Terms and Conditions of Use

Please refer to the “For Event Organizers and Management Companies” for the full process from application to event day.
This page provides key information related to event planning, including reservation periods and time slots. Please also review the fees and important notes before making your reservation.

Start date for accepting reservations

Reservations are accepted as follows.

Facility Start date for accepting reservations
Conferences Exhibitions/events
Whole center Same day 24 month in advance
Main Hall（whole hall） Same day
24 month in advance		 Same day
18 month in advance
Main Hall (partition) Same day 12 month in advance
Conference Hall Same day
24 month in advance		 Same day
18 month in advance
Mid-sized Hall (whole hall) Same day 12 month in advance
Small Hall Same day 12 month in advance
101、102、104、105、107、108、201、202、204、206、207 Same day 6 month in advance
VIP Room, 103, 106, 203, 205 Same day 1 month in advance
  • Applications to reserve a room can be accepted even before the reservation start date if the room is to be used in conjunction with other rooms for which reservations are already being accepted.
  • Usage plans* will be accepted more than 24 months in advance for international congresses (when reserving the whole center) or for reservations deemed necessary by the SCC. However, this does not guarantee a reservation as official reservations can only be made 24 months in advance.
  • Usage plans are a plan for the purpose of informing your intended use. Please contact the SCC if you would like to submit this plan.

Reserved time

Reserved times are divided into the following time periods.

Combination of time periods Hours Number of time periods
Full day 9:00～22:00 3 periods
Morning 9:00～12:00 1 periods
Afternoon 13:00～17:00 1 periods
Night 18:00～22:00 1 periods
After-hours 7:00–9:00 or after 22:00
Setup Time for the SCC No entry allowed.
  • Preparing, setting up, and packing down the venue also need to be completed within your reserved time. Please take this into account when making an application.
  • The “morning + afternoon” period includes 12:00–13:00, and the “afternoon + night” period includes 17:00–18:00.
  • Please consult with us when making your reservation if you are considering using the “before-hours (early morning)” and “after-hours (midnight)” periods.

Venue Fees

Venue fees are determined based on your event type and applied under one of two pricing categories.

Conference fee Exhibition/event fee
  • International/domestic conferences, short courses of lectures, seminars, entrance ceremonies, graduation ceremonies
  • Secretariats for preparing the above events and related meetings, seminars, etc.
  • Most of the space being reserved will be used in a conference format such as classroom, theater, or island
  • Exhibitions, expositions, sales, banquets, music performances, festivals and shows, theater and films, gaming tournaments
  • Secretariats for preparing the above events and related meetings, seminars, etc.
  • Events which, judging from their content, are clearly not regarded as conferences

Setup and dismantling fees

Depending on the event, one of the following will be applied.

Conference

  1. 1 Main Hall, Conference Hall and Mid-sized Hall

    With regard to conference fees, if you use any of the following three facilities, you will also need to reserve the set-up time period before you intend to start using the facility.

    The SCC set-up period corresponds to the time period directly before your requested entry time.

    Example 1:If you wish to use the Main Hall starting from the morning slot the previous night slot will be designated as the SCC setup category.

    Example 2:If you wish to use the Special Conference Room starting from the afternoon slot the morning slot on the same day will be designated as the SCC setup category.

    Set-up time is for the SCC to set up the venue. Organizers are not permitted to enter the facilities during this time.

  2. 2 Small Hall and Meeting Rooms （excluding3）

    Set-up and dismantling fees are included in the venue fees.

  3. 3 203, 205, Reception Room1・2 and Attached Meeting Rooms

    Set-up and dismantling fees are included in the venue fees.
    Layout changes are allowed, but please return the room to its original state upon departure.

Exhibition/event

  1. 1 Main Hall, Conference Hall , Mid-sized Hall, Small Hall and Meeting Rooms
    （excluding2）

    We do not provide venue set-up for any rooms（handed over as a flat space）.
    Equipment will be placed together in the venue; please restore it to the same condition upon departure.

    Please consult us if you would like set-up support.

  2. 3 203, 205, Reception Room1・2 and Attached Meeting Rooms

    Set-up and dismantling fees are included in the venue fees.
    Layout changes are allowed, but please return the room to its original state upon departure.

Invoicing process

Fees for using facilities are to be paid as follows.

  1. 1 Reservations that include Main Hall, Conference Hall , Mid-sized Hall or Small Hall

    After the “Application for Use” form has been submitted, we will issue an invoice for 10% of the venue fee.
    The remaining balance will be invoiced 60 days prior to the event.

    2 Other Reservations

    After the “Application for Use” form has been submitted, we will issue an invoice for the full venue fee.

  2. 3 Equipment charges , etc.

    We will issue an invoice after the event.

Notes on using the SCC

  • Use of rooms not listed in the fee schedule

    When Renting the Entire Facility

    You may use the entrance, lobby, corridors, and other common areas.
    For safety and to ensure clear evacuation routes, please consult us in advance.
    Please note that if you occupy areas other than the reception, an additional public space usage fee will apply.

    When Using Individual Rooms

    Corridors may only be used for reception purposes.
    Please consult us in advance if you wish to set up additional equipment or stations.

  • Cancellation fees

    Once your application form has been received, any cancellation of reservations or changes to dates or facilities will be subject to a cancellation fee.
    Cancelling or changing a reservation requires the exchange of a Cancellation (Change of Use) Application Form.
    If the exchange of a Cancellation (Change of Use) Application Form is completed at least 60 days before the event, 10% of the venue fee will be charged.
    After that (59 or fewer days before the event), the full amount of the venue fee will be charged as a cancellation fee.

  • Bringing in food and beverages

    Due to food hygiene issues, including best before dates and temperature control, as well as waste disposal issues, organizers/operators are not permitted to bring food or beverages into the SCC.
    The SCC can arrange box lunches (obento) and catering for your event.
    Please consult with us ahead of time if there are special circumstances, such as an exhibition for food products for business purposes.

  • Selling activities within the SCC

    Please consult with us ahead of time about selling activities within the SCC as there are regulations on what can be sold and where.

  • Other requirements

    Hazardous materials, etc. must not be brought onto the premises
    Eating, drinking and using flames must only be done in designated areas
    Facilities, equipment must be handled in an appropriate manner
    You must not act in a way that causes, or may cause, inconvenience to others
    Attendances must be organized in an appropriate manner based on the capacity of each room
    Only approved facilities and equipment can be used
    Smoking is not permitted inside or on the premises

  • Prohibition on use for other purposes, etc.

    When making the reservation, we will check that there are no impediments to operations, including for other customers, by taking into account the details of your event and the equipment you will use. Using the facilities for purposes other than those for which they were reserved is prohibited, as is subleasing or transferring all or part of the facilities.

  • Restrictions on use

    Applications for use will be declined if any of the following apply:

    • If it is deemed likely to be detrimental to public policy or prejudicial to good morals
    • If it is deemed to be the activity of an organized crime group or likely to encourage such activities
    • If it is deemed likely to damage facilities, equipment, etc.
    • If it is deemed that there would be other impediments to the management and operations of the SCC

  • Limitations on periods of continuous use

    The maximum period for continuously using a room is 7 days.
    However, this does not apply if the purpose and reason, etc. has been clarified and approved by the SCC.

  • Public relations

    If you intend to announce your event (via the media, printed material, etc.), please submit the details of your announcement in advance to assist us in responding to inquiries.

About Sapporo Convention Center
Usage fees

Facility use fees comprise "conference fees" and "exhibition/event fees."

Detail

Inquiry

Please feel free to contact us.