WE CAN’T WAIT TO SEE YOU!

Please read this doc carefully - especially the luggage limits.

We are so excited to spend time with you in Northern Japan. Please take a moment to read through this document in full as it contains important information related to your Ace Camps Travel Trip. The purpose of this document is to help you prepare for your trip.

Your Ace Camps Travel Trip will connect you to an incredible community where you’ll meet and form bonds with many wonderful individuals. Given the small-group nature of Ace Camps Travel Trips, the health, safety, and well being of you, the other guests on your trip, and the local communities are a key priority for us. 

YOUR ACE CAMPS TRAVEL HOST

We want every aspect of your trip to be an amazing experience. To help us do that, you will have the support of an Ace Camps Travel Host who travels with the group. Your Ace Camps Travel Host will be there to make sure your trip runs as smoothly as possible. While they are not a local guide, they will assist you in answering questions you may have along the way.

ON-THE-GROUND COMMUNICATION with WHATSAPP

While on the ground in Japan, we will be using WhatsApp to communicate. Before you arrive in Japan, please make sure you have the most up-to-date version of WhatsApp downloaded, installed, and an account set up and working on your mobile device. Your Tour Host will use Whatsapp to send you daily reminders, updates, and any other important information during the course of your trip. In addition to one-on-one communication with the Tour Host, we’ll be creating a group chat with all registered guests where we will send updates that affect the entire group while on the trip. We encourage everyone to engage on the group chat, as it’s a great place to get to know the rest of your new Ace Camps Travel friends, discuss travel plans and ideas, and share trip photos.

EMERGENCY NUMBERS

In the case of an emergency, the local emergency number to dial is as follows: 110 for Police and 119 for Ambulance and Fire.

ENTRY REQUIREMENTS  

To enter Japan, you will need a passport that is valid for at least 6 months after your departure date and at least 2 blank pages. Each guest is responsible for familiarizing yourself with the entry requirements for Japan. These may vary based on the country you are traveling from. 

Optional but recommended, to fast track your entry procedure you may complete an online customs and arrivals form in advance of your trip. You can create an account on “Visit Japan Web” and register with their Fast Track application. Helpful Tip: This is not an app, it is a website. You will need to complete the forms on your mobile device and have the QR code screen ready to scan and show customs officials.

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ARRIVAL INFORMATION | MAY 17, 2025

Check in time is 3:00pm on May 17 and luggage can be dropped off with the front desk if you arrive earlier than this. All rooms will be preassigned with the full name you have provided us. 

Our arrival hotel is roughly a 5-7 minute walk from the south exit of Sapporo Station. Please plan to arrive by 4:30pm local time on Saturday, May, 17 2025 at our hotel in Sapporo so you have time to get settled before we meet as a group for our Welcome Dinner.

Sapporo Arrival Hotel

Solaria Nishitetsu Hotel Sapporo

〒060-0004 Hokkaido, Sapporo, Chuo Ward, Kita 4 Jonishi, 5 Chome−１−2  

Phone: +81 11-208-5555

Arrival by plane: The closest arrival airport is New Chitose International Airport in Sapporo (airport code CTS).

Airport Ground Transportation and Getting to the Hotel: There are several ways to arrive at our hotel in Sapporo from the airport including by train, bus or taxi. The best way to plan out your ground transport journey is to use Google Maps to help you navigate to the hotel in central Sapporo.

Airport Train: JR New Chitose Airport Train Station is located on floor B1F of the Domestic Terminal Building. You will need to take the JR Airport Rapid Express train to Sapporo station. This train takes roughly 45 minutes.

Arrival by train at Sapporo Station: The closest arrival train station is Sapporo Station. Exit from the South gate and follow the route on google maps to the hotel. It is approximately a 5 minute walk from the station exit. Approximate walking directions from south exit: https://maps.app.goo.gl/Yh6FNdWXJjoRJL656

Airport Bus: There are two different shuttle companies that offer bus service from New Chitose Airport to Sapporo Station - Hokuto Kotsu and Hokkaido Chuo. This bus ride takes roughly 70-90 minutes. The closest arrival airport bus stop to our hotel is Sapporo Station. The exact drop off location may differ based on the bus you choose to take. 

