Essential Travel Information

Your ski holiday to Japan

Please find below our simple step-by-step guide to help prepare you for your Ski Independence holiday to Japan. Each part of your journey to Japan is described in order to help you have a successful ski holiday. You’ll find important information on how to check in, baggage allowances and which terminal you depart from as well as top tips from our team of experienced ski experts.

>> Download Essential Travel Information now

Step 1 – Your Travel Documents


You’ll receive a comprehensive pack of Travel Documents from us by 1st Class post around two weeks prior to departure. Please take the time to check your travel documents and inform us immediately if you think anything is missing.

Most of our Travel Document packages will include a personalised letter detailing your flight reference number together with your airline’s baggage allowance, seating policy, and online check-in instructions, plus your resort representative contact(s), a bespoke travel itinerary, vouchers for all ski essentials and baggage tags. Other items might also include: Japan Rail Passes.

Step 2 – Mandatory essentials > what you must have


There are two essential items you must have in place before you can travel to Japan:

  • Passport
  • APIS

Passport > British Citizens need a valid full 10 year passport that should be valid for the duration of your stay (we recommend that you have at least 3 months validity on your passport).

Advance Passenger Information (APIS) > All airlines are required to adhere to the Advance Passenger Information System (APIS), which requires the collection of specific information from every passenger travelling to Japan. This information is required for the purposes of ensuring aviation safety and security. Travellers must supply Advance Passenger Information prior to, or at time of check-in, or they will be unable to travel. It is also important that the information is accurate so that you do not have any delay when you pass through immigration on arrival.

>> Submit your APIS information here

Important information for non-British citizens > It is your responsibility to ensure that you comply with the Japan entry requirements. If you are not a British citizen or are unsure about the visa requirements, for further information contact the Japanese Consulate General on 0207 465 6565 or visit www.uk.emb-japan.go.jp and then click on ‘visa’. Ski Independence cannot answer questions or advise on any immigration issues.

Step 3 – Prepare for travel to Japan > Things to consider


We offer a full range of airport hotels, parking and lounges you can book at all of our UK departure airports. We also have a comprehensive selection of discounted ski essentials (ski lift tickets, snow school lessons and equipment rentals) and activities in all of our featured Japanese resorts. If you haven’t pre-purchased these items and wish to do so prior to departure, please call our ski experts on 0131 243 8097 for current pricing and availability.

Airport hotels, parking, lounges and ski essentials > If you’ve already pre-purchased these items through Ski Independence then a voucher for each item will be included in your Travel Documents package. Each voucher contains specific redemption instructions.

Travel insurance > Please ensure you have comprehensive winter sports insurance cover for Japan. If you need cover we can introduce you to our broker – MPI Brokers. Their policy meets our booking conditions on insurance. MPI Brokers can be contacted on 0845 180 0055 or click here

Money > Credit cards are accepted in Japan, but it remains very much a cash based society. We recommend you take a good supply of local currency. As an extra security measure you may want to inform your card issuer of your travel arrangements.

Step 4 – Baggage allowances and seating policies


Your personalised letter included in your Travel Document package details your airline’s specific baggage allowance and seating policies plus clear instructions on how to check in online.

  • For full information on our British Airways flights to Japan, please click here

Step 5 – Online airline check-in


Online check-in for all airlines opens 24 hours prior to your scheduled flight departure. Your personalised letter details your airline reference(s) and clear instructions on how to check in online. Please see Step 2 for all mandatory travel items you will need in place before checking in online.

Step 6 – Which airport terminal?


Your personalised letter details your airport departure terminal. Due to increased security procedures for all flights it is essential that you arrive at the airport at least 2 hours prior to the scheduled departure time that appears on your Holiday Itinerary enclosed with your Travel Documents. On arrival at the relevant airport terminal, please proceed to the appropriate airline check-in desk to finalise the check-in process and to drop your baggage, then proceed through airport security and finally make way to your departure gate.

Step 7 – Flying to Japan


Expect a flight duration to Tokyo of around 11hrs55mins. Journeys to Sapporo involve a further flight within Japan of around 1hr35mins. All British Citizens will be issued with the appropriate Japan Customs Declaration forms either at check-in or on board the aircraft.

Tokyo and Sapporo are GMT +8 hours.

Step 8 – Arriving in Japan > Immigration and Customs


On arrival in Japan you will be required to pass through Japan Immigration and Customs at your first point of entry. Ensure that you have your passport ready and your Customs Declaration form completed. On clearing Immigration, reclaim your baggage from the relevant baggage carousel (ski and board bags usually arrives at the outsize baggage counter), and then proceed through Japan Customs (you will need to hand over your completed Customs Declaration form at this point).

Step 9 – Arriving in Japan > Connecting flights


If you are connecting to another flight, please follow the instructions of the airline agents – there is normally a ‘connecting passengers’ desk for dropping baggage at. Connecting passengers should then proceed to the gate for their flight.

Step 10 – Arriving in Japan > Getting to resort


If this is your final flight destination, please follow the instructions below for airport to resort transfers:

Resort transfers > for clients with resort transfers, please follow the specific instructions on your Holiday Itinerary enclosed with your Travel Documents.

