Terms & Conditions
These Travel Terms and Conditions apply to all participants in the OE Partners Japan Study Tour (“Tour”).
By registering for the Tour, you acknowledge that you have read, understood and agree to be bound by these Terms and Conditions.
OE Partners aims to deliver a safe, insightful and enjoyable learning experience in Japan. To help ensure a smooth experience for everyone, all participants are required to comply with the following Terms and Conditions.
If you wish to withdraw from the Tour at any time, you must do so in writing via email to OE Partners. Please note that our Cancellation Policy will apply depending on the timing and circumstances of your withdrawal.
1. Definitions
In these Terms and Conditions:
(a) Cancellation Policy means the cancellation rules set out in clause 8.
(b) Code of Conduct means the standards of conduct described in clause 17.
(c) Contact Person means the emergency contact nominated by the Tour Participant in the registration and/or consent documentation.
(d) Country of Departure means the country from which the Tour Participant normally resides and departs to join the Tour.
(e) Itinerary means the indicative Tour schedule and program prepared by OE Partners.
(f) Force Majeure Event means any event or circumstance beyond a party’s reasonable control, including (without limitation) natural disasters, severe weather, fire, explosion, war, terrorism, civil unrest, government orders or restrictions, pandemics or epidemics, labour disputes, major transport disruption, or interruption or failure of utilities or essential services.
(g) Loss means any loss, damage, cost, liability, claim, expense, penalty or proceedings of any kind, including (without limitation) personal injury, illness, death, property damage, financial loss or consequential loss.
(h) Payment Terms means the payment requirements described in clause 4 and as set out on your Tour invoice.
(i) Personal Information has the meaning given in the Privacy Act 1988 (Cth).
(j) Privacy Act means the Privacy Act 1988 (Cth) and any associated regulations or amendments.
(k) Registration means a request to participate in the Tour by submitting a completed registration form (and any accompanying documents) to OE Partners.
(l) Registration Form means the registration (and where applicable, consent) document completed and signed by or on behalf of the Tour Participant to apply for a place on the Tour.
(m) Services means the services to be provided by OE Partners to the Tour Participant in connection with the Tour, as described in clause 3.
(n) Confidential Information means all materials, methodologies, processes, content and related information made available as part of the Tour program.
(o) OE Partners means OE Partners Pty Ltd (and any related entity acting as Tour organiser).
(p) Terms means these Travel Terms and Conditions together with the Registration Form and any travel consent documentation issued by OE Partners.
(q) Tour means the OE Partners Japan Study Tour operated in Japan (including any similarly branded study mission or tour offered by OE Partners).
(r) Tour Invoice means the invoice issued to the Tour Participant for payment of the Tour Fee.
(s) Tour Program Leader means the OE Partners representative leading or facilitating the Tour.
(t) Tour Participant means the individual named as a participant in the Registration Form and accepted onto the Tour by OE Partners.
(u) Tour Fee means the Tour fee stated on the Registration Form and/or Tour Invoice (as varied in accordance with these Terms, if applicable).
(v) Travel Consent Form means any consent or acknowledgment form OE Partners requires to be completed in connection with participation in the Tour.
2. REGISTRATION
2.1 To request a place on the Tour, a prospective participant must complete and submit the Registration Form (and any accompanying documents requested by OE Partners) by the deadline specified by OE Partners.
2.2 OE Partners reserves the right, in its sole discretion, to accept or decline any Registration, including where an individual or organisation is not considered a suitable fit for the educational objectives or nature of the Tour.
2.3 Once OE Partners confirms acceptance of a Registration, these Terms will govern the relationship between OE Partners and the Tour Participant to the exclusion of any other terms or conditions proposed by the Tour Participant.
2.4 The Tour Participant is responsible for ensuring that all information provided in the Registration Form and any related documents is accurate, complete and up to date.
2.5 If there is any inconsistency between these Terms and the Registration Form or any other document, these Terms prevail to the extent of the inconsistency, followed by the Registration Form.
2.6 A Tour Participant is not fully registered and has no guaranteed place on the Tour until the Tour Fee has been paid in full and OE Partners has issued written confirmation.
3. SERVICES
3.1 OE Partners will provide the Tour Participant with a curated study tour program in Japan. This may include, without limitation, company visits, site tours, seminars, workshops, discussion sessions and other learning activities focused on operational excellence, lean management and related topics.
3.2 OE Partners will arrange or coordinate accommodation, domestic transportation within Japan, selected group meals (as indicated in the tour materials), cultural guidance and general on-ground support for the duration of the official Tour program. Services such as airport–hotel transfers may be offered on a reasonable-efforts basis but are not guaranteed unless explicitly stated.
3.3 The Tour Participant acknowledges that any dates, times and details communicated in relation to the Tour and the Services are indicative only and may change. OE Partners will use reasonable efforts to keep Tour Participants informed of any material changes.
3.4 If a Tour Participant chooses to travel with companions who are not participating in the Tour, OE Partners is under no obligation to arrange transport, accommodation, meals or activities for those non-participants. Any such companions are responsible for their own arrangements and travel logistics. If shared accommodation with a non-participating companion is requested, this must be agreed in writing with OE Partners by the deadline specified by OE Partners and any additional costs must be paid by the Tour Participant.
4. PAYMENT OF TOUR FEE
4.1 All amounts payable under the Registration (including the Tour Fee and any additional charges) must be paid in accordance with the Payment Terms set out in the Tour Invoice (or otherwise advised in writing by OE Partners).
4.2 All payments must be made in full, without set-off, counterclaim, withholding or deduction of any kind, and by the payment method specified by OE Partners. Time for payment is of the essence.
4.3 If the Tour Participant fails to pay any amount by the due date, OE Partners may, without limiting any other rights it may have:
(a) suspend or withhold the provision of Services; and/or
(b) cancel the Tour Participant’s place on the Tour and treat the Registration as cancelled in accordance with the Cancellation Policy.
All payments made by Visa and MasterCard are subject to a 2% surcharge. All payments made by AMEX are subject to a 3% surcharge. This is unfortunately due to the additional Merchant fees OE Partners are charged for processing the payment.
5. TOUR FEE
5.1 If OE Partners does not accept a Registration, any Tour Fee or deposit already paid in respect of that Registration will be refunded.
5.2 Once a Registration has been accepted, the Tour Fee is only refundable as set out in the Cancellation Policy in clause 8.
6. TRAVEL CONDITIONS
6.1 The Tour is subject to all applicable laws, regulations and travel conditions imposed by the Japanese Government, relevant border, health and quarantine authorities, airlines, and any other competent body, as well as any Force Majeure Event or circumstance affecting the viability of the Tour.
6.2 OE Partners may be unable to operate the Tour in the event of a Force Majeure Event or other serious disruption and shall not be liable for any Loss arising from such circumstances, subject to any non-excludable rights under applicable law.
6.3 OE Partners strongly recommends that Tour Participants do not purchase airfares or travel insurance until the Tour has been confirmed by OE Partners. As a general guide, Tours are typically confirmed around 45 days prior to the scheduled start date, but OE Partners reserves the right to cancel or reschedule any Tour at any time. OE Partners is not responsible for, and will not refund, any airfares, insurance premiums or related travel costs under any circumstances.
6.4 The Tour Participant agrees not to pursue OE Partners for any Loss incurred as a result of a Force Majeure Event, change of travel conditions or Tour cancellation beyond the remedies expressly provided in these Terms.
6.5 The Tour Participant is solely responsible for complying with all travel requirements imposed by governments and airlines, including (without limitation) passport, visa, health, customs and quarantine requirements. OE Partners has no liability if the Tour Participant is refused entry to Japan or denied boarding on any flight due to non-compliance with such requirements.
6.6 If a failure to meet pre-departure or entry requirements means the Tour Participant cannot join or complete the Tour, any resulting cancellation will be treated in accordance with the Cancellation Policy
7. TRAVEL INSURANCE
7.1 Tour Participants are strongly advised to hold comprehensive travel insurance that covers the entire period of travel, including the Tour dates and any additional personal travel.
7.2 Such insurance should cover (at a minimum) medical and hospital expenses, personal accident and injury, death, cancellation, evacuation, repatriation, lost or delayed baggage and disruption to travel plans.
7.3 The Tour Participant is solely responsible for arranging and paying for their own travel insurance. OE Partners does not provide travel insurance, does not advise on specific policies, and is not responsible for any Loss arising from inadequate or absent insurance coverage.
8. CANCELLATION
8.1 OE Partners reserves the right to cancel or reschedule a Tour at any time prior to its commencement.
8.2 If OE Partners cancels a confirmed Tour prior to commencement (and does not offer or the participant does not accept a suitable alternative date), the Tour Participant may elect either:
(a) a refund of Tour Fees paid to OE Partners; or
(b) a transfer of their booking to a future OE Partners tour, subject to availability and any price differences.
OE Partners is not responsible for any other Loss including, without limitation, airfares or insurance costs.
8.3 If the Tour Participant cancels their place on the Tour, the following cancellation rules apply (you can adjust these to match your final policy):
More than 35 days before the first Tour day: no cancellation fee charged by OE Partners for the Tour Fee (any separate deposit conditions stated on your Registration Form will apply).
Within 35 days of the first Tour day: a cancellation fee equal to USD $1,020 (or the deposit amount specified on your Registration Form) is payable or will be retained by OE Partners.
8.4 The Tour Participant acknowledges that these cancellation charges are a genuine pre-estimate of the Loss that OE Partners is likely to incur if a booking is cancelled and are therefore reasonable.
8.5 OE Partners accepts no liability for any Loss associated with a Tour Participant’s non-participation in the Tour, changes to travel plans or any other resulting consequences
9. PASSPORT AND VISA REQUIREMENTS
9.1 It is the Tour Participant’s responsibility to ensure they hold a valid passport (generally with at least six months’ validity remaining) and any visas, permits or transit clearances required for their travel to and from Japan.
9.2 Where invitation letters or supporting documents are requested for visa purposes, OE Partners may, at its discretion, provide such documents once the Tour Fee has been paid in full.
9.3 OE Partners cannot guarantee that any visa application will be successful. The decision whether to grant a visa or entry to Japan rests solely with the relevant authorities.
9.4 OE Partners’ staff are not migration agents and do not provide visa advice. Tour Participants are responsible for obtaining their own immigration advice and for all visa-related applications, costs and processes.
10. ITINERARY AND CHANGES TO TRAVEL PLANS
10.1 OE Partners will provide Tour Participants with an Itinerary outlining the proposed schedule and activities before the Tour commences.
10.2 Information on the OE Partners website or in promotional materials is based on prior tours and indicative plans. Actual visits, activities and timing may differ.
10.3 The Itinerary may be changed at any time due to local conditions, availability of host companies or service providers, safety considerations, scheduling constraints or other factors beyond OE Partners’ control.
10.4 OE Partners will use reasonable efforts to keep Tour Participants informed of any material changes to the Itinerary.
11. HEALTH AND SAFETY MEASURES
11.1 Tour Participants must comply with any health, safety or infectious disease prevention measures reasonably required by OE Partners, host facilities, transport providers or relevant authorities during the Tour.
11.2 OE Partners reserves the right to take reasonable action (including excluding a participant from certain activities) where health, safety or welfare considerations justify such action.
12. MEDICATIONS
12.1 Tour Participants are responsible for bringing and managing any personal medications they require during the Tour.
12.2 If a Tour Participant intends to bring medication into Japan, they must ensure compliance with all relevant Japanese regulations (including any restrictions or notification requirements) and obtain advice from the appropriate Japanese authorities if necessary.
12.3 OE Partners representatives are not authorised to provide medical advice or to supply prescription or over-the-counter medication. Where assistance is needed, OE Partners will use reasonable efforts to help the Tour Participant locate appropriate medical services. The Tour Participant indemnifies OE Partners against any Loss arising from medical treatment or medications obtained during the Tour.
13. PERSONAL BELONGINGS
Personal belongings are the sole responsibility of the participant. The OE Partners accepts no responsibility for loss or damage.
14. HOSPITALISATION
14.1 If a Tour Participant requires short-term hospitalisation during the Tour, OE Partners will use reasonable efforts to provide practical support, including assisting with communication and, where appropriate, contacting the Participant’s nominated Contact Person subject to privacy obligations.
14.2 If hospitalisation is prolonged or extends beyond the Tour dates, the Tour Participant (and/or their insurer) will be responsible for managing their ongoing arrangements, including accommodation, transport and medical care.
14.3 All medical and related costs are the sole responsibility of the Tour Participant. Any insurance claims must be handled directly between the Tour Participant and their insurer.
15. PERSONAL NEEDS
15.1 Tour Participants with particular health, dietary, accessibility or religious requirements should notify OE Partners in writing as early as possible, and in any case before final tour confirmation.
15.2 OE Partners will endeavour, together with relevant service providers, to accommodate reasonable personal needs; however, this cannot be guaranteed and may be limited by local conditions, service provider capabilities and the need to balance the experience of the wider group.
15.3 Participants with strict dietary requirements or severe allergies must communicate these needs to OE Partners and directly to food service providers and Tour Program Leaders during the Tour. OE Partners will not be liable for any failure by third-party providers to fully cater to those requirements
16. NO POACHING
The Customer undertakes to not engage, entice away or endeavour to entice away from OE Partners any employee or contractor of OE Partners within 1 year of completing any work carried out unless otherwise agreed in writing by both parties. The Customer acknowledges that the prohibition and restriction contained in this clause are reasonable in the circumstances and necessary to protect the business of OE Partners.
17. PHOTOGRAPHY AND VIDEO
17.1 OE Partners may capture photographs and video footage during the Tour for documentation and promotional purposes.
17.2 Unless a Tour Participant notifies OE Partners in writing prior to the Tour that they do not wish to be included, the Participant is deemed to consent to OE Partners using images or video of them in marketing materials, presentations, social media, publications or other media.
17.3 Tour Participants may be provided with access to selected Tour photos or video for personal use as a record of their experience. These materials remain the intellectual property of OE Partners and may not be used by participants for commercial purposes without OE Partners’ prior written consent.
18. CULTURAL AND POLITICAL CONSIDERATIONS
18.1 OE Partners seeks to create an inclusive, respectful environment for participants from diverse backgrounds. Tour Participants are expected to show respect for other participants, hosts and local customs.
18.2 OE Partners may be required by law or by partner organisations to decline registrations from certain organisations or individuals (for example, those subject to sanctions or restrictions under applicable trade or security laws, or those restricted from entering Japan).
19. CODE OF CONDUCT
19.1 Tour Participants are expected to join the Tour with a genuine interest in learning about Japanese management and operational excellence practices.
19.2 All participants must treat fellow participants, Tour Program Leaders, interpreters, hosts and service providers with courtesy and respect.
19.3 Tour Participants must comply with the laws and regulations of Japan and respect local cultural norms and practices.
19.4 During company visits and site tours, all safety instructions and host rules (including any restrictions on photography or recording) must be strictly followed. OE Partners may remove a participant from specific activities if their behaviour or non-compliance poses a risk to themselves or others.
20. CONFIDENTIALITY AND NON-COMPETE
20.1 Tour Participants acknowledge that materials, methodologies, processes, content and insights shared during the Tour, whether by OE Partners or its partners and host organisations, may be confidential and proprietary (“Confidential Information”).
20.2 Participants agree not to disclose, reproduce, distribute or share such Confidential Information with third parties without OE Partners’ prior written consent, except as reasonably required for their own internal learning and business improvement.