Airport Bus Option 1

Airport Bus Option 2

Arrival by taxi: For guests arriving by taxi or private car, you may provide the following address to your driver:

ソラリア西鉄ホテル札幌 〒060-0004 北海道札幌市中央区北4条西5丁目1番2号 TEL.011-208-5555（代表） Google Map 

Helpful Links:

Learn more about Sapporo Station

Learn more about taking the train from New Chitose Airport to Sapporo Station

Learn more about taking the bus from New Chitose Airport to Sapporo Station

Learn more about New Chitose Airport

WELCOME DINNER | MAY 17, 2025

Once we’re all settled at our hotel in Sapporo, we’ll be hosting a casual meet + greet welcome dinner so you can get to know the group. Please plan to arrive at our hotel no later than 4:30 pm on May 17, 2025, if you want to join the welcome dinner. This will give you enough time to check in and get settled before dinner. We’ll share more specific details about when and where to meet for dinner a few days before the Trip start date. If you arrive later than 5pm and can’t join the welcome dinner, your Ace Camps Travel Host will be in touch with you to make sure you have all the information you need to join the group the next morning.

DEPARTURE INFORMATION | MAY 26, 2025

On the morning of May 26th, together we will leave Lake Towada by bus and travel to Hachinohe Train Station. Our trip ends at Hachinohe Station and from here you can catch a train and choose to travel south to Tokyo, or north or Aomori. 

For guests who plan to travel to Tokyo, we recommend you buy your train ticket in advance when we are in Sapporo. We can help you with your ticket purchase in Sapporo if you need assistance.

We are aiming to arrive at the station around 10:40am. Guests travelling to Tokyo can catch the 11:07am Tokyo bound departure train. This train is scheduled to arrive at Tokyo station at 14:08. If you are travelling north to Aomori, there is a train that departs at 11:27am.

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LUGGAGE

There are luggage limits on this trip. We review your options below.

With the exception of our three nights in Sapporo, we will be moving hotels every night or every other night. We encourage you to bring as little luggage as possible as you will be responsible for moving your luggage every day as needed, from your room, to the bus etc. 

Train travel with luggage: When we reach Hakodate each guest will be responsible for managing their own luggage, walking to the train station (outside), through the train station and getting on and off the train with their own luggage. If you can fit everything you need into carry-on size bags this will make your life the easiest as we will be changing hotels 5 times on this trip, in some locations we will only stay one night, so there will be a lot of packing and unpacking and repacking. 

However if you need a checked size bag, you should consider shipping it between Sapporo and Hirosaki and this means being without your checked bag for two-three nights of the trip. While most days we will have a private bus to move between locations, on the journey from Hakodate to Hirosaki we will take a local train followed by the under sea bullet train to reach Aomori and Hirosaki. If you choose to keep a checked size bag with you for this part of the journey, you will have to be prepared to manage your luggage as we walk to the train station, through the train station and on and off of the train.

While on the train, large luggage will need to be stored in front of your legs reducing your legroom or you will need to be able to lift it over your head onto a storage shelf above. 

If you would like to ship a larger piece of luggage, Rika and I can assist you to do so when we are in Sapporo. Our current recommendation for those shipping bags will be to ship from the hotel in Sapporo to our hotel in Hirosaki. 

For the two-three days you will be without your checked bag, you should plan to have smaller, easy to transport bag/s with clothing and things you will need for those days. 

Each guest has the following luggage limit for daily transport:

1 x suitcase (either carry-on or checked size)

1 x carry-on size bag

Your large bag should not exceed 160cm (63in) for the total length of Height, Depth and Width. No more than one large suitcase for each guest please.

If you have luggage in excess of this you will need to ship your luggage between hotels using a service called Takkyubin (at your own expense). Additionally if you feel handling your luggage on the train will be too much for you to personally manage, you will need to ship your luggage between hotels. 

Luggage can be shipped by the hotel front desk to your future hotel. We can assist you with the process of luggage shipping between hotels if needed. 

GOOD TO KNOW: It can take 24-72 hours to ship luggage between hotels so please plan accordingly as you will be without your shipped luggage during that time. The cost varies by size and distance and usually starts around $20 USD per bag (paid in Yen cash).

General Luggage Notes To Consider When Travelling Around Japan~

When traveling around Japan it is likely that you may take a train or bus. It is important to know that not every train station has accessible escalators or elevators. Even some of the major stations in Tokyo lack elevators, and if they do have them they can be very tricky to find. It’s a good idea to be comfortable carrying your luggage up or down stairs just in case. Many Shinkansen trains now prohibit large suitcases unless you purchase specific tickets with a seat that includes extra luggage space. If you want to ride the train without worry it’s best to ensure your luggage will fit in the overhead compartments or between your legs/on your lap. 

