Kyoto MICE Fund Operating Guidelines(Purpose)
Article 1
This document outlines the guidelines for the administration of the Kyoto MICE
Fund (hereafter referred to as “the Fund”) by the Kyoto Convention & Visitors
Bureau (hereafter referred to as “KCVB”). Developed over the span of its long
history, Kyoto’s wide array of culture and art, rich natural environment, andbeautiful scenery are the pride of Kyoto as an international MICE city. The Fundwas established in keeping with the goals listed in Article 3 of the KCVB articlesof incorporation to collect donations from individuals and organizations during
MICE events taking place in Kyoto, for the purpose of supporting initiatives that
contribute to the preservation, conservation, and use of such resources, while also
increasing Kyoto’s appeal, improving the lives of residents, developing MICE andtourism, and contributing to the SDGs.
(Operational Structure)
Article 2
1 The Kyoto MICE Fund Steering Committee (hereafter referred to as “theCommittee”) will be established to handle deliberation, selection, authorization,and operations pertaining to the usage and management of funds in a fair andappropriate manner, as entrusted by the donors.
2 The Kyoto MICE Fund Administrative Office (hereafter referred to as “theOffice”), which will carry out the administrative needs of the Committee, will beestablished within KCVB.
(Steering Committee)
Article 3
1 The Committee will carry out the duties listed below.
⑴ Approval of the Fund’s business plan and reports⑵ Selection and dismissal of committee members and observers⑶ Authorization and approval of the creation, amendment, or repeal of theoperating guidelines; of fundraising, acceptance, processing, and usage(including selection) of donations; and of management, etc. of the Fund
⑷ Authorization and approval regarding the work of the Office⑸ Any other matters deemed necessary by the Committee
2 The Committee will consist of 5 members. To ensure continuous operation of theFund, the committee chair will be a staff member of KCVB. The committee chairand members, listed in Table 1, will be appointed by the Head Director of KCVB.
3 The Committee will choose 1 observer each from the Kyoto PrefecturalGovernment and the City of Kyoto.
4 The Committee will convene when a majority of members are in attendance, andresolutions will pass with approval from a majority of those present. However, inthe event of a tie, the final ruling will rest with the committee chair.
5 For matters that require authorization or approval by the Committee, when allcommittee members have indicated agreement with the authorization or approvalin writing or via electronic record, this will be deemed equivalent to a committee
meeting resulting in authorization or approval.
6 The committee members and observers will be unpaid.
7 Committee meetings will convene when called by the committee chair.
8 Committee members will serve a term of 2 years. If observers have been selected,
they will serve a term of 1 year. However, for both positions, there are norestrictions on renewal of terms.
9 When a committee member’s term ends, their replacement will be chosen from alist of candidates created by the Office.
(Operations and Management)
Article 4
1 The usage and management of funds will take place according to the Kyoto
MICE Fund Regulations on Handling Donations. The expenses incurred by suchusage and management may be disbursed from the funds.
2 The business year for Fund operations will be from April 1 to March 31 of thefollowing year.
(Business Plan)
Article 5
The business plan must be made and must receive approval by the Committee by
the day before the start of the new business year. However, this does not apply tothe first year of the Fund.
(Business Report and Financial Close)
A business report must be made and must receive approval by the Committee after
the completion of each business year.
(Handling of Information)
Article 7
The Fund will handle the personal information of donors, etc. in keeping with theprivacy policy and guidelines established by KCVB and all relevant laws.
(Other)
Article 8Matters that are not outlined in these operating guidelines will take place according
to the direction of the Head Director of KCVB.
Supplementary Provision
These operating guidelines are effective as of March 4, 2021 as approved by theKCVB Board of Directors.

Table 1
Members of the Kyoto MICE Fund Steering Committee
Title and Organization

Field/Industry

Kyoto Convention & Visitors Bureau
Managing Director
Kyoto International Conference Center
General Affairs Department Director
Kyoto Tourism Federation
Secretary GeneralFund Management
Committee Chair
Meeting Facilities
Tourism

Kyoto City Tourism Association
Secretary General

Tourism

Kyoto Chamber of Commerce and Industry
Business Promotion Division DirectorBusiness