Field School Policies

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Please read these policies carefully before registering. They cover payment, cancellations, participation, safety, insurance, and other important responsibilities connected with the IPI Field School.
By completing the registration form and required agreement checkboxes, participants confirm that they have read and accepted these policies.

Program Fee and Registration

The total program fee is US$2,000 per participant.
US$500 non-refundable deposit reserves one place.

The remaining US$1,500 balance must be received in full by October 10, 2026.
A participant’s place is reserved after the registration form has been completed and the required payment has been successfully processed.

Registrations are accepted in the order payment is received, up to the maximum of 10 participants.
If the remaining balance is not received by October 10, 2026, the registration will be considered cancelled. The participant’s place may be released, and the US$500 deposit will NOT be refunded.

What the Program Fee Includes

The US$2,000 program fee includes:

• The complete five-day Field School

• Private-room accommodation at a family-run mountain ryokan (Friends, couples or family members registering together will be accommodated together in a shared room. Participants aged 12–17 will share a room with their accompanying parent or legal guardian.)

• All meals and snacks during the program

• Non-alcoholic beverages

• Workshops and tuition

• Workshop materials and class tools

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Flights, travel to and from Fujino, required travel and medical insurance, separately arranged accommodation, and personal purchases are not included.

Cancellation by a Participant

The US$500 deposit is non-refundable.
If a participant cancels before October 10, 2026, any program fees paid beyond the US$500 deposit will be refunded.
For cancellations made on or after October 10, 2026, all payments are non-refundable.
This cancellation policy applies regardless of the reason for cancellation.

 

Personal circumstances, illness or injury, passport or visa issues, flight delays or cancellations, and weather or other travel disruptions do not create an exception to the policy when the Field School is still taking place.

Participants are strongly encouraged to purchase insurance as soon as they register. Insurance coverage and reimbursement are determined solely by the participant’s insurance provider. International Potato Institute cannot guarantee that any particular expense, event, or cancellation will be covered.

Cancellation by IPI

A minimum of three participants is required for the Field School to take place.
If International Potato Institute cancels the Field School, including because the minimum number of participants is not reached, all program fees paid to IPI—including the deposit—will be refunded in full.
IPI cannot reimburse flights, travel to and from Fujino, insurance, separately booked accommodation, or other personal travel expenses. Participants should therefore avoid making non-refundable travel arrangements without appropriate insurance.

Program Changes

The order, timing, location, practitioner, or content of an activity may need to change because of weather, safety considerations, local conditions, or practitioner availability.

A reasonable adjustment to the schedule or substitution of an activity does not constitute cancellation of the Field School and does not provide an automatic right to a refund.
If IPI cancels the complete Field School, the cancellation terms will apply.

Full-Program Participation

Registration is for the complete five-day Field School, November 10–14, 2026.
The program is designed as a connected experience involving workshops, meals, walks, conversations, and shared activities across all five days. Participants should plan to take part in the complete program.

Age Requirements

The Field School is designed for participants aged 12 and older.
We’re unable to accommodate children under 12, including as accompanying guests.
Participants aged 12–17 are welcome when attending with a parent or legal guardian and will share a room with their accompanying parent or legal guardian.

Activities and Safety

The Field School includes full days of hands-on craft and cooking workshops, open-fire cooking, walking on uneven rural terrain, and hiking on mountain trails.
Participants must follow the safety guidance provided by IPI, instructors, local practitioners, accommodation staff, and guides throughout the program.

Participants should bring sturdy walking or hiking shoes and clothing suitable for hands-on activities, time outdoors, and rural and mountain conditions.

More detailed preparation and packing information will be shared with registered participants before the program.

Travel and Medical Insurance

All participants must arrange appropriate travel and medical insurance before attending.
Participants are responsible for confirming their coverage directly with their insurance provider.

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Coverage should include, where available and appropriate:

• Medical treatment and emergencies

• Emergency evacuation

• Trip cancellation or interruption

• Flight delays and cancellations

• Weather-related travel disruption

• Lost or damaged personal belongings

• Personal liability

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Participants should make sure their policy covers Japan and the activities included in their travel plans.

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IPI cannot determine whether an individual insurance policy provides adequate coverage and cannot guarantee that an insurer will approve a claim.

Health, Dietary and Accessibility Information

Participants should contact IPI before registering if they have a dietary requirement, serious allergy, accessibility concern, or other circumstance that may affect their safe participation.
Vegetarian options can generally be accommodated. Strict vegan, gluten-free, medically restricted diets, and serious allergies may be more difficult to accommodate throughout the complete program.

A member of the IPI team will discuss the participant’s needs and confirm whether they can be accommodated safely and appropriately. Accommodation of a particular requirement should not be assumed unless IPI has confirmed it directly.
Please do not submit detailed medical histories or medical records through the booking form, informal email, or social-media messages. IPI will request only the information reasonably necessary to review participation needs and administer the program.

 

Questions

Questions about these policies or the Field School may be sent to:
contact@internationalpotatoinstitute.com

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