Terms of Use～Guidelines and Regulations for Use of ICC Kyoto～
Section 1. Guidelines toward Execution of Venue Usage Agreement
1.1 Dates and Hours of Operation of the Conference CenterThe basic dates and hours of operation for the facilities of the “Kyoto International Conference Center” (the“Conference Center”), owned and operated by Kyoto International Conference Center (“ICC Kyoto”), apublic interest incorporated foundation, are as follows. The facilities may be used on dates or during hours
other than those specified below, if prior permission is granted by ICC Kyoto. ICC Kyoto may be closed oncertain days for facility inspection or maintenance.
■ Dates of Operation: 5 January ~ 27 December■ Hours of Operation: 9:00 ~ 18:00

1.2 Application Period
ICC Kyoto will begin accepting applications for use of its facilities starting from the dates indicated below:
Category
A

Start of Application Period

Type of EventNo limit

Congresses and conferences where representatives of twoor more nations participate (an “InternationalConference”), that fall under the following categories:
1.

Organized by the Japanese government, aninternational organization, or a quasi-internationalorganization; or2.

Organized by associations or companies requiring thefull use of the Conference CenterB

3 years in advance of the first day of

1.

use

International Conferences that do not fall under any of
the categories described in “A” above

2.

Non-International Conferences requiring the full use ofthe Conference CenterC

2 years in advance of the first day ofConferences that do not fall under any of the categories

use

described in “A” or “B” above, and that require the use of
any one of the following facilities: Main Hall, New Hall,
Annex Hall, or Event HallDE

1 year in advance of the first day ofConferences that do not fall under any of the categories

use

described in “A”, “B”, or “C” above

8 months in advance of the first day ofBanqueting eventsuse

1.3 Submission of Application Form, Payment of Deposit, and Execution of Venue
Usage Agreement(1)

Any person or entity that desires to use the Conference Center facilities (the “Applicant”) shall fill outand sign an application form (an “Application Form”) and submit it to the Sales & Marketing Departmentof ICC Kyoto (reception hours: Monday - Friday 9:00 - 17:30, TEL: +81-75-705-1229) at the address
designated below. The Application Form must be prepared under the name of the event organizer.
If submitted by email: globalsales@icckyoto.or.jp
If submitted by postal mail: ICC Kyoto, 422 Iwakura Osagi-cho, Sakyo-ku, Kyoto, Japan, 606-0001(2)

After receiving the Application Form, ICC Kyoto may make any necessary inquiries to the Applicant forclarification purposes and may require the Applicant to submit data such as the organizer’s information,
the event details, and/or a summary of the funding therefor.

1(3)The Applicant and ICC Kyoto shall then execute a definitive agreement which contain terms andconditions for the Applicant’s use of the Conference Center facilities (the “Venue Usage Agreement”).

1.4 Rejection of Application by ICC Kyoto
ICC Kyoto reserves the right to reject an application in the case of one or more of the following:i. The Applicant (in the case of an entity, any of its representatives, officers, or persons who substantiallycontrol its business) is an anti-social force, such as an organized crime group, a member of an organizedcrime group, an entity relating to an organized crime group, an extortionist threatening to disrupt
shareholder meetings (sokaiya), or a political racketeering organization or organized crime syndicate(collectively, “Anti-Social Forces”);
ii. The Applicant constitutes or belongs to an Anti-Social Force or is an affiliated organization or individual
thereof;iii. The Applicant is deemed to make unreasonable demands in a violent, threatening, or intimidatingmanner or to demonstrate equivalent behavior;
iv. ICC Kyoto has reasonable grounds to believe that the event to be organized by the Applicant may pose arisk of bringing ICC Kyoto into disrepute as an international conference center;v. ICC Kyoto has reasonable grounds to believe that the event to be organized by the Applicant may pose arisk of damaging the property or facilities of ICC Kyoto; orvi. The event to be organized by the Applicant may be construed as violating the purpose of ICC Kyoto.

1.5 Right of Rescission
Even after a Venue Usage Agreement is executed under which the right to use ICC Kyoto’s facilities has been
granted to the user (the “User”), in light of the nature of the Conference Center and the purpose of its foundation,in the case where any of the following situations arise, ICC Kyoto may ask the User to consider changing thedate and time of use or the types and numbers of facilities to be used, and if ICC Kyoto and the User fail toreach an agreement on such change, ICC Kyoto may partially or wholly rescind the usage right granted, without
being responsible for any loss or damage that may result therefrom:i.

If a meeting is planned to be hosted by the Japanese government or any foreign government, whererepresentatives of two (2) or more nations participate; orii.

If a meeting is planned to be hosted by an international organization or a quasi-international organization
where representatives of two (2) or more nations participate.

1.6 Termination of Venue Usage Agreement by ICC Kyoto
In the case where one or more of the following apply, ICC Kyoto reserves the right to terminate the Venue
Usage Agreement.
i.

