Terms of Service

The following are the Tokyo Conference Center Shinagawa Terms of Service.
We ask all of our guests to comply with these Terms of Service when reserving and using Tokyo Conference Center Shinagawa(hereinafter referred as “the Facility”).
1. Acceptance and Process of Reservation	Reservations are accepted from one (1) year to fifteen (15) days prior to
the day of use. Please complete and submit a Tokyo Conference CenterShinagawa Meeting Contract.	Please refer to the separate Food and Beverages Terms of Service forordering a party or reception.	Please see Tokyo Conference Center Shinagawa Process of Use for theprocess from reserving to completing use of the Facility.
2. Business Hours
Weekdays: 9:00 AM – 9:00 PM
Closed: December 28th – January 4th	Please consult with us regarding Saturdays, Sundays, and NationalHolidays.
Please note that the Facility may close for repairs, inspections, etc.
3. Charges and Payments(1) Please confirm the quotation of charges associated with your meeting.		In addition, there is a service charge of 10% of the total room,
equipment, fixtures, food, and beverage charges. (Consumption tax
will also be charged.)(2)	We ask applicants to deposit 30% of the total room charge after
receipt of the Meeting Contract. Please complete payment of thedeposit within 14 days of the issuance of the invoice or the day before
the usage, whichever comes first, through a bank transfer or in cash.		If we are not able to confirm payment of the deposit by the due date,
we may decline the reservation.
(3)	A fter usage of the Facility, we will issue a statement of accounts foryour signature. We will then send the final bill for the balance after
deducting the deposit. Guests are kindly asked to pay the balance
within one (1) month after the day of usage through a bank transfer
or in cash.
4. Cancellation	If any cancellation is made after receipt of the signed Meeting Contract,
we will charge the following cancellation fees calculated based on theday of notification of the cancellation.
(1) Charges for canceling 4th floor conference room usage		 ○ 60 days or more prior to the day of usage........ 30% of the room charge		 ○59 days to 10 days prior to the day of usage..... 50% of the room charge		 ○Within 9 days prior to or on the day of the usage............Entire amount(2) Charges for canceling 5th floor conference room usage		 ○90 days or more prior to the day of usage........ 30% of the room charge		 ○89 days to 60 days prior to the day of usage.... 50% of the room charge		 ○Within 59 days prior to or on the day of the usage..........Entire amount(3) Charges for canceling parties		 ○30 days to 8 days prior to the day of usage..... 50% of the initial charge		 ○Within 7 days prior to or on the day of the usage............Entire amount(4)	Please note that canceling extra arrangements such as equipment,fixtures, food, beverages, etc., may also be subject to cancellation fees.
5. Usage of Conference Room(1)	The organizer of the conference is asked to check-in at the Main
Reception on the 3rd floor before starting use of the contracted
meeting space.

(2)	Please consult with us in advance about bringing in equipment
and/or fixtures.
(3)	Parking is available on an advanced reservation basis only. Please
consult with us in advance regarding parking.
(4)	Please inform the Facility staff after usage and confirm the content of
the statement of accounts.		Please inform the Facility staff of any requests such as changing theclosing time, etc, however, please note that it may not be possible toaccommodate some requests.
(5) Smoking is only permitted in the designated smoking area.
(6)	Please do not bring food or beverages into the Facility from theoutside.

6. Disaster Control/Antitheft(1)	We ask our guests to cooperate in prevention of fire and otherdisasters. In case of emergency, please calmly follow the instruction of
the Facility staff.
(2)	Please confirm the location of emergency exits and fire extinguishingequipment and evacuation procedures in case of emergency.
(3)	The Facility will not be held responsible for theft/loss of brought-in
items or any accidents caused by guests.
(4)	Should the Facility be unavailable due to a natural disaster or
emergency, the Facility will refund the deposit, but will not bear any
further responsibility.
7. Refusal of Service
We reserve the right to refuse service in the following situations:(1)	If the actual purpose of use of the Facility was found to be different
from what had been initially claimed in the reservation.
(2) If any dishonesty is found in the Meeting Contract.
(3) If a guest sublets or transfers the right to use the Facility to others.
(4)	If undue noise is anticipated or caused in the contracted meeting
space that would disturb other guests in the Facility.
(5)	If any photography, display, distribution of printed materials, sellingproducts, soliciting donations, etc. were conducted without
permission from the Facility.
(6)	If any hazardous materials are brought into the Facility, orvandalism/breakage/loss of buildings/facilities/equipment of theFacility were committed.
(7)	If any violation of law or/and offending of public order and morals
were conducted in the Facility, or any situation which the Facility
deems a violation of the Terms of Service.
(8)	If we determine that the purpose or program of the conference is not
appropriate for use of the Facility.		The applicant is responsible for compensating the full amount of any
damages caused by any of the above.
8. Other	If the refusal of service is due to reasons on the Facility side, theapplicant will be fully reimbursed for any payment already made.

