Planning an Event > Event Services > AV & Furniture

AV & Furniture

Our dedicated coordinators arrange any and all services required for your event, from candidacy promotion and planning to management of
the conference itself.

  • Audiovisual Rental ▶
  • Furniture Rental ▶
  • Notes ▶

Audio and Simultaneous Interpretation System Fees

  • To use the P.A. System, Sound Operator is required. Please refer to information on P. 10 for operator fees.
  • The wireless microphone may have use type-WS partly on account of the frequency assignment. (@10,000 yen)

  • To use the Simultaneous Interpretation System, Simultaneous Interpretation Operator is required. Please refer to information on P. 10 for operator fees.

Video System and Screen Fees

  • Video systems is charged by rate. 100% for the 1st day, 130% for the 2nd day, 150% for the 3rd day and 170% for the 4th day.
  • Extra fee for adjusting may be required for the projector permanently installed in MH.
  • To use the Switcher System B and C, Video Operator is required. Please refer to information on P. 10 for operator fees.
  • Please refer to information on P.11 for PCs and Network system.
  • For any Video Systems other than those listed in the Table above are subject to additional charge. We will separately quote such charge upon request.

Recording, Camera and Lighting Fees

  • The fee for media such as disk is included in the recording fee listed above. (does not apply to some recording)
  • Delivery of recorded media takes approximately 1 week. (Delivery charge is not included in the recording fee listed above.)
  • The fee for “Packaged video recording” include Camera fees (1 camera with standard lens) and Cameraman fees.
    It is only applicable to recording for a period of not more than 2 hours from 8:00 to 21:00.
  • For recording over 2 hours, extra fees for recording and cameras are charged.
  • Editing is subject to additional charge. We will separately quote such charge upon request.

  • The fee for cameras listed above are a sum of charges for a set of cameras and cameraman fees by room.
    Charges for extension hours outside the time slot of 8:00 to 21:00 are subject to the “Extension Rate/Hour” for Chief operator listed on P. 10.
  • For Live relay to other room, extra fees for projector, lighting, Audio and Video relay channels are charged besides the fee for cameras.
  • For Video recording, extra recording fee is charged besides the fee for cameras listed above.
  • Please inquire about any camera plans other than those listed in the Table above.

  • Please feel free to consult us about any stage lighting plans other than those listed in the Table above.
  • To use lighting, Lighting Operator is required. Please refer to information on P.10 for operator fees.

Operator Fees

  • Main Hall and New Hall require both a chief and an assistant as audio operators.
  • Operator fees are charged not only for a real stage, but also for the standby time.
  • Extention fees for early morning and late evening cannot be combined.
    Example: For extension from 7:00 to 8:00 (1hour) and from 21:00 to 23:00 (2hours), extra fee of 20,000 yen is charged.
  • Other operators, directors etc. are required depending on the contents of presentation.

Basic Furniture Rental Fees 1

  • The rental fees of hall/room include basic furniture listed in the Table above, but we have a limit to the number of the said furniture.
    For details, please be sure to check with our sales personnel.
  • The use of the furniture listed in the Table above in any place other than inside and reception in front of the hall/room is subject to additional charge.
  • For any furniture other than that listed in the Table above, please refer to “Other Furniture and Layout Change”.
  • You are requested to determine the layout of hall/room fourteen days before usage start date.
    Any change to the layout after it is determined is subject to additional charge from three days before you use the hall/room.

Basic Furniture Rental Fees 2

  • The rental fees of hall/room include basic furniture listed in the Table above, but we have a limit to the number of the said furniture.
    For details, please be sure to check with our sales personnel.
  • The use of the furniture listed in the Table above in any place other than inside and reception in front of the hall/room is subject to additional charge.
  • For any furniture other than that listed in the Table above, please refer to “Other Furniture and Layout Change”.
  • You are requested to determine the layout of hall/room fourteen days before usage start date.
    Any change to the layout after it is determined is subject to additional charge from three days before you use the hall/room.
  • The rooms noted as (Basic layout) are not available for any layout change. However, tables, chairs, etc. can be added only in vacant space.
  • Rooms 103, 104, 509, 554, and 555 are available for use by dividing into two rooms by a mobile wall, respectively.

Other Furnitures and Layout Change

  • Please be noted that your request may not be met due to the limited number of furniture available for use.
  • Our setup staffs attending of rehearsal and late night & early morning standing by will be charged an extra.
  • The room rental fees listed in the Table above (except those for Event Hall and New Hall) include the initial hall/room setup and basic furniture.
    However, any layout change during the day and/or the use of any furniture other than the basic furniture is subject to additional charges.
    ※For details, please refer to the attachments:”Basic Furniture Rental Fees 1 and 2″.
  • You are requested to determine the layout of hall/room fourteen days before usage start date.
    Any change to the layout after it is determined is subject to additional charge from three days before you use the hall/room.

【Information on Usage of Equipment , Furniture and Provision of Display Material】

Please confirm before applying to use equipment and furniture or have display material provided.

1. Discuss usage plan

Please have an in-depth meeting with your coordinator regarding your event at least 1 month before usage start date. Please bring program, venue layout, list of items to be provided, loading/unloading plan, and notification and application forms to this meeting.*Please read and confirm the “Emergency Preparedness Plan” for response in case of an emergency.

2. Ordering

Please determine your required arrangements at least 2 weeks before usage start date. The details and amounts listed in the “final estimate” created based on this will serve as final confirmation of your order.
*Please be aware that we may not be able to arrange some items for you after this deadline.

3. Changes and cancellations

You will be charged a cancellation fee for cancellations and changes in the details of your arrangements.
– Operators and other personnel costs: 100% of charges starting 2 weeks before work start date.
– Equipment, furniture, display material, etc.: 100% of charges starting 1 week before usage start date.
*An earlier cancellation fee (100% of charges) may occur for specialized arrangements.

4. Fee revisions

If we cannot provide an item listed on rental fee chart or estimate due to a revision in lineup or service features, we will explain the circumstances in advance and provide an equivalent or superior item to what was initially planned. Fees will be charged based on themost recent renal fee chart.

5. Moving items to another venue

Please do not move provided equipment, furniture, or display material outside the hall or meeting room they are set up in.

6. Returning to original condition

When your rental period is concluded, please return the items promptly in the same condition as at time of rental.
If you damage, deface, or lose equipment or furniture, you will be liable for damages according to Article 17 of the Guideline andRegulations for the use of ICC Kyoto.

7. Bringing your own equipment

Equipment, furniture, and display material may not be brought in from outside. Due to concerns about facility maintenance and safety management,we will provide these items via designated suppliers who have received instructions from us. However, this may be permitted in special cases when strong need is recognized.
Furthermore, due to concerns about facility maintenance and safety management, this must be performed in the presence of our staff and anattendance fee will be incurred. We will also charge a service fee based on details and scale when handling these special arrangements.