Important Tips for Overseas Travel Agents When Requesting a Japanese Land Operator
With the rapid recovery in demand for inbound tourism to Japan, smooth travel arrangements increasingly depend on timely coordination with local land operators. However, without a good understanding of Japan-specific practices, travel agents may face difficulties in organizing the desired itinerary. This column outlines key points overseas agents should keep in mind when working with Japanese land operators.
1. For Peak Seasons, 4–6 Months in Advance is Ideal!
There are several peak seasons in Japan when both domestic travelers and inbound tourists crowd popular destinations. During these periods, hotel rooms, buses, and guides become extremely difficult to secure.
✅ Peak travel seasons in Japan:
- Cherry Blossom Season: Mid-March to early May (varies by region)
- Golden Week (GW): Around April 27 – May 6 (dates vary slightly each year)
- Summer Vacation / Obon Holidays: Around August 10 – August 18
- Autumn Leaves Season: Early to late November
- New Year Holidays: December 28 – January 4
✅ Chinese national holidays to also watch out for:
- Chinese New Year (Spring Festival): Late January to mid-February
(e.g., Feb 17, 2026) - National Day (Golden Week): October 1 – 7
During these peak times, areas such as Tokyo, Kanagawa (Hakone, Mt. Fuji), Osaka, Kyoto, Kanazawa, and Hiroshima become especially congested.
We highly recommend contacting land operators at least 4 months in advance, and ideally 6 months ahead for secure arrangements.
2. Charter Bus Bookings: 4–6 Months Ahead is Essential
For group travel, arranging chartered buses is crucial.
However, during the pandemic, many bus companies were forced to lay off drivers, and now face a shortage of qualified drivers.
As a result, especially during peak seasons, it’s not uncommon to find that no buses are available at all.
To avoid issues, requests should be made more than 4 months in advance. Since pricing and availability vary depending on the type of bus, number of seats, and route, early inquiry is the key to success.
3. Special Attention Required for Meals – Vegan & Allergy Requests
In Japan, vegan menus are not widely available, and accommodations for religious restrictions (such as halal or kosher) or food allergies are not yet standardized.
Please be sure to discuss dietary needs thoroughly with your land operator. It is important to share:
- Specific food allergies (e.g., shellfish, nuts, dairy)
- Religious restrictions (e.g., no pork or alcohol)
- Vegetarian or vegan requirements
Special arrangements may involve additional costs and time, and not all restaurants can accommodate such requests.
4. Quotations are “Estimates” – Arrangements Begin After Payment
In Japan, land operators typically provide preliminary estimates when initially responding to an inquiry.
Final arrangements for hotels, buses, guides, etc., are made only after official confirmation and payment.
Please note the following:
- Items not included in the quotation may incur additional charges later
- Currency fluctuations may affect the final cost
- Tentative holds (especially for hotels and buses) often have strict time limits
Early confirmation and payment are the most effective ways to ensure smooth arrangements.
Conclusion
Organizing travel in Japan requires early planning and close cooperation with experienced local operators.
For group tours, school trips, or customized itineraries, working with a knowledgeable land operator is key to delivering a successful and memorable trip.
Our team has a strong nationwide network of hotels, buses, guides, and cultural experience providers. We offer detailed coordination and flexible support tailored to each group’s needs.
Please feel free to contact us for any inquiries or requests.