Please note that these Terms of Service are subject to change without advance notice.
[As of February 9, 2015]
(Reverse side: Food and Beverage Terms of Service)Food and Beverage Terms of Service

We ask all of our guests to note the following when reserving and using our food and beverage services.

1. Reservations and Charges	To use our food and beverage services, please complete and submit theFood and Beverage Service Application Form at least fifteen (15) days
before the day of use. Please confirm the quotation of charge. A charge
applies to the room reserved for the party. Separate charges for food andbeverage services are calculated by multiplying the rate per person by thetotal number of attendees. We can provide some equipment for a fee.
Please inquire in advance.
2. Business Hours
Weekdays: 5:00 PM – 9:00 PM
Saturdays, Sundays and National Holidays: Noon – 9:00 PM
Please consult with us regarding after-hours use.
Party rooms may be used for up to two (2) hours.
Please note that the Facility may close for repairs, inspections, etc.
3. Cancellation	If you cancel a reservation for your own reasons after we receive theApplication Form, we will charge the following cancellation fees. Thecharges subject to the cancellation fees include the party room charge
and food and beverage costs.
(1) 30 days to 8 days prior to the day of use: 50%(2) Within 7 days prior to or on the day of use: Entire amount
4. Confirmation of Final Number of Attendees(1)	Please notify our staff of the number of persons for whom food andbeverage service is to be provided (“Final Number of Persons”
hereinafter) by 5:00 PM on the day seven (7) days before the actual
date of the party. We do not accept requests for changes submitted
after this date.
(2)	Please note that you will be charged for the Final Number ofAttendees even if the number of persons actually attending the partyon the day is less than the Final Number of Attendees.

7. Prohibited Actions inside the Facility(1)	Bringing in dogs (other than guide dogs and hearing dogs), cats,birds, or any other pets or animals(2) Use of fire or bringing combustible or flammable materials(3)	Bringing in objects emitting a foul odor or potentially contaminatedmaterials(4)	Actions that are illegal or inconsistent with accepted norms of public
behavior or actions that may annoy other guests(5) Use other than for the intended purpose(6) Removal or transfer of fixtures provided in the room
(7) Bringing in firecrackers, decorated paper balls or confetti(8)	Bringing in food or beverage or removing any of the food orbeverages provided(9) Playing musical instruments(10) Making extreme noise or engaging in dangerous actions(11) Other actions prohibited by laws or regulations
8. Refusal of Service	In any of the following cases, we reserve the right to refuse to host yourparty and terminate your contract:(1)	We deem that guests likely to attend your party have engaged inactions that are illegal or inconsistent with accepted norms of publicbehavior.
(2)	We deem that your guests are likely to engage in actions within theFacility that may annoy other guests.
(3) Any situations arise constituting a violation of these Terms of Service.
9. Other(1)	Orders for additional beverages on the day of use may be accepted ona per bottle basis. Please consult with our staff.
(2)	Smoking is prohibited within the Facility. Smoking is only permitted
in the designated smoking area on each floor. We appreciate yourcooperation.

5. Method of Payment(1)	You are kindly asked to make a lump-sum payment in cash at theclose of the party. For conferences, we will issue an invoice after theevent ends. You are kindly asked to make payment within one (1)month through a bank transfer.
(2)	We will charge 10% of the total amount as a service charge.
(Consumption tax will also be charged.)
6. Damages(1)	Please be careful not to damage or destroy the Facility, furniture and/or equipment.
(2)	Should any damage be made to the Facility by the organizer,participants of the party or the vender hired by the organizer, theFacility will request to the organizer to quickly repair or bear such
expense.		Should the Facility be forced to close for repairs or due to damages
caused by a third party, the Facility may claim appropriate damages.
Please note that these Terms of Service are subject to change without advance notice.
[As of February 9, 2015]
(Reverse side: Food and Beverage Terms of Service)