Conference Room / Banquet Hall | Terms of Use

FUTATABI FUTABA FUKUSHIMA (hereinafter referred to as the "Hotel") has established these Terms of Use of Conference Room/Banquet Hall for conferences, banquets and other events (hereinafter referred to as "Conference, etc.") under the provisions set forth below. Please abide by these Terms when using the Conference Room/Banquet Hall.

(Service Hours, Additional Room Fee)

Article 1

Please finish your use of the Conference Room/Banquet Hall (hereinafter referred to as the "Conference Room") within the time limit agreed on in advance with the staff in charge (including setup and removal work). In the event of extension of the agreed time limit, an additional room fee will be charged. However, please note that we may not be able to accept a request for extension of the agreed time limit depending on the circumstances.

(Application Fee)

Article 2

Please pay an application fee by the date specified when you book the Conference Room. The amount of such application fee shall be separately presented by the Hotel.

(Advance)

Article 3

Please pay an estimated amount presented by the Hotel by the date specified by the Hotel.

(Payment)

Article 4

Please pay all the expenses required for the Conference, etc. (when an application fee and/or an advance has been paid, the remaining amount) by the date separately specified by the Hotel, either by bank transfer or in person. If there is an excess of the application fee and/or the advance, we will refund the excess by the last day of the month following the date of use.

(Reservation)

Article 5

Tentative reservations and final reservations for the Conference Room shall be subject to the following provisions:

(1) In principle, tentative reservations can be made up to one year prior to the event. If you are making a reservation for multiple consecutive days, the starting date shall be the first day of the event.
(2) In principle, the tentative reservation period is two weeks. If, after the end of this period, you have not yet decided whether or not to use the Hotel, or if we are unable to contact you, we may cancel your tentative reservation at our discretion.
(3) We will not be held responsible for any damage incurred by you under the preceding paragraph.
(4) When you apply for a tentative reservation, we will confirm the purpose and content of use. Please note that we may refuse to accept your application depending on the use purpose and content.
(5) When you apply for a tentative or final reservation, you are requested to submit an application in the form prescribed by the Hotel.

(Cancellation Fee, Date Changing Fee)

Article 6

If you cancel the Conference, etc. or change the date after the final reservation, you will be charged the cancellation fee or the date changing fee as specified below:

Starting day of occurrence of cancellation fee or date changing fee	Cancellation Fee or Date Changing Fee
Up to 121 days before the date of event after the final reservation	10% of the estimated total amount
120 to 91 days before the date of event	20% of the estimated total amount
90 to 61 days before the date of event	30% of the estimated total amount
60 to 31 days before the date of event	50% of the estimated total amount
30 to 11 days before the date of event	70% of the estimated total amount
10 days to the preceding day of the date of event	80% of the estimated total amount
On the day of the event	100% of the estimated total amount

In the event that there are additional expenses already incurred for production, outsourcing, etc., we will charge such additional expenses based on actual amounts.
The estimated total amount shall be based on the latest written estimate.
If you make a cancellation after changing the date, we will calculate the fee based on the original reservation date.
If you cancel some of the venues due to a decrease in the number of attendees, we will charge a cancellation fee, in accordance with the above provisions, on the basis of the conference room fee for the venue cancelled.

(Calculation of Number of Attendees)

Article 7

Regarding food preparation, we will have made arrangements for ingredients and food-serving staff by noon 10 days prior to the date of Conference, etc. or any other event, so you are requested to notify our staff in charge of the number of attendees by that day. After that, adjustments to the number of attendees within the range of less than 5% of the number that has been notified to the Hotel will be accepted until noon 3 days prior to the event date. Please note that even if the number of attendees on the day is lower than the number of attendees confirmed by the specified deadline, you will be charged for the confirmed number of attendees.

(Food Allergy Accommodations)

Article 8

If you require food allergy accommodations, please contact our staff by noon 10 days prior to the event date. We will exercise the utmost care to eliminate allergens, but please understand that trace amounts of allergens may unintentionally be present due to the use of the relevant ingredients in the same kitchen.

