A detailed list of trip inclusions and exclusions is provided in the Journey Outline for each curated experience. Guests are responsible for reviewing the Journey Outline carefully before booking. Generally, trip costs include accommodations, ground transportation per the itinerary, specified group meals, and coordinator services. Common exclusions include international airfare, travel insurance, visas, alcohol, and meals or activities not listed as included.
The Journey Outline published at the time of booking is the authoritative document for all inclusions and exclusions. In the event of any conflict between verbal communications, marketing materials, or other sources, the Journey Outline prevails. We reserve the right to make reasonable substitutions if specific inclusions become unavailable due to circumstances beyond our control. Substitutions will maintain similar quality, type, and value to preserve the essential character of the experience. Guests will be notified of material substitutions as soon as reasonably practicable.
All curated journeys begin at a designated starting location, which will be confirmed by Momiji & Maple during the booking process. It is each guest's responsibility to arrange and secure their own travel to arrive at the starting location by the specified date and time. Recommended flights, routes, and arrival time windows may be provided for reference after booking.
Recommended flights, routes, and arrival time windows are provided as guidance only and do not guarantee availability, pricing, or suitability. Guests are solely responsible for booking and confirming their own travel arrangements and should verify that their chosen transportation allows arrival within the specified window. Momiji & Maple is not liable for any errors in recommended transportation information or changes made by carriers. Guests arriving prior to the official trip start time or remaining after the official end time are responsible for their own accommodations, meals, and transportation during these periods.
Guests who arrive outside the specified arrival window will be responsible for all costs associated with reaching the group at its current location, including but not limited to private transportation, additional accommodations, meals, and any activities or experiences that cannot be rescheduled. Momiji & Maple will provide reasonable assistance in coordinating catch-up arrangements where feasible; however, we do not guarantee that rejoining the group itinerary will be possible, and all associated costs and logistics are the sole responsibility of the guest. No refunds will be provided for missed portions of the trip due to delayed arrival, missed connections, or failure to secure appropriate transportation to the starting location.
Guests experiencing travel delays or disruptions that may affect their arrival should notify Momiji & Maple as soon as possible. While we will make reasonable efforts to accommodate late arrivals where feasible, we cannot guarantee modifications to the group itinerary and are not responsible for any missed experiences.
Prior to the Trip Approval Date, you may request modifications to your reservation, subject to the terms below. Changes must be requested in writing via email to secure@momijiandmaple.ca. We will make reasonable efforts to accommodate such changes; however, approval is not guaranteed.
Name Corrections: Corrections to a guest's name to match their travel documentation (such as passport) are provided at no charge, provided the correction does not change the identity of the traveler. We strongly encourage guests to ensure their booking information matches their passport or other travel documents exactly, as discrepancies may cause issues at borders, airports, or accommodations. Name correction requests should be submitted as soon as the discrepancy is discovered to avoid complications.
Guest Substitutions: Replacing one registered guest with a different individual (a "guest substitution") may be permitted at our discretion, subject to a $100 CAD administrative fee. The substitute guest must meet all eligibility requirements, including age restrictions (Section 15), travel insurance requirements (Section 8), and any health or documentation requirements (Section 14). The substitute guest must provide all required information and documentation within 48 hours of the substitution request being approved. If the substitute does not meet eligibility requirements or if the substitution cannot be accommodated for any reason, the request will be denied and no refund will be provided for the inability to make the change.
If a requested change cannot be accommodated due to timing, availability, or other factors beyond our control, the original booking will remain in effect with no refund or credit provided. The guest may choose to cancel in accordance with the cancellation policy outlined in Section 5, subject to applicable cancellation fees.
After the Trip Approval Date, no changes to guest details can be made due to contractual obligations with our partners and vendors. This restriction includes both name corrections and guest substitutions.
If the minimum group size is not met, we will assess the feasibility of proceeding. We reserve the right to cancel or move forward with smaller groups at our discretion. A final decision on whether the trip will proceed will be made no later than 60 days prior to the scheduled departure date. All registered guests will be notified in writing by email within 48 hours of the decision.
