How to Use

RENTAL PROCEDURE Conference Room Rental Rules


STEP 1 Registration

  • You must register as a user before you can reserve a conference room

    *You must enter your organization’s website or submit “Articles of Incorporation” in order to register

    *The conference rooms are rented out to groups and organizations whose activities align with our mission.

  • Read the Conference Room Rentals Rules before registration
  • Complete the Registration Form and submit
  • Registrants will be assigned a Wesley Registration Number

          *To make a reservation, you will need your Wesley registration number

STEP 2 Check Room Availability

  • Check the room availability from the calendar on our website
  • Rooms can be reserved for up to 3 months (About 90 days) in advance

STEP 3 Reservation

STEP 4 Confirmation

  • Users will receive a confirmation e-mail within 2 business days

STEP 5 Payment

  • Users must complete the payment by the due date written on the invoice attached to the confirmation e-mail

        *Bank transfer only
        *If the payment cannot be confirmed by the due date, the reservation will be automatically canceled

STEP 6 Day of Use

  • No reception is required on the day of use
  • The conference rooms will be open, and the users may enter the room from their reserved time

Conference Room Information


Registrants will be assigned Category I or II based on the information provided in the Registration Form (only organizations based in Japan can register).

  • Category I (Commercial Organization and Other Groups)
  • Category II (Non-Profit Organization authorized by the Japanese Government)



1. Room Rental Rate (per hour) /Minimum Reservation is 2 hours



Category I(General)¥3,000¥4,500¥20,000
Category II(NPO)¥2,000¥3,500¥15,000


*Rate inclusive of tax
*201: Rate inclusive of LCD monitor use
*101: Rate inclusive of Projector, Microphone & speaker 

101 Package fee


101Package feeExtension(1 hour minimum)
Category I(General)

¥150,000 for 9 hours

¥20,000 per hour

Category II(NPO)

¥120,000 for 9 hours

¥15,000 per hour

*Rate inclusive of tax

2. Price of Rental Equipment (per use)


(Additional use from the furnished)

Speaker and Microphone


 Equipment is included in the rental fees

*Rate inclusive of tax


1. Change of Reservation

a. Before Payment

  • Users must resubmit the Reservation Form for their new request
  • The original request will be automatically cancelled

b. After Payment

  • Users must cancel their original reservation in order to change their reservation details after payment
  • For details on the cancellation procedure, refer to “2. Cancellation of Reservation”

2. Cancellation of Reservation

  • Fill out the Cancellation Form and submit
  • Users will be charged a cancellation fee according to the chart below
Date of CancellationCancellation Fee

From 2 days before to the reserved date

100% of the paid amount

From 1 week to 3 days before the reserved date

80% of the paid amount

From 1 month to 8 days before the reserved date

50% of the paid amount
  • Refund
    • The refundable amount (minus handling fee) will be sent by bank transfer to the user’s designated bank account at the user’s cost.
    • A Refund Calculation Sheet will be sent to the user’s e-mail address as a confirmation of the cancellation


1. Available dates

  • Monday – Sunday (except for Year-end holidays set by Wesley Zaidan)
  •  Rooms can be reserved for up to 3 months (90 days) in advance

2. Rental time

  •  9:00 – 21:00
  • A minimum of 2 hours and 1-hour increment after
  • For security reasons, please strictly adhere to the hours of use

3. Preparation and cleanup

  • Must be included in the rental time

4. Return of room and equipment

  • Users may change the layout of the room
  • The room must be returned to the original state when leaving
  • Rented equipment must be returned to the original place
  • All windows must be closed and locked
  • All room lights and air conditioning must be turned off

5. Pets

  • No pets are allowed in the building and in the conference rooms (except for assistance dogs)

6. Eating and Drinking

  • No food and drinks are allowed in 201 and 204 
    (except for drinks in a container with a lid: for example – pet bottles or water bottles)
  • Eating (snack or light meal only) and drinking in 101 are allowed in principle, but no alcoholic beverage is accepted
    *If you plan to bring in food, please specify by marking the designated column in the reservation form
    *We will ask for the additional form to submit

7. Garbage

  • 201 and 204 Do not leave any garbage in the conference rooms
  • 101 we will provide additional instruction to the user if necessary.

8. Use of Room

  • Do not use any kind of adhesive tapes, stickers, or pushpins on the walls

9. Smoking

  • Smoking is not allowed in the entire building


Wesley Zaidan may prohibit groups from using the facility in the following cases:

  1. If the purpose of use is commercial (regardless of whether it is to sell goods or to accept reservation), commercial solicitation and/or any other purpose/behavior that is against the public order and morals;
  2. If the purpose of the reservation is different from the actual usage
  3. If the information on the reservation form is false
  4. If the facility is rented out to a third party
  5. If any material that will be hazardous to the Premises and/or persons or any combustible material is brought in;
  6. If noise and odor are offensive to the other tenants
  7. If the event or activity is disturbing to the operation of Wesley Center
  8. If any relationship with anti-social act or anti-social body is recognized or emerged (regardless of whether it is a direct or indirect relationship);
  9. If the user directly or indirectly uses fire on the site or in the conference room;


Users will be responsible for any damage and/or loss to the facility and/or equipment caused by negligence (repair/replacement fee will be charged to the user)


For the following cases, Wesley Foundation will not be held liable for:

  • Any loss and/or damage of personal items brought into the building
  • Any injury of the users and/or the third parties arising from the use of the facility
  • Any loss incurred as a result of not being able to use the facility due to a natural disaster, a fire and/or other kinds of inevitable accidents
  • Any loss incurred after being refused to use the facility due to a violation of the terms and conditions


  • Confirm the locations of the emergency exits and fire extinguishers before using the conference rooms
  • In case of an emergency (necessitates calling an ambulance or similar),  contact the related organization directly

Ⅸ. Prevention of infection

  • Every user is requested to take necessary precautions on their own initiative to avoid contracing Covid-19
    *The non-contact thermometers and sterilization equipment are provided  and free to use

Ⅹ. Other

  • No luggage or materials storage service prior to the reserved date of use


TEL: 03-6427-4696 (Mon-Fri:9:00AM~5:00PM)