How to book and stay

How to book our rental property

Best Rate Guaranteed

We guarantee that the rates offered on Black Bear Properties’s official website are the “lowest” available.

  • 1

    Please find and select your property from the property page. You can view the available properties by selecting “Book Now” and inputting the dates and number of guests . You can also search the availability of each property  on the individual property pages.

  • 2

    Select a property, input your dates and number of guests, and click on “Book”.

  • 3

    If you want to book any add-on options, please select them and add them to your booking.

  • 4

    Enter guest details.

  • 5

    Please check the total price, and proceed to your deposit payment for the booking. Please note that your booking will not be secured until your deposit payment is made. (for green season bookings, deposit payment is not required, your booking will be secured with the registration of your credit card details.)

  • 6
    You will receive a booking confirmation email from our system. If you do not receive this email, please contact us.
  • 7

    Our staff will be in contact with you via e-mail about your stay to offer information about the check-in procedure, and our staff’s recommended activities/programs and local information. Let us know what we can help you with to maximize your holiday experience in Hakuba.

How to stay in our rental property

Check-in: 15:00pm〜

Please inform us with your arrival plans at the latest by noon (12:00pm) on the day before your arrival.

Since COVID, we have started offering our customers self check-in, and if this is OK with you, please inform us with your arrival time, and come straight to the house. We will have the house ready for you accordingly.
If you need assisted check-in, or if you are not coming by car, please us know. We offer complementary pick up service from the Hakuba Train Station or the Happo Bus Terminal (If you need pick up from a different place in Hakuba, please try asking us.). Please check out the details below.

For guests coming from overseas, in winter, we recommend you to be served with our assisted check-in offered in English/Japanese, so that we can support you more with your stay in Hakuba and offer you more information about Hakuba’s best winter details.

※If you are arriving after our operating hours (20:00pm), please inquire.

Your steps for check-in

【Assisted check-in procedure】

  1. We will meet you at the house or the pick up location for check-in at your informed arrival time.
  2. We will be collecting all the balance payments either in cash or credit card (5% surcharge).
  3. We will be asking you to fill out the check-in documents.
    The documents that you will need to fill in are…
    ●Check-in registration form：
    We are required by the Japanese law to collect guest information including the name, occupation and home address of everyone staying at the property.
    We do advice you to register your details from this online form or download this file and fill this out before your arrival and send it to us by e-mail (bbp@thebearsjapan.com) or bring it with you, especially if you are traveling with a big group, to save you time at check-in. ※For those that do not have an address in Japan, we will also need to collect the nationality and the passport number. We will be needing your passport photos too, so please have them ready with you at check-in for us to take a photo or send them to us by email.
    ●Damage Security Pre-authorization Form:
    To cover the cost of any damage to the property during your stay, you will be required to sign a credit card pre-authorization form that includes offering us your credit card information (This will not apply to customers that have booked through Airbnb). If you register your details for the check-in registration form from the online form above and authorized about the damage security, we will send you an email with a secure link to register your credit card details.
  4. We will be giving you the keys and the option items that you pre-ordered.
  5. We will be offering useful information about Hakuba, and will be giving you a quick guide through the house.

【Self check-in procedure】

  1. We will unlock the door of the property at your informed arrival time, so please come directly to the property. For the location (address/map) of the property, please check each property’s page or the Google MAP. We have free parking spaces at the house (please confirm number of spaces if you have more than one car).
  2. Please let us know when you arrive at the house.
    If you have any concerns or questions, please call us, but otherwise one quick e-mail is fine.
  3. We will prepare all the necessary documents, keys, and option items that you pre-ordered at the property. Please make sure you read through the instructions and fill in the documents printed and ready for you at the house. (All payments need to be pre-paid online for self check-in.)
    The documents that you will need to fill in are the same as above explained in the “Assisted check-in procedure”.
  4. If you fill in the printed documents, please bring the filled out documents and post them in the post box of our office on the day of your arrival or by 18pm on the next day.