If a trip is not deemed feasible, you will be notified in writing and will have seven (7) calendar days from the date of notification to select one of the following options. Your selection must be submitted to us in writing via email to secure@momijiandmaple.ca. If no selection is received within this timeframe, Option 1 (full refund of Booking Deposit) will be automatically applied.
Option 1: A full refund of your Booking Deposit will be processed in accordance with the refund processing terms outlined in Section 5.
Option 2: A Threshold Cancellation Credit Package consisting of two components: (1) a Threshold Cancellation Credit equal to your Booking Deposit ($500 CAD), and (2) a one-time Promotional Bonus Coupon of $200 CAD, for a total value of $700 CAD applicable toward a future Momiji & Maple curated experience. By selecting this option, you voluntarily exchange your right to an immediate cash refund for enhanced future travel value.
Important Notice for Group Bookings: If you are booking on behalf of multiple travelers, all Threshold Cancellation Credits and Promotional Bonus Coupons issued in the event of a company-initiated cancellation will be issued to you as the primary booker and payment holder. You will be responsible for any financial arrangements with your travel companions. We recommend that group members each make their own individual bookings if they wish to maintain independent control over potential future credits.
Important Distinction: Threshold Cancellation Credits issued under this section are distinct from Force Majeure Credits issued under Section 10. Force Majeure Credits are subject to different terms including a 24-month validity period and the deduction of non-recoverable supplier costs. The terms in this section apply only to cancellations due to minimum group thresholds not being met.
Once you select Option 2, the Threshold Cancellation Credit and Promotional Bonus Coupon are non-refundable, non-transferable, and cannot be exchanged for cash. The Promotional Bonus Coupon holds no cash value and cannot be refunded under any circumstances. The Threshold Cancellation Credit has one exception to the non-refundable rule: if a subsequent trip you book using this credit is also cancelled by Momiji & Maple due to minimum group thresholds not being met, you will again be offered the choice between a refund of the Threshold Cancellation Credit amount or a new credit package as outlined in this section.
Threshold Cancellation Credits and Promotional Bonus Coupons are issued to the person who made the booking and submitted payment. If you book and pay for multiple guest spots on a trip that is subsequently cancelled, you may combine and use all credits issued from that booking toward your own future travel. However, you cannot sell, transfer, gift, or assign these credits to anyone else. Credits must be used by the original payer only. Any attempt to transfer or sell credits will result in immediate forfeiture of the credit with no refund or compensation.
Threshold Cancellation Credits are non-refundable in the event of guest-initiated cancellations, no-shows, trip cancellations for reasons other than minimum group thresholds (such as force majeure events), or if you choose not to use the credit within the validity period. By selecting Option 2, you acknowledge that failure to utilize this credit within the 12-month validity period constitutes a voluntary forfeiture of value, not a failure by Momiji & Maple to provide services.
Threshold Cancellation Credits from multiple cancelled bookings may be combined and applied toward a single future booking by the same guest. Each Threshold Cancellation Credit expires 12 months from the date of its issuance and cannot be extended. Credits that are not used within 12 months of issuance will expire and become void. No refund, extension, or compensation will be provided for expired Threshold Cancellation Credits.
Promotional Bonus Coupons may be applied at a rate of one coupon per guest spot included in the booking. For example, a booking for 4 guests may utilize up to 4 Promotional Bonus Coupons (one per guest), provided the primary booker has accumulated multiple coupons from previous cancellations. Multiple coupons cannot be stacked or applied to a single guest spot. Each Promotional Bonus Coupon expires 12 months from the date of its issuance and cannot be extended. Promotional Bonus Coupons that are not used within 12 months of issuance will expire and become void. Promotional Bonus Coupons cannot be redeemed for cash under any circumstances, cannot be transferred to another person, and hold no refund value.
