Banquet Terms and Conditions

Tokyo Bay Maihama Hotel First Resort (the “Hotel”) establishes the following terms and conditions for contracts for banquets, meetings, and other events (collectively, “Events”) and for use of banquet rooms by the customer applying for or contracting for an Event (the “Customer”).

1. Confirmation of attendance numbers
The Customer must notify the Hotel representative of the number of people for whom meals and other items are to be prepared (the “Confirmed Number”) by 3:00 p.m. 3 days before the Event date. Because all arrangements will be completed after that deadline, if the number of guests who attend the Event on the Event date is less than the Confirmed Number, the Hotel will charge fees for the Confirmed Number.

2. Event time and additional room charges
If the contracted period from the start to the end of use of the banquet room, etc. (the “Event Time”) is exceeded, the Hotel will charge the prescribed additional room charge. However, the Hotel may be unable to accommodate an extension of the Event Time due to Events scheduled after the Event Time.

3. Advance payment
As a general rule, the Customer must pay the estimated amount presented by the Hotel by bank transfer to the financial institution designated by the Hotel, or in cash, no later than 7 days before the Event date.

4. Payment
If, after the Event ends, the total charges exceed the advance payment because of additional beverages or other items, the Customer must pay the excess amount in cash at that time.

5. Cancellation fees
If the Customer cancels an Event for which a contract has already been concluded, the Hotel will charge cancellation fees as follows:

① If canceled from the date of application for the Event through and including the 31st day before the Event date
30% of the estimated amount for the Event (excluding taxes and service charges)
② If canceled from the 30th day through and including the 8th day before the Event date
50% of the estimated amount for the Event (excluding taxes and service charges)
③ If canceled from the 7th day before the Event date through and including the day before the Event date
80% of the estimated amount for the Event (excluding taxes and service charges)
④ If canceled on the Event date
The full estimated amount for the Event (excluding taxes and service charges)

6. Arrangements for production and other services
Decorations, music, entertainment, banquet companion staff, and other services related to Events must be arranged by the Hotel through Hotel-designated vendors. If the Customer directly engages a vendor other than a Hotel-designated vendor, the Customer must notify the Hotel in advance and obtain its approval before making the engagement so that the Event can proceed smoothly.
(The Customer must not directly engage vendors without the Hotel’s prior consent.)

7. Instructions to vendors directly engaged by the Customer
The Hotel will instruct vendors directly engaged by the Customer with the Hotel’s approval to comply with the Hotel’s rules regarding aesthetic standards, traffic flow, and other operational matters. These rules apply to bringing in and removing equipment and materials for decorations, entertainment, and other Event-related matters, and to the size, installation method, and placement of signs and other items.

8. Compensation for damages
The Customer (including all persons connected with the Customer) and vendors directly engaged by the Customer must exercise due care to avoid breaking or damaging the Hotel’s facilities, fixtures, equipment, etc. If the Hotel suffers loss or damage, including damage to its facilities, fixtures, equipment, etc., the Customer must, in accordance with the Hotel’s instructions, promptly repair and restore the damage or compensate the Hotel for the damage. The Hotel is not responsible for damage to or loss of exhibits or similar items.

9. Termination
If the Hotel determines that persons attending an Event (including all persons connected with the Customer) are likely to engage in acts that violate laws or regulations or public order and morals, if the Hotel determines that they may inconvenience other guests, or if the Customer violates these “Banquet Terms and Conditions,” the Hotel may refuse the Event application or terminate the contract even after it has been concluded.

10. Prohibited matters
The following acts are prohibited. The Customer and persons attending the Event must not engage in them.

① Bringing in dogs, cats, small birds, other pets, or livestock
② Bringing in ignitable or flammable items
③ Bringing in items that emit offensive odors
④ Gambling or other acts that disturb public morals, or speech or conduct that inconveniences other guests
⑤ Moving installed fixtures or equipment
⑥ Using the facility for purposes other than the intended purpose
⑦ Activities similar to exhibition sales
⑧ Driving a car or other vehicle after drinking alcohol
⑨ Bringing food or beverages into the venue
⑩ Other acts prohibited by law

11. Use by organized crime groups and members, and use that may be contrary to public order
① Use of this facility by designated organized crime groups and members of such groups, etc., as defined under the Act on Prevention of Unjust Acts by Organized Crime Group Members (enforced March 1, 1992), is not permitted.
(If that fact becomes known after a reservation is made or during use, the Hotel will refuse or discontinue use at that time.)
② Use of this facility by antisocial groups and members of antisocial groups (organized crime groups, extremist groups, etc., and their members) is not permitted.
(If that fact becomes known after a reservation is made or during use, the Hotel will refuse or discontinue use at that time.)
③ If violence, threats, extortion, intimidating unreasonable demands, or similar conduct is found, the Hotel will immediately refuse or discontinue use of this facility. Persons who have engaged in similar conduct in the past will also be refused.
④ If a person using this facility is deemed to have difficulty ensuring their own safety due to physical or mental weakness, drugs or medication, alcohol consumption, or a similar loss of self-control, or is deemed likely to endanger other guests or cause them fear or anxiety, the Hotel will immediately refuse or discontinue use.
⑤ If the Hotel incurs loss or damage due to any of the matters in ① through ④ above, the Customer must compensate the Hotel for the resulting loss or damage.