Guide for Use of Facilities

Issued in October, 2023

Ⅰ.
1

Application for Use

Reception start Date for Applications(2)

Operating Hours (*1)

The opening date for applications is as follows.

Facilities

RegularRental Periods

Extensions

AM/PM – 9–17

(1) Extension

PM/EV – 13–23

may beHall A, Hall B7, Hall C or Hall E (*1)

Ev. – 18–23

granted on an

Except for cases when an applicant

All – 9–23

hourly basis.

AM/PM – 9–17

(2) Please

Consultations and inquiries regarding use are welcome at all

Operatingtimes.

Hours

Reception start Date

Purpose of Use

Any time(1) International meetings, etc. held at

Hall A

9 – 23

divides the Hall E or Hall B7 and uses

Hall B7

only one area

Hall B5

PM/EV – 13–22

make prior(2) Events that use the whole facility (*1)

Hall C

Ev. – 18–22

consultations

Hall D7

All – 9–22

with us9 – 22

regardingextensions

2 years prior to start

Events held at Hall A, Hall B7, Hall B5,

Hall D5of useHall C, Hall D7 and Hall E and events

Hall D1

concurrently held at conference rooms,

Conference

9 – 21

AM/PM – 9–17

besides

Hall D1, Lounge or Lobby Gallery

Rooms and(*2)

AM – 9–12

regularEvents held at Hall D5, Hall D1, Lounge,

LoungePM – 13–17

operating

Lobby Gallery or conference rooms (usePM/Ev. –hours, suchof an entire floor) (*2)

13–21

as late nights

3 months prior to

Use of conference rooms (except whenEV. – 18–21

and early

start of use

using an entire floor) (*2) or PlazaAll – 9–21

mornings.

1 year prior to startof use(*1) “International meetings, etc.” and “events that use theHall E

9 – 22whole facility” shall be defined in our facility usage rules.
(*2) The term “conference rooms (use of an entire floor)”

AM/PM – 9–18
All – 9–22

Lobby gallery

9 – 22

AM/PM – 9–17

indicates use of an entire floor (10 rooms) of any of the 4th toEV. – 18–22

6th floors of the Glass Building or 1/2 floor (5 adjacent rooms

All – 9–22

ending with either 01-05 or 06-10).

Plaza

8 – 234 Hrs (asparties desire)2

All – 8–23

Open Dates and Operating Hours(1) Open Dates(*1) Operating hours are hours between which users (including

Generally, with exceptions of conference rooms which may berelated parties) may conduct operations (including

closed during beginnings and ends of years, any facilities may

move-in/out) within facilities.

be used at any date.

(*2) The “AM” rental period is unavailable for the Lounge.

However, they may be closed for repairs and inspections offacilities, annex facilities, equipment, fixtures and any other3

Continuous Uses, etc.

features installed therein (hereinafter, collectively referred toContinuous uses by a single user shall be generally limited toas the “Facilities, etc.”).

no longer than 10 days.

Facilities

Open Dates

Hall A, Hall B7, Hall B5, Hall

Open Every Day
4C, Hall D7, Hall D1, Hall E,

LoungeLimitations on Uses
If any of the followings may apply, we may reject applications

Lobby Gallery, Plaza
Conference rooms

However, it may not be so if we otherwise consent.

Closed for Beginnings andEnds of Years (January 1 to 3
and December 29 to 31)

for uses:（1）We determine that the event may deviate from purposes of
establishment of the Facilities, etc.;（2）We determine that the event may adversely affect the public

of uses after the approvals of use are granted.

order or good public morals;（3）It becomes clear that an applicant or a party that serves as
an agent or intermediary is a party affiliated with an organizedcrime group (bouryokudan); in relation to the use, it becomes

7

Transfer and Sublease of the Right of Useclear that a counterparty of a related agreement, such as anUsers shall neither transfer nor sublease the right of use ofagreement between an applicant and a subcontractor, or a

the Facilities, etc. as a whole or partially without our consent.

party that serves as an agent or intermediary is a party
affiliated with an organized crime group, and, when a request
for termination of the related agreement and any other

Fees

Ⅱ.

necessary measures is made, it is not met without any
legitimate reason; or we otherwise determine that the event

1

benefits organizations that may collectively or habitually

Fees for Facilities
Please refer to the separate “Chart on Fees for Facilities.”

conduct violent illegal activities;（4） We determine that the event may force other users of the2

Facilities, etc. to incur inconveniences;

Fees for Annex Facilities, etc.
We shall separately provide you with the fees for annex（5） We determine that the event may cause damage to thefacilities, equipments, fixtures, etc.

