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Planning an Event > Service Menu > Helpful Information for Running Your Event

Helpful Information for Running Your Event

Loading and unloading

Loading and unloading route map

Please contact the staff in charge of your event in advance regarding your loading and unloading plan.Please place guards (on floors, elevators, doors, etc.) when loading or unloading large or heavy items.

  • *The carpet in the first floor of the main building has a special textured shape, and loading or unloading without protection causes it to twist.

Main building

Please use the service entrance or the east service entrance.
Please enter from Parking Lot 1 and pass behind the Event Hall to load/unload from the east service entrance. Due to the load capacity of the bridge beyond the Event Hall, loading/unloading vehicles are limited to 4 tons or less. *Loading/unloading from the Main Entrance is prohibited. Please inquire with the staff in charge of your event about using the South Entrance.

Main Hall

Please use the east service entrance or the loading entrance behind the Main Hall. Enter Parking Lot 1 and pass behind the Event Hall for loading/unloading at the east service entrance or Main Hall. Due to the load capacity of the bridge beyond the Event Hall, loading/unloading vehicles are limited to 4 tons or less. After crossing the bridge, you may enter behind the Main Hall.

Annex Hall

Please use the loading entrance behind the Annex Hall or the Annex Hall Entrance.

Event Hall

Please use the Event Hall loading entrance or the Event Hall Entrance. Please enter Parking Lot 1 for Event Hall loading/unloading.

New Hall

Please use the New Hall loading entrance. Please enter Parking Lot 1 for New Hall loading/unloading.

Room E

Please use the loading entrance behind Room E.
Please enter Parking Lot 1 and pass behind the Event Hall for Room E loading/unloading. Due to the load capacity of the bridge beyond the Event Hall, loading/unloading vehicles are limited to 4 tons or less.

Loading entranceLoading door sizeNotes
Service entranceHeight: 2,850 ㎜,
width: 3,100 ㎜
 
East service entranceHeight: 2,150 ㎜,
width: 1,700 ㎜
 
Main Hall loading entranceHeight: 2,000 ㎜,
width: 2,400 ㎜
 
Annex Hall loading entranceHeight: 3,300 ㎜,
width: 3,000 ㎜
300㎏/㎡ Floor load capacity: 300 ㎏/㎡
Event Hall loading entranceHeight: 4,000 ㎜,
width: 3,500 ㎜
Floor load capacity: 5,000 ㎏/㎡
300 ㎏/㎡ (on elevating platform stage)
New Hall loading entranceLoading door 1・4:
Height: 3,860 ㎜,width: 3,870 ㎜
Loading door 2・3:
Height: 2,290 ㎜,width: 3,700 ㎜
Floor load capacity: 1,000 ㎏/㎡
Room EHeight: 3,100 ㎜,
width: 2,900 ㎜
 
 CapacityEntrance widthHorizontalVerticalHeightDoor size
Elevator #51,050㎏1,050㎜1,980㎜1,230㎜2,500㎜2,300㎜
(2,250㎜ for floors 2 and 3)
Elevator #71,100㎏1,400㎜2,020㎜1,130㎜2,700㎜2,350㎜
(2,250㎜ for floors 1 and 3)
Elevator #8950㎏1,200㎜1,900㎜1,184㎜2,350㎜2,100㎜
  • *Loading and unloading using the first floor lobby central elevators (#1 and #2) is prohibited.

Loading ticket

If you plan to pass through Parking Lot 1 for loading/unloading (at Event Hall, New Hall, behind Main Hall, east service entrance, Room E), you may request a loading ticket (issuing fee: 20 yen/ticket). You may use this loading ticket repeatedly throughout your conference. If you wish to leave your vehicle in the parking lot for further work after loading/unloading, separate parking charges apply, and this loading ticket may not be used.

2. Receiving and sending of packages

Sending packages before your event

  • If you wish to send packages in advance, in general, we accept packages starting the day before setup day.
  • We cannot receive packages at night (after 18:00) or on days the conference center is closed.
  • Packages will be stored in the service entrance in the first basement of the main building. This space is not locked or air-conditioned. Please do not send valuables or food items.
  • Rental hand trucks are located in the service entrance, but they are limited in number, so in general, event organizers should bring their own.
  • When sending packages, please list the event dates, name, and location (meeting room), and address to the staff in charge of your event.

Addressing:
(Name of staff in charge)
Kyoto International Conference Center
Takaragaike, Sakyo-ku, Kyoto, 606-0001, Japan
Tel: 075-705-1229
(Month) (Day) (Name of event) Room 157

Sending packages after your event

  • We can arrange for sending of packages after your conference. Please request to the staff in charge of your event.
  • Our exclusive delivery vendor is Yamato Transport Co., Ltd. If you wish to use another vendor, you must arrange for it yourself.

Please keep in mind

  • Only cash-on-delivery service is available.
    *We have cash-on-delivery slips ready.
  • Items with a combined height, width, and depth of up to 160 cm (up to 25 ㎏) will be sent via“TA-Q-BIN” (next-day parcel service), and larger or more valuable items will be sent via “Yamato-bin” (large-size parcel service).
  • Please fill in the slip and take the first sheet as a customer receipt.
  • Please bring your parcel to the service entrance in the first basement of the main building, prepare it for shipping, and then speak to the staff in charge of your event.
  • Rental hand trucks are located in the service entrance, but they are limited in number, so in general, event organizers should bring their own.
  • Please be aware that if you are not prepared to ship by 16:00, your parcel may be left in the service entrance and picked up the next day. *Last pickup: between 16:00 and 18:00
  • This storage space is not locked or air-conditioned. Please do not send valuables or food items.
  • If you wish to pay at pickup, please contact the vendor directly to pay. You must also contact the vendor directly for specialized deliveries.

Yamato TA-Q-BIN
Office serving the International Conference Center: 080-5044-6841
Pickup inquiries:
075-320-2222 / 0120-01-9625 (toll-free)

Application forms

Please make use of the below list of application forms and notices to submit to the relevant government agencies and the Kyoto International Conference Center.
Documents for government agencies must be submitted directly from the event organizer or operations secretariat. Please be aware that in some cases, we may check your documentation and ask you to revise before submission.

Notices to relevant government agencies

  • Application for Handling of Fire
  • Application for Food Preparation and Sales (3 or more days)
    *Meat, fish, or milk not permitted.
  • Application for Refreshment Booth (2 or fewer days)
  • Notice of Event
    *Notice of Event” is needed for large-scale exhibitions and events.

Notices to Kyoto International Conference Center

  • Application for Fire Use
  • Application for Smoke Use
  • Lending Safe Usage Application
  • Application for Temporary Sales

Reference material