Banquet Hall Terms of Use

At Kobe Meriken Park Oriental Hotel, regarding banquets, events and the use of banquet halls,Please be aware that the following rules apply:

<Banquet Hall Terms of Use>

1. Banquet hall usage time and additional charges

You will be required to pay the designated banquet hall usage fee for the contracted time from the start to the end of your banquet hall use (hereinafter referred to as the banquet time). If the banquet time is exceeded, an additional fee will be charged according to the time.
Preparation in the banquet hall must be completed within one hour. Any use prior to this time will incur an additional meeting fee.
The basic banquet time for meals is two hours. If the banquet time exceeds two and a half hours, an additional meeting fee will be charged.
Generally, party hours are from 9am to 10pm.
Any use after 10pm will be subject to an additional 50% of the conference room fee.

2. Confirm the number of paying guests

Please inform the hotel staff of the number of people for whom food etc. will be prepared (hereinafter referred to as the "paying number of people") by noon three days prior to the date of the banquet or event (hereinafter referred to as the "banquet, etc."). Since all arrangements will be completed after that date, we will charge the fee for the paying number of people even if the number of guests attending on the day of the banquet, etc. is less than the paying number.

3. Deposit

You may be required to pay a deposit when making a reservation for a banquet, etc. The amount of the deposit will be provided by the hotel based on the total estimated banquet cost.

4. Advance Payment

The hotel may require you to pay the estimated amount within a set period.

5. Cancellation fee (the number of days will be calculated from the day after the application)

If you cancel a banquet or other event that you have already signed a contract for, we will charge you a cancellation fee as follows.

Cancellation fees
From the date of application until 30 days before the event	10% of the estimated cost of the banquet, etc. (Excluding service charge and tax).
From 29 days before the event Up to 15 days before	20% of the estimated cost of the banquet, etc. (Service charges and taxes excluded)
From 14 days before the event Up to 7 days before	50% of the estimated cost of the banquet, etc. (Service charges and taxes excluded)
From 6 days before the event to the day before	80% of the estimated cost of the banquet, etc. (Service charges and taxes excluded)
On the day of the event	The full estimated cost of the banquet, etc. (Service charges and taxes excluded)

*For any printed materials ordered or delivered by the above deadlines, we will charge you the actual cost.
Cancellation fees will be deducted from the estimated price.

6. Compensation

You (including all related parties on your side) and any contractors you have directly commissioned must take great care not to damage or break the hotel's facilities, fixtures, etc. If any damage occurs to the facilities, fixtures, etc., the hotel will give you instructions regarding repairs, and you must promptly repair the damages or pay compensation for the damages.

7. Prohibited acts

1. The following items are prohibited and we ask that you refrain from doing them.

Bringing in dogs, cats, small birds, other pets, livestock, etc., other than guide dogs and other animals for the purpose of assistance.
Carrying on hazardous items such as combustible or flammable items.
Bringing in anything that emits a foul odor.
Gambling or other actions that disrupt public morals or cause inconvenience to other customers.
Moving equipment, etc.
Using the facility for purposes other than those specified in the reservation.
Any other acts prohibited by law.

8. Termination

Please note that if customers who have applied for a banquet, etc., or customers attending the banquet, etc., violate or are likely to violate the terms and conditions in paragraphs 1 to 7 above, we may cancel the banquet, etc. Furthermore, please note that if the requested 3. Deposit and 4. Advance Payment are not received by the specified date, we may cancel the banquet, etc. reservation and request you to pay an amount equivalent to the cancellation fee calculated in accordance with the case of cancellation.

<Exhibition and fashion show regulations>

1. Pre-meetings

The organizers are requested to discuss details with the hotel staff before deciding on the exhibition layout.
Please use construction companies designated by the hotel for setup. If the organizer wishes to directly hire a contractor other than the hotel's designated contractor, they must obtain the hotel's consent in advance. Please refrain from directly hiring a contractor without the hotel's consent.
Please discuss in advance with the hotel staff the location, time, and dimensions of any signs or guide boards you wish to install within the hotel. If you do not discuss this with the hotel, the hotel may ask you to remove them.

2. Regarding loading, unloading, and venue setup

Please inform us in advance of the person in charge of construction, the transport company, the number of transportation vehicles, the installation company, the number of installation personnel, and the overnight workers (including temporary accommodation guests) for delivery, removal, and construction.
When carrying in or removing installation equipment and exhibits, the organizer or construction manager must be present at the venue before the start of the event and supervise until completion.
All personnel setting up the facility must wear a hotel designated entry pass and dress appropriately.
(Please report to the security on the first floor and receive your admission pass.)
Rest areas, smoking areas, and restrooms will be designated by the hotel. Please refrain from entering any business spaces other than construction areas.
Please keep to the agreed start and end times for loading and unloading. Please note that we may ask you to change the loading and unloading times due to hotel circumstances.
Equipment brought into the hotel will be limited to transportable size that will not damage hotel facilities.
Please refrain from driving nails into floors, walls, ceilings, etc. Please leave a gap of 10cm or more between the ceiling and the wall surface when installing.
When carrying in, carrying out, and setting up the facility, please take sufficient measures to prevent damage to the building, carpet, and fixtures by laying down protective equipment such as boards and canvas in advance. Please refrain from using duct tape on carpets, walls, or ceilings.
Due to the Fire Service Act, it is prohibited to display items in front of emergency exits, fire hydrants, or fire shutters.
Please note that we may refuse or cancel in advance any construction work that is expected to cause damage to hotel facilities.
If any hotel facilities are damaged, repairs will be carried out by a contractor designated by the hotel, and all expenses incurred for the repairs will be borne by the event organizer.
Please be especially careful about noise pollution during the construction process. We may ask you to stop work if the noise pollution is too great.
The organizers are responsible for managing the banquet hall and preserving the exhibits.
The organizers must clean the banquet hall during the period of use (including during move-in, construction, and move-out). After use, the organizers must remove any bulky trash, cardboard boxes, etc.
Please do not place cardboard boxes or any other items in the public spaces. If you do place any such items in the public spaces, you will be asked to remove them immediately.
When using the elevator, please follow the hotel's instructions (door width is 170cm).

Maximum load capacity and capacity range when using elevators
	Maximum loading capacity	Capacity
Elevator	3,200kg	W235×D240×H260(cm)

3. Laws and regulations concerning events

Please make sure to use fireproof materials for the decoration of the event venue. "Fire Service Act Enforcement Order Article 4-3"
Smoking, use of open flames, and bringing in dangerous items are not permitted without the permission of the fire department, so please be sure to apply for permission. "Kobe City Fire Prevention Ordinance Article 24, Clause 1"
The event notification procedure is stipulated in Article 54, Paragraph 1, Item 3 of the Kobe City Fire Prevention Ordinance.