20.3 Participants agree not to use the Confidential Information to design, market or deliver competing Japan-based study tour programs, or substantially similar commercial offerings, for a period of two (2) years from the date of completion of the Tour, whether directly or indirectly.
21. INTELLECTUAL PROPERTY
21.1 All intellectual property rights in Tour materials, presentations, frameworks, tools, photographs, video and other content provided or created by OE Partners (or its partners and host organisations) remain the exclusive property of their respective owners.
21.2 Tour Participants are granted a limited, non-transferable licence to use such materials for their own personal and internal business learning purposes only. They may not reproduce, distribute, commercialise or adapt such materials without prior written consent from OE Partners or the relevant rights holder.
22. CHANGES TO THESE TERMS
22.1 OE Partners may amend these Terms and Conditions from time to time. Any updated version will apply to new Tour registrations from the date it is published or otherwise notified by OE Partners.
22.2 Where a change materially affects existing Tour Participants, OE Partners will notify those Participants in writing and the updated Terms will apply from the date stated in that notice.
23. PRIVACY
23.1 OE Partners will collect, use, store and handle Personal Information in accordance with the Privacy Act 1988 (Cth) and OE Partners’ privacy practices and policies as updated from time to time.
23.2 Participant information may be shared with relevant third parties involved in preparing or delivering the Tour, including but not limited to hotels, transport providers, interpreters and host organisations, to the extent reasonably necessary to operate the Tour and manage safety, logistics and administration.
24. SUITABILITY OF TOUR
24.1 OE Partners does not give any warranty that the Tour is suitable for the individual needs, circumstances or objectives of any particular Tour Participant.
24.2 By agreeing to these Terms, the Tour Participant confirms that they have made their own enquiries and independent assessment as to whether the Tour is appropriate for them and any colleagues or guests they register.
25. GOVERNING LAW AND JURISDICTION
25.1 These Terms are governed by the laws in force in the State of Victoria, Australia (or such other jurisdiction specified by OE Partners in the Registration Form).
25.2 Each party submits to the non-exclusive jurisdiction of the courts of that State and, where applicable, the Federal Court of Australia sitting in that State, in relation to any dispute arising out of or in connection with these Terms or the Tour.
26. LIABILITY AND INDEMNITY
26.1 To the maximum extent permitted by law, OE Partners is not liable for any Loss suffered or incurred by a Tour Participant arising out of or in connection with the Tour, the Itinerary, any change or cancellation, or any third-party services, except to the extent that such liability cannot be excluded under applicable law.
26.2 The Tour Participant indemnifies OE Partners against any Loss suffered or incurred by OE Partners as a result of:
(a) the Tour Participant’s breach of these Terms (including the Code of Conduct); or
(b) the Tour Participant’s unlawful, negligent or wilfully improper acts or omissions during or in connection with the Tour.
27. DISPUTE RESOLUTION
27.1 If a dispute arises in connection with these Terms or the Tour, the Tour Participant must first notify OE Partners in writing, clearly marked “Dispute Notice”, setting out the relevant facts, issues and proposed outcome.
27.2 The parties must then use good-faith efforts to resolve the dispute by negotiation for at least 30 days from the date the Dispute Notice is received, unless they agree in writing to a shorter period.
27.3 If the dispute is not resolved within that period, either party may propose that the matter be referred to mediation or another form of alternative dispute resolution before commencing court or tribunal proceedings (except for urgent interlocutory relief).
27.4 The Tour Participant agrees to keep any dispute and related communications confidential, and not to disclose details of the dispute to the media, social media or the general public, except to its professional advisers or as required by law.
28. ENTIRE AGREEMENT
These terms supersede all prior agreements, arrangements and undertakings between the parties and constitute the entire agreement between the parties in relation to the Services.
29. ACCEPTANCE
By attending the OE Partners Japan Study tour (regardless of the booking process/method) you are accepting the above terms.
