Our Safety Measures for Preventing the Spread of COVID-19
For greater peace of mind and assured comfort. ICC Kyoto is a facility that fulfills international sanitation standards for infectious disease prevention measures, and as such, has become the first international conference center and exhibition hall in Asia to acquire GBAC STAR™ Accreditation. Press release about GBAC STAR™
The following is guidance on various infection-prevention measures being implemented by ICC Kyoto in order to ensure peace of mind and safety.
Strengthened Hygiene Control
Provision of Disinfectant
Disinfectant is provided at the entrance of each building, so that hands can be disinfected as necessary.
Air Circulation and Ventilation
For ventilation inside the building, outside air is regularly taken in to meet the required ventilation volume (30㎥ per person per hour) based on the Act on Maintenance of Sanitation in Buildings.
Cleaning and SterilizationUpdate：17 Dec
Alcohol is used to disinfect the doorknobs, handrails, desks, telephones, and other places touched by an unspecified large number of people. We have also started installing antiviral and antibacterial protective films to ensure the safety of visitors.
Microphones
Every morning, we disinfect the microphones before distributing them to speakers.
Installation of Plastic Curtains, etc.
To prevent infection through droplets, plastic curtains are installed at the main entrance reception counter and in cloakrooms.
Health Management and Wearing of Masks by Staff
Staff are required to measure their temperature and report on their physical condition before going to work. Staff also wear masks and thoroughly gargle, wash their hands, and disinfect their hands.
Social Distancing Measures
Venue LayoutUpdate：26 April
Based on administrative notification documents, etc. issued by the government, the current ICC Kyoto policy is to allow a maximum of 100% of the official room capacity for the various types of lecture meetings, ceremonies, exhibitions, etc. (limited to events which can avoid loud shouts and loud audience responses), with the precondition of thorough infection prevention measure implementation. If changes in allowed capacity and admission methods arise due to requests from the national or local government, ICC Kyoto will comply with and enforce those changes.
Furthermore, to maintain physical distance between people, we ask organizers to consider:
– Seating allocation that maintains the appropriate spacing – Maintaining spacing between speakers, etc. and participants (2 meters minimum) and using plastic barriers – Preventing droplet infection to adjacent seats, etc., through measures including mask wearing
Sofas, tables, etc., installed in the lobby, etc., are relocated. The layout is designed to reduce the number of available furnishings and ensure social distancing.
Restaurants and Catering
CateringUpdate：26 April
Food and beverage policies will be as below until further notice.
(1) Serving style
We encourage serving food in courses or in bento lunchboxes, which have a relatively low risk of spreading the virus. Buffet style serving will only be allowed with seating in Banquet Halls Sakura and Swan, and only if social distancing measures are implemented.
(2) Prevention of droplet transmission
A. Always wear a mask when not consuming food or beverages. B. We advise maintaining sufficient spacing through measures including leaving 1 seat open to the front and back, and to the left and right. If the layout does not allow a minimum of 2 meters spacing between people, always install plastic barriers at seats. Also, when alcohol is present, always install plastic barriers at seats regardless of the layout. In addition, even if alcohol is not present or if food and beverage consumption is simple as in the case of meal sets, we recommend restricting seats facing each other and installing plastic barriers.
(3) If changes arise for food and beverage consumption, such as consumption time, due to requests from the national or local government, ICC Kyoto will comply with and enforce those changes.
Places which are often touched by customers have been treated with photocatalyst coating.
Ethanol-based alcohol is used to disinfect the kitchen and other areas which are touched by an unspecified large number of people.
Installation of plastic panels
The Lodging Facilities
For the peace of mind and safety of guest staying at our lodging facilities, we have installed partitions to prevent the spread of airborne particles and wash bedding in an alcohol disinfectant solution.
ICC Kyoto has established the following admission restrictions for use of our facilities. Please comply with these rules.
For ParticipantsUpdate：17 Dec
The organizer should notify attendees of the below conditions prior to the event and refuse admission to anyone who is suspected of having COVID-19
Anyone with a temperature of 37.5 degrees Celsius or higher
Anyone who has cough, sore throat, or shortness of breath
Anyone who feels fatigue or loss of taste or smell
Anyone travelling from overseas within 14 days categorized as denied permission to enter Japan or someone who has been in close contact with them
Anyone who has taken the medicine or got a medical check-up at the hospital within 14 days because of common cold, or someone who has been in close contact with them
Aside from above, anyone who is suspected having the coronavirus infection
For OrganizersUpdate：17 Dec
Organizers must take the following measures. Please refer to the Guidelines for further details, including exceptions to admission restrictions.
Establish a COVID-19 Response Manager and hold preliminary meetings.
Notify attendees in advance regarding restrictions to admissions, and make sure all parties are aware that anyone who is suspected of having COVID-19 cannot enter the facilities.
Use the “Checklist for Preventing the Spread of COVID-19” to make sure you are following all guidelines.
Take temperatures at the entrance and check for COVID-19 symptoms.
If anyone is showing COVID-19 symptoms or is suspected of having COVID-19, refuse admission and encourage them to return home.
Do not let staff members work if they are showing symptoms or is suspected of having COVID-19.
Wear a mask at all times inside the building.
If there will be singing or speaking in a loud voice, please implement appropriate measures such as ensuring a safe distance between each person (at least 2 meters) and installing acrylic barriers.
Notify ICC Kyoto if anyone is suspected of having COVID-19.
Requests to Participants and Organizers
Please cooperate with the following measures aimed at creating a safe environment for everyone.
For Participants
Take your temperature before leaving home
Wear masks and mind the “coughing etiquette”
Thoroughly disinfect and sterilize your hands, wash your hands, and gargle
Refrain from participating if you are under any conditions requiring admission restrictions
Participants should refrain from discarding masks in the venue
Operating hours: 24/7 support TEL: 050-3816-2787 Support is available in English, Chinese, and Korean
Kyoto Prefecture
Operating hours: 24/7 support TEL: 075-414-4726 Support is available in English, Chinese, Korean, Portuguese, Spanish, Vietnamese ※Vietnamese support is only available from 8:00 – 22:00
Network Services
Network into the Venue
The inside of ICC Kyoto is connected by 600 optical fibers and is fully digitalized for audio and video. High-quality network distribution without delay is possible between the venues in the center and the adjacent Prince Hotel.
Internet Connection
We will respond to requests ranging from wireless LAN to temporary optical lines in the venue.
Science Information NETwork 5
ICC Kyoto is a member of the academic information network SINET5.
Inquiries
ICC Kyoto, Sales Promotion Department E-mail：ask(at)icckyoto.or.jp
