The following policy applies to team registrations and related services for KOKUYOSA 2026 (September 19–20, 2026, Lethbridge, Alberta).
1. Scope
This policy covers team registration and related services arranged through KOKUYOSA (hotel and shuttle support, additional participant fees, naruko, meals, and the Rockies tour). Flights and any arrangements you book on your own are not covered — those follow the terms of your own providers.
2. How to cancel
Cancellations and changes to your headcount must be sent by the team representative by email to info@kokuyosa.com. The date we receive your email counts as the cancellation date. Verbal notice or messages on social media are not accepted as formal cancellation.
3. Refund schedule
| Item | Until July 31, 2026 | Aug 1 – Aug 31 | From Sep 1 |
|---|---|---|---|
| Team registration ($100 / team) | Non-refundable | Non-refundable | Non-refundable |
| Additional participant fee ($200 / person, 11th member onward) | 80% refund (20% cancellation fee) | 50% refund | Non-refundable |
| Naruko ($39 / set) | Full refund | Non-refundable *1 | Non-refundable *1 |
| Meals ($120 / person) | Full refund | Full refund | Non-refundable |
| Rockies tour, Sep 21 ($150 / person) | Full refund | 50% refund | Non-refundable |
*1 Naruko that have already been ordered are still yours: pick them up at the venue on festival day, or have them shipped to you (shipping charges collect).
4. Reducing your headcount
The schedule above applies not only to full team cancellations but also to reductions in the number of participants. Refunds are calculated per item on the difference between the number paid for and the new number. (Example: a team going from 15 to 12 members is refunded for 3 people’s additional participant fees.)
5. Substituting members
Swapping one member for another (a name change with no change in headcount) is free of charge until September 10. Because hotel rooming lists must be updated, please let us know as soon as a substitution is decided.
6. No-shows
If you do not attend and have not contacted us, no fees of any kind will be refunded.
7. Cancellation by the organizer
If the organizer cancels the event due to a natural disaster, public-health emergency, government order, or similar circumstances, all fees paid — including team registration — will be refunded in full (less any transfer fees). Flights and extra accommodation booked on your own are not covered. We strongly recommend travel insurance that includes trip-change coverage.
8. Personal circumstances
Non-attendance due to a visa or eTA refusal, illness, injury, or similar reasons follows the schedule in section 3 in principle. Where documentation is available (such as a doctor’s note), we will consider a partial refund of recoverable costs case by case — please contact us first.
9. How refunds are issued
Refunds are issued by the original payment method (or by bank transfer / e-Transfer) within 30 days of the cancellation being confirmed. Transfer fees may be deducted from the refund amount.
10. Changes to this policy
This policy may be revised without notice. The version in effect at the time of your application applies.
Effective date: July 7, 2026
Kaede Cultural Society of Calgary / KOKUYOSA 2026 Organizing Committee
Contact: info@kokuyosa.com