When traveling by shinkansen (also known as the “bullet train”) as a group, are you unsure how many people you can book for using the standard methods? Japan Rail (JR) offers “group tickets” with discounted fares when eight or more people travel on the same itinerary. However, the application period and the way seats are secured differ greatly from regular bookings.
In this article, we’ll explain booking methods based on the number of travelers, the application procedure for group tickets, and points to note when using them. We also cover the challenges of making arrangements yourself and how to choose a travel agency.
Basics to Know About Group Shinkansen Bookings
The booking method for the shinkansen tickets depends on the number of participants. In this section, we’ll explain how booking methods differ for groups of seven or fewer and groups of eight or more, how group ticket discount rates are determined, and how to choose where to apply for your tickets.
Groups of Seven or Fewer Can Book Through JR’s Online Reservation Services
Group tickets require at least eight people. Groups of seven or fewer can therefore reserve seats through options such as JR’s online reservation services. For the Tokaido, Sanyo, and Kyushu shinkansen, you can book through the EX service, which includes Express Reservation and smart EX. For the Tohoku, Hokkaido, Akita, Yamagata, Joetsu, and Hokuriku shinkansen, you can book through JR East’s Eki-net.
With the EX service, you can reserve seats for up to six people per transaction, or up to three people between 11:30 pm and 5:30 am the next morning. For this reason, a group of seven needs to split their reservation into two reservations. For a small trip in which you arrange only shinkansen tickets and hotels, you can make the arrangements yourself without using a travel agency.
Groups of Eight or More Receive a Fare Discount with Group Tickets
If eight or more people travel on the same itinerary, JR group tickets offer a discounted fare. To use group tickets, all members must board at the same station, travel the same route, and get off at the same stop. The group must also travel with the same number of people for the entire itinerary and be led by a person in charge.
Applications are accepted from nine months to fourteen days before the departure date. After that period, group tickets cannot be used.
Be aware that the discount applies only to the basic fare, not to the shinkansen limited express charge. Because the price of a shinkansen ticket includes both the fare and the limited express charge, the actual discount on the total amount you pay is lower than the discount rate applied to the fare.
Discount Rates Depend on Group Type and Season
The discount conditions for group tickets differ by group type. In this section, we explain the conditions for general groups and inbound tourist groups. The information is current as of October 2026 and applies when the group does not use a special train.
| Group type | Eligibility | Discount rate | Free participants |
|---|---|---|---|
| General groups | Travelers in groups of 8 or more people who are not part of a tourist group | 15% off January 11 to the end of February / June / September / November 1–December 20. 10% off at all other times. | 1 free ticket for every 31–50 people, plus 1 more for every additional 50 people |
| Inbound tourist groups | Travelers visiting as part of a tourist group | 15% off year-round | 1 free ticket for 15–50 people, plus 1 more for every additional 50 people |
According to JR East, participants who travel free of charge do not pay the fare, and their limited express charges and other fees are also free. This can help reduce transportation costs for tour conductors or organizers. If the number of participants in your tourist group is close to a threshold for free travel, it is a good idea to check the conditions.
You Can Apply for Group Tickets Yourself or Through a Travel Agency
The group representative can apply for group tickets directly with JR, or you can ask a travel agency to apply on your behalf. If the representative applies directly, they won’t have to pay an arrangement fee to the travel agency. On the other hand, if you use a travel agency, you may be able to ask the agency to handle not only the application and payment to JR but also arrangements for accommodations and other transportation.
How to Book the Shinkansen with Group Tickets
JR East’s online group ticket application service covers itineraries that depart from or arrive at a station in the JR East area. This service cannot be used for areas not included in the JR East area, such as Shin-Osaka to Hakata.
From application to boarding, group tickets follow a different process from regular tickets. In this section, we’ll explain the procedure in three steps, using the example of an individual applying through JR East’s online group ticket application service.
1. Apply Nine Months to 14 Days Before Your Travel Date and List up to Three Preferred Trains
When using the online service, you’ll apply by entering the travel date, travel area (JR East or West), number of people, and your preferred trains. Because group seating requires a block of available seats, your first-choice train might not be available, and applicants are asked to enter second and third choices. If you choose options before and after your preferred time, you can improve your chances of securing a train close to your preferences.
If you apply as an inbound tourist group, upload your certificate (see: “Inbound Tourist Group Discounts Require a Certificate”) within three days of applying. If the number of participants differs by area (JR East or JR West), submit separate applications for the areas where the number changes.
2. Review the Arrangements and Quote Then Pay
From about a month before the travel date, you’ll receive an email notifying you of the trains that have been arranged and the price owed. The email shows only the total amount, and the payment deadline is ten days before the travel date. If you don’t complete payment or the purchase procedure at a station by the stated deadline, the application will be automatically canceled.