Example: If a guest books and pays for 4 spots on a cancelled trip and selects Option 2 for all four, they will receive $2,000 in Threshold Cancellation Credits (4 × $500) plus four $200 Promotional Bonus Coupons. Since they were the original payer, they may apply all $2,000 in credits toward a single future booking. If that booking includes 4 guests, they may use up to 4 Promotional Bonus Coupons (one per guest, totaling $800 in additional value). If booking for fewer guests (e.g., 2 people), only 2 coupons may be used. Multiple coupons cannot be applied to a single guest spot. Credits cannot be transferred to the individuals who were originally going to travel in those spots.
Legal Classification: Threshold Cancellation Credits and Promotional Bonus Coupons issued following a company-initiated cancellation constitute store credit for a previously non-refundable service and are not gift cards. In accordance with BC consumer protection laws, these credits are subject to the expiry dates specified herein.
If you rebook using this credit package and that subsequent trip is also cancelled by Momiji & Maple due to group thresholds not being met, you will again be offered the same two options: (1) a full refund of your Threshold Cancellation Credit amount (Promotional Bonus Coupons hold no refund value under any circumstances), or (2) a new Threshold Cancellation Credit package equal to your Booking Deposit plus a new $200 CAD Promotional Bonus Coupon. This process will repeat for each company-initiated cancellation due to minimum group thresholds.
In the event of a cancellation by us, our liability is limited to the return of payments received. We are not responsible for any other expenses incurred by you as a result of your booking, such as non-refundable flights, visa fees, or other personal travel arrangements.
Travel insurance is not included in the cost of your curated experience.
Comprehensive travel insurance is mandatory for all guests and is a condition of booking with Momiji & Maple. Your policy must include, at a minimum, coverage for medical emergencies, personal injury, repatriation, trip cancellation, and lost baggage for the full duration of the journey.
You are required to provide proof of your insurance policy—including the insurer's name, policy number, and 24-hour emergency contact number—no later than 30 days prior to departure. Acceptable proof includes a copy of the insurance policy document, certificate of insurance, or policy confirmation that clearly displays the insurer's name, policy number, coverage dates matching your trip dates, the types of coverage included, and a 24-hour emergency contact number. Proof must be submitted via email to secure@momijiandmaple.ca in PDF or image format. Failure to provide proof of adequate insurance will be considered a breach of these Terms, and we reserve the right to cancel your booking without a refund.
Momiji & Maple does not sell or provide insurance and assumes no responsibility for costs incurred due to insufficient coverage.
Momiji & Maple is not liable for failure to perform its obligations if such failure results from causes beyond our reasonable control, including but not limited to natural disasters, government actions, pandemics, civil unrest, labor strikes, or transportation interruptions.
In such cases, our primary obligation will be to make reasonable efforts to reschedule the trip. Should rescheduling not be feasible, or if you cannot attend on the new dates, any monies paid will be converted into a Force Majeure Credit, less any non-recoverable costs already committed to our suppliers. No cash refunds will be issued for force majeure cancellations.
Force Majeure Credits are issued to the original guest only and cannot be sold, transferred, gifted, or assigned to any other person or entity. Any attempt to transfer or sell credits will result in immediate forfeiture of the credit with no refund or compensation. Credits may only be redeemed by the original recipient in whose name they were issued.
Force Majeure Credits are valid for 24 months from the original trip start date and cannot be extended. Credits that are not used within 24 months will expire and become void. No refund, extension, or compensation will be provided for expired Force Majeure Credits. Force Majeure Credits cannot be redeemed for cash under any circumstances.
The Force Majeure Credit amount will equal the total payments you have made to Momiji & Maple, less any non-recoverable costs we have already committed to third-party suppliers (such as non-refundable accommodation deposits, transportation bookings, or activity reservations). You will be provided with a breakdown of any deducted costs upon issuance of the credit. Force Majeure Credits from multiple bookings may be combined and applied toward a single future booking by the same guest.
