N/A[/if 191]
Passport Number [560]
Passport Expiry Date [561]
Passport Country of Issue [562]
Nationality [559]
Smoking Rooms (when possible)? [192]
Street Address [193]
[194]
City [195]
State / Prefecture / Province [196]
Postal / Zip Code [197]
Country of Residence [198]
Email Address [199]
Telephone Number (Home) [200]
Telephone Number (Cell) [201]
Emergency Contact Name [202]
Relationship to you [203]
Emergency Contact Phone Numbers [204]
Medical Issues [205][206]
Food Preferences or Allergies [207]
Cancellation Policy Agreement [210]
Insurance and Understanding of Risk [512]
Participant Agreement, Release & Assumption of Risk [218]
Date of Agreement [221]

Cancellation Policy

A deposit is required for each participant to secure your place. Payment in full is required when booking is made less than 90 days before the tour/workshop start date.

Balance payments are due 90 days before the start of the trip. Martin Bailey Photography K.K. reserves the right to cancel your reservation if payment is not received when due.

Refunds:

Deposit(s) – if you decide to cancel and we are able to refill your space, your deposit(s) may be refunded, at our discretion. If we cannot refill your space, we cannot refund your deposit/reservation fee

[if 183 like=”Snow Monkey”]

  • If you cancel more than 61 days before the start of your tour, your balance will be refunded in full
  • From 60 to 31 days before the start of the trip 75% of your balance will be refunded
  • From 30 to 8 days before the start of the trip 50% of your balance will be refunded
  • From 7 days to 72 hours before the start of the trip 25% of your balance will be refunded
  • If you cancel less than 72 hours before the start of the trip, we cannot refund your tour fee (balance)
  • There will be no refunds for services and activities relating to the tour/workshop that are voluntarily not used by you

[/if 183]

[if 183 like=”Private”]

  • If you cancel more than 61 days before the start of your tour, your balance will be refunded in full
  • From 60 to 31 days before the start of the trip 75% of your balance will be refunded
  • From 30 to 8 days before the start of the trip 50% of your balance will be refunded
  • From 7 days to 72 hours before the start of the trip 25% of your balance will be refunded
  • If you cancel less than 72 hours before the start of the trip, we cannot refund your balance
  • There will be no refunds for services and activities relating to the tour/workshop that are voluntarily not used by you

[/if 183]

[if 183 like=”Landscape”]

  • If you cancel more than 61 days before the start of your tour, your balance will be refunded in full
  • From 60 to 31 days before the start of the trip 75% of your balance will be refunded
  • From 30 to 8 days before the start of the trip 50% of your balance will be refunded
  • From 7 days to 72 hours before the start of the trip 25% of your balance will be refunded
  • If you cancel less than 72 hours before the start of the trip, we cannot refund your tour fee (balance)
  • There will be no refunds for services and activities relating to the tour/workshop that are voluntarily not used by you

[/if 183]

[if 183 like=”Iceland”]

  • There is no additional cancellation fee up to 8 weeks before the start of your tour
  • From 8 weeks to 4 weeks before the tour: 25% of your balance
  • From 4 weeks to 1 week before the tour: 50% of your balance
  • From 1 week to 72 hours before the tour: 75% of your balance
  • If you cancel within 72 hours of the start of the trip, no refund can be paid
  • There will be no refunds for services and activities relating to the tour/workshop that are voluntarily not used by you

[/if 183]

[if 183 like=”Namibia”]

  • If the tour does not reach the required number of bookings to proceed your booking deposit will be refunded in full
  • After your group has been confirmed, the two deposits are non-refundable *
  • If you cancel between 70 to 36 days prior to date of departure you will forfeit 50% of your total trip cost, including any applicable single supplement *
  • If you cancel within 35 days of the date of departure, you will forfeit 100% of the tour cost. Where the full cost of the tour has not yet been paid, it will be immediately payable on cancellation
  • There will be no refunds for services and activities relating to the tour/workshop that are voluntarily not used by you

* NOTE: If you cancel up to 36 days before the start of the tour and we are able to backfill your place, some recoverable costs may be refunded at the discretion of Martin Bailey Photography K.K.

[/if 183]

If you wish to cancel your tour you must send notification by email to info@martinbaileyphotography.com or by fax to +81(0)42-446-6382.

Notes on Cancellation Fees and Notification Timing

  • Any transfer charges and transaction fees incurred on accepting and/or refunding any payments will be deducted from any refund amounts due
  • The number of days to tour start are calculated from 9am Japan Standard Time (UTC + 9 hours). Email received after 6pm JST on the previous day will be calculated from 9am JST the following day.

