KICHIJOJI TOKYU REI HOTEL (hereinafter referred to as "the Hotel") has established the following terms and conditions for use for banquets, meetings or events (hereinafter referred to as "Banquets, etc."). Please be aware of this.
Regarding application and contract establishment
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When applying for a banquet hall, there is a tentative reservation period. In principle, the tentative reservation period is 7 days from the date of application. If we do not receive any contact within the tentative reservation period, we may assume that the event is not scheduled and cancel it.
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After the decision is made, the hotel will present the "Banquet Confirmation Form" to the customer. The contract will be concluded once the contents are confirmed and the customer has accepted it. Depending on the contents of the banquet or event, we may require a deposit in advance.
About deposits and advance payments
Please pay the amount presented by our hotel (in principle the most recent estimated total amount) as a deposit to our hotel by the due date. If payment is not received by the due date, we may cancel the banquet, etc.
Banquet hours and fees
You will be required to pay the designated room fee for the contracted time from the start to the end of your banquet hall use, but if you exceed this contracted time, an additional room fee will be charged. However, we may not be able to accommodate an excess of the contracted time depending on the time of the next banquet use.
Confirmation of the number of paying passengers
Please contact us each time you wish to change the number of people for whom meals will be prepared (hereinafter referred to as the "paying number of people"). Please notify the Hotel of any changes at least three days prior to the date of the banquet, etc. After that date, all arrangements will be completed, so even if the number of guests attending on the day of the banquet, etc. is less than the paying number, you will still be charged for the paying number of people.
Arrangements for decorations, entertainment, etc.
The hotel will make arrangements with contractors for decorations, flowers, sound and lighting, receptionists, gifts, etc., related to banquets, etc. If you wish to directly request services from contractors other than the hotel, please contact the relevant hotel staff in advance and make arrangements after receiving approval in order to ensure the smooth running of the banquet, etc.
With the consent of the Hotel, any vendors commissioned by customers to carry out the delivery and removal of banquet-related decorative equipment and materials, or the size and installation methods of signs and other items, or the selection of installation locations will be instructed by the Hotel to follow certain rules based on the aesthetic look and flow of the Hotel.
Cancellation fees
If you cancel a banquet or other event that you have already booked, or if you change the date of the event, we will charge you a cancellation fee or date change fee as follows.
- From 60 to 31 days before the banquet date
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20% of the estimated price (excluding service charge and consumption tax)
- From 30 days to 11 days before the banquet date
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50% of the estimated price (excluding service charges and consumption tax)
- From 10 days to 2 days before the banquet
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80% of the estimated price (excluding service charges and consumption tax)
- The day before and the day of the banquet
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100% of the estimated price (excluding service charges and consumption tax)
*In the event of cancellation or change, we will charge 100% of the actual costs for all expenses that have already been arranged (flower arrangements, reception, etc.) plus tax.
*The estimated price is based on the latest estimate.
Compensation for damages
If any damage occurs to the facilities, fixtures, or equipment of the Hotel, you (including all persons related to you) or any contractors directly commissioned by you will be required to promptly repair the damage or pay compensation for the damage, as instructed by the Hotel.
Prohibited acts
The following items are prohibited, so please refrain from doing so.
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Bringing in dogs, cats, small birds and other pets, livestock, etc. (Guide dogs and service dogs are excluded).
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Carrying on flammable or combustible items or dangerous materials.
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Bringing in anything that emits a foul odor.
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Actions that violate laws and regulations or public order and morals, and behavior that may cause inconvenience to other customers.
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Moving hotel equipment.
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Use for purposes other than those intended.
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Any other acts prohibited by law.
Cancellation
If guests attending a banquet violate the following conditions, or if the banquet hall cannot be used due to natural disasters, facility malfunctions, or other unavoidable reasons, the hotel may refuse to hold the banquet. In such cases, please note that the hotel will not be liable for compensation to the applicant.
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When the Hotel determines that the Guest is liable to engage in conduct that violates laws, regulations, or public order and good morals.
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When the hotel determines that you may be causing inconvenience to other guests.
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When the Hotel determines that there is a risk of business interference by a third party.
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When the User is a member of an organized crime group, a member of an organized crime group, an organization or person related to an organized crime group, or other anti-social forces (hereinafter referred to as "organized crime groups, etc.").
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When a corporation or other organization whose business activities are controlled by an organized crime group or similar group.
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When a corporation has an individual among its directors who is a member of an organized crime group.
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When a Guest behaves in a manner that causes significant nuisance to other Guests of the Hotel.
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When a Guest makes a violent demand against the Hotel or its employees, or makes unreasonable demands.
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When there is someone who is deemed to be in danger of harming the life, body, or property of other customers in light of the person requesting the use of the banquet, their position in a designated crime group, etc., and the purpose, number of people, nature, etc. of the banquet.
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When there is a violation of these "Banquet/Event Regulations" or any individually concluded contract.
Handling of Personal Information
Our hotel will handle personal information provided by customers appropriately in accordance with our privacy policy.
Revised: February 2020
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