Start date for accepting reservations

Reservations are accepted as follows.

• 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.

Events that fall under the following are subject to conference fees.

1. International/domestic conferences, short courses of lectures, seminars, entrance ceremonies, graduation ceremonies
2. Secretariats for preparing the above events and related meetings, seminars, etc.
3. Most of the space being reserved will be used in a conference format such as classroom, theater, or island

Events that fall under the following are subject to exhibition/event fees.

1. Exhibitions, expositions, sales, banquets, music performances, festivals and shows, theater and films, gaming tournaments
2. Secretariats for preparing the above events and related meetings, seminars, etc.
3. Events which, judging from their content, are clearly not regarded as conferences

Reserved time

Reserved times are divided into the following time periods.
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.
In addition, the “morning + afternoon” period includes 12:00–13:00, and the “afternoon + night” period includes 17:00–18:00.
The “after-hours (early morning)” period is only available for reservations for the whole center or a hall,* and only where you need to use the facility before 9:00.
Please consult with us when making your reservation if you are considering using the “after-hours (early morning)” period.

• *Reservations for a hall: Main Hall, Conference Hall, Mid-sized Hall, or Small Hall, including partitioned use

Set-up time for the SCC

With regard to conference fees, if you use any of the following three facilities, you will also need to reserve the time period before you intend to start using the facility.
Set-up time is for the SCC to set up the venue. Organizers are not permitted to enter the facilities during this time.

• Main Hall (including partitioned use)
• Conference Hall
• Mid-sized Hall

• If you wish to use the Main Hall in the afternoon and night periods, you will also need to reserve the Main Hall for the morning period.

Invoicing process

Fees for using facilities are to be paid as follows. Other sundry expenses, etc., including charges for equipment and for food and beverages, are to be settled after the event.
If payment of usage fees is not received by the specified date, the reservation/approval may be cancelled.
After your application has been received, if you wish to change your reserved date, time or facilities, or cancel your application, please contact us as soon as possible.
Cancellation fees will apply subject to these Terms and Conditions of Use.

1. Facilities for which reservations are accepted 12 months or more in advance (Main Hall, Conference Hall, Mid-sized Hall (whole hall), Small Hall)
   
2. Facilities for which reservations are accepted 6 months in advance
   (101, 102, 104, 105, 107, 108, 201, 202, 204, 206, 207)
   
3. Facilities for which reservations are accepted 1 month in advance
   (103, 106, 203, 205)
   

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.

Notes on using the SCC

1. 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.
   • Depending on how food and beverages are served, you may be required to submit a notification to the Health Center.
2. 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.
3. 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

Use of spaces not specified on the list of fees

Entrances, lobbies, and spaces in front of facilities must be kept safe as passageways and secured as evacuation routes.
Prior consultation with the SCC is required to use any of the spaces described above.
Except where the whole SCC has been reserved, only reception areas can be set up in these spaces.

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.