These Rules set out the conditions for applying for and cancelling the Kyoto Cultural Experience Option Plans (the “Plans”) provided by Shokian (the “Organizer”), so that customers (the “Participants”) can apply with confidence.

The Plans covered by these Rules are as follows. Since all programs require arrangements such as instructors and venues, the same deadline for finalizing reservations set out in Article 7 applies to all of them.

If a Participant is found to fall under any of the following, the Organizer may refuse the application, or refuse to provide the Plan even after the reservation has been made. In such cases, the Organizer is not liable for any damage incurred by the Participant.

• The Participant is found to be an organized crime group, a member, quasi-member or associate of such a group, a company related to such a group, or any other similar antisocial force
• The Participant makes violent or unreasonable demands, uses threatening words or behavior or violence, or engages in similar acts against the Organizer or its partners (tea instructors, kimono dressers, temples, shrines, etc.; the same applies hereinafter)
• The Participant damages the Organizer’s credibility or obstructs its business by spreading rumors, using deception or intimidation

• Participants apply (request a consultation) by selecting the preferred date, time slot and programs on the reservation calendar on the Site and sending them via the inquiry form, together with the number of participants, the name of the representative and contact details.
• After your application, we will confirm the details, number of participants, time slot, etc. with you on a dedicated message page, and the Organizer will then prepare an individual quotation and send you the price and a payment page.
• Application procedures, guidance and explanations on the day are basically provided in Japanese and English. If you require another language, please consult the Organizer before applying as to whether this is possible (additional fees for arranging an interpreter, etc. may apply).
• If a minor (under 18) participates, please obtain the consent of a parent or guardian and provide the guardian’s name and an emergency contact.
• When applying for programs involving food or drink, such as the tea ceremony experience (tea, sweets, etc.), please tell us at the time of application whether you have any food allergies or dietary restrictions, such as vegetarian, vegan, halal or other religious or cultural requirements. The Organizer will accommodate these as far as possible, but cannot promise complete removal or substitution of ingredients; we may be unable to accommodate some requests, or additional costs may apply. Participants with severe food allergies are also asked to take care themselves.
• If you apply from overseas, please also submit the following information.
  • An image of the photo page of your passport
  • Your accommodation during your stay in Japan (hotel name, address, etc.)
  • A means of contact during your stay in Japan, such as a social media or messaging account (LINE, WhatsApp, Instagram, etc.)
• Participants from overseas are strongly advised to take out travel insurance or other insurance valid in Japan in advance, to cover unexpected injury or illness, liability accidents, etc. during the experience. Except as provided in Article 22, the Organizer and its partners are not liable for Participants’ injuries, illnesses, etc.

When applying, please tell us if there are any circumstances requiring consideration, such as health reasons, physical conditions or pregnancy. The Organizer will accommodate these as far as possible, but the cost of any special measures taken by the Organizer based on such a request shall be borne by the Participant.

The Organizer may refuse an application in any of the following cases.

• When the application falls under any item of the preceding Article
• When the application exceeds the capacity or the number of people that can be accommodated for the program
• When the Organizer finds that the applicant has caused trouble in a past Plan, such as a no-show or nuisance behavior
• When there are other business reasons on the part of the Organizer

Tea rooms, temples, shrines and other venues may display or use tea utensils, furnishings, works of art, buildings, etc. of high historical and monetary value. Participation by preschool children and minors is handled as follows.

• If a preschool child (a child not yet in elementary school) participates, a parent or guardian must accompany them at all times throughout the program and keep an eye on them. Children may not move about or act alone.
• Depending on the nature of the program or the venue, we may refuse participation by preschool children or limit the number of children who may accompany each guardian. Please check the information for each program and contact the Organizer before applying.
• Minors (under 18) of elementary school age or younger must be accompanied by a parent or guardian throughout the program. If junior high or high school students participate without a guardian, please submit in advance, in addition to the guardian’s consent under Article 4, a consent form (in writing or as electronic data) stating an emergency contact.
• Liability for compensation if a Participant, including a preschool child or minor, damages furnishings, etc. at the venue is governed by Article 19 (Handling of Exhibits and Furnishings at Venues). If the Participant is a minor, their parent or guardian shall be jointly liable for compensation.
• If the venue refuses admission to preschool children, this is treated in the same way as a cancellation by the Organizer, and we will offer an alternative date or cancellation without a cancellation fee.

Reservations must be finalized at least one week before the date of the program.

• Tea ceremony experience, Japanese dance lesson and kimono dressing programs: from 1 person
• Japanese dance performance and tea ceremony at a temple or shrine: minimum 2 people
• If the minimum number of participants is not reached, the Organizer will notify Participants at least 4 days before the date and offer a change of date or a full refund (see Article 14).

An application is confirmed when payment of the full price by credit card has been completed on the payment page sent by the Organizer. Please note that we may be unable to meet your request depending on availability.

• Payment method: credit card only (payment processor: Stripe, Inc.). Bank transfers are not accepted.
• Payment deadline: within 5 days after the Organizer sends you the payment page. If payment is not completed by the deadline, your application will be cancelled.
• We will begin arranging instructors, venues, temples, shrines, etc. only after confirming that the full price has been paid by credit card. No arrangements are made before payment is confirmed.

If you cancel a Plan for your own reasons, please contact the Organizer via your dedicated message page or the inquiry form. The following cancellation fees apply to cancellations made on or after the 30th day before the date of the program (counting back from the day before the program date; i.e. one month before).