When you receive the notification, check the payment deadline and the required procedures. Changes to the number of participants and other details can be made up to fourteen days before the travel date and before payment.
3. Receive the Ticket and Pass Through the Gate Behind the Representative on the Day of Travel
A group ticket is issued as a single ticket for the whole group, not one ticket per person. For this reason, all participants need to pass through the staffed ticket gate together, with the representative at the front, and do the same when you reach your destination. Participants cannot use the automatic ticket gates individually. Set an early meeting time, and count participants in front of the ticket gate before entering.
If some participants cancel partway through the trip, obtain the required certification at the station. After the trip ends, follow the designated refund procedure using the group ticket.
Four Points to Note When Using Group Tickets on the Shinkansen
Group tickets offer discounted fares, but they also come with restrictions on how seats are assigned and limitations on changes to group size that regular tickets don’t have. In this section, we cover four points to know before applying.
Applying Nine Months in Advance Does Not Guarantee Early Seat Confirmation
You can apply for group tickets nine months before the departure date, but your preferred train will not be secured at the time of application. When using JR East’s online group ticket application service, you’ll be notified of the trains that could be reserved about a month before the travel date.
The EX service for the Tokaido, Sanyo, and Kyushu shinkansen, on the other hand, accepts reservations from one year before the travel date. One-year-advance reservations are limited to certain ticket types, and the number of seats is also limited. For this reason, you won’t necessarily be able to secure seats earlier with group tickets.
You Cannot Choose Seat Locations or Trains as You Wish
JR East states that it manages group ticket seats as a separate allocation for groups, and that seat availability differs from that for regular tickets. Depending on the travel date and train, group seats might not be offered at all. You can’t specify seat locations, and depending on availability, participants may be seated apart from one another. Be mindful of this if your group includes small children or elderly participants.
If some participants want to specify their seat location, another option is to keep at least eight people on the group ticket and purchase regular tickets for those specific participants.
After Application, Changes to Group Size Are Prohibited
Group tickets require the same number of people to travel for the entire itinerary. You cannot reduce the number of participants for only part of the route, and any change in the number applies to the entire itinerary.
JR East states that if group numbers fall below eight people because of a reduction, the tickets can no longer be issued as a group ticket, and the reserved seats that were secured will also be canceled. If more participants join after payment, purchase regular tickets for the additional people.
As of October 2026, a reserved-seat guarantee fee of ¥300 per person applies in the following cases after reserved seats have been secured: you cancel the entire group’s reservation one month before the travel date, or the number of participants falls below 90% of the number in your application. Decide early on whether to include members whose participation isn’t confirmed in the group number when you apply for a group ticket.
Inbound Tourist Group Discounts Require a Certificate
For a group of tourists visiting Japan to receive the discount as an inbound tourist group, the group needs a certificate showing that it is an inbound tourist group. The certificate can only be issued by Japanese diplomatic officials overseas, immigration inspectors, the chairperson of the Japan Association of Travel Agents (JATA), and the chairperson of the All Nippon Travel Agents Association.
With JR East’s online group ticket application service, the application will be canceled automatically if you do not submit the certificate within three days of applying. If you make changes to the number of participants, you must also resubmit a certificate that reflects the updated details.
Without a certificate, you will need to apply as a general group. In that case, the discount changes from 15% to 10% from January 1 to 10, from March to May, in July and August, in October, and from December 21 to 31. The condition for one free participant also starts from 31 people instead of 15.
Four Potential Issues When Arranging Group Travel By Yourself
Even if you understand how group tickets work, arranging them yourself can be demanding because of limits on the number of people you can book at once, procedures in Japanese, and the timing of price confirmation. In this section, we’ll cover four pitfalls to watch out for before making the arrangements yourself.
JR’s Online Reservation Services Limit How Many People You Can Book at Once
If you book seats for your group through JR’s online reservation services, there is a limit on the number of people per reservation. For the EX service on the Tokaido, Sanyo, and Kyushu shinkansen, for example, the limit is six people. As a result, you will need to split the booking into several reservations.
If seats fill up while you are making multiple reservations, you might not be able to secure seats for everyone in the same car, or some participants may have to take a different train. Be especially careful in spring and fall, during long holiday periods, and over the year-end and New Year holidays, when seats tend to fill up.
Group Ticket Applications Are Made from Japan in Japanese
JR East’s online group ticket application service is designed for applications from inside Japan, and group tickets can only be mailed to domestic addresses. The tickets are printed in Japanese, and the service doesn’t accept inquiries by phone. For staff who are not used to procedures in Japanese, preparing the paperwork while checking the application deadlines and required documents may be a burden.
