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Planning an Event > Usage and Fees > ~ User’s Guide ~ Guideline and Regulations for Use of ICC Kyoto (Summary)

~ User’s Guide ~ Guideline and Regulations for Use of ICC Kyoto (Summary)

1. Dates and Hours of Operation

The dates and hours of operation are as follows. The facilities may be used on dates or during hours other than those specified below, if prior permission is granted by ICC Kyoto. ICC Kyoto may be closed on certain days for facility inspection or maintenance.

  • Dates of Operation: January 5th ~ December 27th
  • Hours of Operation: 9:00 ~ 18:00

2. Dates on which ICC Kyoto will begin accepting applications

ICC Kyoto will begin accepting applications to use its facilities starting from the dates indicated below:

Acceptance Begins Type of Event
No Limit 1. Conventions and conferences organized by governments or international organizations.
2. Conventions and conferences organized by associations or companies that require the full use of the center and attended by delegates from more than two countries.
3 Years in Advance 1. International conventions that do not fit the above category.
2. Non-international conventions requiring the full use of the center.
2 Years in Advance Conferences, other than those specified above, that require the use of the Main Hall, New Hall, Annex Hall or Event Hall.
1 Year in Advance Conferences that do not fit the above categories.
8 Months in Advance Banqueting events.

3. How to make an application

After the reservation confirmation date, which is the day that we receive your booking e-mail and approve your reservation, fill out, sign and send two Application Forms via postal mail by the designated date. Only the event organizer should directly submit the Application Forms. After receiving the forms, ICC Kyoto may request the clarification of details and require the applicant to submit data such as the organizer’s Information, event details, or a summary of funding.

Apply to: Sales Promotion Department, Kyoto International Conference Center
Reception hours: Monday-Friday 9:00 – 17:30 Tel: 075-705-1229, Fax: 075-705-1100
Address: Takaragaike, Sakyo-ku, Kyoto, 606-0001 Japan

4. Restrictions

ICC Kyoto reserves the right to refuse the use of its facilities in the case of one or more of the following.

  1. The applicant is a “boryokudan” crime syndicate defined in the Act for the Prevention of Wrongful Acts by Members of Organized Crime Groups (enforced on March 1, 1992) or its member;
  2. The applicant constitutes or belongs to “anti-social forces” or is their affiliated organization or individual;
  3. The applicant is deemed to make unreasonable demands in a violent, threatening, or intimidating manner or to behave in a similar manner;
  4. The event may be deemed to pose a risk of bringing ICC Kyoto into disrepute as an international conference center;
  5. The event may be deemed to pose a risk of damaging the property or facilities of ICC Kyoto; or
  6. The event could be construed as violating the purpose of ICC Kyoto.

5. Acceptance of Application

Upon approval of the application, a letter of acceptance will be issued. After reviewing and approving the two Application Forms, ICC Kyoto shall sign both, return one copy to the applicant and retain one copy for its records.

6. Fee Payments

Room hire charges must be paid in advance as described in the table below. An invoice will be issued and sent together. The applicant is requested to make payments to ICC Kyoto’s designated bank account by the due date specified in the invoice.

Time of application Payment Due Date Amount Due
Applications made up to 2 years in advance of the first day of use When the reservation is confirmed 10% of room hire charges
2 years before the event 10% of room hire charges
1 year before 30% of venue usage fee
3 months before 50% of venue usage fee
Applications made up to 1 year in advance of the first day of use When the reservation is confirmed 20% of room hire charges
1 year before the event 30% of room hire charges
3 months before the event 50% of room hire charges
Applications made less than 1 year in advance of the first day of use. When the reservation is confirmed 50% of room hire charges
3 months before the event 50% of room hire charges
Applications made less than 3 months in advance of the first day of use. At time of application Full amount

Charges for furniture, equipment, and other facilities should be paid within one month after use.

  • *ICC Kyoto may at its discretion request the full charge be paid one month in advance.

7. No Transfer and Sub-Lease of the Right to Use

The user may not transfer or sub-lease all or part of the right to the use of ICC Kyoto’s facilities to any third party.

8. Changes and Cancellations

If the user needs to change or cancel the reserved dates, hours, or rooms after his/her application has been approved, he/she will need to contact an ICC Kyoto representative. The user will need to cancel the reserved dates, times or rooms first and make a fresh application. Please contact an ICC Kyoto representative as soon as possible. The user must pay any costs resulting from changes made to the reserved hours and will not be refunded any paid charges in the event of any lesser differences.

■ Time Changes

Any changes made to the reserved hours must be approved by ICC Kyoto and room hire charges will be changed accordingly. Please contact an ICC Kyoto representative in advance.

9. Cancellations

After your reservation has been confirmed, if you cancel due to your own circumstances, we will charge a cancelation fee. If you have paid an advance usage fee, this will cover all or part of your cancelation fee.