Any of the items referred to in Article 1.4 above is found to be true;ii.

The User fails to pay the Usage Fee (as defined below) on or before the payment due date and such
failure is not cured within a reasonable period specified in ICC Kyoto’s notice letter demanding payment;iii.

Material information in the Application Form has been found to be false or ICC Kyoto judges that thepurpose or the type of event differs from the information provided by User;

iv.

ICC Kyoto judges that it cannot guarantee a safe environment due to natural disasters or other
unforeseeable circumstances;v.

ICC Kyoto deems it inappropriate to grant permission for the use of its facilities for facility management
and operational purposes;

vi.

The User becomes subject to or files a petition for the commencement of bankruptcy proceedings, civilrehabilitation proceedings, corporate reorganization proceedings, special liquidation proceedings, or any
other insolvency proceedings similar thereto;vii.

The User becomes subject to a disposition for suspension of transactions with a clearinghouse;2

viii.

The User becomes subject to compulsory execution, a petition for auction, a provisional order, adisposition of delinquency, or the like; orix.

There is a material change in the User’s assets, credit or business by which ICC Kyoto acknowledges
that it is difficult to continue the Venue Usage Agreement

Section 2. Key Terms on Usage Fee
2.1 Payment of Usage Fee
The amount, payment due date, and method of payment of the usage fees for the facility (the “Usage Fee”)
shall be specified in the Venue Usage Agreement. The applicable consumption tax will be invoiced after theuse of the facility is completed. In principle, the payment due date shall be designated in accordance with thefollowing table.
Timing of Execution ofPayment Due Date

Venue Usage Agreement

Amount Due(% of Usage Fee)
10%
10%
30%
50%useUpon execution
2 years before the event1 year before the event
3 months before the event

More than 1 year in advance and up to 2 years inUpon execution

20%

advance of the first day of use

1 year before the event30%

3 months before the event

50%

More than 3 months in advance and up to 1 year

Upon execution50%

in advance of the first day of use

3 months before the event

50%

Up to 3 months in advance of the first day of use

Upon execution

100%

More than 2 years in advance of the first day of

2.2 Cancellation
Cancellation after the execution of a Venue Usage Agreement made by the Organizer must be made in writing
and shall incur a cancellation fee as described in the following table. Changes to the date and/or facilities will
also be considered to be cancellation.

■Cancellation Fee
Timing of Cancellation
Cancellation is made not less than 2 years prior to the first day of use
Cancellation is made less than 2 years and not less than 1 year prior to the firstday of use
Cancellation is made less than 1 year and not less than 3 months prior to the firstday of use
Cancellation is made less than 3 months prior to the first day of use

Amount(% of Usage Fee)
10%
20%
50%
100%

2.3 Partial Changes
Partial changes to the date, facilities, or usage time after the execution of a Venue Usage Agreement must be
made in writing and shall incur a cancellation fee. However, there may be cases where the request cannot beapproved if it is determined that the change will negatively affect administrative operations of ICC Kyoto.

2.4 Refund of Usage Fee
In the event that ICC Kyoto's facilities become unavailable due to a congress or conference held by theJapanese government, foreign government, or an international organization, or if ICC Kyoto judges that safety3

cannot be guaranteed due to natural disasters or other unforeseeable circumstances, all or part of the Usage
Fee that has been paid shall be refunded depending on the actual circumstances. The Usage Fee alreadypaid shall not be refunded for any other reason.

Section 3. Equipment, Furniture, Display Materials, Personnel, and Services
3.1 Order and Final Estimate(1)

After the execution of the Venue Usage Agreement, but no later than two (2) months before the first day ofuse, the User is requested to have a detailed discussion with an ICC Kyoto representative about the useof equipment, furniture, display materials, personnel, and services. Thereafter, the User shall place anorder with ICC Kyoto for the use thereof by no later than one (1) month before the first day of use.

(2)

The User may also request additions to the facilities to be used and/or extension of hours of use. Subject
to ICC Kyoto’s confirmation of availability thereof, the User shall place an order with ICC Kyoto for such
additional requests by no later than one (1) month before the first day of use.

(3)

Upon receipt of the orders described in the preceding paragraphs, ICC Kyoto shall issue a “final estimate”.

3.2 Charges
Charges for equipment, furniture, display materials, personnel, and services should be paid no later than twoweeks before use.

3.3 Changes and Cancellations
Changes and cancellations of equipment, furniture, display materials, personnel, and services after theissuance of a final estimate by ICC Kyoto shall incur cancellation fees as described in the following table.
Operators and other personnel costs:

100% of the charges if cancellation is made within 2
weeks before the first day of work

Equipment, furniture, display material, etc.:

100% of the charges if cancellation is made within 1
week before the first day of use*A cancellation fee (100% of the charges) may be applicable earlier for specialized arrangements.
*All costs and fees actually incurred will be payable regardless of when the cancellation is made.

