This Service Agreement (the "Agreement") is made and entered into on this ____ day of ______, 20___, by and between:
The Organizer[Full Legal Name or Company Name]
[Address in Japan / Business Registration if applicable]
(hereinafter referred to as "The Organizer")
AND
The Participant[Participant's Full Legal Name]
[Participant's Address]
[Participant's Email Address]
[Participant's Phone Number]
(hereinafter referred to as "The Participant")
The Organizer and The Participant are collectively referred to as "The Parties" and individually as "The Party."
WHEREAS, The Organizer offers a specialized ultra-running camp service in Okinawa, Japan, designed to guide experienced road marathoners through their first ultra-marathon distance on public roads; and WHEREAS, The Participant desires to engage The Organizer to provide such services for a specified period; NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, The Parties agree as follows:
The Organizer agrees to provide The Participant with an ultra-running camp experience (the "Camp") focused on road ultra-running in Okinawa, Japan. The Camp is a 7-night / 8-day program designed to prepare and support The Participant in completing their first 100 km road ultra-marathon. The Camp will take place in and around Hamahiga Island, Okinawa, Japan, with the culminating 100 km run conducted in the Yanbaru region. A detailed itinerary outlining the daily schedule, training plan, and activities will be provided to The Participant prior to the Camp commencement and may be subject to minor adjustments based on weather or other operational considerations.
The Camp for The Participant shall commence on [Start Date of Camp] and conclude on [End Date of Camp]. This represents a total duration of seven (7) nights and eight (8) days.
3.1. Camp Fees
The fee for The Participant's enrollment in the Camp is as follows:
a. Group package (3–5 people, min. 3 runners): EUR 2,700 per runner.
b. Triple package (exactly 3 runners): EUR 3,000 per runner.
c. Individual package (1–2 runners, private house): EUR 3,500 per runner.
3.2. Companion Fee (Optional)
If The Participant brings one (1) non-running companion to share the accommodation, an additional fee of EUR 300 will apply. This companion fee covers accommodation only and explicitly excludes any transport services, the farewell dinner, coaching, or other camp services provided to The Participant.
3.3. Payment Schedule
a. First Installment: A non-refundable deposit of twenty percent (20%) of the total Camp Fee is due at the time of booking confirmation.
b. Second Installment: The remaining eighty percent (80%) of the total Camp Fee is due sixty (60) days prior to the Camp start date.
c. Failure to make the Second Installment payment by the due date may result in the cancellation of The Participant's booking, with forfeiture of the First Installment.
3.4. Currency
All fees are stated and payable in Euros (EUR).
The Camp Fee includes the following for The Participant:
a. Accommodation: Six (6) nights in a private room within a fully furnished house on Hamahiga Island, with access to cooking, laundry, toilet, and bathing facilities, located approximately 2 minutes from the beach.
b. Bed linen & towels: Provided for the duration of the stay. They are not replaced during the camp. A washing machine is available for participants' use as needed. There is no dishwasher.
c. Waste separation: Japan enforces strict rules on waste separation (burnables, plastics, glass, cans). All participants must comply without exception. The Organizer will provide instructions on arrival.
d. Departure condition: The house must be left in a clean and tidy condition on departure day. Basic cleaning is expected from all participants.
e. Damage: Any damage caused to the accommodation or its contents by a participant is that participant's sole financial responsibility and must be compensated in full.
f. Meals: One (1) farewell dinner on the final evening of camp.
g. Connectivity: High-speed internet connection at the accommodation.
h. Local Transport: All local ground transportation within Okinawa for Camp-related activities, including airport transfers, running, sightseeing, shopping, and dining. All transport will be organized as a group; individual transfers are not provided.
i. Coaching & Support: Professional running training, coaching, detailed training organization, continuous counseling and guiding, and direct running support, including car support during the 100 km ultra-run.
j. Interpretation: Easy interpreting assistance for local interactions.
The Camp Fee expressly excludes the following, which are the sole responsibility of The Participant:
a. Travel to/from Naha International Airport (international or domestic flights).
b. Health insurance (mandatory for participation).
c. All other meals, snacks, and beverages not explicitly listed as included.
d. Entrance fees to attractions not explicitly listed as included.
e. Any personal expenses or discretionary purchases.
The Participant agrees to fulfill the following:
a. Be at least eighteen (18) years of age at the time of the Camp.
b. Have successfully completed at least one (1) road marathon in under five (5) hours.
c. Provide proof of valid, comprehensive medical insurance covering international travel and strenuous athletic activities, prior to the Camp start date.
d. Possess and bring complete and appropriate running equipment suitable for ultra-distance road running in Okinawa's climate.
e. Bring any required special food or drink items.
f. Possess a GPS-enabled device for navigation and be proficient in its use.
g. Possess a working mobile phone with sufficient data (e.g., eSIM) for emergency purposes.
h. Adhere to all rules, regulations, and instructions provided by The Organizer and its staff throughout the Camp.
i. Review, understand, and sign The Organizer's separate "Waiver of Liability and Indemnification Agreement" as a prerequisite for participation.