You Won’t Know the Price Until About One Month Before the Travel Date
With JR East’s online group ticket application service, you will receive a notification stating the total cost by email about one month before the travel date. You cannot confirm the official amount before then. The notification shows only the total amount, not the price per person, and invoices or itemized statements aren’t issued.
For companies and schools that require a quote or invoice for budget approval, JR’s timing might not match the timing of internal procedures.
The Representative Must Handle Refunds Personally
If you apply for group tickets as an individual, the representative must handle any refunds personally. Group tickets mailed through the online service cannot be refunded at a station. After the trip ends, you must submit images online that show the face of the ticket and the certification received at the station. You must also return the ticket by mail at your own expense.
As of October 2026, a fee of ¥220 per group ticket is charged for refunds before departure. Limited express charges for reserved seats cannot be refunded less than two hours before departure.
If some participants cancel after the trip has begun, a refund may be available if certain conditions are met. However, the reduction eligible for a refund is limited to 30% of the number of people shown on the ticket. Other conditions include at least eight people remaining after the reduction and obtaining certification outlining the reduction at the station.
How to Choose a Travel Agency for Group Shinkansen Arrangements
If arranging the travel yourself is difficult, another option is to use a travel agency. In this section, we cover four points to know when choosing a travel agency to arrange group shinkansen travel.
Communication in English
Check whether the agency can communicate in English at every stage, from inquiries and quotes to contracts and confirmation of the arrangements. Because JR group ticket procedures are conducted in Japanese, using an agency that knows Japanese and also offers English support can save your staff the work of reading Japanese documents and emails.
A Published Travel Agency Registration Number
If you plan to ask a company to arrange accommodations, charter buses, and other services along with the train tickets, check the company’s registration number to confirm that it is registered under Japan’s Travel Agency Act. If a company or school asks an agency to arrange travel directly, choose a company registered as a travel agency.
If an overseas travel agency outsources arrangements in Japan, companies registered as travel service arrangement businesses can also take on the work. The scope of work a company can accept depends on its registration type, so check the type along with the registration number.
Experience Arranging Groups from Overseas
Check whether the agency has experience arranging group visits to Japan. If your group includes participants from overseas, you may need support for things such as interpretation or translation, dietary needs, and changes in arrival times due to flight delays.
When you inquire at a travel agency, ask for examples of groups of a similar size or purpose that the agency has arranged. This can help you judge whether you can ask the agency to handle everything from shinkansen arrangements to coordinating on the day of the trip.
Capacity for Your Group Size
Check the minimum number of participants the agency accepts and the maximum number it can arrange at one time. Some travel agencies set a minimum group size and may not accept small groups. For large groups, a single company can accommodate only up to a certain number of people, so confirm this in advance.
Japan Guide Star’s Strengths and Services for Group Shinkansen Arrangements
Japan Guide Star | Destination Management Company
In the following sections, we’ll introduce Japan Guide Star’s strengths and scope of services as one option for arranging group travel that includes arrangements for the shinkansen.
One Company for Shinkansen Tickets, Accommodations, Charter Buses, and Guides
Japan Guide Star has offices in Tokyo, Osaka, and Kyoto. In addition to train tickets, they can arrange hotels, charter buses, chauffeured vehicles, domestic flights, ferries, and guides throughout Japan. Because you can request arrangements for various services all together, you can make adjustments through the same point of contact if the number of participants or the schedule changes.
Japan Guide Star is registered as a travel agency with the Tokyo Metropolitan Government (registration No. 2-8877) and is a member of JATA. You can check the services available on Japan Guide Star’s destination management company (DMC) services page.
If your itinerary includes Osaka, you can also add activities operated by Japan Guide Star through the same point of contact. Sumo Studio Osaka, for example, is a sumo show where you can watch matches between former professional sumo wrestlers up close. You can find activities available in Osaka in Japan Guide Star’s list of Osaka tours.
Osaka Sumo Experience with Live Show and Audience Challenge
Cancellation Terms and Confirmation Deadlines Vary by Arrangement
Cancellation fees vary by program, venue, and season. Activities generally need to be confirmed thirty to sixty days in advance.
JR rules apply to shinkansen tickets, while hotels and event venues each have their own cancellation policies. When requesting a quote, confirm the deadline for finalizing the number of participants and when cancellation fees begin to apply, and share this information within your organization.
Guides in English, French, Spanish, and Other Languages
All Japan Guide Star activities offer English support, and French, Spanish, German, Chinese, and other language guides can also be arranged to suit your group’s nationalities and preferences. If you have concerns about boarding the shinkansen, transferring, or where to put your luggage, you can also discuss having a foreign-language guide accompany your group or provide assistance at stations.
24-Hour Support for Ground Arrangements (Travel Agencies Only)
Japan Guide Star provides ground arrangement services with wholesale rates for overseas travel agencies and a 24-hour support system. If participants become ill or a disaster occurs during the trip, Japan Guide Star also handles emergency communication and consultation.