Japan Rail Passes > for clients with Japan Rail Passes - your voucher and Holiday Itinerary will detail specific redemption instructions. Voucher(s) enclosed need to be exchanged (activated) for passes at any Japan Rail stations.

Step 11 – Arrival in resort > Check in to your accommodation


Your Holiday Itinerary details your accommodation arrangements. On it you will find the hotel name, address, contact number, your room or unit type description and board basis, as well as your hotel confirmation number and any special instructions. Check in usually starts around 4pm for most properties. You will usually need to leave a credit card imprint as a security deposit.

Step 12 – Arrival in resort > Resort representation


Your Ski Independence resort representative contact number(s) appear on your personalised letter.

All of our featured Japan resorts are handled remotely by ‘phone by our UK office. If you have pre-purchased ski lift tickets, equipment rentals, snow school lessons or excursions, then these will either be waiting for you when you check in to your accommodation, or you will have full redemption instructions detailed on your voucher(s). 

Step 13 – Help & assistance en-route and in resort


Emergency contact > We have a senior manager on 24 hour call in the UK who can be contacted during normal UK office hours on +44 131 243 8097, including Saturdays (our office is closed on Sundays). In the event of a genuine emergency out with normal UK office hours, they can be contacted on +44 7788 711373.

Lost baggage > If your baggage is lost en-route – and it does occasionally happen – then before leaving the baggage reclaim area you must go to the airline desk and complete a report. You will be given a copy of the report and a contact procedure to follow to check on the status of your baggage. The airline will normally arrange to deliver the lost items to your holiday accommodation as soon as possible. The airline will normally agree to pay for the hire of ski equipment and clothing until yours is returned. They will also provide funds to purchase essential items such as toiletries. Claims for loss of holiday time and inconvenience will not be considered as the airlines’ Conditions of Carriage prevent such claims. Our resort representatives will help wherever they can with lost baggage tracing, but please bear in mind that they will only have access to the same information as you have yourself. If baggage is damaged ‘in transit’ by the airline or transfer company, you must report it to the supplier immediately and obtain a damage report. Insurers will expect you to pursue a claim against the airline or transfer company before they will admit a claim against your travel insurance

Delays en-route > If you experience a delay, miss a connecting flight or experience anything that you feel may affect your journey, it is extremely important that you contact your Ski Independence resort representative (or Ski Independence UK office if relevant) immediately - this will allow us to alter any onwards transfer arrangements on your behalf and to forewarn your resort accommodation supplier. Be warned - hoteliers may cancel your reservation if you do not turn up on the correct day.

Loss or theft > If you lose or have possessions stolen, you will require a Police report, and if possible, a report from the hotel, condominium or our resort representatives to help substantiate your claim. If personal ski equipment is so badly damaged that you are not bringing it home, you should obtain a report from our resort representatives otherwise your claim could be refused. If you lose, or have money in cash or valuables stolen, you will be expected to produce evidence of purchase or the source of the funds. Insurance companies are increasingly reluctant to pay claims where clients have not taken care of their own possessions. Please therefore use the safe or secure deposit facilities at hotels where provided, lock cars and do not carry unnecessary valuables or amounts of cash. Failure to follow these procedures could invalidate your claim.

Hospitalisation and medical issues > If you have to be admitted to hospital, please inform our resort representative immediately – they are there to help and assist you in any way they can. If you have to be admitted to hospital, you or a friend must immediately contact the emergency number given on your policy. There is a doctor on duty 24 hours a day in the UK who will talk to the doctor who is providing treatment and agree to the treatment, and if necessary, the arrangements for anyone injured to be repatriated. If due to the circumstances of the emergency you cannot make immediate contact, you or a friend must do so at the very first opportunity. Keep all receipts, as these will be required to make a claim when you return home.

Problem solving > the current EC Package Travel Regulations require clients to take steps to minimise any claims by giving us the opportunity to correct any problem as soon as possible. Should you be unhappy with your arrangements, or have any problems during your stay, you have the responsibility to report the matter to the supplier, the hotel or condo management or our resort representative without delay. If having tried to resolve the problem locally you are still unhappy, please call us on +44 131 243 8097, or e-mail us at ski@ski-i.com

Step 14 – Returning home


Online check-in for all airlines opens 24 hours prior to your scheduled flight departure. Your personalised letter details your airline reference(s) and clear instructions on how to check in online. Please see Step 2 for all mandatory travel items you will need in place before checking in online.

Check out time for most properties in Japan is around 10am. Late checkouts can sometimes be arranged locally – please see your hotel front desk.

Our resort representatives will have re-confirmed your resort to airport transfer pickup time (and location) to you. Please be ready at least 15 minutes prior to your scheduled pickup time.

Due to increased security procedures for all flights it is essential that you arrive at the airport at least 2 hours prior to the scheduled departure time that appears on your Holiday Itinerary. On arrival at the relevant airport terminal, please proceed to the appropriate airline check-in desk to finalise the check-in process and to drop your baggage, then proceed through airport security and finally make way to your departure gate.

Step 15 – Feedback


We hope you have a fantastic holiday with Ski Independence. Should you have any questions prior to your departure or any feedback you’d like to give us, please don’t hesitate to contact us on 0131 243 8097 or email ski@ski-i.com

Call on of our Ski Specialists on 0131 243 8097 for further information and advice