Kyoto International Conference Center Catering ServiceTerms and Conditions
Revised: Jul. 2023
Kyoto International Conference Center Catering Service Co., Ltd. (hereinafter the “ICC Kyoto
Catering Service”) has established the following Terms and Conditions regarding the provision offood and beverages within ICC Kyoto.
1. Dining
In regard to venue reservations and usage, the stipulations of the ICC Kyoto User’s Guide shalltake precedence.
In addition to these Terms and Conditions, please also read the ICC Kyoto User’s Guide.
Matters not stipulated in these Terms and Conditions shall be governed by laws, ordinancesand the conventions of commercial transactions.
2. Meal Duration and Additional Fees
When making use of Banquet Hall Sakura and/or Banquet Hall Swan, users will not be chargedvenue usage fees if the usage time (from preparation to removal) totals three hours or less.
When using the venue for longer than three hours or when using a different hall, users will becharged venue usage fees as designated by ICC Kyoto. However, depending on the venue’s
reservation schedule, it may not be possible to extend usage times.
Service staff labor costs may be charged depending on the dining venue, meal contents and meal
duration (including extensions to venue usage times).
3. Consent and Application FormICC Kyoto Catering Service asks that users fill out and submit the Consent and Application
Form in advance after reading these Terms and Conditions. However, if the form is not submitted,
users shall be deemed to have consented and applied as of the date of request in the case of arequest for an estimate and reservation by telephone, etc.
4. Prepayment
In the case of an application (reservation) for dining, please pay 50-80% of the estimated amountas a prepayment by the day before the event.
If paying by bank transfer, please complete the procedure so that ICC Kyoto Catering Servicecan confirm the payment on the first day of the event.
ICC Kyoto Catering Service will indicate the amount of prepayment.
5. Account adjustment
Following the event, users will be sent a bill. The final bill will be adjusted according to theamount of prepayment.
ICC Kyoto Catering Service asks that users make payment by the date indicated on the bill.
Payments are calculated at the end of the month during which the event ended and are due bythe end of the following month.

6. Number of Paying Guests and Final Confirmation
ICC Kyoto Catering Service asks that users provide notification of the dishes to prepare and thenumber of paying guests no later than 14 days prior to the scheduled date of venue usage. In theevent of a change in the number of guests, etc., please contact ICC Kyoto Catering Service by noon
4 days prior to the scheduled date of usage (not including Saturdays, Sundays or public holidays).
Users will be charged for the number of guests determined as of that point even if the numberattending decreases later. In addition, users will be charged for any items already ordered orarranged for (including specially ordered items, equipment, etc.) in accordance with the number
ordered or arranged for.
7. Cancellation Fees
In the event of a dining reservation cancellation, the cancelling party will be charged thefollowing cancellation fees as well as all other related costs incurred up to that point.
- Cancellation 8 ~ 14 days prior: 50% of the application fee (estimated amount) + Reimbursementof all actual expenses relating to specially ordered items, equipment, etc.
- Cancellation 2 ~ 7 days prior: 80% of the application fee (estimated amount) + Reimbursementof all actual expenses relating to specially ordered items, equipment, etc.
- Cancellation 1 day prior or on the day of the event: 100% of the application fee (estimatedamount) + Reimbursement of all actual expenses relating to specially ordered items, equipment,etc.
8. Decoration-Related and Entertainment Arrangements
For decorations, decorative flowers, audio, lighting, entertainment, etc. relating to dining(banquets, etc.) at the venue, ICC Kyoto Catering Service asks that arrangements be made using
venders designated by ICC Kyoto Catering Service. If such arrangements are made by ICC Kyoto
Catering Service, additional costs will be incurred.
If you wish to use a vender other than those designated, ICC Kyoto Catering Service asks thatyou obtain approval from ICC Kyoto Catering Service before making arrangements.
In such case, in regard to transportation and removal of equipment and materials used bycompanies, etc. directly hired by the user to handle decorations, decorative flowers, audio, lighting,entertainment production, etc. as well as determination of installation locations and installation
times, users will be asked to comply with instructions from ICC Kyoto Catering Service for thepurposes of securing ICC Kyoto facilities and making adjustments in accordance with reservations
made by other users.
In addition, if ICC Kyoto Catering Service deems it necessary for a staff member to be present,additional labor costs will be incurred.
9. Compensation for Damages
In the event of breakage or other damage to ICC Kyoto facilities or furnishings caused by a user(including all parties related to the using party) or an external vendor directly hired by a user,
please refer to the ICC Kyoto User’s Guide (under the heading “Liability”).
In the event of breakage or other damage to ICC Kyoto Catering Service facilities or furnishings
within the dining (banquet, etc.) venue, the user will be charged for damages as chosen by ICC
Kyoto Catering Service.

In addition, users are asked to implement measures to prevent damage or theft of exhibits, etc.
within the dining (banquet, etc.) venue under their own responsibility, and ICC Kyoto Catering
Service shall bear no liability whatsoever in the event of theft of damage to items, exhibits, etc. or
any and all accidents, including injuries to visitors or others.
10. Prohibitions
The following are prohibited. ICC Kyoto Catering Service thanks you in advance for yourcooperation.
(1) Bringing food or beverages into the venue is prohibited by the ICC Kyoto User’s Guide (underthe heading “Catering Service”). For products not handled by ICC Kyoto Catering Service, pleasecontact our sales representative.
(2) Taking food or beverages when exiting the venue is prohibited.
(3) Providing alcohol to drivers or minors is prohibited.
(4) Actions forbidden by the ICC Kyoto User’s Guide (under the heading “Restrictions”) as well as
by other laws and ordinances are prohibited.
11. Cancelation
ICC Kyoto Catering Service shall refuse applications for banquets, etc. in the following cases,
and shall refuse usage if it becomes clear after acceptance of a reservation or during usage that
one or more of the following cases apply. In addition, in the event that a banquet, etc. is refused
under the following grounds, cancellation fees will be charged in accordance with the stipulationson cancellation fees provided for in Item 7.
(1) Matters listed in the ICC Kyoto User’s Guide (under the headings “Restrictions” and“Conditions”).
12. Force Majeure
ICC Kyoto Catering Service shall bear no liability in the event that ICC Kyoto Catering Service
is unable to execute its contractual obligations or comply with deadlines due to an extraordinary
natural phenomenon, natural disaster, war, terrorism, domestic conflict, public disturbance,
government regulation/order or instruction, labor strike, transportation blockage, or any otherinstance of force majeure. In the event of grounds attributable to force majeure, ICC Kyoto
Catering Service may cancel a contract by notifying the user in writing.
13. Handling of Personal Information
Personal information provided is for use in conducting business, and will not be used for any
other purpose. In addition, no personal information provided will be disclosed or provided to athird party without the consent of the individual concerned.

Kyoto International Conference Center Catering Service Co., Ltd.
Takaragaike, Sakyo-ku, Kyoto, 606-0001, Japan