Pre-Departure Checklist
Purpose
Track the operational work that should be handled before the summer 2026 trip.
When to Use
Use this page for timing-sensitive prep: Shinkansen tickets, IC cards, eSIMs, Visit Japan Web, luggage, payments, medication, and day-of-travel safeguards.
Critical Timing
- Smart EX status: app downloaded, registration complete, and both family Shinkansen legs are booked.
- Now: save QR tickets offline, choose IC-card setup, and confirm which phones are eSIM-ready.
- 2026-06-28 10:15 AM: booked NOZOMI 20, Hakata -> Kyoto, car 15 seats 1A/1B/1C/1D.
- 2026-07-01 10:30 AM: booked NOZOMI 248, Kyoto -> Tokyo, car 16 seats 1A/1B/1C/1D.
- 2026-06-02 10:00 AM Japan time / 2026-06-01 6:00 PM Arizona time: if Hitachi Seaside Park remains the July 2 plan and reserved rail tickets are useful, check booking options.
- By 2026-06-12: finish any medication import permission work if anyone has controlled prescriptions that require advance permission before Japan entry on 2026-06-26.
- 2026-06-14 to 2026-06-20: buy/install eSIMs, complete Visit Japan Web, screenshot travel documents, and confirm lodging instructions.
- 2026-06-14 to 2026-06-20: buy travel insurance or confirm existing coverage, including medical assistance, cashless treatment workflow, and activity exclusions.
- 2026-06-14 to 2026-06-20: confirm whether The Tokyo EDITION can receive forwarded luggage and whether the Dazaifu/Kyoto Airbnb stays have any realistic luggage-forwarding support.
- 2026-06-25 to 2026-06-26: final live check of Busan -> Fukuoka flight, Fukuoka arrival transfer, Dazaifu Airbnb check-in, and weather.
Shinkansen Action Plan
- Smart EX is the active booking source for Hakata -> Kyoto and Kyoto -> Tokyo.
- Keep QR tickets and confirmation emails saved offline.
- Make sure at least two phones can access the QR screenshots without cellular data.
- Decide which person/phone is responsible for each seat’s QR ticket before arriving at the gates.
- Do not copy QR token strings into ordinary notes; use the filed screenshots when ticket details are needed.
Confirmed Smart EX Reservations
Hakata -> Kyoto:
- Search date: Sunday, 2026-06-28.
- From station: Hakata.
- To station: Kyoto.
- Travelers: 4.
- Train: NOZOMI 20.
- Time: 10:15 AM -> 12:59 PM.
- Seats: car 15, seats 1A/1B/1C/1D.
- Seat choice: ordinary car with oversized baggage area.
- Avoid: a slow Dazaifu checkout morning; this train requires an early transfer to Hakata.
Kyoto -> Tokyo:
- Search date: Wednesday, 2026-07-01.
- From station: Kyoto.
- To station: Tokyo.
- Travelers: 4.
- Train: NOZOMI 248.
- Time: 10:30 AM -> 12:45 PM.
- Seats: car 16, seats 1A/1B/1C/1D.
- Seat choice: ordinary car with oversized baggage area.
- Avoid: using the full 11:00 AM CHOAN-RIN checkout window; pack the night before.
Luggage Decisions
- Measure every checked bag: length + width + height.
- 160 cm or less total dimensions: no oversized-baggage reservation required.
- More than 160 cm and up to 250 cm total dimensions: reserve seats with oversized baggage area on the Shinkansen.
- More than 250 cm total dimensions: cannot be brought onto the relevant Shinkansen.
- If bags are under 160 cm but heavy, still consider luggage seats or luggage forwarding for comfort.
- Dazaifu Airbnb -> Kyoto Airbnb: assume luggage forwarding is awkward unless the Kyoto host confirms receiving details. Shinkansen luggage seats or taxi support may be simpler.
- Kyoto Airbnb -> Tokyo hotel: luggage forwarding is more plausible because The Tokyo EDITION may be able to receive bags; confirm directly before using it.
- Yamato says Airbnb-like lodging without reception staff is not eligible for ordinary pickup/delivery, so any private-lodging forwarding plan needs a carrier counter or sales office path.
- Check Yamato and Sagawa counters around Fukuoka Airport, Hakata, Kyoto Station, and Tokyo before travel if a same-day storage/delivery maneuver becomes attractive.
- Never forward medication, passports, chargers, one-night clothing, or anything needed the same day.
