Banquet Terms and Conditions

Article 1 Scope of Application

(1) These Terms and Conditions set forth all contractual terms and conditions governing the use of banquet rooms and other Hotel facilities in connection with banquets, dining functions, meetings, events, and similar gatherings (collectively, "Banquet Events") at JR Tower Hotel Nikko Sapporo (the "Hotel").
(2) Matters not provided for in these Terms and Conditions shall be governed by applicable laws and regulations or generally established customs.

Article 2 Application and Establishment of the Contract

(1) A person applying for a Banquet Event shall complete the Hotel's prescribed application form and submit it to the Hotel.
(2) A contract for the use of the Hotel for a Banquet Event (the "Use Contract") shall be established when the Hotel accepts the application described in the preceding paragraph.
(3) Upon establishment of the Use Contract, the Hotel may require payment of a deposit or advance payment.
(4) Any deposit or advance payment under the preceding paragraph shall be applied toward Banquet Event charges, cancellation fees, actual costs, or other amounts payable by the Guest to the Hotel.

Article 3 Banquet Hours and Additional Charges

(1) The contractual period from the scheduled start time to the scheduled end time for use of the banquet room or other facility (the "Banquet Hours") shall be subject to the fees prescribed by the Hotel.
(2) If the Banquet Hours are exceeded, the Hotel shall charge the additional fees prescribed by the Hotel.
(3) If additional time is required before or after the Banquet Hours for setup or removal, the aggregate of such setup and removal time shall be free of charge up to one hour. Additional fees shall apply to any time exceeding one hour.
(4) The Hotel may be unable to accommodate an extension of the Banquet Hours due to subsequent use of the banquet room or other operational circumstances.

Article 4 Finalization of Chargeable Attendance

(1) The number of persons for whom meals or other arrangements are required (the "Chargeable Attendance") must be notified to the Hotel representative no later than 12:00 noon three days before the Banquet Event.
(2) Any change involving more than 10 persons must be notified to the Hotel no later than seven days before the Banquet Event.
(3) After the deadlines in the preceding two paragraphs, arrangements will be deemed complete. Accordingly, even if the number of persons actually attending is lower than the Chargeable Attendance, charges will be based on the Chargeable Attendance.
(4) If the number of persons actually attending exceeds the Chargeable Attendance, the Hotel may change the menu, seating arrangement, room setup, or other service details.

Article 5 Changes to or Cancellation of Arranged Items

(1) Changes to the quantity of, or cancellation of, floral arrangements, signage, audio equipment, lighting, video equipment, commemorative gifts, or other goods or services requiring arrangements in connection with a Banquet Event (collectively, "Arranged Items") must be notified to the Hotel representative no later than 14 days before the scheduled date of the Banquet Event.
(2) The Hotel may be unable to accept changes or cancellations requested after the deadline set forth in the preceding paragraph.
(3) Custom-made items, outsourced items, or other Arranged Items that have already been ordered, produced, or otherwise arranged may not be eligible for change or cancellation.
(4) Where a change or cancellation cannot be accepted under the preceding paragraphs, or where actual costs have already been incurred, the Guest shall bear such actual costs.

Article 6 Cancellation and Date-Change Fees

(1) If the Guest cancels the Use Contract or changes the scheduled date of the Banquet Event, the following cancellation or date-change fees shall apply:
- Cancellation / Date-Change Fees
  - • 181 days or more before the Banquet Event: 10% of the standard room charge for the reserved venue
  - • 180 to 121 days before the Banquet Event: 30% of the standard room charge for the reserved venue
  - • 120 to 91 days before the Banquet Event: 50% of the standard room charge for the reserved venue
  - • 90 to 61 days before the Banquet Event: 80% of the standard room charge for the reserved venue
  - • 60 to 31 days before the Banquet Event: 100% of the standard room charge for the reserved venue
  - • 30 to 11 days before the Banquet Event: 70% of the estimated Banquet Event amount
  - • 10 days before through the day before the Banquet Event: 80% of the estimated Banquet Event amount
  - • On the day of the Banquet Event: 100% of the estimated Banquet Event amount
(2) In addition to the fees set forth in the preceding paragraph, the Hotel may separately charge actual costs already incurred in connection with production, ordering, arrangements, or other preparations, including cancellation charges or other fees borne by the Hotel under the contractual terms of external service providers.
(3) The aggregate amount of cancellation fees, date-change fees, and actual costs shall not exceed the amount of loss actually incurred by the Hotel.
(4) Even if a request takes the form of a date change or other modification, the Hotel may charge a cancellation fee if the request is, in substance, equivalent to cancellation of the Use Contract.

