How to Use

RENTAL PROCEDURE USER AGREEMENT

RENTAL PROCEDURE

STEP 1 Registration

  • Read the User Agreement before registration
  • Complete the Registration Form and submit
  • Registrants will be assigned a Wesley Registration Number

STEP 2 Check Room Availability

  • Check the room availability from the calendar on our website
  • Rooms can be reserved up to 90 days in advance

STEP 3 Reservation

  • Submit the Reservation Form

STEP 4 Confirmation

  • Users will receive a confirmation e-mail within 1-2 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 cancelled

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

USER AGREEMENT

Ⅰ. REGISTRANTS

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 (General Use)
  • Category II (NPO Use)
    • Groups that have received public certification from the Japanese Government

 

Ⅱ. RENTAL RATES

1. Room Rental Rate (per hour)

 #201#204#205
Category I
(General Use)
¥2,200¥3,520¥7,260
Category II
(NPO Use)
¥1,650¥2,750¥5,500

2. Price of Rental Equipment (per use)

 #201#204#205
Projector×¥1,100¥1,100
Speaker and Microphone×¥550¥550

TV Monitor

¥1,100××

Ⅲ. CHANGE/CANCELLATION OF RESERVATION

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
Up to 2 days before the reserved date100% of the paid amount
3 to 9 days before the reserved date80% of the paid amount
10 to 30 days before the reserved date50% of the paid amount
31 to 60 days before the reserved date30% of the paid amount
61 to 90 days before the reserved date20% of the paid amount

a. Refund

  • The refundable amount (minus handling fee) will be sent to the users’ designated bank account
  • A Refund Calculation Sheet will be sent to the users’ e-mail address as a confirmation of the cancellation

b. Credit

  • Users may credit the refundable amount to their next reservation
  • A Refund Calculation Sheet will be sent to the users’ e-mail address as a confirmation of the cancellation

Ⅳ. RULES OF USE

1. Available dates

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

2. Rental time

  •  9:00 – 21:30
  • A minimum of 2 hours and 1-hour increment after
  • In case the users extend their rental time, they must contact the Wesley Foundation office immediately

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
  • Users may use the desks and chairs in the storage
  • The room must be returned to the original state when leaving
  • Rented equipment must be returned to the original place

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 the building and in the conference rooms
    (except for drinks in a container with a lid: example – pet bottles or water bottles)

7. Trash

  • Do not leave any trash in the conference rooms

8. Use of Stationeries

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

9. Smoking

  • Smoking is not allowed in the entire building

Ⅴ. CONDITIONS OF RENTAL

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

  1. If any distribution activities or other kinds of inappropriate meetings are detected
  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 dangerous articles are brought into the rooms that may cause any damage or harm to people, the facility, or fixtures
  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

Ⅵ. COMPENSATION FOR DAMAGE

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)

Ⅶ. DISCLAIMER

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

Ⅷ. MEASURES AGAINST DISASTERS

  • Confirm the locations of the emergency exits and fire extinguishers before using the conference rooms
  • In case of an emergency, follow the instructions of the emergency manual provided in the conference rooms

Contact

TEL: 03-6427-4696 (Mon-Fri:9:00AM~5:00PM)
Email: reservation@wesley.or.jp