Facilities, etc.; or（6） We determine that the event otherwise hinder management

3

and/or operation of the Facilities, etc. in any other way.

Payment of Fees for Use(1)

The fees for use of facilities shall be pre-paid inaccordance with the following chart.

5(2)

Procedures for Application of Use

We will send users “Invoice” from us corresponding

Please fill in necessary information on the “Application for Useto the payment due. Please make your deposit toof the Facility” provided by us and either bring it in person ordesignated financial institutions by the “Designatedmail it to us.

Date.”

After acceptance of the “Application for Use of the Facility,”
we may ask you to confirm the extent of the use and/or to

Due Date

provide such documents as those about organizers and plans

2 years before the start date

20% of facility feesfor uses.

1 year before the start date

50% of facility fees

Only the organizers of applicable operations may be eligible to

3 months before the start date

Facility fees in total

be applicants for use.

Designated date after use (*)

Fees for annex facilities,

Amount of Payment[Application shall be submitted to:]equipment and fixtures, etc.

Customer Relations Division,and other expenses

Tokyo International Forum Co., Ltd.

(*1) If the date of approval of use falls later than determined

3-5-1 Marunouchi, Chiyoda-ku, Tokyo 100-0005

due dates, the due amount shall be paid “within 14 days” ofTel: 03-5221-9050; Fax: 03-5221-9011

the issuing date of the “Approval of Use of Facility.”

Business Hour: 9–17, Monday – Friday(*2) If fees are not paid by the determined date, we may(excluding holidays and beginnings and ends of years)

cancel the approval of use.
(*) Provided, however, that fees may occasionally be required

6

Approval of Use

to be paid prior to a designated date before the start date.

Approval of applications may be given by issuing and sending a
to users (organizers).

4

Discounts on Fees

The “Approval of Use of Facility” shall be generally issued and（1）If the Hall E is used for exhibitions during the period

sent within 10 days of the receipt of “Application for Use ofdesignated by us, discount rates may be applied. Please

the Facility.”

ask sales representatives for details.

Please keep the approval until the completion of the use of the（2）Upon request by the user, discount rates may be

Facilities, etc., because the approval of use is given upon theapplied to events with high public interest and concerned

issuance of the “Approval of Use of Facility.”

with international exchange. Above discounts are

Cancellation fees determined below will apply to cancellations

granted only to events held in applicable facilities (*).

Please ask sales representatives for details.

for changes and cancellation of use after preparations for any(*) Hall A, Hall B7, Hall B5, Hall C, Hall D7, Hall D5, Hall D1service such as setting up for conferences have been made.

and Hall E

Ⅲ.

Ⅳ. Cancellation of Approval for Useof Facilities, etc.

Changes of Use
1

Cancellation of Approval for Use

1 Notice of Changes.

If it is found, after the approval of use is granted, that one ofIf, after the approval of use, a user would like to either change

following clauses may apply, we may either restrict or cancel

dates, time, facilities, etc. or cancel application, the user shallthe approval of use, or require the user to stop the use ofpromptly notify us and must turn in the “Notice of Change or

facilities even if it is being used. If we cancel the approval ofCancellation.”use, we shall demand payment of the cancellation fee provided

If a user would like to change the terms of approval for use,in the chart described in III. 2(2), and if fees for use havethe user must renew our approval for use.

already been paid, they may be appropriated for the

Even if the user does not submit an “Application for Use ofcancellation fee.

the Facility” and receive an “Approval of Use of Facility”

We shall not be liable for any damages incurred by the user as

but the user applies to use the facility in writing, by email, or

the result of cancellation of use, etc. due to any of theorally, etc. and we approve said application, our approval offollowing reasons, unless otherwise provided for in our facility

use specified in I6 shall be made to the extent that theusage rules.

cancellation fee specified in Ⅲ2(2) applies. In the event that

(1) We determine that any of the “Limitations of Use”
mentioned in I.4 is breached;

the user changes dates, time, the facilities, etc. or cancels
his/her application to use the facility after submitting such an(2) There was a false statement in the application for use

application and receiving approval therefor, the user shall beor the Facilities, etc. are used for a different purpose
or content;

charged the cancellation fee stipulated in Ⅲ2(2).
(3)

Facilities, etc. approved for use;

2 Fees after Changes / Cancellation
(1)

(4)