For an easier travel experience on long distance trains + buses, we recommend you use luggage delivery services available throughout the country such as Takkyubin. This is a very common and convenient option if the timing can work for you. Ask your hotel front desk if they can help you organize this. Be sure to allow a couple of days for delivery depending on how far your bags have to travel.

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ABOUT YOUR HOTELS 

We will stay in five different hotels throughout this trip.

May 17 - 20 ~ 3 Nights

Solaria Nishitetsu Hotel Sapporo 〒060-0004 Hokkaido, Sapporo, Chuo Ward, Kita 4 Jonishi, 5 Chome−１−2 | Phone: +81 11-208-5555

Room style: Western Style | City center hotel, located walking distance to Sapporo train station as well as many shops and restaurants.

Laundry onsite: Paid Laundry Service

May 20 - 21 ~ 1 Night

Lake View Toya Nonokaze 29-1 Toyakoonsen, Toyako, Abuta District, Hokkaido 049-5721 | Phone: +81 142-75-2600

Room style: Western Style | Classic western style rooms. Shared rooms are arranged with two hollywood twin beds.

Laundry onsite: Not Available

May 21 - 22  ~ 1 Night

OMO5 Hakodate 24-1 Wakamatsucho, Hakodate, Hokkaido 040-0063 | Phone: +81 50-3134-8095

Room style: Western Style | All guests have a private room at this hotel.

Laundry onsite: Coin Laundry

May 22 - 24  ~ 2 Nights

Asobe no Mori Iwakiso Terasawa-28-29 Hyakuzawa, Hirosaki, Aomori 036-1343 | Phone: +81 172-83-2215

Room style: Japanese Style | Traditional Japanese inn style rooms. Beds at Asobeno Mori are floor futons. As a reminder there are no showers or baths in the bedrooms at this property. Baths and showers are part of the traditional shared onsen hot springs. Bedrooms have a toilet and basin only.

Laundry onsite: Coin Laundry

May 24 - 26  ~ 2 Nights

Towada Hotel  〒018-5511 Akita, Kazuno District, Kosaka, Towadako, 十和田湖西湖畔  Phone: +81 176-75-1122

Room style: Western Style | Classic western style rooms.

Laundry onsite: Not Available

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ALCOHOL

Alcohol is not included with meals. If you would like to have alcohol during your trip, you are welcome to do so and you will be billed for this separately.

ITINERARY DISCLAIMER

We do our best to keep to the itinerary on the Trip Details page of the Ace Camps Travel website. However, sometimes things happen. For example, we may need to make changes to the itinerary due to inclement weather, timetable changes, or circumstances beyond our control. While we do our best to plan ahead and prevent this from happening, it may be unavoidable. It can also happen with little notice, so please bear with us if we have to make modifications to the itinerary on the fly. 

CASH + CREDIT CARDS

While Japan has mostly been a cash based society, a lot of processes have changed in the past couple of years. Credit cards are widely accepted at major hotels, large stores and restaurants. Smaller independent businesses generally prefer cash payment but a lot more of them have started to adopt card payment systems. It is however advisable to carry some YEN with you at all times as not everyone has made the switch. We recommend you bring some YEN with you, either from your home country or at the airport upon arrival. International airports have currency counters just outside of immigration inside of arrival lobbies. You can also obtain YEN via an ATM, either at a bank or certain convenience stores or at Post Office locations.  Foreign currency and travelers checks are not accepted for payment in Japan.

Helpful Tip: Tipping and gratuities are not customary in Japan in restaurants, taxis or for other service providers.

TRAVEL INSURANCE

Travel insurance is required for all guests that includes: trip cancellation/disruption insurance; travel medical insurance; and medical evacuation insurance. Ace Camps Travel does not sell travel insurance. If you have questions, we suggest you discuss concerns about your coverage directly with a local travel insurance provider. Please ensure your emergency contact has all of your insurance details.

WEATHER 

Hokkaido - Average Temperatures: High  20C/68F, Low 10C/50F 

Aomori - Average Temperatures: High 18C/62F,  Low 9C/48F

Spring is a difficult time of year to predict the weather perfectly, but you can hopefully expect days of sunshine, however there is always the possibility of spring rain. Evenings and mornings can still be quite chilly. Plan your clothing + footwear with this in mind.

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HEALTH + SAFETY
Illness (including COVID)

Our goal is for each of our guests to enjoy the amazing trip we’ve put together. To ensure that happens, we make the health and safety of the group as our top priority. Please keep in mind while traveling with a group, you may need to take additional precautions.

