Planning an Event > Usage & Fees > User’s Guide
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.
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. |
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
ICC Kyoto reserves the right to refuse the use of its facilities in the case of one or more of the following.
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.
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.
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.
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.
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.
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.
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.
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.
The User must treat ICC Kyoto, its property, facilities and equipment with care and in good faith, as well as respect the following:
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.
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.