The applicable category is determined automatically by the number of days remaining before the date, and the cancellation fee for that category arises regardless of whether you contact us to cancel. In other words, if the date arrives without any contact from you, the “On the day” category in the table above applies automatically; no additional rate is charged specifically for a no-show.

If you cancel some of the participants within the same reservation, the rates in the preceding Article apply to the cancelled participants. However, if the number falls below the minimum and the program becomes difficult to carry out, this may be treated as cancellation of the entire reservation.

• Changes to the date or program contents are accepted free of charge once, up to the application deadline for each program.
• Changes after the application deadline are treated as a new application after the cancellation fee in Article 11 has been charged.
• Available dates for rescheduling depend on the availability of our partners (instructors, venues, temples, shrines, etc.). We may be unable to secure your preferred date.

If the Organizer cancels a program for any of the following reasons, we will notify Participants promptly and refund the full price (if you wish to reschedule, we will give priority to arranging another date). No cancellation fee is charged to Participants in such cases.

• When the minimum number of participants is not reached
• When the program cannot be carried out due to circumstances of the instructor, kimono dresser or partner facility (tea room, temple, shrine, etc.)
• When the Organizer judges that the program cannot be carried out safely due to typhoons, heavy rain, heavy snow or other bad weather, or other force majeure
• For programs that include outdoor activities, such as garden walks and tea ceremonies at temples or shrines, the program will in principle be cancelled if a storm, heavy rain or heavy snow warning is in effect for Kyoto City at 10 a.m. on the day.

If you cancel due to truly unavoidable circumstances, such as sudden injury or illness of the Participant or a companion, or a death in the family, we may consider reducing or waiving the cancellation fee on a case-by-case basis upon presentation of supporting documents (such as a medical certificate).

• Refunds are made to the credit card used for payment (by cancelling the charge).
• The refund amount is the price paid, less the cancellation fee under Article 11 and any fees charged by the financial institution or payment processor for the refund.
• Guide to the time required for a refund: within one week from notice of cancellation
• For refunds to a credit card, it may take some time for the refund to appear on your card statement after the Organizer has completed processing, depending on your card company’s closing dates and other circumstances. Please note that the Organizer cannot be responsible for this period.

The status of a Participant under a reservation, or the right to receive a Plan, may not be transferred or resold to a third party without the Organizer’s prior written consent (including by email). If resale for profit or any other improper transfer is discovered, the Organizer may cancel the reservation, and in such case the price already paid will not be refunded.

• If you arrive after the start time, the experience may be shortened. In such cases, no refund or reduction of cancellation fees will be made.
• If the Organizer judges that the program cannot be carried out due to significant lateness, etc., this will be treated as non-attendance on the day (cancellation on the day under Article 11).
• For kimono dressing programs, please wear clothing that is easy to change out of and bring undergarments (such as a hadajuban). Details will be provided in the guidance email after your reservation is confirmed.

Tea rooms, temples, shrines, residences and other venues may contain tea utensils, calligraphy and paintings, furnishings, buildings and other exhibits of high historical and monetary value (“Furnishings”). Please follow the instructions of facility staff or instructors and take care not to touch Furnishings unnecessarily.

• If a Participant damages, soils or loses Furnishings intentionally or negligently, the Participant shall pay compensation for repair costs or an amount equivalent to their market value, as determined by the facility or owner. If the Participant is a minor, their parent or guardian shall be jointly liable for compensation.
• The Organizer will cooperate in communication between the Participant and the facility or owner, but negotiation and payment of compensation shall be settled between the Participant (or the guardian of a minor) and the facility or owner. The Organizer does not advance or guarantee such compensation.
• We recommend that Participants take out personal liability insurance or similar coverage as needed to prepare for damage to Furnishings.

Photography may be prohibited or restricted in tea rooms, temples and shrines at the request of the facility. Photographs and videos taken by the Organizer may be used in promotional materials, on our website, on social media, etc. If you do not wish them to be published, please let us know in advance.

In providing the Plans, the Organizer arranges tea instructors, Japanese dance instructors, kimono dressers, temples, shrines and other partners with the care of a prudent manager, and the Organizer’s obligations are fulfilled once such arrangements are completed.

The partners are responsible for the contents and quality of the services they provide, and the Organizer is not liable for them except where it was intentional or negligent in selecting or arranging the partners.

The Organizer is not liable to compensate for damage suffered by Participants due to natural disasters, war, riots, suspension of transportation services, orders of public authorities, or other causes beyond the control of the Organizer or its partners.

Apart from the preceding paragraph, if a Participant suffers damage due to the intentional act or negligence of the Organizer or its partners, the Organizer will compensate for the damage, provided that the Organizer is notified within one year from the day after the damage occurred.

Personal information provided at the time of application is used only for the operation of the Plans, emergency contact, identity verification at our partners, and similar purposes. To the extent necessary for admission and participation procedures at tea rooms, temples, shrines, instructors, kimono dressers, etc., we may provide Participants’ names and other details to those partners. The Organizer manages personal information appropriately and handles it in accordance with our Privacy Policy.

• Operator: Shokian (匠輝庵)
• Inquiries: please use our contact form.

These Rules take effect on October 14, 2026. The contents of these Rules may be changed without prior notice in response to changes in laws or in our operations.