IC Card Plan
- iPhone users: add Suica, PASMO, ICOCA, or TOICA to Apple Wallet before departure if possible, then test a small top-up.
- Android users with overseas phones: plan on physical IC cards unless a specific device is confirmed compatible.
- Because Japan arrival is Fukuoka, do not rely on buying a physical Welcome Suica on arrival. Use mobile IC or buy a local interoperable card such as nimoca, SUGOCA, or Hayakaken.
- Official JR East/PASMO guidance says ordinary Suica/PASMO sales resumed in 2025 and PASMO PASSPORT was discontinued, so do not rely on old shortage-era advice.
- Keep at least one cash fallback for local buses, temples, and any station or route that does not support IC.
- Do not expect the IC card alone to handle Shinkansen tickets; keep Shinkansen reservations separate unless deliberately linking IC through the reservation service.
Data Plan
- Preferred provider: Holafly.
- Buy Japan eSIMs before leaving home or during the Korea portion while on reliable Wi-Fi.
- If everyone needs independence, buy one eSIM per phone. If not, still put data on at least two adult phones.
- Holafly Japan currently advertises unlimited data and 1 GB/day of hotspot sharing; verify this at purchase because hotspot policy is the practical limit for family sharing.
- Decide whether Korea needs its own eSIM or whether an Asia/regional plan covers both Korea and Japan cleanly.
- Install eSIMs before the airport day; activate the Japan line only when appropriate for the plan rules.
- Download offline copies of lodging addresses, QR tickets, maps, and this trip package before travel.
Visit Japan Web
- Complete Visit Japan Web before the Busan -> Fukuoka flight.
- Register every traveler and the Fukuoka arrival flight.
- Use the Dazaifu Airbnb address for the Japan stay address unless the form or airline requires a different first-night presentation.
- Screenshot the arrival code and save it somewhere accessible from the lock screen or photos.
- Keep passports handy at Fukuoka Airport even with Visit Japan Web completed.
Payments And Cash
- Bring at least two credit cards and two ATM-capable debit cards across the family.
- Notify banks or confirm travel controls in app.
- Withdraw yen after arrival instead of carrying all cash from home, but do not arrive with zero cash.
- Keep smaller bills/coins for shrines, buses, lockers, vending machines, laundry, and backup meals.
- Use credit cards for hotels, larger restaurants, department stores, and Shinkansen if accepted.
- Decline USD conversion at terminals and ATMs.
Phones And Apps
- Smart EX
- Holafly
- Google Maps
- Google Translate with Japanese downloaded offline
- Airline apps for T’way and any US/Korea flights
- Airbnb
- Hotel/Amex/Expedia booking apps as needed
- Shared family location app
- Password manager with offline access
- A shared notes app containing addresses, confirmations, emergency contacts, and day plans
Documents
- Passports
- Passport photos/scans stored securely
- Travel insurance details if purchased
- Flight confirmations
- Lodging confirmations
- Smart EX Shinkansen confirmations and QR ticket screenshots
- Medication documentation
- Allergy card and food restriction wording
- Emergency contacts
Travel Insurance
- Buy or confirm private medical/travel insurance before departure.
- Save policy number, assistance phone number, cashless-treatment instructions, medical referral/interpretation support, and emergency contact offline.
- Check exclusions for hiking, rental vehicles, motorcycles, and any adventure/tour activity before booking those activities.
- JNTO notes after-entry insurance exists, but the purchase flow is not accessible before entering Japan; do not make that the only plan.
Health And Comfort
- June in Japan can be humid and rainy; pack for wet heat, not just Arizona heat.
- Bring compact umbrellas or rain shells, quick-dry clothes, blister care, and small towels.
- Carry electrolyte packets or buy sports drinks locally for hiking/scenic days.
- Do not let scenic days depend on perfect weather; keep indoor/cooling valves like Kyushu National Museum and Kyoto Station food options.
Trip-Specific Gotchas
- Fukuoka is now Dazaifu-based, so the first and third Japan days need suburban-transfer buffers.
- The Dazaifu Airbnb has a steep/narrow approach; decide before arrival whether luggage requires taxi support.
- Kyoto lodging is an Airbnb-style stay, so confirm luggage drop and forwarding before assuming hotel-like services.
- Tokyo hotel is fixed and likely the easiest place to receive forwarded luggage, but still confirm.
- The family prefers scenic downtime; do not spend all prep energy adding optional city items that create more timed commitments.
- Keep all confirmation numbers in bookings and reservations, not scattered across day pages.