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Meetings & Events Terms and Conditions

The following stipulations (hereinafter, Usage Agreement for the Banquet Hall, etc.) shall apply pertaining to agreements for banquets and events (hereinafter, the Banquet, etc.) and usage of the banquet hall or event space (hereinafter, the Banquet Hall, etc.) at the Hotel Gajoen Tokyo (hereinafter, the Hotel).

1. Banquet time and additional room charges

The agreement time from start to finish for using the Banquet Hall, etc. (hereinafter, the Banquet Time) shall require payment of the designated room charges. When the time exceeds the Banquet Time, there shall be additional room charges. However, we may not be able to accommodate an extension of usage time due to the upcoming banquet schedule. Thank you for your understanding.

2. Confirmation of number of people paying

It is necessary to notify the number of people for which dishes shall be prepared (hereinafter, the Number of People Paying) to a staff member at the Hotel by noon 3 days before the day of the Banquet, etc. All arrangements are completed after this time so there are charges for the Number of People Paying even if the number of people who attend on the actual day of the Banquet, etc. decreases.

3. Payment

The estimate amount indicated by the Hotel shall be paid by bank transfer to a designated financial institution or in cash 14 days before the day of the Banquet, etc. in principle.

* When there are overs or shorts after totaling, these shall be settled on the day of the Banquet, etc.

4. Cancellation charges

The following cancellation charges shall apply when there is a cancellation of the Banquet, etc. for which an agreement has been signed.

1. From the date of the agreement to 91 days before the day of the Banquet, etc.: 10% of the estimate amount.

2. From 90 days to 61 days before the day of the Banquet, etc.: 20% of the estimate amount.
3. From 60 days to 31 days before the day of the Banquet, etc.: 30% of the estimate amount.
4. From 30 days to 21 days before the day of the Banquet, etc.: 40% of the estimate amount.
5. From 20 days to 11 days before the day of the Banquet, etc.: 50% of the estimate amount.
6. From 10 days to 1 day before the day of the Banquet, etc.: 80% of the estimate amount.
7. The day of the Banquet, etc.: 100% of the estimate amount.

5. Arrangements of decorations, entertainment, etc.

The Hotel shall make arrangements with designated business operators pertaining to decorations, music, entertainment, exclusive waitress services, etc. for the Banquet, etc. When the customer directly requests business operators other than the designated business operators of the Hotel, the customer shall confirm with the Hotel beforehand in order to ensure smooth management of the Banquet, etc. (Please refrain from directly requesting business operators without prior consent from the Hotel).

6. Instructions for business operators directly requested by the customer

Actions (carrying in, carrying out and setting up equipment, etc.) carried out by business operators requested directly by the customer with the consent of the Hotel shall adhere to the rules of the Hotel.

7. Compensation for damages

The customer (including all parties with the customer) and the business operator(s) requested by the customer shall take sufficient care not to harm or damage the building, fixtures, equipment, etc. at the Hotel. In the case of harm or damage, etc. to the building, fixtures or equipment, the Hotel shall provide information pertaining to applicable repairs. The customer shall immediately carry out the repairs in accordance with this information or bear responsibility for compensation for damages.

8. Termination of the agreement

The Hotel shall terminate the Usage Agreement for the Banquet Hall, etc. in the following cases.

1. When the Hotel determines that a customer(s) who attends the Banquet, etc. poses the risk of taking actions which violate laws or public order and standards of decency.
2. When the Hotel determines that the customer(s) is inconveniencing other customer(s).
3. When it is deemed that the customer has carried out violent actions, threats, intimidation or overbearing and unjust demands at the Banquet Hall, etc. or to the employees of the Hotel, the customer makes a demand which exceeds a rational range of scope or the customer has carried out a similar action in the past.
4. When the Banquet Hall, etc. cannot be used due to a reason for which the Hotel cannot take responsibility such as a natural disaster. The Hotel shall not pay the amount of compensation for damages following the termination of contract for this reason. However, payment which has already been made shall be returned subtracting actual costs for arrangements which have already been made.
5. When there is a violation(s) to this Agreement for Banquets and Events.

9. Termination due to adherence to laws and ordinances pertaining to members of crime organizations

1. The person applying for the Usage Agreement for the Banquet Hall, etc. as well as representatives, managers and those with substantial administrative rights shall affirm that they do not apply to the following items currently nor in the future based on stipulations in the Act on Prevention of Unjust Acts by Organized Crime Group Members (enacted on March 1st, 1992) and the Tokyo Metropolitan Ordinance for Eliminating the Organized Crime Groups (enacted on October 1st, 2011).
   a) An organized crime group, a member of an organized crime group, a semi-member of an organized crime group, an official related to an organized crime group, a corporate racketeer or a member of another antisocial force (hereinafter, Antisocial Force).
   b) Those deemed as having an Antisocial Force substantially contribute to administration.
   c) Those deemed as using an Antisocial Force.
   d) Those deemed as providing assets such as funds to an Antisocial Force or contributing to an Antisocial Force through means such as providing benefits.
   e) Those who have a socially reproachable relationship with an Antisocial Force.
   f) Those who carry out fraudulent or violent acts or use threatening remarks towards the Hotel or parties related to the Hotel by themselves or through a third party.
2. In the case it is determined that the person applying for the Usage Agreement for the Banquet Hall, etc. and representatives, managers and those with substantial administrative rights apply to one of the previous items, the Hotel will not accommodate the Usage Agreement for the Banquet Hall, etc
3. When it is determined that even one person among the attendees at the Banquet, etc. applies to one of the items from Part 1 after the reservation is made, the Usage Agreement for the Banquet Hall, etc. shall be terminated without notice.
4. When it is determined that even one person among the attendees at the Banquet, etc. applies to one of the items from Part 1 after receiving payment such as the reservation amount of the estimate or advance payment, the Usage Agreement for the Banquet Hall, etc. shall be terminated without notice and payment which has already been made shall be refunded subtracting actual costs for arrangements which have already been made.
5. When it is determined that even one person among the participants and attendees at the Banquet, etc. applies to one of the items from Part 1 on the day of the Banquet, etc., the Usage Agreement for the Banquet Hall, etc. shall be terminated without notice and the Banquet, etc. shall be cancelled. In this case, the customer must immediately stop usage of the Banquet Hall, etc. and leave the Hotel under all circumstances. This case applies to Part 7 of Article 4 (Cancellation charges) and the full estimate amount shall be charged.

10. Prohibited acts

The following items are prohibited so please refrain from carrying them out. 1. Bringing in animals such as dogs, cats, small birds, other pets or livestock, etc. 2. Bringing in ignitable or flammable items. 3. Bringing in items which generate unpleasant odors. 4. Actions which are detrimental to public morals such as gambling or behavior which inconveniences other customers. 5. Moving items such as equipment. 6. Usage of the facility for purposes other than the usage purpose. 7. Other actions which are prohibited by law.10

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