In the days leading up to and during your Ace Camps Travel Trip, thoroughly washing your hands, wearing a KN95 mask if you feel ill or if you display symptoms of illness, and keeping a safe distance from others who exhibit signs of illness are small, but impactful, things you can do to keep the trip safe for everyone. Please make sure you bring KN95 masks, hand sanitizer, and a few COVID tests on the trip in case you or those around you start to have symptoms of an illness.

During the trip, if you feel unwell, please alert your Ace Camps Travel Host immediately, wear a mask, and keep a safe distance from others until we know more about your situation. If you exhibit signs of, or test positive for an illness, you should be prepared to follow the advice of local health authorities as well as the Ace Camps Travel Host to ensure the health and safety of the entire group. Depending on the severity of your symptoms, viral nature of your illness, and where we are staying, there may be a need to mask, distance, self isolate, or remove yourself completely from the trip which will be determined by the Ace Camps Travel Host with the best interests of the group health and safety as the main priority.

Per the Ace Camps Travel Terms and Conditions, you are responsible for any additional costs if, due to illness, including COVID, you have to leave a trip early as determined by a health care provider or the Ace Camps Travel Host. This is one of the many reasons we require you to purchase travel insurance.

Medications and Vaccines

You should consult with your doctor and a specialized travel doctor before your departure for any necessary vaccinations and specialty prescriptions. You may want to ask about a wide spectrum antibiotic in case of gastrointestinal or other infections. If you have a medical condition, you should also share your travel plans with your doctor.

We encourage you to travel with medications that can help you if you encounter any health issues. Here are a few common concerns you may want to consider bringing medications for, though what you choose to travel with is up to you and/or you and your doctor

• Nausea, indigestion or an upset stomach

• Motion sickness, if car rides affect you - we have significant bus and train travel

• Diarrhea/Dysentery

• Constipation

• Minor aches and pains

• Minor and severe allergies

• Cold/flu symptoms

• Bug repellant/spray

• Minor cuts and bruises

General Fitness 

To take full advantage of your Ace Camps Travel trip it is best to be in good health. Some of our days will include longer walking tours, periods of standing or sitting.

Water

Tap water is generally safe to consume in Japan. We encourage you to bring a refillable water bottle to use during the trip. Please refrain from buying bottled water and contributing to waste when possible.

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WHAT TO BRING 

Below are some suggestions, based on our experience. While Japan has many of the common resources you’re likely used to at home, specific comforts may be limited or non-existent, so please keep this in mind when you’re planning and packing.

Consider these items:

• PASSPORT (make sure it has at least six months on it) and consider bringing a photocopy and/or extra passport photos. 

• Layering pieces, (example: scarf, shawl, beanies, sweatshirt, sweater, + light jacket) for cool mornings and evenings, with warmer daytime temperatures

• Rain shell or small umbrella (rain showers are always a possibility!)

• Comfortable, supportive walking shoes that are easy to remove and get back on for your walking tours

• Comfortable, supportive walking shoes for our gentle hike Hachiman Tai National Park

• Glasses and/or sunglasses

• Earplugs + eyemask (if you are a light sleeper) 

• Toiletries kit - including your own shampoo, conditioner, and body wash, if you are particular or there are certain brands you prefer to use while traveling

• Sunscreen, sunhat, sunglasses, and lip balm with sunscreen

• A day pack and/or a small-ish bag you can safely carry around each day 

• Travel plug adapters, depending on the country you are traveling from

• Hand sanitizer

• KN95 masks–in an effort to keep our group as safe as possible, you may be asked to wear a mask

• Personal supply of COVID Rapid Tests–you may be asked to take a COVID test at any point during your Ace Camp in an effort to keep our group as safe as possible

Footwear

Please bring comfortable, supportive footwear. This Ace Camps Travel Trip includes considerable walking tours and you may be on your feet for several hours at a time. You may need to remove your shoes at times during this trip to enter certain establishments - often needing to remove and replace your shoes in a standing position. This is a customary practice throughout Japan and wherever you’re required to remove footwear, this is non-negotiable.

Helpful tip: Consider slip on footwear or shoes that are not time consuming to slip on or off easily and keep an extra pair of socks in your daypack if needed.

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CULTURAL CONSIDERATIONS 
Japan is an incredible place with rich history and culture. That said, sometimes it can look and feel very different from other western countries and cultures. Here are a few tips to be mindful of as you travel to Japan.

Onsen Etiquette
Many hotels in Japan have small public baths, often known as onsens. If you are unfamiliar with onsen etiquette you can read more about it HERE.

