Planning an Event > Usage & Fees > Room & Facilities Rental Fee

Room & Facilities Rental Fee

Please check the latest information of Room and Facilities Rental Fee and confirm before applying to use equipment and furniture or have display material provided.
Room and Facilities Rental Fee

  • Hall and Room Rental ▶
  • Furniture Rental ▶
  • Audiovisual Rental ▶
  • Others ▶
  • Notes ▶

Hall and Room Rental Fees

会場使用料金表

  • The 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.
  • The extention rates/hour listed in the Table above are applicable to the use of the hall/room before and/or after the time slots for the basic rental fees. The use of hall/room during the time slot of 9:00 to 12:00 can only be extended until 13:00, and any further extended use is subject to the charge of 9:00~17:00 rental fee.
    The use of hall/room during the time slot of 9:00 to 17:00 and 13:00 to 17:00 can only be extended until 19:00, and any further extended use is subject to the charge of 9:00~21:00 and 13:00~21:00 rental fee.
  • The use of hall/room listed in the Table above (except that for international and academic conferences) on Saturdays, Sundays, public holidays and substitute holidays is subject to 20% premium added to the basic rental fees.
  • The use of hall/room listed in the Table above for charged box office such as a concert or event is subject to 50% premium added to the basic rental fees.
  • For rental fees for the use of hall/room listed in the Table above for an exhibition, please refer to to “Hall and Room Rental Fees for Exhibiton”.
  • None of the rental fees for Banquet Hall SAKURA and SWAN is charged for the use for dining and a party for a period of not more than three hours.
  • Garden is available for rental only when rented together with any of hall listed in the Table, and when it causes no inconvenience to other conferences.

  • The 1st-floor lounge (the NIWA café space that faces the Japanese garden) cannot be used for exhibitions.

Small Room Rental Fees

  • The 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.
  • The extention rates/hour listed in the Table above are applicable to the use of the hall/room before and/or after the time slots for the basic rental fees. The use of
  • hall/room during the time slot of 9:00 to 12:00 can only be extended until 13:00, and any further extended use is subject to the charge of 9:00~17:00 rental fee.
  • The use of hall/room during the time slot of 9:00 to 17:00 and 13:00 to 17:00 can only be extended until 19:00, and any further extended use is subject to the
  • charge of 9:00~21:00 and 13:00~21:00 rental fee.
  • The use of hall/room listed in the Table above (except that for international and academic conferences) on Saturdays, Sundays, public holidays and substitute
  • holidays is subject to 20% premium added to the basic rental fees.
  • For rental fees for the use of hall/room listed in the Table above for an exhibition, please refer to to “Room Table for Exhibiton Use”.
  • The rental fees for Room F to K and 158 to 159 and 502 to 506 and 503 to 507 and 558 to 559 and 662 to 665, and 672 to 681 listed in the Table above are charged per room.
  • Rooms 103, 104, 509, 554, and 555 are available for use by dividing into two rooms by a mobile wall, respectively.
  • The rooms noted as (Basic layout) are not available for any layout change.

Hall and Room Rental Fees for Exhibition

  • The 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.
  • The extention rates/hour listed in the Table above are applicable to the use of the hall/room before and/or after the time slots for the basic rental fees. The use of hall/room during the time slot of 9:00 to 12:00 can only be extended until 13:00, and any further extended use is subject to the charge of 9:00~17:00 rental fee. The use of hall/room during the time slot of 9:00 to 17:00 and 13:00 to 17:00 can only be extended until 19:00, and any further extended use is subject to the charge of 9:00~21:00 and 13:00~21:00 rental fee.
  • The use of hall/room listed in the Table above (except that for international and academic conferences) on Saturdays, Sundays, public holidays and
  • substitute holidays is subject to 20% premium added to the basic rental fees.
  • The use of hall/room listed in the Table above for charged box office such as an exhibition or trade fair is subject to 50% premium added to the basic rental fees.
  • Annex Hall and Rooms 103, 104, 509, 554, and 555 are available for use by dividing into two rooms by a mobile wall, respectively.
  • The rental fees for Rooms F to K and 662 to 665 listed in the Table above are charged per room.
  • A post-takedown cleaning fee will be charged after the exhibition.
  • If exhibition booths must be installed in venue lobbies for main venues including Main Hall, Room A, B-1, B-2, C-1, C-2, D, please confirm with sales personnel in advance.
  • You may use the Annex Hall, Event Hall, and New Hall lobbies freely.
  • Other venue lobbies have limited space, and exhibition booths may not be installed there.
  • The 1st-floor lounge (the NIWA café space that faces the Japanese garden) cannot be used for exhibitions.

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.

Audio and Simultaneous Interpretation System Fees

  • To use the P.A. System, Sound Operator is required. Please refer to information about 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 about 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 about 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 20,000 yen is charged.
  • Other operators, directors etc. are required depending on the contents of presentation.

Office Equipment and Other Fees

  • The rental fees listed in the Table above are unit price for using the equipment within seven days.
    Please inquire about fees for using if for more than seven days
  • A separate estimate will be made if you require more than 2 high-speed copiers.
  • Please inquire separately for dedicated use of permanent optical line
  • When the use of office communication equipment in the table above,a temporary power supply may be required separately.

  • The above temporary power supply work fees include electricity usage amount.
  • A separate estimate will be made for use of 3-phase outlets.

Parking and Cleanig Fees

Signboard and Display Fees

  • Sizes and designs other than those listed in the Table above are also available. Please feel free to contact us.
  • The fees listed in the Table above include setup/removal fees.
  • Manuscript making fee is subject to additional charge.

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.