Article 7 Advance Payments and Payment of Charges

(1) Based on the estimated amount for the Banquet Event, the Hotel may request payment of a deposit or advance payment by a specified due date.
(2) If there is any difference between the final amount due and any advance payment already made, the difference shall be settled by the method designated by the Hotel.
(3) If the Hotel cannot confirm payment of a deposit, advance payment, or Banquet Event charges by the applicable due date, the Hotel may terminate the Use Contract after requesting payment.
(4) Even if the Hotel terminates the Use Contract under the preceding paragraph, the Hotel may charge cancellation fees, actual costs, and any other losses already incurred.

Article 8 Food Hygiene Management

(1) For food hygiene reasons, the Hotel, as a general rule, does not permit food or beverages served at banquet rooms or other Hotel facilities to be taken away.
(2) Even where the Hotel exceptionally permits take-away, the Hotel shall not be liable for storage conditions, hygiene management, accidents arising from consumption, or any other consequences after the item leaves the Hotel's control.

Article 9 Management of Valuables and Personal Belongings

(1) Cash, valuables, and other personal belongings shall be managed by Guests at their own responsibility.
(2) Except where the Hotel has accepted an item for safekeeping, the Hotel shall not be liable for theft, loss, destruction, or damage.

Article 10 Decorations, Equipment, Audio, Lighting, Entertainment, etc.

(1) If arrangements for decorations, audio, lighting, video, entertainment, emceeing, photography, audio recording, video recording, or other services in connection with a Banquet Event are entrusted to an external service provider, the Guest must obtain the Hotel's prior consent.
(2) If an external service provider brings in, installs, operates, or removes equipment or materials at a banquet room or other Hotel facility, the provider shall comply with the Hotel's instructions.
(3) If the work of an external service provider causes damage to the Hotel or a third party, the Guest may be held responsible for such damage.

Article 11 Compensation for Damages

(1) If a Guest, a person related to the Guest, or an external service provider engaged by the Guest intentionally or negligently damages, soils, destroys, or loses any Hotel facility, equipment, fixture, or other property, or causes damage to a third party, the Guest shall compensate for such damage.
(2) If a Guest suffers damage due to a cause attributable to the Hotel, the Hotel shall be liable up to the total amount actually received from the Guest in connection with the relevant Banquet Event.
(3) The limitation in the preceding paragraph shall not apply in cases of willful misconduct or gross negligence by the Hotel.

Article 12 Refusal to Enter into or Termination of the Use Contract

(1) The Hotel may refuse to enter into a Use Contract or may terminate an already-established Use Contract if the Hotel determines that any of the following applies:
- 1. The Guest or any person scheduled to attend is a member of an organized crime group, an entity affiliated with an organized crime group, a corporate racketeer, an antisocial force, or any person equivalent thereto.
- 2. The Guest or any person scheduled to attend is likely to engage in conduct that violates laws or regulations or public order and morals.
- 3. The Guest or any person scheduled to attend is likely to cause significant inconvenience, nuisance, or harm to other Guests, neighboring residents, or the Hotel.
- 4. The nature or content of the Banquet Event differs materially from that described at the time of application.
- 5. Use of the banquet room or other facility becomes difficult due to a natural disaster, other disaster, infectious disease outbreak, order or request by a governmental authority, equipment failure, or other cause not attributable to the Hotel.
- 6. Payment required under Article 7 has not been made.
- 7. The Guest fails to comply with these Terms and Conditions or instructions given by the Hotel.
- 8. The Hotel otherwise reasonably determines that safe and orderly operation of the Banquet Event is difficult.
(2) Where the Hotel terminates the Use Contract under the preceding paragraph due to a cause attributable to the Guest, the Hotel may charge any actual costs, cancellation fees, or other losses already incurred.