3.4 Use of Equipment(1)

ICC Kyoto will provide equipment, furniture, and display materials via designated suppliers who havereceived appropriate instructions from ICC Kyoto. Therefore, equipment, furniture, and display materials
cannot be brought in from outside without prior permission from ICC Kyoto, which shall be granted at ICC
Kyoto’s sole discretion in special cases when a strong need is recognized.

(2)

Furthermore, even if the prior permission described in the preceding paragraph is granted, furniture anddisplay materials from outside must be carried into the facility in the presence of ICC Kyoto’s staff, in whichcase an attendance fee will be incurred. ICC Kyoto may also charge a service fee based on the details
and scale of handling these special arrangements.

Section 4．Catering Service
Catering services within ICC Kyoto grounds will be provided by one or more vendors that are appointed by theUser from among ICC Kyoto’s designated vendors as described in the following table, and as a rule, no
outside foodstuffs or beverages are allowed inside ICC Kyoto facilities.

4MainAnnex

EventNew

BuildingHallHall

Hall

In-house vendor

〇

〇

〇

〇

Outside vendor――〇〇

Section 5. User’s Responsibilities and Liabilities
5.1 General
The User must treat ICC Kyoto, its property, facilities, and equipment in good faith with the due care of aprudent manager.

5.2 Safety
The User shall ensure that adequate measures are taken to achieve a smooth and orderly event and shallprovide proper guidance to participants in order to prevent accidents, as well as providing proper supervision ofexhibits and displays to prevent theft. In addition, the User shall inspect and confirm the whereabouts ofemergency exits, fire extinguishers, and other safety precautions and shall review ICC Kyoto’s emergency
evacuation procedures before the commencement of the event.

5.3 Identification Cards
The User shall ensure that conference attendees wear identification cards or badges, and the User shall beresponsible for providing such identification cards or badges at its own cost.

5.4 Security
The User must consult with an ICC Kyoto representative in advance with regard to any additional security
measures in the following circumstances:i.

if the event is scheduled to be held early in the morning or late in the evening;ii.

if the event is expected to attract a large number of visitors;iii.

if the event could disrupt or interfere with other conferences; oriv.

if ICC Kyoto considers that there is any need for extra security for any other reason.

Any extra security costs incurred as a result of such consultation must be borne by the User.

5.5 Return
The User shall return ICC Kyoto's facilities to their original condition promptly after use.

5.6 Commercial Activity
Any commercial activity carried out on ICC Kyoto's premises, such as advertising or the sale of goods, must
be approved by ICC Kyoto in advance.

5.7 Form Submission
The User shall be responsible for submitting any documents required by relevant laws and regulations(application for permission, reports, etc.) to the relevant authority, including, but not limited to, the respective
fire department and public health department.

5.8 Access by ICC Kyoto's Personnel
The User must accept that ICC Kyoto's personnel may enter rooms in use whenever necessary for facility
management and operation purposes.

55.9 Smoking on the Premises
The User must ensure that no smoking is permitted anywhere other than in the designated outdoor smokingareas.

5.10 No Transfer and Sub-Lease of the Right to Use
The User may not transfer or sub-lease all or part of the right to the use of ICC Kyoto's facilities to any thirdparty.

5.11 Liability for Damage
If any of the following events occur, the User shall immediately notify ICC Kyoto of such event andcompensate ICC Kyoto for the damage suffered thereby:
The User or any of its related persons, such as organizers, suppliers, and guests (“User Relatedi.

Persons”), causes damage, defacement, or loss to the facility or any equipment or furniture, etc. therein,or impedes the management and execution of any event organized by any other user of ICC Kyoto’sfacilities, through the willful intention or negligence thereof; orii.

The User or any User Related Person causes damage to ICC Kyoto or any other users of theConference Center through the willful intention or negligence thereof.

Section 6. ICC Kyoto’s Responsibilities and Liabilities(1)

ICC Kyoto shall not be held responsible for any loss or damage incurred by the User due to its use ofICC Kyoto facilities, save for those caused by ICC Kyoto’s willful misconduct or gross negligence.

(2)

With regard to ICC Kyoto’s liability for damage under the Venue Usage Agreement, ICC Kyoto shall beliable to the User only for direct and ordinary damages actually incurred by the User, and ICC Kyoto shallnot be liable for any lost profit, including any opportunity loss.

[Contact Us]

Kyoto International Conference Center

Office hours: 9:00 - 17:30, Monday - Friday

e-mail:

TEL: +81-75-705-1229

Address: 422 Iwakura Osagicho, Sakyo-ku, Kyoto, Japan, 606-0001

6

globalsales@icckyoto.or.jp