Partner agreements are also available for travel agencies. The perks include quotes at wholesale prices, priority reservations during the peak tourist seasons, and invitations to familiarization trips—inspection trips for travel agencies—once or twice a year.
The Process for Requesting Group Arrangements from Japan Guide Star
A request to Japan Guide Star begins with an inquiry through the contact form. In this section, we’ll explain when to inquire and what to include in the form.
1. Inquire Three to Six Months Before Departure
Try to inquire three to six months before departure. For travel in spring and fall or for large-scale projects, it will most likely be easier to secure accommodations and venues if you inquire even earlier. That being said, Japan Guide Star tried to accommodate last-minute requests whenever possible.
2. Request a Consultation and Quote Through the Contact Form
Under “Contact” on Japan Guide Star’s DMC services page, enter your company name, name, country/region, email address, and inquiry type into the contact form. In the inquiry details field, include information such as the dates, number of participants, number of accompanying staff, destinations, purpose of the trip, budget, participants’ nationalities, dietary restrictions, and preferred languages. If you provide all the necessary information at once, communication leading up to the quote goes more smoothly.
A representative from Japan Guide Star will typically reply within 24 to 48 business hours. Payment is made by bank transfer in US dollars, euros, or Japanese yen. For travel agencies with partner agreements, invoice payment with payment terms is also available. Deposit conditions vary depending on group size and season.
FAQs About Booking the Shinkansen for Groups
In this final section, we’ve compiled some brief answers to common questions about booking the shinkansen for groups.
Do Group Discount Conditions Vary by Shinkansen Line?
Group tickets from the JR companies (JR East and JR West) share the same basic requirement of eight or more people, as well as the same discounts for general groups, student groups, and inbound tourist groups. However, where to apply and how tickets are handled vary depending on the train and travel area (East or West). When booking, check the information from the relevant JR company.
Can I Bring Large Suitcases on the Shinkansen?
Yes. However, the conditions vary depending on the shinkansen line. On the Tokaido, Sanyo, Kyushu, and Nishi-Kyushu shinkansen, you generally need to reserve a “seat with an oversized baggage area” in advance if you bring luggage whose combined length, width, and height exceed 160 cm (63 in).
The reservation is free of charge, but if you bring such luggage on board without a reservation, a ¥1,000 handling fee applies. There are some exceptions, such as trains on the Kyushu and Nishi-Kyushu shinkansen (non-reserved seats only). Sports equipment, musical instruments, wheelchairs, and strollers do not require a reservation. Luggage with total dimensions exceeding 250 cm (about 98 in) cannot be brought on board.
The Hokkaido, Tohoku, Akita, Yamagata, Joetsu, and Hokuriku shinkansen do not have seats for oversized luggage. On these lines, you can use the onboard luggage storage areas without a reservation if it’s available.
Can Suitcases Be Sent to My Destination?
Yes. The Japan Tourism Agency promotes “Hands-Free Travel,” in which luggage can be stored temporarily or delivered from locations such as airports, train stations, and hotels. If you send your suitcases to your accommodations, for example, you can travel on the shinkansen without carrying large luggage. Whether luggage arrives the same day varies by location and region, however, so allow enough time at your destination for your luggage to arrive.
What Kind of Travel Agency Is Japan Guide Star?
Japan Guide Star is a travel agency registered with the municipality of Tokyo (travel agency registration No. 2-8877) and a member of the Japan Association of Travel Agents (JATA). The company works with travel agencies, corporate event planners, organizers of MICE (meetings, incentives, conferences, and exhibitions) events, and incentive travel specialists. Japan Guide Star has welcomed groups to Japan from Europe, North America, and Australia, as well as from countries across Asia.
As a guideline, Japan Guide Star handles requests for groups of ten or more people, but the company also arranges travel for smaller groups and accommodates groups of up to two hundred people.
Summary
When using the shinkansen as part of a group, it’s important to choose a booking method based on the total number of participants. Groups of seven or fewer can book through the EX service or Eki-net, while groups of eight or more can qualify for a fare discount with group tickets. Remember that it takes time for seats and prices to be confirmed, and that there are restrictions on seat locations and changes in group size, so early preparation is essential.
If procedures in Japanese are difficult for you, or if you want to arrange the shinkansen, accommodations, and transportation at once, consider using a travel agency. With Japan Guide Star, you can consult in English about shinkansen tickets as well as hotels, charter buses, and guides. Even if the number of participants or the schedule changes, you’ll have a single point of contact and won’t have to communicate those changes to every place you’ve made a reservation to.
With that in mind, once you know the departure date and approximate number of travelers, contact Japan Guide Star early through Japan Guide Star’s DMC services page and begin preparing to secure your preferred trains and accommodations.
