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Restaurant ReservationsBANQUET ROOMS
Banquet Terms and Conditions (General Banquets, Conferences, Exhibitions, Business Banquets)
In order to maintain the dignity of the hotel and to ensure the safety and comfort of our guests, Okinawa Harbor View Hotel (hereinafter referred to as "the Hotel") has established the following Terms of Use. Please note that the hotel will not be held responsible for any accidents that may occur as a result of failure to abide by these terms and conditions.
1. Banquet Room Usage
The contract with the hotel for the use of the banquet rooms for general banquets, conferences, exhibitions, events, and business banquets (hereinafter referred to as "banquets, etc.") shall be made in accordance with these terms and conditions, and any matters not stipulated in these terms and conditions shall be governed by laws and regulations or business customs.
2. Room charges for banquets and additional time
The time for using the banquet room, including the time from the start of setup (basically one hour before the start of the banquet) to the time of removal (one hour after the end of the banquet), which has been requested in advance, will be agreed upon at the predetermined meeting room charge. Additional room charge will be applied if the usage time is exceeded. Please note, however, that we may not be able to extend the usage time due to the time of the next banquet, etc.
3. Change and determination of the number of dishes
The number of dishes must be ordered at least 10 days prior to the banquet date. If the number of guests decreases significantly from the contracted number, a change of venue or a guaranteed fee may be charged. In case of a slight change in the number of dishes, please contact the hotel staff by noon 3 days prior to the event date. If the number of guests decreases after that time, the final number of guests confirmed by 3 days prior to the event will still be charged.
4. Arrangements for decorations, signs, attractions, etc.
Decorations, signage, sound, lighting, gifts, attractions, etc. for banquet halls, restaurants, etc. will be arranged by the hotel with a designated contractor. In the event that a guest (including attendees, guests, and performers, hereinafter referred to as the "guest") wishes to make arrangements with a company other than those designated by the hotel, the guest must contact the hotel at least 14 days in advance and make arrangements with the hotel's consent. Please note that the hotel staff will not be able to assist you in carrying in and out equipment for banquets, etc., arranged by the contracted company.
The hotel will consult with the contractor regarding the equipment, installation location, installation method, and size of the installation, but a bring-in fee will be charged depending on the details.
5. Large item loading and unloading
Please use the service entrance for carrying in and out goods. The hotel will not be responsible for any accidents, damage to property, or damage to vehicles in the loading/unloading space or parking lot.
6. Prohibited items
The following items are prohibited
- (1) Dogs (except guide dogs and nursing dogs), cats, small birds, other pets, domestic animals, etc.
- (2) Bringing in flammable or combustible items
- (iii) Bringing in items that emit foul odors
- (4) Gambling and other activities that disturb public morals, as well as language and behavior that may disturb other customers.
- (5) Movement of hotel equipment and furnishings by customers
- (6) Use for purposes other than the intended use
- (vii) Other acts prohibited by law
7. Compensation for damages
In the event that the hotel facilities, fixtures, or equipment are damaged or destroyed by the customer or any contractors or persons related to the customer, the customer will be required to promptly make repairs or pay for the damages in relation to the restoration of the damage.
8. Disclaimer
Please be advised that the organizer is responsible for any damage or theft of equipment, merchandise, or other items brought by the organizer when using the hotel facilities, and that the hotel will not be held responsible for any damage or theft of such items. In addition, both the customer and our company will be exempted from liability for any of the reasons listed below.
- (i) When the performance of the Banquet becomes impossible or extremely difficult due to the loss or damage of all or part of the Venue, etc., as a result of an act of God, fire, war, conflict, or any other cause beyond the control of either the Customer or the Company.
- (ii) When it becomes impossible or extremely difficult to hold the banquet due to reasons beyond the control of either the customer or the Hotel, such as the expropriation, removal, or prohibition of the use of the banquet venue due to laws and regulations, the exercise of public authority under laws and regulations, or the guidance of relevant government ministries and agencies.
9. Cancellation and Date Change Fees
In the event of cancellation or change of a contracted banquet, etc., the following cancellation and change fees will be charged. (The number of days will be calculated from the day following the date of the cancellation request.)
In the event that expenses have already been incurred for the preparation of printed materials or other arrangements as described in the next section, the actual costs of such arrangements and cancellation fees will be charged. In such cases, the actual costs included in the estimated total amount will be deducted from the estimated total amount subject to the calculation of the cancellation charge.
| fixed date | cancellation charge | modification charge |
|---|---|---|
| (1) From 180 days to 120 days prior to the date of the banquet, etc. | 20% of the meeting room fee and actual overhead expenses related to the banquet time of the reserved banquet room |
actual expenses |
| (2) From 119 days to 90 days prior to the date of the banquet, etc. | 50% of the meeting room fee and actual overhead expenses related to the banquet hours of the reserved banquet room |
actual expenses |
| From 89 days to 60 days prior to the date of the banquet, etc. | 70% of the meeting room fee and actual overhead expenses related to the reserved banquet time of the banquet hall |
30% of the meeting room fee and actual overhead expenses related to the banquet hours of the reserved banquet room |
| From 59 days to 30 days prior to the date of the banquet, etc. | 100% of the meeting room fee and actual overhead expenses related to the reserved banquet time of the banquet hall |
50% of the meeting room fee and actual overhead expenses related to the banquet hours of the reserved banquet room |
| (5) 29 to 10 days prior to the date of the banquet, etc. | 50% of the quoted price and actual expenses | 30% of the quoted price and actual expenses |
| (6) From 9 days prior to the date of the banquet to the day before the date of the banquet | 80% of estimated cost and actual expenses | 50% of the quoted price and actual expenses |
| (7) On the day of the banquet, etc. | 100% of the estimated amount for banquets, etc., plus actual expenses | 100% of the estimated amount for banquets, etc., plus actual expenses |
Cancellation and Date Change Fees due to Typhoon Fat
| fixed date | cancellation charge | modification charge |
|---|---|---|
| Up to 2 days in advance | actual expenses | free |
| previous day | 30% of estimated food price and actual expenses | 20% of the estimated cost of food |
| very day | 100% of the estimated amount | 50% of the estimated amount |
10. Application and contract cancellation
In the event of any of the following circumstances, the hotel will refuse the application for a banquet, etc., or cancel the contract even if it has already been made. The hotel will not be responsible for any problems or damages caused by the cancellation of the banquet, and no payment will be made.
- (1) If the applicant is a member of a crime syndicate, a member of a crime syndicate, a group affiliated with a crime syndicate, or a person related to a crime syndicate, or any other anti-social force.
- (ii) When the Hotel deems that there is a possibility of committing an act that violates laws and regulations or public order and morals.
- (iii) When the hotel anticipates, judges, or confirms that the guest's behavior will cause inconvenience to other guests.
- (4) In the event that a violent demand is made to the Hotel or its employees, or a demand exceeding a reasonable range is made.
- (5) When a member violates the Terms of Use of this banquet hall.
In the event of cancellation for any of the above reasons, please pay the cancellation fee in accordance with "9 Cancellation Fee".
11. Cash on hand
The amount of the deposit will be based on the total estimated amount of room and food charges that have already been discussed.
The deposit must be paid by the date specified at the time of reservation.
12. Payment of fees
The balance, excluding the deposit, must be paid after the use of the banquet hall, etc.
13. Consumption Tax
Consumption tax will be applied at the consumption tax rate in effect on the date of the banquet, etc.
14. Purpose of Use of Personal Information Acquisition
The personal information you provide will only be used to provide banquet services and will not be used for any other purpose.