(Arrangements for Decorations, Entertainment, etc.)

Article 9

For sound, lighting, floral arrangements, decorations, entertainment, wedding favors, etc., you are requested to use our designated companies. If you wish to use a company other than the designated company, please obtain the Hotel's prior approval and place the order yourself. In this case, you may be charged a fee for bringing in outside items as separately stipulated by the Hotel. Furthermore, in order to maintain the facilities and coordinate with other guests, we ask that you discuss in advance with our staff the details of the arrangements, installation location, installation method, and installation time. Furthermore, if the Hotel deems it necessary, our staff will be present during the loading, unloading, and setup work, and you will be charged the labor costs associated with this.

(Liability For Damage)

Article 10

In the event that you, any contractor directly engaged by you, or any other related person damages or defaces the hotel facilities, fixtures, or furnishings, you, the contractor or the related person must promptly repair the damage or bear the cost of compensation for damages.

(Prohibited Matters and Reasons for Refusal of Use)

Article 11

The following acts shall be prohibited:
- (i) Bringing in dogs, cats, small birds, and other pets and domestic animals other than guide dogs, service dogs, and hearing dogs;
- (ii) Bringing in items that give off a foul odor;
- (iii) Bringing in dangerous items such as combustible or flammable items;
- (iv) Entertainment involving loud noises or vibrations;
- (v) Acts contrary to laws and regulations or public order and morals, and acts that cause inconvenience to customers;
- (vi) Any act of moving, damaging or defacing hotel equipment;
- (vii) Use for purposes other than those specified in the reservation;
- (viii) Other acts prohibited by laws and regulations.
If it is discovered that a guest attending a Conference, etc. has contracted an infectious disease or is showing symptoms, we may refuse to allow that person to use the facility to prevent the spread of infection.

(Reasons for Refusing a Contract of Conference, etc.)

Article 12

If any of the following conditions apply to you or an attendee of Conference, etc., your application will not be accepted. If it is discovered that any of the following conditions apply to you after your application is made, we will refuse your use at that time:
- (i) When you or an attendee of a Conference, etc. is an organized crime group, a member of an organized crime group, an associate member of an organized crime group, or a person having relation or connection with an organized crime group, or any other anti-social forces;
- (ii) When you or an attendee is a corporation or organization whose business operation is controlled by an organized crime group or an organized crime group member;
- (iii) When you or an attendee is a corporation which has a person who falls under an organized crime group member as its officer.
If any of the following conditions apply to you or an attendee of a Conference, etc., we may not be able to accept your application for use of the Conference, etc. Even if you have already made a tentative reservation or an application for a conference room, we may refuse your use at that time if we find that any of the following conditions apply to you or an attendee:
- (i) When the Hotel determines that you or an attendee has conducted or is likely to conduct any illegal or similar act;
- (ii) When the Hotel determines that you or an attendee has conducted or is likely to conduct an act of damaging the trust of the Hotel;
- (iii) Other cases similar to the preceding items.
If the Hotel determines that protests, harassment, etc. against you or any of your attendees or related persons are taking place or are anticipated to be taking place and that such actions may cause inconvenience to other guests or the neighboring areas, the Hotel may not be able to accept your application for a Conference, etc.

(Cancellation of Contract)

Article 13

In any of the following cases, the Hotel may cancel reservations for Conference, etc.:

(i) When you or any of your attendees or related persons violates or is likely to violate these Terms of Use;
(ii) When, in spite of the Hotel having requested your payment of an application fee or an advance, you have failed to perform the payment by the specified date. If a contract for Conference, etc. has been cancelled pursuant to this clause, you will be charged a cancellation fee pursuant to Article 6;
(iii) When use of Conference Room is impossible due to a natural disaster or any other force majeure event, etc. not attributable to the Hotel. Please note that in such cases no reparation or compensation money will be paid for damage resulting from the cancellation.

(Matters not Provided)

Article 14

Matters not provided in these Terms or ambiguities as to the interpretation of these Terms shall be resolved through consultation between you and the Hotel in good faith.

Terms of Use of Conference Room / Banquet Hall