Force Majeure

Cancellation of the tour due to natural disasters and other forces outside of your control or the control of Martin Bailey Photography K.K. will be evaluated on a case by case basis, depending on how close we are to the tour start date. The funds for most tours are payable to external entities as early as three months before the start date and would require negotiation specific to the situation to determine how much of the tour fees can be returned, if any. We strongly advise you to take out trip insurance (see next section) to cover any losses you may incur should either party have to cancel your tour/workshop.

Insurance

Insurance requirements for your tour are as follows.

Each participant MUST be covered by Medical Insurance that is valid overseas.

We strongly urge you to take out travel, cancellation, curtailment and default insurance for your trip.

Travel Insurance helps to minimize the risk of monetary losses you would incur in the event of a delay of your departure due to weather, airline strike, missed connection, etc. or due to your inability to travel for reasons such as illness, injury, unforeseen financial complications and other personal circumstances, or if you are required to cancel or cut your trip short for medical, injury or any other reasons. There is also risk that natural disaster cause the tour to be cancelled or cut short due to circumstances outside of your control and that of Martin Bailey Photography K.K. or our contracted service providers, for which we do not assume any responsibility.

There are restrictions and limitations on any insurance program. For this reason, choose your insurance carefully. Check their policies regarding trip cancellation, baggage, cost of international flights and medical insurance. If you intend to include cancellation insurance, the travel insurance companies could require that you buy insurance no later than 7 to 14 days after paying your deposit. If you wait longer, some companies may enforce stricter conditions, so do not delay in contacting an insurance company. To buy online, try companies like www.travelexinsurance.com, www.worldnomads.com or www.insuremytrip.com.

If you will be traveling with a lot of camera gear, you may need to take out additional insurance to cover your gear overseas. If in doubt, check with your insurance company.

Participant Agreement, Release and Assumption of Risk

In consideration of the services of Martin Bailey Photography K.K., their agents, owners, officers, volunteers, participants, employees, and all other persons or entities acting in any capacity on their behalf (hereinafter collectively referred to as “Martin Bailey Photography K.K.”), I hereby agree to release, indemnify, and discharge Martin Bailey Photography K.K., on behalf of myself, my children, my parents, my heirs, assigns, personal representative and estate as follows:

  1. I acknowledge that travel to foreign countries entails unanticipated risks which could result in physical or emotional injury, paralysis, death, or damage to myself, to property, or to third parties. I understand that such risks simply cannot be eliminated without jeopardizing the essential qualities of the activity. The risks include, among other things: the hazards of walking on uneven terrain (cobblestones) and slips and falls, street muggings, hijacking, my own physical condition.

  2. I expressly agree and promise to accept and assume all of the risk existing in this activity. My participation in this activity is purely voluntary, and I elect to participate in spite of the risks.

  3. I hereby voluntarily release, forever discharge, and agree to indemnify and hold harmless Martin Bailey Photography K.K. from any and all claims, demands, or causes of actions, which are in any way connected to my participation in this activity, exclusive of an act of gross negligence or willful misconduct on the part of Martin Bailey Photography K.K. if proved in a court of law.

  4. I certify that I have adequate insurance to cover any injury or damage I may cause or suffer while participating, or else I agree to bear the costs of such injury or damage myself. I further certify that I am willing to assume the risk of any medical or physical condition I may have.

  5. On Japan tours, I understand that Martin Bailey Photography K.K. and their agents will make every effort to ensure that we arrive back in Tokyo by the end of the last day of the tour, but I understand that weather conditions or other circumstances outside of their control could cause delays, and I agree that I will not hold Martin Bailey Photography K.K. or their agents responsible for any additional charges related to change or cancellation of international flights or hotels after the tour.

  6. In the event that I file a lawsuit against Martin Bailey Photography K.K., I agree to do so solely in Tokyo, Japan, and I further agree that the substantive law of Japan shall apply in that action without regard to the conflict of law rules of that state. I agree that if any portion of this agreement is found to be void or unenforceable, the remaining document shall remain in full force and effect.

Subject to Change

Your tour itinerary has been carefully designed to assure participants the best opportunities that our destinations have to offer; however, should events arise that are beyond our control, activities and hotel arrangements are subject to change without notice.

Declaration

By signing this document I agree to all of the conditions set out in this document including the Cancellation Policy which I have read and understood. I further acknowledge that if anyone is hurt, or property is damaged, during my participation in this activity, I may be found by a court of law to have waived my right to maintain a lawsuit against Martin Bailey or Martin Bailey Photography K.K. on the basis of any claim from which I have released them herein.

Participant’s signature: [222]

Dated: [221]

[if 642 not_like=”email”]

IMPORTANT – You chose not to receive this information by email, so please print or save this page as a PDF in your browser BEFORE leaving this page.

Many browsers have an Export or Save as PDF option in the File menu, or you may be able to select Print, then print to PDF if you don’t have a printer. If for any reason you are not able to print this document or save it for your own records, and you did not request a copy via email, please email us and request a PDF copy by email.

[/if 642]