Additional Feesto fees after changes mentioned in the preceding section

It becomes difficult to use the Facilities, etc. due toforce majeure such as disasters;

Additional fees which may arise from changes in addition(5)

We determine that there are safety problems in theuse of facility due to any accident or failure/damage ofshall be paid within 14 days of the issuing date of a new

the Facilities, etc.;“Approval of Use.”(2)

Work or events are conducted on locations besides

Cancellation Fees

(6)

The 2 seismic intensity meters installed within the

If there is a change mentioned in the preceding section or

facilities detect an earthquake of Shindo (JMA seismic

cancellation, we shall demand payment of the cancellation

intensity scale) 5-upper or higher and the prerecorded

fee provided in the following chart.

emergency announcement is run throughout the

If fees for use are already paid, they may be appropriatedfor the cancellation fee.
Cancellation Datefacilities;(7)

Either the “Tokai Earthquake Advisory” or the “Tokai
Earthquake Warning” is issued;

Cancellation Fee(8)

The Japanese Government or the Tokyo Metropolitan

From 2 years before the start

Amount equal to 20% ofdate of use to 1 day before 1 year

the fees for use of

Government requests to voluntarily refrain frombefore the start date of use

facilities

conducting businesses due to an outbreak of an

From 1 year before the start dateAmount equal to 50% of

infectious disease;of use to 1 day before 3 months

the fees for use of

before the start date of use

facilities

3 months before the start date ofAmount equal to 100% of

use and thereafter(9)

The user fails to file necessary applications torelevant

authorities or when the user fails tocomply with ourrequest to do so;

the fees for use of(10)

facilities(11) Payment of fees for use are not made by the(*) We may separately demand a payment of actual expenses

Our rules for use are not complied with;specified due dates;

(12)*The “Chief Supervisor” is held responsible for all

In the course of the application for use or the use ofconsequences throughout the time of usage, which occur

the Facilities, etc., the user or its agent, officer ordue to the event.

employee files a fraudulent application or otherwise
acts illegitimately;
(13)

（4）

During the period of use, the user (organizer) must

The user is subject to payment suspension, unable totake necessary measures and act accordingly to manage

make payments, or is subject to dishonors;

the facilities being used, organize and guide visitors,(14) The user is subject to a third party’s petition for seizure,

prevent theft, fire and accidents and aid people in case of

temporary seizure, temporary disposition, any othersudden illness or injuries. The user (organizer) must also

mandatory execution or public auction, or is subject to an

supervise, guide and aid visitors to the event, including
those in adjacent areas of the facility used.

action against delinquency of any tax or public due or any
action similar thereto; or（5）When there are a large number of visitors, the user(organizer) needs to take such measures as engaging with(15) A petition for commencement of a private reorganization,
bankruptcy proceedings, special liquidation proceedings,

a security company or placing a security manager tocivil rehabilitation proceedings or corporate reorganization

prevent incidents in crowds, thefts, etc. If there areproceedings against the user is filed or any incident similar

more visitors than anticipated, please take measures,

thereto takes place.

including urgent increase of personnel, at the user’s(organizer’s) responsibility.

2

Return of Fees for Use of Facilities（6）

When a crowded condition with visitors for multiple

We may return the whole or a part of fees for use of facilities

events is anticipated, please mutually consult with userthat are already paid, only if the approval of use was cancelled(organizers) of other events held simultaneously andfor the reason of IV.1(4), (5), (6), (7) or (8) provided above.

prepare a comprehensive management plan. Please
consult our salesperson upon preparing the plan.

V. Users’ (Organizers’) Responsibilities
and Management Responsibilities（7）

Unless otherwise provided for in our facility usage
rules, the user (organizer) shall be held liable for any
accident in the Facilities, etc. being used during the term

1of use (including preparation and removal period), even if

Responsibility of Management
The user (organizer) is responsible for the following terms

such accident is attributed not only to acts of the parties

upon holding events.

affiliated with the user (organizer) or the event but also to（1）acts of visitors.