By accepting a Force Majeure Credit, you acknowledge that you are voluntarily accepting future travel value in lieu of a cash refund, and that failure to utilize this credit within the 24-month validity period constitutes a voluntary forfeiture of value.
Important Distinction: Force Majeure Credits issued under this section are distinct from Threshold Cancellation Credits issued under Section 7 (Minimum Group Threshold & Cancellations by Us). Threshold Cancellation Credits are subject to different terms including a 12-month validity period, no deduction of supplier costs, and the availability of a promotional bonus. The terms in this section apply only to cancellations or disruptions caused by force majeure events.
Legal Classification: Force Majeure Credits issued following a force majeure event constitute store credit for a previously non-refundable service and are not gift cards. In accordance with BC consumer protection laws, these credits are subject to the expiry dates specified herein.
You are responsible for ensuring you are medically and physically fit to travel. Any health concerns, dietary needs, or mobility limitations must be communicated in writing at booking. We reserve the right to deny participation to individuals who may pose a health or safety risk without liability for refund. This right extends to any point during the trip. If, in the reasonable judgment of Momiji & Maple or the local coordinator, a guest's health condition poses a risk to themselves, other guests, or the group's ability to continue the planned itinerary, we may require the guest to seek medical evaluation, remain at accommodations until fit to travel, or discontinue participation. The guest is responsible for all associated costs, including medical evaluation, additional accommodations, and return transportation. No refund will be provided for missed portions or early departure required for health or safety reasons. Medical clearance may be required before rejoining group activities in cases of communicable illness.
Accessibility Notice: Our experiences may include rural destinations, traditional accommodations, and travel modes not always accessible to those with limited mobility. Guests with accessibility needs should contact us prior to booking to discuss suitability. Full accessibility cannot be guaranteed on all itineraries.
Mid-Trip Illness or Injury: If a guest becomes unable to continue due to illness, injury, or medical emergency, we will provide reasonable assistance in accessing medical care and coordinating arrangements. However, all medical costs, emergency transportation, early departure expenses, and additional accommodations are the guest's sole responsibility. No refunds will be provided for missed portions. The group itinerary will not be modified or delayed for individual medical situations. Guests are required to obtain comprehensive travel insurance per Section 8.
Momiji & Maple is a licensed travel agent in British Columbia (License #88917) that creates and operates curated group travel experiences. We contract with independent third-party suppliers to provide accommodations, transportation, activities, and other travel services included in our packages. While we carefully select and contract with reputable suppliers, we do not own, operate, manage, or control these suppliers or their facilities, equipment, or personnel.
Supplier Performance: Each supplier is an independent contractor responsible for their own services, operations, and compliance with applicable laws and safety standards. Suppliers operate under their own terms and conditions, which may include separate liability limitations and exclusions. While we exercise reasonable care in selecting suppliers and monitoring the services provided, we cannot guarantee the performance, quality, or safety of supplier services at all times.
Liability Cap: To the maximum extent permitted by law, our total aggregate liability to you for any and all claims arising from or related to your booking, the trip, or these Terms—whether based in contract, tort, negligence, strict liability, or any other legal theory—shall not exceed the total amount you paid to Momiji & Maple for that specific trip.
Exclusion of Consequential Damages: We shall not be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages of any kind, including but not limited to: lost profits, lost business opportunities, lost savings, loss of use, loss of data, costs of procurement of substitute services, emotional distress, reputational harm, or any other economic or non-economic losses, even if Momiji & Maple has been advised of the possibility of such damages.
Supplier Acts and Omissions: While we exercise due diligence in selecting and contracting with reputable suppliers, to the fullest extent permitted by law, we shall not be liable for any injury, illness, death, loss, accident, delay, damage, or inconvenience arising from any act, error, omission, negligence, or willful misconduct of any independent supplier or their employees, agents, or subcontractors once services are being delivered. This includes but is not limited to transportation providers, accommodations, restaurants, activity operators, and any other third parties contracted to provide services during your trip. While we will use reasonable efforts to address supplier-related issues that arise during the trip, guests acknowledge that suppliers are independent entities and that our ability to remedy supplier performance issues may be limited by factors beyond our control.
