Frequently Asked Questions
What services does The Japan Concierge provide?
The Japan Concierge specialises in designing personalised, bespoke itineraries for discerning travellers seeking an authentic and unique Japanese experience. As a full-service travel agency, we provide comprehensive support, from crafting customised itineraries to arranging flights, accommodations, activities, special events, and transportation.
We offer two distinct service levels: the Bespoke Itinerary and Booking Service, which includes the creation of a tailored itinerary, accommodation arrangements, and optional flight and transfer bookings; and the exclusive Concierge Service, where our dedicated team manages every aspect of your travel, ensuring a seamless and unforgettable journey.
Can The Japan Concierge obtain hard-to-get tickets and reservations?
Yes, through our extensive network, we can access many highly sought-after events. However, these exclusive opportunities are prioritised for our full-service Concierge Service clients. We design these experiences as integral parts of personalised, once-in-a-lifetime itineraries, encompassing premium accommodations and tailored activities.
Why are we called The Japan Concierge?
We provide a white-glove travel service for clients who want assistance with all the complexities of booking a trip to Japan. Our services include arranging airport transfers, booking bullet train tickets, and making reservations at top local restaurants in Tokyo, among other things. We understand that not all clients need this level of service, so we offer a range of service options starting from just finding and booking the best accommodation for your needs.
How does it work?
When you reach out to us, our team will follow up with a few questions via an online form. After receiving your response, we will schedule a face-to-face meeting to discuss some high-level suggestions prepared in advance based on your answers.
During this meeting, we can address any additional needs or requests you may have, as well as your preferred level of service. At this point, we will provide you with a breakdown of our fees for each level of service.
Once we determine the service level you require, we will begin planning your vacation. This process typically takes between 1 to 2 weeks, depending on the specifics of your trip. Following the planning stage, we will present a proposal for you to review and provide feedback. This iterative process may take a few rounds before reaching your complete satisfaction.
Upon your approval of the proposal, we will proceed with making the necessary bookings on your behalf. A 30% deposit will be required at this point to secure the bookings, with the full amount due 60 days before your departure.
What distinguishes The Japan Concierge from online travel agencies or booking platforms?
We specialise in crafting bespoke, comprehensive travel experiences. Unlike online platforms, we provide personalised, in-depth planning, handling every detail from complex logistics to exclusive access, ensuring a seamless and unparalleled journey. Our focus is on delivering authentic, high-end travel, not simply processing bookings
Can The Japan Concierge arrange private, culturally immersive experiences?
Absolutely. We specialise in curating exclusive experiences, such as private tea ceremonies with master practitioners, bespoke culinary journeys with renowned chefs, and access to private cultural events. These experiences are designed to provide an authentic and deeply enriching understanding of Japanese culture.
In which countries does The Japan Concierge operate?
We work with a range of clients from all across the globe. While we operate out of Australia, we service queries from any country, including the United States, Canada, Britain, and Ireland - and closer to home in Singapore and Hong Kong.
Why should I use The Japan Concierge?
We are specialists in all things Japan, with a focus on curating unforgettable travel experiences in the country. Our in-depth knowledge of Japan allows us to provide tailored recommendations based on personal experiences. We've explored and stayed in the very locations we suggest, ensuring that our advice comes from first-hand knowledge. We ensure that our recommendations are based on our understanding of what is important to our clients.
What information should I provide when contacting The Japan Concierge?
To tailor a bespoke trip for you, it helps us to understand your budget, the dates of your trip, the number of travellers, your preferred destination, and any special requests or activities you would like to include.
How long does creating a bespoke itinerary with The Japan Concierge take?
We provide personalised itineraries to suit your travel style and budget, so this varies depending on the complexity of the trip.
We do, however, promise to get back to you within 48 hours of your initial request to schedule a call to introduce ourselves and to get to know you.
What level of accommodation does The Japan Concierge recommend and arrange?
We specialise in arranging stays at Japan's finest luxury hotels, traditional ryokans, and exclusive private residences. Our recommendations are based on meticulous research and personal experience, ensuring exceptional comfort and service.
What happens if I need to cancel or reschedule my trip?
We understand that plans change, which is why we book flexible travel options wherever possible. We also highly recommend taking out travel insurance to protect against any unforeseen events. The Japan Concierge can arrange your travel insurance as part of our bespoke service.
Why work with a specialist rather than booking ourselves?
Japan rewards insider knowledge. The best ryokan rooms, the private kaiseki counter that seats only eight, the temple garden that opens before dawn for a select few - these are not findable on a search engine. We have spent years building relationships with the people who hold the keys to experiences like these, and we use those relationships for you. Beyond the access, we save you an enormous amount of time, take away the stress of navigating a complex destination, and are with you every step of the way if anything needs adjusting.
How are your planning fees calculated?
Fees are based on the length and complexity of your trip - the number of travellers, destinations, and nights, and the proximity of your travel dates to the date of enquiry. We will always be transparent about fees before the planning process begins and will talk through exactly what is included during your consultation call.
Will I get better rates through you than booking direct?
In many cases, yes. As an IATA-accredited agency, we have access to exclusive rates and inventory that is simply not available to the public. For certain properties, we also have preferred partner status, which can unlock room upgrades, early check-in, and other perks. The real value, though, is in the quality of the experience we put together - not just in the numbers.
How far in advance should I get in touch?
For most trips, we recommend starting four to six months ahead of your travel dates. For travel during cherry blossom season (late March to mid-April), autumn foliage season (November), or Golden Week (late April to early May), earlier is strongly advised - ideally six to twelve months. Some of Japan's most celebrated accommodation books out well in advance, and we want to be able to secure the best options for you.
I have already booked my flights. Can you still help?
Absolutely. While we offer full-service trip planning as our primary focus, we can work around existing bookings and assist with itinerary design, accommodation, and experiences. Just let us know what you have in place and we will work from there.
I need to travel soon - can you still help?
We can, and we will do everything in our power to pull together something wonderful - but we do want to be honest about what planning at short notice involves. Japan is a destination where the very best accommodation and experiences book out well in advance, and working within a compressed timeframe means some options that would otherwise be available to you may no longer be accessible. For travel taking place within 30 days of engagement, a fast-track premium of 50% applies to our service fees for both the Bespoke Itinerary and Booking Service and the Concierge Service. This reflects the significant additional effort and urgency involved in securing quality bookings at short notice. We will always be transparent about this before you commit to anything.
Can I book some accommodation myself, or use hotel points?
In some cases - but this needs to be discussed and agreed with us before the design process begins. When we arrange accommodation on your behalf, we receive a commission from the property. This is standard industry practice and does not affect your rate in any way. This arrangement also helps keep our planning fees as competitive as possible. We understand that loyalty programmes are genuinely valuable, and we are not in the business of asking you to forgo benefits that are yours to use. If you would like to use points or book certain properties independently, please raise this during your consultation and we will agree on how to structure things from the outset. The one thing we do ask is that this conversation happens upfront. If a property is recommended as part of your itinerary and then booked independently without prior agreement, we will unfortunately need to end the engagement and any fees paid will be forfeited. We mention this not to be inflexible, but because transparency at the start of the process is the best way to protect the relationship and ensure we can give your trip the full attention it deserves.
Do you work with Airbnb or Vrbo properties?
We do not. Japan has a wonderful range of accommodation, from world-class luxury hotels to exquisite traditional ryokan, and we only work with vetted properties whose quality and service we can personally stand behind. If you are looking for villa or apartment-style accommodation for a group, we can source excellent options through our trusted supplier network.