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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, a chief sound operator is required. Please refer to information on operator fees.
  • Depending on the frequency assignment, some wireless microphones may need to be WS-type (@11,000 yen).

  • To use the Simultaneous Interpretation System, a simultaneous interpretation operator is required. Please refer to information on 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.
  • To use the Switcher System B and C, Video Operator is required. Please refer to information on P. 8 for operator fees.
  • 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, Live Relay 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.)
  • Charges for extension hours outside the time slot of 8:00 to 21:00 are subject to the “Extension Rate/Hour” for Chief operator.
  • 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.
  • For Live relay to other room, extra fees for projector, lighting, Media Center (AV control system) fee, 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.

  • Charges for extension hours outside the time slot of 8:00 to 21:00 are subject to the “Extension Rate/Hour” for Chief operator.
  • Please inquire about more than 4 rooms relay.

  • 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.8 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 22,000 yen is charged.
  • Other operators, directors etc. are required depending on the contents of presentation.

Basic Furniture Rental Fees

*Stock Quantity
【Main Building】
Foldable Table: 180ｘ90cm：150 (white cloth is charged extra） Foldable Table: 150ｘ60cm：470
Foldable Table: 150ｘ60cm with front panel：150
【AH】
Foldable Table: 150ｘ60cm：330
Foldable Table: 150ｘ60cm with front panel：45
【EH/NH】
Foldable Table: 180ｘ90cm：300 (white cloth is charged extra） Foldable Table: 180ｘ45cm：301
Foldable Table: 180ｘ45cm with front panel：69

  • 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.
  • 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.