Hotel Grand Hill Ichigaya ("this Hotel") applies the following terms and conditions to contracts for the hosting of parties and conferences, etc., and to the use of its banquet and conference rooms. Please make sure that you understand the following information about the use of party and conference facilities, setup, payment, etc. (Also, please note that separate regulations apply to wedding receptions.)

1. Duration of parties and conferences and additional charges

Your use of a party or conference room, from the moment you begin setting up the room until the moment you vacate the room, may not exceed the time agreed in advance with the staff member(s) responsible. Also, you pay a fixed fee for your use of a party or conference room for a prearranged period of time, from the start of an event until its finish. If you exceed that prearranged period, you will be charged additional fees.
Extending your use of a room may be impossible if doing so would cause delays in the start of a subsequent event in that room. Please note that if you exceed the prearranged period for reasons beyond your control, for example because a musical performance or speech runs over time, you will also be charged additional fees.

2. Application fee

In principle, the application fee for a party, conference, etc., must be paid within ten days of the reservation being made. The amount of the application fee will be decided by this Hotel based on the nature of the party, conference, etc.

3. Prepayment

In principle, the approximate amount quoted on the estimate by this Hotel must be paid no less than ten days before the day of the party, conference, etc.

4. Payment

In principle, all costs related to a party, conference, etc. (if you paid an application fee or prepayment, this means the remainder of the costs) must be settled on the first day of the event ("the Date of the Event").
If it is found that you paid an application fee and/or prepayment that is higher than the final cost of the event, the excess will be settled and refunded to you within a month after the Date of the Event.

5. Final confirmation of number of attendees

Please inform the staff member of this Hotel who is in charge of your event of the total number of attendees who will require food, etc. ("Paying Attendees") no later than the morning of the day two days before the Date of the Event. Even if you notify us at a later point that the number of Paying Attendees will be fewer than initially confirmed, you will still be invoiced for the original number of Paying Attendees.

6. Cancellation fees and date change fees

1. If you cancel a booking for a party, conference, etc., you will be charged the following cancellation fees.
   Cancellation fees (the number of days is calculated from the date on which the booking was made)
   60 to 31 days before the Date of the Event: sum total of expenses incurred + 20% of the application fee and room charge
   30 to 15 days before the Date of the Event: sum total of expenses incurred + 30% of the application fee and room charge
   14 to 3 days before the Date of the Event: sum total of expenses incurred + 50% of the application fee and room charge
   2 to 1 days before the Date of the Event: sum total of expenses incurred + 80% of the application fee and room charge
   Cancellation on the Date of the Event: sum total of expenses incurred + 100% of the application fee and room charge
   [Expenses incurred include signage, print materials, equipment, etc., that has already been prepared at the time of cancellation]
2. Please note that if you change the Date of the Event for an event that has already been booked, you will be charged the cancellation fees described in 6. (1) in accordance with the situation.

7. Arrangements for decorations and entertainment

If you require any decorations, floral decorations, audio, music, hosting staff, gifts, etc., for your party, conference, etc., please use the suppliers designated by this Hotel.
Should you want to use the services of suppliers other than those designated by this Hotel, please only do so after obtaining the consent of this Hotel.
Also, please note that we do not allow the use of musical instruments or equipment that emits sound at a high volume. For example, electric guitars, band performances or drums are not allowed.

8. Instructions for suppliers other than those designated by this Hotel

If you enlist the services of suppliers other than those designated by this Hotel to provide decorations, entertainment, etc., for your party, conference, etc., this Hotel will provide instructions to the applicable supplier(s) regarding the transportation of equipment and materials, the creation of signage and the like, installation, placement, and so on.

9. Compensation for damage

Please take sufficient care that no damage is caused to this Hotel's facilities, fixtures, equipment, etc., by you, any persons associated with your event or any suppliers enlisted by you to provide services.
In the event that damage is caused to this Hotel's facilities, fixtures, equipment, etc., this Hotel will provide instructions on how to repair the damage. You will be asked to make repairs accordingly in a prompt manner or pay compensation for the damage caused.

10. Prohibited behavior

All behaviors in the following list are strictly prohibited. Please refrain from:

1. Bringing dogs, cats, birds and other pets, or livestock, etc., to the event, with the exception of guide dogs
2. Bringing hazardous materials to the event, for example objects that are capable of producing fire or that are flammable
3. Bringing objects that emit bad odors or offensive smells
4. Engaging in behaviors that violate laws and regulations or public order, or that cause annoyance to other guests
5. Moving equipment
6. Using facilities for purposes other than those stated at the time of booking
7. Other behaviors prohibited by laws and regulations

11. Cancellation

Please note that if you or any of the attendees of your party, conference, etc., violate these "Banquet rooms terms and conditions" or if this Hotel suspects that such a violation may occur, this Hotel may refuse to take your booking or cancel an already completed booking.
Please note that if you do not pay the application fee or prepayment by the date specified, this Hotel may cancel the booking for your party, conference, etc., and invoice you for any costs associated with the cancellation. Furthermore, please note that if your booking is canceled under these circumstances, this Hotel shall not be liable to pay damages or any other form of monetary compensation.

12. Crime syndicates, gangsters, and use of this Hotel's facilities for purposes that are contrary to public order

1. The facilities of this Hotel may not be used by organizations or individuals that are considered crime syndicates or members thereof under the Act on Prevention of Unjust Acts by Organized Crime Group Members (enforced on March 1, 1992). (If involvement of such organizations or individuals is discovered after a booking is made or while an event is underway, the event will be terminated immediately.)
2. The facilities of this Hotel may not be used by anti-social organizations or members thereof (crime syndicates, extremist groups, etc., and members thereof). (If involvement of such organizations or individuals is discovered after a booking is made or while an event is underway, the event will be terminated immediately.)
3. If you or anyone associated with your party, conference, etc., is found to be engaging in violence, intimidation, extortion, making coercive or unreasonable demands, or similar behavior, you will immediately be denied use of this Hotel's facilities. Persons who have engaged in such behavior in the past will also be denied use of this Hotel's facilities.
4. If any person making use of this Hotel's facilities is found to be severely impaired because of mental or physical incapacitation, drug use or drunkenness, and is unable to ensure their own safety or risks endangering, frightening, or causing discomfort to other guests, that person will immediately be denied use of this Hotel's facilities.
5. If this Hotel incurs any damage associated with points (1) to (4) above, an appropriate amount of compensation will be charged.