Events Beyond Our Control: We shall not be liable for any injury, loss, delay, damage, or failure to perform arising from causes beyond our reasonable control, including but not limited to acts of God, natural disasters, weather conditions, pandemics, government actions, civil unrest, war, terrorism, labor disputes, strikes, transportation delays or cancellations, mechanical breakdowns, supplier insolvency or bankruptcy, or any other force majeure event. Our obligations under these Terms are suspended during any force majeure event affecting our ability to perform.
Personal Injury and Property Damage: Guests participate in all trip activities and use all supplier services at their own risk. While we contract with suppliers we believe to be reputable and competent, we cannot guarantee the safety of all activities, accommodations, or transportation, particularly in destinations where infrastructure, safety standards, or regulatory oversight may differ from Canadian standards. Guests are responsible for assessing their own physical capabilities and limitations before participating in any activities. Guests are required to obtain comprehensive travel insurance covering medical emergencies, personal injury, trip interruption, and other potential losses (see Section 8).
Standard of Care: Momiji & Maple will exercise reasonable care and skill in arranging and coordinating your trip in accordance with industry standards for licensed travel agents in British Columbia creating packaged group experiences. However, we make no warranties or guarantees regarding the specific quality, features, or characteristics of supplier services beyond what is explicitly stated in the Journey Outline. Guest satisfaction with accommodations, meals, activities, and other subjective aspects of travel may vary based on personal preferences and expectations.
Assumption of Risk: By booking with Momiji & Maple, you acknowledge and agree that travel, particularly to international or remote destinations, inherently involves risks, including but not limited to the risk of illness, injury, property loss, delays, cancellations, and other unforeseen events. You voluntarily assume all such risks and agree to hold Momiji & Maple harmless for any resulting harm or loss, except where such harm or loss results from our gross negligence or willful misconduct.
Indemnification: You agree to indemnify, defend, and hold harmless Momiji & Maple, its owners, employees, agents, and representatives from and against any and all claims, demands, losses, liabilities, damages, costs, and expenses (including reasonable legal fees) arising from or related to: (a) your breach of these Terms, (b) your violation of any law or the rights of any third party, (c) your conduct during the trip, or (d) any claim by other travelers related to your actions or behavior.
Notice of Claims: Any claim against Momiji & Maple must be submitted in writing within 30 days of the completion of your trip or the date on which the claim arose, whichever is earlier. Failure to provide timely notice may result in the claim being barred. All claims shall be governed by the laws of British Columbia, Canada, and must be brought in the courts of British Columbia.
Travel Documents: You are solely responsible for obtaining and carrying all required travel documents, including a valid passport with minimum six (6) months validity beyond your return date, required visas, transit permits, and health certifications. Failure to present appropriate documentation may result in denied boarding, refusal of entry, or trip interruption. No refund or compensation will be provided in such cases.
Health Requirements: You are responsible for meeting all health entry requirements for destinations visited, including vaccinations, medical exams, and health declarations.
Conduct: You are expected to conduct yourself respectfully toward fellow travelers, local coordinators, suppliers, local laws, and customs. Behavior that is disruptive, harassing, illegal, or that compromises the safety or experience of other guests may result in removal from the trip without refund. Guests who engage in illegal activities, cause property damage, or repeatedly disregard coordinator instructions may be immediately removed at their own expense. Local authorities may be contacted in cases involving illegal conduct.
Real-Time Issue Resolution: Any concerns during the trip should be reported immediately to the local coordinator so that we can make reasonable efforts to address them in real time. Momiji & Maple cannot be held responsible for issues that were not reported during the trip when resolution may have been possible.