The user (organizer) not only needs to comply withlaws, regulations and the Guide for Use of Facilities, but（8）also needs to operate and manage safe events inand equipment including those that do not require specificaccordance with the application for use upon our approval,

licenses—elevators, stairways, doors, tables, chairs, etc.—

and the“Notice of Holding an Event” and the “Plan for
Site Management” prepared by the user (organizer) and（2）

be used properly by related parties and visitors...
（9）

Please check location of emergency exits, method

submitted to the fire department or other relevant

for evacuation navigation and location of fire extinguishers

authorities upon our approval.

prior to use of the facilities to prepare for disasters andAs stated in (1) above, the user (organizer) needs toensure compliance with laws, regulations and the Guide（3）

The user (organizer) must ensure that all facilities

accidents.
（10）

In the case of a disaster, please form “Organizer

for Use of Facilities by not only the parties affiliated with

Team” in accordance with the “Plan for Sitethe event, but also by visitors, and needs to operate andManagement” and please act in coordination with ourmanage a safe event.

self-defensive fire fighting team under the directions of its

The user (organizer) must appoint an individual who
can properly perform necessary duties as the “Chief

chief.
（11） In order to preserve facility conditions and maintainSupervisor”. The Chief Supervisor generally also serves

safety during move-in/out, we designate exhibit

as the fire prevention supervisor. The Chief Supervisor

decorators. The organizer must choose from theneeds to be always stationed at the facilities during thedesignated decorators when using a facility for exhibits.

period of use and to supervise the event and all facilities
being used.

（12） We recommend users (organizers) to purchasenecessary insurance policies for any slight possibility.

（13） Please consult with our salesperson for any othermatters prior to use and please comply with any

If necessary, we may ask users to provide the Plan for Use,etc.

directions.

2 Duty to Recover Previous Condition

2 We provide event-support services regarding following

Upon completion of use of the Facilities, etc., we ask users tooperations; please consult with us upon use of suchrecover the previous condition of the used Facilities, etc...

services. Please note that some operations such as

The preceding sentence shall apply in cases of the user’s

handling of equipments and fixtures, food and beverage(organizer’s) change in the Facilities, etc. or cancellation of its

services and exhibit decoration (i.e. exhibition

application for use, or our cancellations of approval of use ofbooth/electricity construction and fittings, etc.) can be

Facilities, etc. or stopping uses while being used.

provided only by designated companies. Please ask oursalesperson for a list of designated exhibit decorators.

Ⅵ . Compensation of Damages andWaiver of Liability• Hall services such as receptions, guidance and cloaks;• Food and beverage services (In order to maintain foodhygiene control, we do not allow food and beverages to bebrought in);• Stage, lighting and sound services;

1 Compensation of Damages
If buildings, equipments, fixtures, etc. inside / outside of• Technical services for simultaneous interpretation

facilities are destroyed, damaged or lost, users must promptly• Video services;

report to us.

• Construction services;

Users must compensate damages, if such damages are due to• LANor arise in connection with the use of the Facilities, etc. byusers (including any damage caused by visitors and affiliatedservices; andparties of the event).

• Cleaning services

If a user otherwise breaches our facility usage rules, we may
demand for compensation of damages.

Ⅸ. Miscellaneous

2 Waiver of Liability
We shall not be held liable for any and all accidents such as
personal accidents and thefts of and damages to goods,
exhibits, etc. in the course of use of facilities, unless we aregrossly negligent.

1 Laws and Regulations, etc.

Ⅶ. Notification to Relevant
Governmental Authorities.

（1） The language used for the agreement for use of the
Facilities, etc. (“Agreement”) shall be Japanese.
(2） The currency used for payment of money specified in theAgreement shall be Japanese yen.

Users shall make notifications and application for approval, which（3） The Agreement shall comply with laws and regulations ofJapan.

are required under laws and regulations, to relevant
governmental agencies etc. and notifications to related（4） When a dispute arises between the user and us in relation
to this Agreement, the Tokyo District Court will be theinstitutions, etc.

court with the exclusive jurisdiction over the first instance.

Ⅷ. Meetings For Use of Facilities,etc.

2

Prohibited/Restricted Conducts at the Tokyo
International Forum（1） Bringing food and beverages into seating areas of Hall A
1 Please conduct meetings on details regarding uses with oursalesperson one month prior to the start of use of facilities.

and Hall C（2） Bringing in and using dangerous articles and open flame.

（3） Preparing food;（4） Bringing animals
All animals besides human beings (not only mammals, butalso fish, birds, reptiles, amphibians and arthropods
including insects; assistance dogs, hearing dogs, guidedogs, etc. are excluded)(*) Please contact our salesperson for details of otherprohibited/restricted conducts.
3 We shall separately provide you with the “Facility Manual”
which comprehensively covers necessary information uponuse.
4 This Guide for Use of facilities is as of October, 2023. It is
subject to any change without prior notification.