Terms of Service

Introduction and Definitions

These Terms of Service ("Terms") govern your use of the Cultural Connections Asia LLC website (cc-asia.com) and your participation in any journey programs operated by Cultural Connections Asia LLC ("CCA," "we," "us"), a Wisconsin-registered limited liability company operated from Tokyo, Japan.

By using this website or submitting a booking inquiry, you agree to be bound by these Terms. If you do not agree, please do not use our website or services.

"Guest" or "you" refers to any person who uses our website or enrolls in a CCA journey program.

Services Provided

CCA provides personally hosted, small-group private journey programs in Japan and Southeast Asia. Our services include:

• Journey design, itinerary planning, and program coordination
• Hotel accommodation booking and management
• Ground transportation arrangement and coordination
• On-site hosting, language support, and supplier coordination throughout each program
• Activity, restaurant, and experience booking
• Real-time logistical management and problem resolution during hosted programs

CCA is a travel services company, not a licensed travel agency. Airfare is not included in any program and is arranged independently by each guest.

Reservations and Contract Formation

All bookings begin with a written inquiry submitted via email or our website contact form. A reservation is confirmed — and a binding agreement established — only upon receipt of a deposit payment. CCA will provide written confirmation of your reservation by email.

Programs are subject to minimum participant requirements and maximum group sizes. CCA reserves the right to decline any booking at its discretion prior to deposit confirmation.

Pricing and Payment

Program pricing is provided in writing following an inquiry and is subject to change until a deposit is received. Prices shown on the website are indicative and may vary based on group size, travel dates, season, and accommodation tier.

Payment is due on the following schedule unless otherwise agreed in writing:

• Deposit (20% of total): due at time of booking confirmation
• Balance (remaining 80%): due no later than 60 days prior to departure

All prices are quoted in USD unless otherwise specified. Airfare, personal travel insurance, and personal expenses are not included in any program price.

Cancellation Policy — Guest

If you cancel a confirmed booking, the following cancellation fees apply:

Cancellations must be submitted in writing to bookings@cc-asia.com. The cancellation date is the date CCA receives written notice. We strongly recommend purchasing travel insurance that includes trip cancellation coverage.

Cancellation or Modification by CCA

CCA reserves the right to cancel or modify a program in the following circumstances:

• Minimum participant numbers are not reached
• Force majeure events including natural disasters, pandemics, political instability, or government travel advisories
• Circumstances that render safe program operation impossible in CCA's reasonable judgment

If CCA cancels a program for reasons within its control, guests will receive a full refund of amounts paid. In cases of force majeure, refunds will be issued net of non-recoverable costs such as non-refundable hotel deposits or event tickets. CCA will make reasonable efforts to propose alternative arrangements where possible.

Travel Insurance

Travel insurance is strongly recommended for all guests and is the sole responsibility of each participant to arrange independently. At minimum, coverage should include:

• Trip cancellation and interruption
• Medical expenses and emergency evacuation
• Baggage loss and delay

CCA accepts no responsibility for losses that would have been covered by adequate travel insurance.

Guest Responsibilities

By participating in a CCA journey, guests agree to:

• Hold a valid passport with at least six months' validity beyond the final travel date
• Obtain any required visas or entry documentation for destinations visited
• Comply with the laws, regulations, and customs of all countries visited
• Treat fellow guests, hosts, and local partners with respect
• Follow reasonable guidance from the Scholar-Host during the program
• Disclose any health conditions that may affect participation prior to departure

CCA reserves the right to remove a guest from a program, without refund, if that guest's behavior poses a risk to others or seriously disrupts the program.

Health and Mobility

Most CCA programs involve walking through cities, navigating public transportation, climbing stairs, and spending full days outdoors. Guests with health conditions or mobility limitations should disclose these prior to booking so CCA can assess program suitability. CCA reserves the right to advise against participation where a program cannot safely accommodate a guest's needs.

Photography and Media

CCA may photograph or record journey programs for marketing and promotional use. Guests who do not wish to appear in promotional materials must notify CCA in writing before departure. CCA will honor such requests and will not knowingly use images of guests who have opted out.

Limitation of Liability

CCA is not liable for losses, injuries, or damages arising from:

• Force majeure events including natural disasters, disease outbreaks, war, or government action
• Acts or omissions of hotels, transportation providers, restaurants, or other third-party suppliers
• A guest's own actions, negligence, or failure to follow guidance
• Loss, theft, or damage to personal belongings
• Losses that adequate travel insurance would have covered

In any event, CCA's total liability to any guest shall not exceed the total program fees paid by that guest for the relevant program.

Intellectual Property

All content on this website — including text, photographs, design, and trademarks — is the property of CCA or its licensors. No content may be reproduced, distributed, or modified without prior written permission from CCA.

Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Wisconsin, United States. Any dispute arising from these Terms or a CCA program will first be addressed through good-faith negotiation between the parties. If unresolved, disputes will be subject to the exclusive jurisdiction of the courts of Wisconsin.

Changes to These Terms

CCA may update these Terms at any time. Updated Terms take effect upon posting to this page. Guests who have confirmed bookings at the time of a change will be governed by the Terms in effect at the time of their booking confirmation.

Contact

For questions about these Terms or any aspect of your booking: