Planning an Event > Usage and Fees > Usage Flowchart *Inquire about availability, Provisional application

Usage Flowchart *Inquire about availability, Provisional application

Usage Flowchart

Follow these steps to use our venues.

  • STEP 1 Inquire about availability
  • STEP 2 Provisional application
  • STEP 3 Facility use application (full application)
  • STEP 4 Pay advance payment
  • STEP 5 Discuss usage plan
  • STEP 6 Day of event
  • STEP 7 Billing
  • STEP 8 Request for feedback (survey)

Step 1: Inquire about availability

Enter the required items in the Availability Inquiry Form and send it. Our booking staff will contact you promptly.Please confirm the Usage Information before inquiring.

  • *In the case of a Saturday, Sunday, holiday, or when we are closed, we will contact you the next business day or later.
  • *Please telephone us for any questions.
    Telephone: +81-75-705-1229

Step 2: Provisional application

If you are satisfied with the content of our proposal, you may make a provisional application.
The provisional application period is 2 weeks.
Cancelation fees do not apply during the provisional application period.

Step 3: Facility use application (full application)

When your reservation of our facilities is finalized, we will send a set of application forms electronically. Please confirm them, fill in the Facility Usage Application Form, and submit it. We will examine the content of your application and send you a Facility Usage Permission Form and Advance Payment Bill.

Set of application forms

Step 4: Pay advance payment

Venue usage fees must be paid in advance. Please see ~ User’s Guide ~ Guideline and Regulations for the use of ICC Kyoto (Summary) for details on payment dates and amounts.

For your payment date, see the “Information on Usage Application and Payment” sent to you.
Please pay supplies, equipment, and other usage fees within a month after your event.
At our discretion, we may ask you to pay the entire amount, including venue usage fees, and supplies, equipment, and other usage fees, at least 1 month before the start of your event.

Step 5: Discuss usage plan

A dedicated staff member will assist you starting at this step.

To prepare for your event, please discuss schedule, layout, provided services (equipment, security, catering, special cleaning, decorations, marketing material, etc.) with our staff.
For more details, please see this page.
Please also submit application forms and notices to the relevant government agencies and the Kyoto International Conference Center as required.

Step 6: Day of event

The dedicated staff member will support you throughout preparation, the event, and closing.

Step 7: Billing

After your event finishes, we will send you a bill. Please pay within 1 month after your event.

Step 8: Request for feedback (survey)

We request you fill out our survey to reflect client feedback in our future service.