Weather conditions and typhoon paths may change significantly up until shortly before the scheduled date of your stay.

For this reason, cancellation fees will not automatically be waived solely because a typhoon is approaching or bad weather is forecast.

New Sunpia Saitama Ogose will determine the appropriate response based on the latest weather information and local conditions available as the scheduled date approaches.

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Accommodation

If New Sunpia Saitama Ogose is operating as usual and it is considered safe for guests to travel to the property, our standard cancellation policy will apply.

Special Date Change Policy During Severe Weather

If weather warnings, emergency warnings, evacuation information, or other serious weather- or disaster-related advisories are issued in connection with an approaching typhoon or other severe weather event, we may, as a special exception, allow guests to change their reservation once to a new date within 60 days of the original check-in date.

Guests wishing to request a special date change must, in principle, contact New Sunpia Saitama Ogose by 3:00 PM on the day before the scheduled check-in date.

 

Example: If your check-in date is Saturday, you must contact us by 3:00 PM on Friday.

 

However, if a qualifying warning or serious disaster-related advisory is newly issued after 3:00 PM, or if conditions deteriorate rapidly, we will assess the situation and determine the appropriate response based on the circumstances at that time.

 

Ordinary rain forecasts, or forecasts issued several days in advance indicating only that a typhoon may approach the area, do not qualify for this special arrangement.

 

Conditions for Special Date Changes

• A special date change may be made only once.

• The new stay date must be within 60 days of the original check-in date.

• The rescheduled reservation must remain under the name of the original guest and may not be transferred to another person.

• In principle, the number of guests, number of nights, room type, and accommodation plan must remain the same as the original reservation.

• Depending on availability, we may not be able to provide the same room type or accommodation plan. In such cases, guests may select from the dates and options that we are able to offer within the 60-day period.

• If the guest does not wish to accept any of the available alternative dates or arrangements, the cancellation policy applicable to the original reservation will apply.

• If the rate for the rescheduled stay is higher, the guest will be required to pay the difference.

• If the rate for the rescheduled stay is lower, no refund will be provided for the difference.

• Please contact us before cancelling or changing your reservation yourself.

Cancellation After a Special Date Change

Even when a special date change is granted due to severe weather, the cancellation conditions that applied to the original reservation will not be cancelled, reset, or removed.

If the rescheduled reservation is later cancelled, the higher of the following two cancellation fees will apply:

• The cancellation fee that applied at the time the guest requested the original date change

or

• The cancellation fee that applies at the time the rescheduled reservation is cancelled

Example: If a 50% cancellation fee would have applied at the time the original reservation was changed, then a minimum cancellation fee of 50% will still apply if the rescheduled reservation is later cancelled.

Using the special date change arrangement does not reset or eliminate any cancellation fee that had already become applicable.

 

When Cancellation Fees Will Be Waived

Cancellation fees will be waived in the following circumstances:

• New Sunpia Saitama Ogose decides to close the property or suspend accommodation services due to severe weather or a natural disaster.

• A major road providing access to the property is officially closed.

• Access to the property is physically blocked due to flooding, landslides, fallen trees, or similar conditions, and no reasonable alternative route is available.

• An evacuation order, emergency warning, or other serious emergency directly affects the property or surrounding area, and New Sunpia Saitama Ogose determines that it would be difficult to safely receive guests.

Cancellation fees will not automatically be waived solely because a typhoon, heavy rain, strong winds, or other severe weather is forecast.

If the property is operating normally and it remains safe to travel to the property, cancellations made at the guest’s own discretion will, in principle, be subject to the standard cancellation policy.

 

Campsite

As the campsite is an outdoor facility, we will apply more flexible handling during severe weather than we do for indoor accommodation.

If New Sunpia Saitama Ogose determines that it would be unsafe or inappropriate to use the campsite due to a typhoon, heavy rain, strong winds, flooding, or other weather conditions, the cancellation fee for the affected date will be waived.

In principle, this determination will be made based on the latest weather forecast and local conditions available on the day before the scheduled use date.

If we determine that use of the campsite is not appropriate due to severe weather, cancellation fees for affected campsite reservations will be waived under the same criteria.

Cancellation fees will not automatically be waived solely because of light rain or because an uncertain weather or typhoon forecast has been issued several days in advance.

If a guest cancels a campsite reservation at their own discretion before New Sunpia Saitama Ogose has decided to waive cancellation fees due to severe weather, the standard cancellation policy will, in principle, apply.

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Final Determination

New Sunpia Saitama Ogose reserves the right to make the final determination regarding the application of this policy, eligibility for special date changes, cancellation fees, cancellation fee waivers, and any other special arrangements.

All decisions made by New Sunpia Saitama Ogose regarding these matters shall be considered final.