Dining Etiquette

As a reminder: we are unable to manage culinary allergies or preferences on this trip.

Japanese culture has a rich traditional history and there’s proper etiquette for nearly every occasion. Meals, either formal or informal, are no exception. Some meals may be served seated on the ground or in very low to the ground chairs.

Before you begin eating a meal, it is common to say “itadakimasu” 

(pronounced as = eat-a-duck-I-must) a polite phrase meaning "I graciously receive this food." This expresses gratitude to all who worked to prepare your meal.

After finishing your meal, it is generally good manners to return all your dishes to how they were at the start of the meal. This includes replacing the lids on dishes and putting your chopsticks back on the chopstick rest or in their paper holder. Conclude the meal with the phrase "gochisōsama" (pronounced as = go-chee-so-sama) "thank you for the feast" which includes gratitude not only towards the chefs but also the ingredients consumed. 

Chopstick Etiquette

During your meal, refrain from resting your chopsticks on your bowl, instead use the chopstick rest or fold one with the wrapper they came in. Do not rub your chopsticks together or play with them unnecessarily. Avoid passing food with your chopsticks or sticking them vertically into your food. 

Mottainai Meal Etiquette

Japanese people go out of their way to avoid wasting things. Please keep this in mind when eating plated meals, it is considered rude to waste food or not finish your dish. 

Eating + Drinking on the street

In general, walking and eating or drinking is frowned upon. You’ll see most people carrying their takeout in secure bags to eat later, or finishing their drinks while standing at the vending machine. 

Snack tip!

Convenience stores (known as “Konbini” in Japanese) such as Lawson’s, Family Mart and 7-Eleven are everywhere and worth exploring in Japan. They can offer curious snacks, meal options, simple bento boxes, toiletries and alcohol at reasonable prices.

Helpful Article: 15 unwritten rules you should know before traveling to Japan

Language

You may find that the majority of people in Japan do not speak English. If in need of assistance, the best place to find someone who can speak at least a few words is large city center hotels or train station offices in major cities. We strongly encourage you to learn a few basic words and phrases to help you get around~

Hello = Konichiwa (pronounce koh-nee-chee-wah)

Thank you = Arigato (pronounce ah-ree-gah-toe)

Please = Kudasai (pronounce koo-da-sa-ee)

Yes = Hai (pronounce hi)

No = Iie (pronounce ee-eh)

Excuse me = Sumimasen (pronounce soo-mee-mah-sehn)

Cheers = Kanpai (pronounce kan-pie)

Outside of major centers such as Tokyo and Kyoto, most hotel staff will speak little to no English. Please be patient and use google translate on your phone if you have questions for them.

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GROUP TRAVEL ETIQUETTE

Please remember this is a small-group travel experience. It is important for you to join us with compassion, patience, and respect for everyone you interface with during your Trip. For example, if you asked to meet at a certain time, please be on time to avoid keeping the rest of the group waiting. If you choose to skip any activities or meals, please confirm your absence with the Ace Camps Travel Host directly so we’re not worried about your location or well being. 

SMOKING, ILLEGAL DRUG USE, and ALCOHOL

Ace Camps Travel Trips are 100% smoke free and we do not tolerate any kind of illegal drug use. We require responsible alcohol consumption. Alcohol is not included with meals. If you would like to have alcoholic beverages during your trip, you will need to pay for these separately. 

SOCIAL MEDIA

If you are taking photos and would like to share them as a part of our trip story please tag your posts and/or stories on Instagram with @acecampstravel or hashtag #acecampstravel

MOBILE PHONE USAGE + OTHER HELPFUL APPS

Here are a few other resources you may find helpful when traveling:

Using an ‘e-sim’ app to have data on your phone while you travel (depending on your phone model). There are several companies offering e-sims that can save money instead of roaming through your network provider. Companies like Ubigi or Airalo offer a variety of esim plans for Japan. Note: While e-sims are great, they do take some time to set up and install so be sure to spend some time before you leave your home country setting it up so you can just turn it on once you land (while we love to help where we can, our Tour Hosts aren’t tech support specialists). 

• Help manage jet lag with Timeshifter

• Learn language basics with Duolingo

• Translate words on the go with the Google Translateapp(it’s not always 100% accurate, but it’s very helpful/essential with menus in restaurants where there is no written or spoken english)

THANK YOU AND SEE YOU SOON!

Thank you for taking the time to review this information, we hope these details help with your travel planning and prepare you for your time exploring Japan. If you have questions between now and then, please email us at hello@acecampstravel.com. See you in Sapporo!