7.1. Cancellation by Participant
a. More than sixty (60) days prior to Camp start date: 70% of the total Camp Fee (excluding the non-refundable deposit) will be refunded.
b. Between forty-five (45) and sixty (60) days prior to Camp start date: 50% of the total Camp Fee (excluding the non-refundable deposit) will be refunded.
c. Less than forty-five (45) days prior to Camp start date: No refund will be issued.
d. The initial twenty percent (20%) deposit is non-refundable in all cancellation scenarios.
7.2. Transfer of Participation
The Participant may freely transfer their participation to another eligible person at no additional cost, provided The Organizer is notified in writing at least fourteen (14) days prior to the Camp start date, and the new participant meets all eligibility requirements and signs all necessary agreements.
In the event that The Organizer is forced to cancel the Camp due to circumstances beyond its reasonable control — including but not limited to natural disasters (e.g., typhoons, earthquakes), acts of government, epidemic, war, or other events of force majeure — The Organizer shall notify The Participant promptly. In such cases, The Organizer shall not be liable for any refunds, damages, or costs incurred by The Participant. The Organizer may, at its sole discretion, offer credit for future camps or alternative arrangements.
9.1. The Organizer represents that it will provide the services described herein with reasonable care and skill.
9.2. The Participant represents and warrants that they are in good physical and mental condition, have no known medical conditions that would prevent their participation, and have the legal capacity to enter into this Agreement.
The Participant acknowledges that participation in the Camp involves inherent risks, as fully described in the separate "Waiver of Liability and Indemnification Agreement," which The Participant must sign. The Organizer's liability shall be limited to the fullest extent permitted by law, as set forth in that separate document.
This Agreement shall be governed by and construed in accordance with the laws of Japan. The Parties agree to submit to the exclusive jurisdiction of the courts located in Okinawa, Japan, for the resolution of any disputes arising under or in connection with this Agreement.
This Agreement, together with the attached itinerary and the separately signed "Waiver of Liability and Indemnification Agreement," constitutes the entire agreement between The Parties and supersedes all prior discussions, negotiations, and agreements, whether oral or written.
Any amendment or modification to this Agreement must be in writing and signed by both The Organizer and The Participant.
14.1. Coach substitution
The Organizer reserves the right to substitute the lead coach with a qualified alternative coach for some or all sessions due to unforeseen circumstances including illness, injury, or emergencies. The Organizer will make all reasonable efforts to ensure continuity and quality of coaching and will notify The Participant as promptly as possible of any such change. No refund or reduction in fees will be due solely on account of coach substitution, provided the replacement coach is suitably qualified.
14.2. Accommodation changes
The Organizer reserves the right to change the designated accommodation to an alternative property of equivalent or higher quality if required due to unforeseen circumstances. The Organizer will notify The Participant of any such change as promptly as possible. No refund or reduction in fees will be due where alternative accommodation of equivalent or higher standard is provided.
14.3. Route and schedule modifications
The Organizer reserves the right to modify the ultra route, daily running schedule, or programme activities due to weather conditions, road safety, government restrictions, or other operational considerations beyond its control. The Organizer will endeavour to provide a programme of equivalent content and quality in any such event.
14.4. Minimum participant numbers
If a camp does not reach the minimum required number of participants, The Organizer reserves the right to cancel or reschedule the camp. In such cases, The Participant will be offered a full refund of all fees paid, or the option to transfer to an alternative camp date at no additional cost.
14.5. Medical fitness
The Participant is solely responsible for ensuring their own medical fitness to participate. The Organizer strongly recommends that The Participant consult a qualified medical professional prior to the Camp. The Organizer accepts no liability for any health issues arising from participation.
By signing this Agreement, The Participant grants The Organizer a non-exclusive, royalty-free, worldwide licence to photograph and/or video record The Participant during the Camp and to use such images and footage for promotional and marketing purposes, including but not limited to the Organizer's website, social media channels, print materials, and advertising.
The Participant understands that such materials may be published publicly and may remain publicly accessible for an indefinite period. The Organizer will not sell images of The Participant to third parties.
The Participant may withdraw this consent at any time by notifying The Organizer in writing. Upon receipt of such notice, The Organizer will make reasonable efforts to remove identifiable images of The Participant from future publications and, where practicable, from existing publicly accessible materials. The Organizer cannot guarantee removal of content that has already been shared or republished by third parties.
The Participant is welcome to photograph and share their own experience from the Camp on personal social media channels. The Participant agrees not to post content that is defamatory, misleading, or damaging to The Organizer's reputation.
All content on the Organizer's website, marketing materials, and camp documentation — including text, photographs, video, routes, training plans, and programme design — is the intellectual property of The Organizer and is protected by applicable copyright law. The Participant may not reproduce, distribute, or commercially exploit any such content without the prior written consent of The Organizer.
Full Legal Name / Authorized Representative
Title (e.g., Camp Director)
Date
Full Legal Name (printed)
Signature
Date