Formal Complaints: If an issue is not resolved satisfactorily during the trip, a formal complaint must be submitted in writing to Momiji & Maple at secure@momijiandmaple.ca within 30 days of trip completion. Complaints submitted after this 30-day period may not be considered. Formal complaints should include: (a) a detailed description of the issue, (b) the date(s) and location(s) where the issue occurred, (c) any supporting documentation (photos, receipts, correspondence), and (d) the resolution you are seeking. We will acknowledge receipt of your complaint within 7 business days and provide a substantive response within 30 days of receiving a complete complaint.
Good-Faith Negotiation: Upon receiving a formal complaint, both parties agree to attempt resolution through good-faith negotiations. This may include discussions via email, phone, or video conference to reach a mutually acceptable resolution.
Mediation: If good-faith negotiations do not result in a resolution within 60 days of our response to your formal complaint, both parties agree to attempt mediation before pursuing litigation. Mediation shall be conducted by a neutral third-party mediator mutually agreed upon by both parties, or if no agreement can be reached, by a mediator appointed by the British Columbia Mediation Roster. The costs of mediation shall be shared equally between the parties. Either party may withdraw from mediation after 60 days if no resolution is reached.
Litigation: If mediation is unsuccessful or either party withdraws from mediation, disputes will be subject to the exclusive jurisdiction of the courts of British Columbia, Canada, and shall be governed by the laws of British Columbia and the federal laws of Canada applicable therein. Both parties irrevocably submit to the jurisdiction of the courts of British Columbia.
Limitation Period: Any legal action arising from or related to your booking or trip must be commenced within one (1) year of the trip completion date or the date the issue arose, whichever is earlier. Claims not brought within this limitation period are forever barred.
The published itinerary is a general guide and is subject to change based on local conditions, supplier availability, weather, cultural events, or unforeseen circumstances. We reserve the right to make changes before or during the trip in accordance with Section 3 (Trip Inclusions and Exclusions) and Section 10 (Force Majeure). In the event of coordinator medical emergencies, a designated backup will assist in ensuring continuation or safe adjustment of the itinerary. By booking, you acknowledge that flexibility is key to the travel experience and agree to accept reasonable changes as they arise.
By participating in a Momiji & Maple trip, you grant us a perpetual, royalty-free, worldwide license to use your image or likeness in promotional materials, including social media, brochures, website content, advertising, and marketing. To opt out, notify us in writing at secure@momijiandmaple.ca at least 7 days prior to departure. We will make reasonable efforts to exclude you from promotional photographs; however, given the group nature of travel, we cannot guarantee you will not appear in background or group shots.
We are not responsible for photographs taken by other guests or third-party suppliers. Your opt-out applies only to photographs taken by or on behalf of Momiji & Maple. Photographs taken during trips remain our property. For private departures including minors (per Section 14), the primary booking contact must provide explicit consent for any minors to be photographed for promotional purposes.
Image Disclaimer: Photographs on our website and marketing materials convey the general atmosphere of our experiences and may not depict exact accommodations, sites, or experiences included in your specific trip.
Food Allergies and Activity Risks
Food Allergies and Dietary Restrictions: Guests with food allergies, dietary restrictions, or special needs must disclose these in writing at booking. While we communicate dietary needs to suppliers, we cannot guarantee allergen-free environments or full adherence to dietary requirements. Guests must carry necessary medications (e.g., EpiPens) and are solely responsible for managing their dietary safety, including verifying ingredients with food service providers. We are not liable for allergic reactions or food-related illnesses.
Physical Activities: Our experiences may include physical activities requiring varying fitness levels. By booking, you confirm you are physically capable of participating in planned activities as described in the Journey Outline and assume all associated risks, including injury or illness. Guests with pre-existing conditions or physical limitations must disclose these at booking per Section 11 and obtain medical clearance before traveling. We are not liable for injuries, illnesses, or adverse health outcomes arising from trip activities, including those from pre-existing or undisclosed conditions.
For additional information, see Section 8 (Travel Insurance), Section 11 (Health & Safety), and Section 12 (Limitation of Liability).
