Conference Facility Reservation Request Form

Restrictions on Use*

Facility users are required to follow all applicable laws and regulations, as well as all rules and regulations of OIST.
OIST reserves the right to consult with facility users regarding possible changes in date or venue caused by OIST internal reasons.
Permission to hold an externally organized event using OIST’s venues does not endorse the event or guarantee its academic accuracy, its credibility, or the reliability of its content. Requests for nominal support or sponsorship of the event can be considered by OIST separately. Facility users are requested to consult OIST in advance regarding the content of any public announcements or advertisement related to the event.
- Content implying, OIST is endorsing or encouraging a particular enterprise, organization , product, service, etc. is not permitted in any circumstance. When advertising and promoting the event, using expressions which suggest any OIST involvement are strictly prohibited.
- Excluding events nominally supported or sponsored by OIST, OIST may ask facility uses to add the following disclaimer when announcing or promoting the event.
  “This event will be held at a conference venue in OIST, but please refrain from contacting OIST regarding the content of the event.”
Smoking is not permitted anywhere on campus.
Posters, flyers and other such materials must only be placed on the noticeboards provided. No such materials may be attached to walls, doors, windows or any other part of the buildings, including the elevators.
Alteration to the facilities, equipment, furnishings, etc. is not permitted unless authorized in writing in advance. Facilities must be returned to their original condition after use.
Facility users will be liable for any damage or loss caused as a result of the facility usage.The contact person will be held responsible for all damage or loss.
If OIST has judged that users do not comply with the restrictions above, permission to use common spaces may be revoked by OIST at any time, up to and including the date of the reserved use.

Full text of "Restrictions on Use, Prohibitions and Cancellation Policy"

Please confirm: *

I have read and hereby agree to the "Restrictions on Use" as described above.

Prohibited Uses and Activities*

Commercial use and for-profit activities.
Political activities.
Uses related to unethical, unlawful or criminal activities.
Uses related to military activities.
Uses offensive to public order and morals.
Uses that may disturb or interfere with University activities (noise, vibration nuisance, etc.).
If OIST has judged that users do not comply with the above prohibitions, permission to use common spaces may be revoked by OIST at any time, up to and including the date of the reserved use.

Full text of "Restrictions on Use, Prohibitions and Cancellation Policy"

Please confirm: *

I have read and hereby agree to the "Prohibited Uses and Activities" as described above.

Important Information*

Items not provided
The following items are not available for rent: computers (desktop or laptop), displays or other electronic devises. Facility users are requested to make all necessary arrangements accordingly.
Payment of facility fees
The facility utilization fees are due not later than 1 week prior to the date of the reserved use. Should the deadline not be met, an overdue fine might apply.
Venue equipment etc.
Operation of audiovisual and other equipment (such as microphones, lights, projectors, etc.) is to be done by the facility users. Please contact OIST staff regarding usage instructions. When handling the audio-visual equipment, please always follow the instructions of OIST staff members.
Parking facilities
Parking facilities are limited. Please contact OIST staff for more information.
Regarding injuries or damages
OIST does not hold any responsibility for injuries or damages, which occur within OIST facilities during the event.
Regardig damage to equipment
OIST retains its rights to claim a compensatory payment and to prohibit the future usage of OIST facilities by the responsible party, should the equipment suffer any damage as a result of noncompliance with the instructions.

Please confirm: *

I have read and hereby agree to the "Important Information" as described above.

Cancellation Policy*

Cancellations are accepted only in written form (via email: reservation@oist.jp or FAX: +81-(0)98-966-2887) not later than 48 hours in advance. For cancellations made within 48 hours of the facility usage date, cancellation fees might apply.

Should OIST facilities be closed due to a natural disaster (typhoon, earthquake, etc.), no cancellation fees will be charged.

Full text of "Restrictions on Use, Prohibitions and Cancellation Policy"

Please confirm: *

I have read and hereby agree to the "Cancellation Policy" as described above.

Name of Organization *

Name of Applicant (Contact Person) *

Applicant's email address *

Applicant's contact number *

Please include the country code when writing the phone number. E.g. "+81-98-XXX-XXXX".

Name of Event (in English) *

Name of Event (in Japanese) - if applicable

Number of Participants *

Please write down the approx. number of expected participants.

Participation fees (yes/no) *

Yes

Please write down the amount (JPY/person) *

Preferred start date (1st choice) *

Year

Month

Day

Preferred end date (1st choice) *

Year

Month

Day

Alternative dates (back-up dates)

I would like to request back-up dates

Preferred start date (2nd choice)

Year

Month

Day

Preferred end date (2nd choice)

Year

Month

Day

Preferred start date (3rd choice)

Year

Month

Day

Preferred end date (3rd choice)

Year

Month

Day

Event to start at *

Hour

Minute

Event to finish at *

Hour

Minute

Short Explanation of Purpose/Role of the Event *

Please write a short explanation of the purpose and role of your event here. Please attach a detailed description of your event (tentative schedule, event outline, etc.) to this form before submitting it.

Upload description of your event *

Please upload a detailed description of your event (tentative schedule, event outline, etc.) here. You will need to upload a file in order to submit this form.
Files must be less than 8 MB.
Allowed file types: gif jpg jpeg png txt pdf doc docx ppt pptx xls xlsx zip.

Other file uploads

Please use this upload field to upload any other documents relevant to this application. This field is not mandatory, Accepted formats: PDF, PPT, Word, Excel, JPEG, etc.
Files must be less than 8 MB.
Allowed file types: gif jpg jpeg png txt pdf doc docx ppt pptx xls xlsx zip.

To submit the form, please fill out the form and press the "Submit" button.

The form will appear once you have read through and agreed to each of the following items:

Restrictions on Use
Prohibited Uses and Activities
Important Information
Cancellation Policy

We thank you for your understanding.

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Conference Facility Reservation Request Form

Thank you for your interest in our conference venues.