For Event Organizers
and Management Companies
This section outlines the process from submitting a reservation to post-event settlement.
Please refer to the Terms and Conditions of Use for details on event content and important notes.
An FAQ for organizers and management companies is also available.
Process
Overview of the Process: From Reservation to Event and Final Settlement
Availability inquiry
Please review the Terms and Conditions of Use in advance, and then use the inquiry form to check availability.
Provisional reservations
In principle, the limit for provisional reservations is 7 days.
Consider whether you would like to keep the reservation, and advise us by email within 7 days.
Full reservations
If the facility you want to use is available, we will proceed with the application form procedures.
An application form will be sent from the SCC by email.
Please return by email within 10 days once you have affixed your seal to (signed) the application form.
Transferring the facility use fee（venue fee）
After you have sealed (signed) and returned the application form, you will be sent an invoice for the facility use fee (venue fee).
Venue fees must be paid in advance. Payment is accepted by bank transfer.
Any transfer charges are the responsibility of the customer.
If payment of usage fees is not received by the specified date, the reservation/approval may be cancelled.
Once your application form has been submitted, any changes to dates or facilities will be subject to cancellation charges.
Usage fees are nonrefundable in the event of cancellations for reasons attributable to the customer.
Depending on the facilities being reserved, the facility use fee may be invoiced initially in full or in two instalments.
For information on the process of invoicing fees and charges, refer to the invoicing process in the Terms and Conditions of Use.
Preliminary meeting and day of the event
About 10 days before your event, a meeting will be held to discuss room layouts, rental equipment, food and beverage arrangements, etc.
Organizers/operators are not permitted to bring food or beverages into the SCC.
Food and beverage arrangements can be made via the SCC. Please contact us at least 7 days before your event.
Please contact us as soon as possible if you wish to change any quantities after your application has been submitted.
For large academic conferences, exhibitions, etc., we will contact you well in advance of the event.
On the day of your event, please come to Information when you arrive and before you leave.
Day of event
Please contact the 1F reception or via internal phone when arriving and departing.
After the event, transferring the balance of fees
Equipment charges will be invoiced after the event.
In addition to equipment charges, additional room reservations and charges for arranging food, beverages and additional equipment, etc. will also be invoiced after the event.
Inquiry
Please feel free to contact us.
Inquiry