Please note the following terms concerning the use of the banquet halls of the Sapporo Grand Hotel (hereinafter referred to as the “Hotel”) for banquets or events.

• 1． Scope

  The agreement entered into between you and the Hotel (hereinafter referred to as the “Banquet, etc. Agreement”) for the use of our banquet halls for a banquet or event (hereinafter referred to as the “Banquet, etc.”) shall be subject to these Terms. Laws, regulations or generally established customs shall apply to any matters not otherwise specified herein.

• 2. Application for a Banquet, etc. Agreement

  Please apply by completing the specified items in the application and submitting the application together with the application fee. The Hotel will inform you of the application fee based on the contents of the Banquet, etc. Please note that if you do not pay the application fee, your application will be considered revoked and you will be unable to use the banquet halls. We will apply the application fee as part of either the banquet, etc. fees or the cancellation fee.

• 3. Completion of the Banquet, etc. Agreement

  The Banquet, etc. Agreement shall be complete when the Hotel has agreed to and accepted your application for agreement and received your application fee.

• 4．Pre-Payment

  Upon completion of your Banquet, etc. Agreement, you shall pay the estimate for the Banquet, etc. as a pre-payment in cash or by bank remittance by the date specified by the Hotel. Please note that if you do not make the pre-payment by the date specified by the Hotel, your application will be considered revoked and you will be unable to use the banquet halls. In such case, please note that we will invoice you the termination fee in 5. below calculated in the same way as a termination. In the event that there are additions to the estimate following payment of the pre-payment, please pay the additional amount by the day following the day such amount was added to the estimate. Please pay any additional fees arising on the event date at the conclusion of the banquet, etc.

• 5. Customer Cancellations

  Please note that we will charge you in accordance with the following for partial or total cancellations of the Banquet, etc. Agreement or changes to the event date made by you. a. Cancellation or changes made after the date of application and at least 31 days prior to the event date: No charge Cancellation Fee - Actual fees incurred for services rendered Change Fee - Actual fees incurred for services rendered Cancellations or changes made between 90 and 61 days prior to the event date Cancellation Fee - 50% of 3 hours of meeting fees for the banquet hall you planned to use. We will invoice you for actual fees incurred for services rendered. Cancellations or changes made between 60 and 31 days prior to the event date Cancellation Fee - 100% of 3 hours of meeting fees for the banquet hall you planned to use. We will invoice you for actual fees incurred for services rendered. b. Cancellation or changes made between 30 and 11 days prior to the event date Cancellation Fee - 30% of the estimate We will invoice you for actual fees incurred for services rendered. Change Fee - 30% of 2 hours of meeting fees for the banquet hall you planned to use and the actual fees incurred for services rendered. c. Cancellation or changes made between 10 and 3 days prior to the event date Cancellation Fee - 50% of the estimate We will invoice you for actual fees incurred for services rendered. Change Fee - 100% of 2 hours of meeting fees for the banquet hall you planned to use and the actual fees incurred for services rendered. d. Cancellation or changes made the day prior to or the day of the event Cancellation Fee - 100% of the estimate Change Fee - 100% of the estimate

• 6．Changes to the Number of Meals

  Please contact the responsible Hotel representative regarding final meal changes by 12:00 noon seven days prior to the event date for changes exceeding 10 people and by 12:00 noon two days prior to the event date for all other changes. After that, as all preparations for meals will be complete, even if the actual number of people in attendance on the day is fewer than expected, you will be charged for the final number of meals as of two days prior to the event date.

• 7．Changes to the Number of or Cancellation of other Prepared Items

  Please contact the responsible Hotel representative regarding any changes to the number of or cancellations of prepared items used in the Banquet, etc., commemorative gifts to be given to attendees, etc. by 12:00 noon seven days prior to the event date. We are unable to accommodate any changes after that time. Notwithstanding the above, please note that no changes or cancellations are permitted for custom goods that have already been ordered.

• 8．Banquet Time and Additional Fees

  You will need to pay the prescribed banquet hall fee for the hours from start to finish for which you are contracting use of the banquet hall (hereinafter referred to as the “Banquet Time”). We will charge you an additional banquet hall fee in accordance with the prescribed table of fees in the event that you need one hour or more for pre-event preparation or in the event that the event exceeds the Banquet Time.