■ Cancellation Fees

Time of Cancellation Amount
Cancellations made from the date when the reservation is confirmed up to 2 years in advance of the first day of use 10% of the room hire charge will be payable.
Cancellations made from the day following the date which is 2 years up to 1 year in advance of the first day of use 20% of the room hire charge will be payable.
Cancellations made from the day following the date which is 1 year up to 3 months in advance of the first day of use 50% of the room hire charge will be payable.
Cancellations made from the day following the date which is 3 months in advance of the first day of use Full amount of the room hire charge will be payable.

■ Cancellations of Equipment, Furniture, Production Materials, Personnel, or Services

All costs and fees incurred will be payable regardless of when the cancellation is made.

10.Conditions

In cases where one or more of the following apply, ICC Kyoto reserves the right to suspend permission for the use of its facilities. ICC Kyoto will not be responsible for any loss or damage that may result from such suspensions.

  1. A meeting hosted by Japanese governments or international organizations, is to be held.
  2. Any of the statements referred to in Clause 4 “Restrictions” above is found to be true.
  3. Information on the “Application Form” has been found to be false, the user fails to notify ICC Kyoto and make the necessary revisions of any changes made to the above form, or ICC Kyoto judges the purpose or type of event to differ from the form.
  4. Material information concerning the organizer given on the Application Form is found to be false, or ICC Kyoto deems that the user fails to obtain prior permission from ICC Kyoto for changes and that the purpose or type of the event differs from that stated on the form when the permission is granted.
  5. ICC Kyoto judges that it cannot guarantee a safe environment due to natural disasters or other unforeseeable circumstances.
  6. The room hire charges have not been paid as required in Clause 6 above.
  7. ICC Kyoto deems it inappropriate to grant permission for the use of its facilities for facilities management and operation purposes.

11. Refunding of Room Hire Charges

In the event that ICC Kyoto’s facilities become unavailable due to a congress or convention held by the Japanese government or an international organization or if ICC Kyoto judges that safety cannot be guaranteed due to natural disasters or other unforeseeable circumstances, all or part of the room hire charges that have been paid shall be refunded depending on the actual circumstances.

12.User Responsibilities

The User must treat ICC Kyoto, its property, facilities and equipment with care and in good faith, as well as respect the following:

  1. Safety
    1. Ensure adequate measures are taken to ensure a smooth and orderly event. Provide proper guidance to participants in order to prevent accidents, as well as provide proper supervision of exhibits and displays to prevent theft.
    2. Inspect and confirm the whereabouts of emergency exits, fire extinguishers, and other safety precautions, as well as know ICC Kyoto emergency evacuation procedures before the commencement of the event.
  2. Identification Cards
    Conference attendees are requested to wear identification cards or badges. The organizer must provide and pay for such identification cards or badges.
  3. Equipment
    No external equipment may be brought into ICC Kyoto’s premises unless prior consent is given by ICC Kyoto. In that case, a separate fee will be charged for special assistance from staff or any costs related to set up or equipment adjustments.
  4. Security
    The user must consult with an ICC Kyoto representative in advance if the event is held early in the morning or late in the evening, is expected to attract a large number of visitors, could disrupt or interfere with other conferences, or requires extra security. Any extra security costs must be borne separately by the user.
  5. Reporting Damage
    Any damage caused to ICC Kyoto’s property or facilities while they are in use must be reported to an ICC Kyoto representative immediately.
  6. Return
    It is the user’s responsibility to return ICC Kyoto’s facilities to their original condition promptly after the use.
  7. Commercial Activity
    Any commercial activity carried out on ICC Kyoto’s premises such as the sale of goods or advertising must be approved by ICC Kyoto in advance.
  8. Form Submission
    It is the user responsibility to submit the required documents (application for permission, reports, etc.) to the corresponding public offices.
  9. Access by ICC Kyoto’s personnel
    ICC Kyoto’s personnel may enter any room in use for facilities management and operation purposes if the need arises.
  10. Smoking on the Premises
    No smoking is permitted anywhere other than in the designated outside smoking areas.

13.Liability

  1. User
    The user shall be liable for damaged, lost or stolen facilities (building, equipment, furniture, etc.), and business losses due to user (including organizers, hosting parties, and guests) activities.
  2. ICC Kyoto
    ICC Kyoto will not be held responsible or liable for any loss or damage that may incur due to the use of ICC Kyoto facilities.

14.Meeting

The user is requested to have a detailed discussion with an ICC Kyoto representative about the use of the facilities one month before the first day of use.

15.Catering Service

ICC Kyoto Catering Service is responsible for all catering services within ICC Kyoto grounds; and, as a rule, no outside food or drink are allowed inside ICC Kyoto facilities. In the New Hall and Event Hall, designated vendors may be contracted as food and beverage providers.

16.Note

  1. For more details about the use of the facilities, please contact an ICC Kyoto representative.
  2. The Guidelines and Regulations for Use of ICC Kyoto (Summary) is effective as of April 2019 and may be subject to change.