This document sets out all terms and conditions for all guests making a booking and/or staying at Chalet Ivy.
By making any booking to Chalet Ivy you agree to be bound by the following Terms and Conditions, so please carefully read this section before proceeding. Chalet Ivy reserves the right, at our discretion, to change and or modify any clauses in the Terms & Conditions at any time without notice and, unless otherwise indicated, such changes will become effective immediately upon posting. Please therefore check the Terms & Conditions before you make any booking and also periodically for changes.
| 1. | General information |
| 1.1 | Check-in is from 1500. Check out is before 1100. |
| 1.2 | Chalet Ivy is a non-smoking hotel. Smoking within the property is strictly prohibited. |
| 1.3 | The passport of all international guests must be presented upon checking in and copies will be made; this is a Japanese legal requirement. |
| 2. | Room booking |
| 2.1 | Booking can be made directly through email, the hotel website or through any travel agent and online booking websites. |
| 2.2 | Booking is confirmed once the hotel receives the Credit Card Authorisation Form and the Confirmation Sheet is issued by Chalet Ivy. |
| 2.3 | All offers, prices, terms and conditions are subject to changes or withdrawal without prior notice before the issue of the Confirmation Sheet. |
| 2.4 | Please check all details on the Confirmation Sheet and inform the hotel immediately should there be any mistakes. Booking will be done according to the Confirmation Sheet and the hotel will not be held responsible for any booking error made due to wrong information provided on the Confirmation Sheet. |
| 3. | Deposit payment |
| 1 December to 31 March | |
| 3.1 | A deposit payment of 20% is required to confirm your booking. The deposit is non-refundable and non-transferable. The remaining 80% must be made within 60 days of arrival. |
| 3.2 | Once the deposit is made, amendments can be made but must be made before 60 days prior to the check-in date and is subject to availability. An administration fee of JPY 5,000 is applicable per change. |
| 3.3 | If the time of booking is within 60 days of the check-in date, full payment is required to secure and confirm the booking. |
| 1 April to 30 November | |
| 3.4 | A credit card guarantee is required upon booking. |
| 3.5 | No deposit is required. |
| 4. | Balance payment |
| 1 December to 31 March | |
| 4.1 | Full payment must be made for final confirmation to secure the booking no later than 60 days prior to the check-in date otherwise the booking will be cancelled and rooms will be released accordingly. |
| 4.2 | Once the deposit is made, the hotel is authorised to charge the remaining balance of the reservation 60 days prior to check-in with the credit card used for the deposit payment. If the guest wishes to make the final balance payment on another credit card, the new credit card details must be provided, in writing, to the hotel 70 days prior to the check-in date. |
| 4.3 | If the credit card used for the deposit becomes invalid at the time the full payment is required and cannot be charged, new credit card details must also be provided to the hotel 70 days prior to the check-in date, otherwise the booking will be cancelled automatically. |
| 4.4 | Failure to pay the deposit or the final balance will lead to the automatic cancellation of the reservation without prior notice. |
| 1 April to 30 November | |
| 4.5 | Full payment is required upon checking out. |
| 5. | Cancellation / No Show |
| 1 December to 31 March | |
| 5.1 | A change in room type or checking in /out date within 60 days of the check-in date is considered a cancellation and 100% of the payment will be charged as a penalty. |
| 5.2 | If the booking is made through a travel agent (or any online booking website), the above cancellation terms are superseded by the terms and conditions agreed between you and the corresponding travel agent or booking website. Please contact them directly regarding changes and cancellation of your booking. |
| 1 April to 30 November | |
| 5.3 | A 100% penalty will be charged if a booking is cancelled within 24 hours or in the case of no show. |
| 6. | Checking in and security deposit |
| 6.1 | The check-in time is after 1500. |
| 6.2 | Guests shall provide to the hotel a credit card upon checking in where a security deposit will be charged. Guests will be informed the deposit amount during check-in. |
| 6.3 | The hotel has the authority to make charges to this credit card on any incidental expense the guest incurs during their stay and this includes but is not limited to, consumption at the hotel bar, restaurant costs, ski equipment rental and any damages. (Please also see the section below on Damage Liability.) |
| 7. | Checking out |
| 7.1 | The check-out time is before 1100. |
| 7.2 | Late check-out is available upon request and is subject to availability and additional charges. |
| 7.3 | If the room is not vacated by 1100, the hotel reserves the right to charge the extra room cost. Please check with reservations. |
| 8. | Damage liability |
| 8.1 | Guests are responsible to pay for any damages to the room, equipment, hotel common areas, fittings, furniture, room key cards (or loss) and other hotel properties caused during the stay intentionally or otherwise, including any consequential losses incurred. |
| 8.2 | Personal possessions including lift passes, ski rental equipment, whether or not provided by Chalet Ivy, are to be held at your own risk during your stay. (Ski equipment rental is available at the Chalet Ivy Ski Concierge which has separate equipment terms and conditions which should be read carefully prior to any rentals.) |
| 9. | Ground transportation / flight information |
| 9.1 | Private airport transfer can be arranged upon request and is subject to availability and additional charges. Please provide flight details at least 14 days prior to arrival and you will be notified about availability and the associated cost, if any, accordingly. |
| 9.2 | If you are making your own way to Niseko, free hotel pick up from the Niseko Welcome Centre or the nearby JR train station is available upon request and subject to availability. Please provide flight/bus/train details at least 14 days prior to arrival and you will be notified about availability accordingly. |
| 9.3 | The hotel can assist on making bus bookings from Niseko to the airport or Sapporo upon request. Please pay attention to the cancellation policy at the time of booking to avoid unnecessary charges. Details can be obtained from the Concierge at the hotel. |