ServicesUsage procedure

Below is a basic overview of an event, from initial inquiries to final payment.

  1. Step 1
    Inquiry and tentative reservation
  2. Step 2
    Application
  3. Step 3
    Deposit payment
  4. Step 4
    Meetings before the event
  5. Step 5
    Event
  6. Step 6
    Payment of remaining charges
  1. Step 1

    Inquiry and tentative reservation

    Ask us any questions you want by phone, email, or via our Inquiry Form. Please clearly indicate the name of your company, the purpose for which you wish to use the room, and the contents of your event.

    Requests and important information

    • Please be aware that rooms may not be available for some events depending on room uses, event contents, etc.
    • If the room you desire is available on your planned event date, make a tentative reservation. No cancellation fees apply for cancellations during the one-week tentative reservation period.
  2. Step 2

    Application

    Think about whether or not you wish to finalize your reservation during the one-week tentative reservation period and let us know your decision. If you wish to finalize your reservation, we will send a Usage Application. Fill out all necessary information, affix your seal, and send the Usage Application back to us by email or fax.
    The usage agreement will be considered concluded when we receive the Usage Application. Cancellation after this point will result in a cancellation fee.

    Requests and important information

    • Room changes, date changes, and time changes after reservation finalization are considered cancellations. (See the Terms of Use for details)
  3. Step 3

    Deposit payment

    After you have finalized your reservation, we will send you a deposit billing statement (for the entire site usage fee). Deposit the full amount by the deadline indicated on the billing statement.

  4. Step 4

    Meetings before the event

    Meet with AICC staff to discuss details such as layout, equipment, catering, order placement, etc. before the event.

  5. Step 5

    Event

    Check the event site and supplies. A dedicated conference coordinator will be on-site at all times, so consult with him or her regarding any concerns or issues, great or small.

  6. Step 6

    Payment of remaining charges

    Pay facility and equipment usage fees, catering fees, and other expenses other than those included in the deposit by the deadline indicated on the billing statement.

    Requests and important information

    • Please note that customers are responsible for paying any deposit or bank transaction fees.

Frequently Asked Questions about Site Usage procedure

Will AICC staff set up the tables and chairs for the event?
We will set up the tables and chairs in advance. You do not need to put them away when your event ends.
Is room availability shown online?
Room availability is not shown online. Please call us or use the inquiry form to check room availability.
Can I provide my own catering?
Customers cannot provide their own catering. Catering may only be provided by one of our catering partners.
※There are no restrictions on event participants bringing in their own food.
What kind of internet environment is available?
There are separate Wi-Fi hotspots for each room. Please ask the staff for the password and SSID.

Inquiries

Feel free to contact us to check on room availability or with any questions about our facility

Download materials

PDFs of AICC and room diagrams, power outlet layouts, etc.

Click here for Q&A and useful information about facility usageFrequently asked questions and useful information

Detailed information about how to hold events

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