For trade partners
Quotation & contract policy.
Fee structure, payment terms, cancellation policy and documentation requirements for all agent partners working with Vb DMC.
Quotation policy
Complimentary first quote. Vb DMC provides one complimentary quotation per request, across all six destinations. Any subsequent quotation requests — including modifications or revised versions — will require a non-refundable contract fee.
Quotation validity. All quotations are valid for 4 days from the date of issue. Final pricing is subject to service availability at the time of booking.
Remittance charge. A fixed charge of JPY 6,500 per transaction applies on all remittances.
Contract fee
A USD 100 contract fee applies, deducted from the final invoice on confirmation and non-refundable if the project does not proceed. For example: if the total service fee is USD 2,000 and the USD 100 contract fee is already paid, the remaining balance due on confirmation is USD 1,900.
The fee covers the time, expertise and effort invested in customising your itinerary and managing supplier communication on your behalf — it is fully credited against the final invoice on confirmation.
FOC policy — group bookings only
| Paying adults | FOC allocation | Room type |
|---|---|---|
| Every 20 paying adults | 1 FOC | Single-share room |
| Every 40 paying adults | 2 FOC | Twin-share room |
Payment terms
30% advance deposit due within 3 working days of confirmation. Cash payments are not accepted — please request an invoice or bank details.
100% full payment must be received at least 45 days before the departure date.
Late bookings. For bookings confirmed within 45 days of departure, 100% payment is due immediately upon confirmation.
Post-booking changes & service fees
Amendment fee. Once confirmation vouchers have been issued, any modifications to the booking will incur a service fee of JPY 8,000 / USD 50 per transaction.
Overtime — Japan ground services. Each additional hour beyond the agreed itinerary is charged at JPY 12,000 / USD 70 for the guide and JPY 16,000 / USD 100 for the vehicle, up to 2 extra hours per day, unless otherwise specified.
Cancellation policy
| Notice period before travel | Cancellation fee |
|---|---|
| 45 days or more | 20% of total tour cost |
| 22 to 44 days | 50% of total tour cost |
| 21 days or fewer | 100% of total tour cost |
Documentation required for booking
- Passport — first page copy
- Flight booking confirmation
- Hotel booking details
- Visa copy — if required
- Tax number — if required
General terms & conditions
Pricing & availability. Quoted costs are for reference only. No bookings are made until confirmed in writing. All rates are subject to availability; hotels quoted are subject to availability — if unavailable, an equivalent-grade property will be booked. Prices may change due to currency fluctuations or statutory increases; where this affects a confirmed booking, Vb DMC will notify the partner in writing, who may absorb the increase or cancel subject to the cancellation policy above.
Net rates. All costs are net and non-commissionable. Any changes to the itinerary will result in a revised quotation. Bank charges are to be borne by the remitter.
Itinerary changes. Itineraries may be altered due to unforeseen circumstances such as adverse weather or heavy traffic. No refunds will be provided in such cases. Requested changes are subject to availability and may incur additional charges.
Exclusions. City taxes, personal expenses, additional luggage fees and entrance fees (unless specified in the package) are not included. Extra services requested outside the agreed package are charged separately.
After departure. After the tour has commenced, all unused tickets and services are non-refundable unless otherwise specified. Vb DMC is not liable for delays, losses, accidents or unforeseen circumstances beyond its control. Travellers must hold valid travel insurance covering medical expenses, trip cancellations and personal losses.
Governing law. This agreement is governed by the laws of New Zealand. Any disputes arising shall be subject to the exclusive jurisdiction of the courts in Auckland, New Zealand.
Business registration
VB2010 Group Limited, registered in New Zealand, trading as Vb DMC and
vbjapandmc.com.
NZBN 9429045892981 · Company Number 6201968
GST / IRD Number 121-826-852
Registered office: 17 Landon Avenue, Mangere East, Auckland 2024, New Zealand
Payment instructions
Wire transfers only — cash payments are not accepted. Please select the account matching your payment currency. All bank charges are to be borne by the remitter.
| Currency | Account | Bank | SWIFT |
|---|---|---|---|
| USD | 280625USD00001 | ANZ Bank New Zealand Limited | ANZBNZ22 |
| JPY | 280625JPY00001 | ANZ Bank New Zealand Limited | ANZBNZ22 |
| NZD | 01-0183-0936230-00 | ANZ Bank New Zealand Limited | ANZBNZ22 |
Account name: VB2010 Group Limited, T/A Vb DMC. Branch: 26 Birkenhead
Avenue, Auckland 0626, New Zealand.
Wise: vb2010grouplimited — accepts USD, JPY, AUD, CAD
and other major currencies.
Always confirm account details with us by phone before remitting, using the number on our contact page rather than one quoted in an email. We never change our bank details by email.
Tax compliance
Vb DMC may charge GST where applicable and will issue compliant tax invoices. Vb DMC does not assume responsibility for the partner’s own tax obligations, including any GST on the partner’s onward sale to end-customers, or local taxes payable by the partner or traveller. The travel agent partner is responsible for ensuring compliance with all applicable tax laws — we recommend consulting a qualified tax professional for guidance specific to your circumstances.
By submitting a booking, the agent partner and travellers confirm acceptance of all terms and conditions above, and agree to comply with all applicable local travel regulations.