The Terms and Conditions (hereafter, “Terms and Conditions”) regarding use and contract of the restaurant or banquet rooms (hereafter, “banquet room”) for parties, social events, wedding receptions, etc. (hereafter, “event”) at JR Tower Hotel Nikko Sapporo (hereafter, “hotel”) are as follows.
Thank you for your understanding. Items not defined in these ter ms and conditions will be based on law or commonly understood customs.
〈Banquets and social events〉
To apply for an event, please fill out the Event Application Form provided by the hotel and submit it with the application fee. The amount of the application fee is based on the total estimated amount of the event at the time of application. The contract for the use of the banquet room (hereinafter simply “contract”) shall be concluded when the hotel confirms and accepts the contents of the Event Application Form. The application fee will be handled as part of the price of the event or the cancellation fee.
〈Wedding receptions〉
To apply for a wedding reception, both the bride and groom are required to fill out the Wedding Reception Application Form provided by the hotel and submit it together with an application fee of 100,000 yen. The contract will be considered as concluded when the Hotel confirms the contents of the Wedding Reception Application Form and accepts it. The application fee will be handled as part of the wedding banquet fee or cancellation fee.
Payment will cover the room fee for a designated room for the designated time (hereafter“, event time”), from the start of the event until the end, but if the event runs longer than the designated time, an additional fee will be required. Also, a combined total of 1 hour consisting of set up time before the event and tear down time after the event will be allowed free of charge. If this exceeds 1 hour, an additional fee will be required according to how much time is used. Please understand that in some cases, you may not be allowed to have extra time due to the scheduling of the next event.
Inform hotel staff of the number of people who require catered food or other preparations (hereafter, “paid attendees”) by 10 am, 2 days before the event. In case of a change of more than 10 persons, please notify us by noon at least 7 days before the date of the event. After that time, all preparations will be made. The fee for all paid attendees will be required even when fewer attendees are present on the day of the event. Please note that if there is an increase in the number of paid attendees, we may change the content of the event.
Please contact our hotel staff at least 8 days prior to the event date in order to change the number of or cancel the arranged items or souvenirs, etc. to be used for the event. Any changes made after that time will not be accepted. However, please note that changes or cancellations cannot be made for separately ordered items for which arrangements have already been made.
Cancellation fess and date change fees for
〈Banquets and social events〉
When cancelling or changing the date of the event for which a reservation has already been made, the cancellation and date change fees listed on the right will be charged.
| Cancellation date calculated from the day of the event |
Cancellation and date change fees |
|---|---|
| Up to 181 days before | 10% of the regular meeting room charge of the reserved venue |
| 121-180 days before | 30% of the regular meeting room charge of the reserved venue |
| 91-120 days before | 50% of the regular meeting room charge of the reserved venue |
| 61-90 days before | 80% of the regular meeting room charge of the reserved venue |
| 31-60 days before | 100% of the regular meeting room charge of the reserved venue |
| 11-30 days before | 70% of the total estimated amount for the event |
| 1-10 days before | 80% of the total estimated amount for the event |
| The day of the event | 100% of the total estimated amount for the event |
Cancellation fess and date change fees for
〈Wedding receptions〉
When cancelling or changing the date of a wedding reception which has already been reserved, the cancellation and date change fees listed on the right will be charged to the applicant. When at least one of the customers clearly indicates their intention to cancel or change the date to the venue, it shall be deemed that both applicants have indicated their intention and in the case of cancellation, this date shall be the date of the cancellation.
| Cancellation date calculated from the day of the wedding reception |
Cancellation and date change fees |
|---|---|
| Up to 365 days before | 20% of the application fee and actual expenses |
| 181-364 days before | 50% of the application fee and actual expenses |
| 151-180 days before | 100% of the application fee and actual expenses |
| 91-150 days before | 100% of the application fee, 20% of the wedding reception estimated amount and actual expenses |
| 61-90 days before | 100% of the application fee, 30% of the wedding reception estimated amount and actual expenses |
| 31-60 days before | 100% of the application fee, 40% of the wedding reception estimated amount and actual expenses |
| 11-30 days before | 100% of the application fee, 50% of the wedding reception estimated amount and actual expenses |
| 1-10 days before | 100% of the application fee, 80% of the wedding reception estimated amount and actual expenses |
| The day of the wedding reception | 100% of the application fee, 100% of the wedding reception estimated amount and actual expenses |
If the date is changed at least 90 days in advance, the date change fee will be waived. However, the hotel will charge the full amount of any orders that have already been arranged to external parties in accordance with the contract, for both cancellations and date changes.
As a rule, the total estimated amount of the event presented by the hotel must be paid at least 7 days prior to the planned date of the event. Any difference between the estimated amount and the actual invoice amount must be paid on the day of the event. Please note that if the advance payment is not made by the date specified by the hotel, the application will be deemed withdrawn and the venue will not be available. In this case, a cancellation fee will be charged in accordance with the cancellation policy. Please note that if the hotel agrees to accept payment at a date after the event, you will be billed with a statement of charges. Please make payment within 2 weeks of receipt.
We will arrange decorations, music, entertainment, banquet hostesses, etc., through a designated partner. If you wish to arrange any of the above through a company other than the hotel’s designated partner, please inform the hotel beforehand and gain consent to make arrangements on your own to allow for easy management of the event. Please refrain from making direct requests to suppliers without the prior consent of the hotel. Please note that we reserve the right to refuse musical instruments such as drums, band performances, and special sound effects that may cause inconvenience to other guests, depending on the availability of other venues.
The hotel may provide instructions to the company you requested to ensure that bringing in and taking out of equipment and materials, etc., sizes for signs, etc., methods for attachment of materials, etc., and placement location for decorations, entertainment, etc., conform to the hotel’s rules.
Customers (including all people involved with the customer) and companies directly commissioned by the customer should be careful not to break or damage any of the hotel’s facilities, fixtures, etc. If there are any damages to the facilities, fixtures, etc., the customer shall immediately pay for repairs and/or compensate for the damaged item(s), based on the hotel’s direction. When any other damage is caused to the hotel due to the intention or negligence of the customer, the customer shall be required to compensate for any direct or indirect damage (including attorney's fees).
The hotel may reject the contract for event usage in the following circumstances. Moreover, the contract may be cancelled if a contract for event usage has already been entered in to.
The following actions are prohibited while at the hotel.
Regardless of the above prohibited matters, guide dogs, hearing dogs, and service dogs defined as assistance dogs for handicapped individuals are always welcome.
To ensure that guests can enjoy meals, the hotel enacts the following.
When using sound or video materials produced by a third party at an event, appropriate copyright procedures must be followed. Please inform us in advance of the use of such sound and visual materials, as you may be required to pay a separate fee for their use.
The interpretation and validity of these Terms and Conditions shall be governed by and construed in accordance with the laws of Japan, and the customer and the hotel agree to submit to the exclusive jurisdiction of the Sapporo District Court as the court of first instance in the case of any judicial dispute arising out of or in connection with these Terms and Conditions.