Article 13 Prohibited Conduct

(1) The following conduct is prohibited in connection with the use of banquet rooms and other Hotel facilities:
- 1. Bringing in dogs, cats, birds, other animals, or poultry, except guide dogs, assistance dogs, hearing dogs, and other animals permitted by law.
- 2. Bringing in flammable or combustible items, items emitting offensive odors, or other hazardous materials.
- 3. Gambling, conduct contrary to public morals, or conduct that causes inconvenience to other Guests.
- 4. Moving, damaging, or soiling fixtures or other Hotel facilities.
- 5. Using banquet rooms or other Hotel facilities for a purpose other than the agreed purpose.
- 6. Bringing in food or beverages without the Hotel's consent.
- 7. Conduct that violates laws or regulations or public order and morals.
- 8. Abusive language, threats, unreasonable demands, or excessive requests directed at Hotel employees.
- 9. Any other conduct that the Hotel deems inappropriate.

Article 14 Food Allergy Policy

(1) The Hotel places the highest priority on Guest safety and, for Guests with food allergies, as a general rule offers only the low-allergen menus established in advance by the Hotel.
(2) As a general rule, the Hotel does not accept requests for individual ingredient removal, modification, substitution, or other customized arrangements.
(3) Requests concerning food allergies must be made to the Hotel representative no later than 14 days before the Banquet Event.
(4) The Hotel is unable to accommodate requests made on the day of the Banquet Event.
(5) Because food is prepared in shared kitchens using shared cooking utensils, washing facilities, and other equipment, the possibility of trace amounts of allergens entering a dish cannot be completely eliminated.
(6) If severe symptoms (e.g., anaphylaxis) are anticipated, the Hotel may, in the interest of Guest safety, decline to provide Banquet Event services at its discretion.
(7) Guests are requested to make their final decision regarding use after considering the contents of the low-allergen menus established and communicated by the Hotel and the possibility of trace allergen contamination described in Paragraph (5) above.

Article 15 Copyright and Other Rights

(1) If music, video, photographs, streamed content, screening materials, or any other material protected by copyright, neighboring rights, trademark rights, portrait rights, or other third-party rights is used in connection with a Banquet Event, the Guest shall, at the Guest's own responsibility and expense, obtain all necessary permissions and clearances.
(2) Any dispute with a third party arising in connection with the preceding paragraph shall be resolved by the Guest, and if the Hotel suffers any loss as a result, the Guest shall compensate the Hotel for such loss.

Article 16 Force Majeure

(1) If all or part of the performance of a Banquet Event becomes impossible due to a natural disaster, fire, power outage, infectious disease outbreak, order or request by a governmental authority, transportation disruption, war, riot, labor dispute, or any other cause not attributable to the Hotel, the Hotel shall not be liable for any resulting damage.
(2) If all or part of the performance of a Banquet Event becomes impossible due to force majeure, the Hotel will not charge the cancellation fee or date-change fee set forth in Article 6. However, the Hotel may charge actual costs already incurred in connection with the Use Contract, including cancellation charges or other fees borne by the Hotel under the contractual terms of external service providers.

Article 17 Handling of Personal Information

(1) The Hotel shall appropriately handle personal information obtained in connection with applications for and use of Banquet Events in accordance with applicable laws and regulations and the Hotel's Privacy Policy.

Article 18 Governing Law and Agreed Jurisdiction

(1) These Terms and Conditions shall be governed by and construed in accordance with the laws of Japan.
(2) The Sapporo District Court shall have exclusive jurisdiction as the court of first instance over any dispute arising out of or in connection with these Terms and Conditions or the use of the Banquet Event services.

Article 19 Presentation and Amendment of These Terms and Conditions

(1) No later than the time the Hotel receives a reservation request, the Hotel shall indicate that these Terms and Conditions form part of the Use Contract and shall make the contents of these Terms and Conditions available on its website or by another appropriate method.
(2) The Hotel may amend these Terms and Conditions in the cases prescribed in Article 548-4 of the Civil Code of Japan. In such event, the Hotel shall give notice of the amended terms and their effective date by posting them on its website or by another appropriate method.

Last revised November 1, 2026