This is it for your check-in, and you are ready to GO!!! Please make yourselves at home, and enjoy your times with your family and friends!!!!!

Check out: 〜10:00am

Please inform us with your check-out time at the latest by noon (12:00pm) on the day before your departure.

In case of any damage to the house, or lost property or any other concerns you may have, please let us know. And please note that you will be charged for the actual expense of the dishes, electrical appliances, and other equipments and facilities. (We will contact you before charging you anything, and we will shred and discard the damage security pre-authorization form after the property check, so please do not worry.)

Please make sure the property is left tidy prior to your check-out. All cutlery, crockery kitchenware etc should be washed and put away and all the garbage from the rooms should be collected and separated in garbage bags (If the garbage bags do not fit in the outside container, please leave them inside the front door so that the wild animals will not make a mess. Also please flatten the cardboard boxes if there are any). A fee will be charged if additional cleaning is required.

Since COVID, we have also started offering our customers self check-out. For self check-out, please leave the keys on the dining room table in the living room/dining room. Please give us a call or message us when you leave the property (if there are any concerns or questions, please give us a call), and have a safe trip back home. We will check the property after you have left, and will give you a call if there are any concerns.

For assisted check-out, we will arrange to meet you at the house and after a quick check of the property, we’ll have you on your way. We offer complementary drop off service to the Hakuba Train Station or the Happo Bus Terminal too, so if you are not here by car, please check out the details below.

※If you are departing before our operating hours (before 8:00am), please inquire.

Contact details during your stay

Please give us a call at our office (+81261850850)or to the contact number noted on the documents at the property. Or e-mail us.

Operating hours are from 8:00am – 20:00pm.

Complimentary pick up/drop off service

For customers that are not coming by car, we offer complementary pick up service from the Hakuba Train Station or the Happo Bus Terminal. (If you need pick up from a different place in Hakuba, please try asking us.)
Just let us know
 – which bus or train you will be taking
 – the number of guests arriving at that time
 – the amount of luggage you have with you
and our staff will meet you to take you to the property for check-in.

Complimentary drop-off service to the Hakuba Train Station or the Happo Bus Terminal is offered at check-out too.

However, please note that this will be offered on a first-come first-served basis and this needs to be arranged at the latest by noon (12:00pm) on the day before your arrival or departure. Also, this service is offered at check-in/check-out only during our check-in/check-out hours (15:00-20:00pm/8:00-10:00am), and it will be only one pick up/drop off per booking, plus we may have to do several runs per check-in/check-out depending on the number of guests and the amount of luggage you have.

Luggage transfer

You can send your luggage via the “TA-Q-BIN” service in Japan. Please refer to the below for details.
http://www.global-yamato.com/en/hands-free-travel/
Please send your luggage to our office, and our staff will have them ready for you at the house on your arrival.

Office Address

The Bears Japan K.K.
24192-12 Kamishiro, Hakuba-mura, Kitaazumi-gun
Nagano-ken 399-9211, Japan
Tel 0261-85-0850

Additional information necessary on the waybill

Please make sure you clearly write in the following information on the waybill in the “comments” area.

  • Property name (Please don’t write the property name in the “Receiver’s address” area)
  • Check-in date
  • Guest name (Booking name）
  • Number of luggage in total that you have sent to us (e.g. If you have 3 bags, please write “ 1 / 3 ” on the 1st bag, “ 2 / 3 ” on the 2nd bag, and “ 3 / 3 ” on the 3rd bag.)

Please note that without this information, your luggage maybe mixed up with luggage from other customers.

To your next destination

You can also send your luggage from the property either by using the Yamato Transport’s pickup service or by taking them to the Yamato Transport’s office in Hakuba. If you do not have a car, we can offer you a ride to the office, but it needs to be booked at least 24 hours in advance. We cannot send your luggage on your behalf to your next location.

※Please note that the Yamato’s office only takes payments in cash. Also you will be required to buy a plastic cover for your bags (not required for suit cases).

If you have any questions, please contact us from below.