• 9．Set-up, Decoration and Entertainment, etc. Preparations

  Please use the company specified by the Hotel for set-up, decorations, floral decorations, sound, lighting, video, entertainment, and commemorative gifts, etc. related to your Banquet, etc. In the event that you wish to use a company other than the company prescribed by the Hotel, we ask that you make your arrangements only after obtaining the consent of the Hotel in advance in order to ensure a smooth Banquet, etc. Any company you engage directly shall follow the specified rules of the Hotel relating to aesthetics, safety, and traffic, etc. with respect to set-up, decorations, floral decorations, sound, lighting, video, entertainment, commemorative gifts, and the move-in, move-out and set-up method and location, etc. for devices and materials, etc.

• 10．Damages

  In the event that you, a company directly engaged by you, or related persons damage the Hotel facilities, furniture, fixtures or equipment, you, the company directly engaged by you or the related persons shall promptly repair such damage or pay damages with respect thereto.

• 11．Prohibited Activities

  We ask you to kindly refrain from the following prohibited activities.

  1. (1) Bringing into the Hotel any dogs, cats, birds, livestock, insects or other animals of any kind. Notwithstanding the above, seeing-eye dogs, service dogs and other dogs for the purpose of providing medical support shall be permitted.
  2. (2) Bringing into the Hotel hazardous materials, such as ignitable or flammable materials, poisonous gas, or other pathogens or substances that have a serious effect on the human body.
  3. (3) Bringing into the Hotel items that give off foul or strange odors.
  4. (4) Making excessive noise or vibrations that disturb guests in the other banquet halls.
  5. (5) Violating laws, regulations, or public order or morals.
  6. (6) Using a banquet hall for a use other than the intended use for the contracted hours.
  7. (7) Moving Hotel fixtures, etc.
  8. (8) Bringing into the Hotel food or drinks.
  9. (9) Other actions prohibited by law.

• 12．Termination of the Banquet, etc. Agreement with the Hotel

  The Hotel shall refuse your application for a banquet, etc. or cancel the Banquet, etc. Agreement already entered into with you in the event of the following. Please note that in such case you may be required to pay damages, etc. We may also return your application fee or advanced payment after deducting actual fees incurred for services rendered.

  1. (1) In the event the Hotel determines that you or an attendee of your Banquet, etc. violated or may violate laws, regulations, or public order or morals. Or if it is found that you or an attendee committed an analogous act or the Hotel determines that you or an attendee will disturb other guests.
  2. (2) When a burden beyond what is reasonable would be imposed with respect to the Banquet, etc.
  3. (3) When there is or may be a violation of the above items 1 through 11 of these Terms.
  4. (4) When it is clearly found that you or an attendee of your Banquet, etc. are infected with a communicable disease that may have a serious effect on the life or health of other guests.
  5. (5) In the event that the banquet hall cannot be used due to natural disaster, fire, riots, official government orders, or other unavoidable circumstances, or in the event that it is highly likely that it will be impossible to hold the Banquet, etc.
  6. (6) In the event that the Hotel determines that the contracting party or an attendee of the banquet hall (including the host, the host’s staff, etc.) qualifies as any of the following.
     1. ① an organized crime group, an organized crime group member, an organization related to an organized crime group or a related person, or any other antisocial force (hereinafter referred to as “Organized Crime Groups”).
     2. ② a legal entity or other organization with control over the business activities of an Organized Crime Group, etc.
     3. ③ an officer of a legal entity who is an organized crime group member, etc.

• Terms for Banquets and Events (Meetings and Exhibitions)

  Cancellation or changes made between 60 and 30 days prior to the event date Cancellation Fee - 50% of the estimate We will invoice you for actual fees incurred for services rendered. Change Fee - 50% of the banquet hall fee for the banquet hall you planned to use and the actual fees incurred for services rendered.

  Cancellation or changes made between 30 and 10 days prior to the event date Cancellation Fee - 70% of the estimate We will invoice you for actual fees incurred for services rendered. Change Fee - 70% of the banquet hall fee for the banquet hall you planned to use and the actual fees incurred for services rendered.