Policies & Procedures

The following webpage includes our event policies. To jump directly to a specific policy, simply click on the one you’re interested in.

• Cancellations & Refund Policy
• Ticket Transfer Policy
• Liability Waiver

We understand that circumstances may change, and flexibility is important when it comes to event attendance.

TICKET TRANSFER:
If you purchased a ticket and can no longer attend the event, we first encourage you to transfer your ticket to someone else. Please see TICKET TRANSFER POLICY in the section below. Note: the deadline for ticket transfers is June 13 (2 days before the event).

REFUND POLICY:
Below are the terms and conditions for refunds based on the date of cancellation. In order to ensure the smooth operation of the event, please carefully read and understand this before purchasing any tickets.

Deadlines	Refund Amount (of ticket price)
May 15 or earlier	100% refund*
May 16 – June 7	50% refund*
June 8 or later	0%

REQUIRED PROCEDURE:

• To request a refund, please email tokyoacrofest@gmail.com.
  *Requests by other means are not accepted.
• Write the email subject line as “Ticket Refund Request – Name” (write your own name)
  Example: Ticket Refund Request – Aki Yamada
• Write your preferred refund method (bank transfer, PayPay, etc.) and relevant details
• After receiving your email, please wait 2-3 days for a reply. If you do not receive a reply after 4 days, please contact us again to make sure your request was received.

If you would like to transfer your ticket to someone else, please read the terms and conditions for ticket transfers below. Requests must be completed by June 13 or earlier.

REQUIRED PROCEDURE:

STEP 1:

• To request a ticket transfer, the original ticket holder is required to contact us by email at tokyoacrofest@gmail.com.
  *Requests by other means are not accepted.
• Write the email subject line as “Ticket Transfer Request
• In the email, write the following:
  1) Original ticket holder’s full name (your own name)
  2) New ticket holder’s full name
  3) New ticket holder’s email

STEP 2:

• After Step 1 is completed successfully, the new ticket holder should receive an email with confirmation.
  
  Disclaimer: By completing a ticket transfer, the new ticket holder is required to read and agree to the event policies, including the Refund Policy, Transfer Policy, and Liability Waiver.

SUMMARY OF KEY POINTS:

• Agreement acceptance: By attending Tokyo Acro Fest, you agree to its terms.
• Acknowledgment of risks: You understand the potential risks of the activities at the fest.
• Health confirmation: you confirm you are in good health and able to participate safely.
• Liability waiver: you waive claims against Tokyo Acro Fest, except for cases of misconduct.
• Personal belongings: you are solely responsible for safeguarding your personal belongings during the event. Organizers are not liable for any loss, theft, or damage to your personal belongings.
• Indemnification: the organizers reserve the right to seek compensation from participants who cause damage to rental mats, building equipment, or other property at the event.
• Media consent: I give permission for the organizers to take photos or videos of me and use such media within reasonable limits (e.g., event photo album, event promotion, etc.)

Note: the SUMMARY OF KEY POINTS provided does not replace the terms and conditions in the FULL TERMS AND CONDITIONS below, which takes precedence.

FULL TERMS AND CONDITIONS:

By attending the Tokyo Acro Fest, I affirm that I have carefully read this Agreement and its contents. I agree to the terms of this Agreement and willingly accept all risks associated with attending Tokyo Acro Fest and participating in the Activities. ‘Attending’ includes but is not limited to physically being present at the event venue, engaging in Activities associated with the festival, and utilizing festival facilities or services.

REPRESENTATIONS AND ACKNOWLEDGMENTS
I am aware of the nature of Tokyo Acro Fest and recognize the inherent risks involved in activities such as acrobatics, acroyoga, yoga, Thai massage, and other activities offered during the festival. These risks include, but are not limited to, serious bodily harm, temporary or permanent disability, emotional distress, paralysis, death, or damage to myself, property, or others participants. I affirm that I am in good health and have no physical, emotional, behavioral, or other issues that would hinder my participation in the Activities or pose a safety risk to other participants. I affirm that I have the necessary understanding and experience to assess my ability to participate in the Activities. I understand that it is my responsibility to refrain from participating if I believe I cannot do so safely.

ASSUMPTION OF RISK
I acknowledge that by participating in the Activities, I am agreeing to accept the risks outlined above. My participation is entirely voluntary, and I choose to take part with full awareness of these risks. I willingly accept full responsibility for all associated risks, except as stated otherwise in this Agreement.

RELEASE OF LIABILITY
I (and if applicable, my parent or legal guardian), representing myself and anyone who may inherit my rights, legally release Tokyo Acro Fest, its owners, organizers, and agents (collectively referred to as the “Releasees”) from any claims, losses, damages, costs, or expenses related to my participation in the Activities. I promise not to sue them for any such issues, except in cases of their intentional wrongdoing or gross negligence.

PERSONAL BELONGINGS DISCLAIMER
I (and if applicable, my parent or legal guardian), representing myself and anyone who may inherit my rights, acknowledge and agree that I am solely responsible for safeguarding my personal belongings while attending the event. I understand and accept that the organizers expressly disclaim any liability for loss, theft, or damage to my personal property that may occur during the event.

INDEMNIFICATION
I (and if applicable, my parent or legal guardian) agree to protect Tokyo Acro Fest, its owners, organizers, and agents (the Releasees) from any claims or expenses related to: (a) any breach of this Agreement; and (b) my participation in the Activities. This includes injuries to myself or others, and any damage to property, except in cases of intentional wrongdoing or gross negligence by the Releasees.

USE OF PHOTOS AND VIDEOS (NAME AND LIKENESS)
By attending Tokyo Acro Fest, I agree to allow Tokyo Acro Fest and its representatives to capture photos and videos of me during the event. These photos and videos (referred to as the “Photos”) become the property of Tokyo Acro Fest, which reserves the right to use or publish them for purposes including but not strictly limited to social media, Tokyo Acro Fest website, or other promotional purposes which may include TV, magazines, newspapers, internet, or similar formats. Every reasonable effort will be made to use the Photos ethically and in a responsible manner.