Conference Facility Reservation Request Form

Important Announcement

  • We have resumed accepting new reservations for events after January 2022.
    Organizers are asked to refrain from holding an event if COVID-19 state of emergency or priority measures such as prevention of spread are issued for Okinawa Prefecture for the time of the event. 
  • When using OIST venues, please follow the latest guidelines by the Okinawa Prefectural Government as well as the COVID-19 Prevention Guidelines for External Events at OIST.
  • For events expecting participation from outside of Okinawa prefecture, please coordinate with the Okinawa Prefectural Government in accordance with the latest guidelines.
  • Some restrictions apply to the choice of venues, as well as to the limit of number of events and attendees as an infection prevention measure.
  • For booking inquiries, please visit our reservation website.

If you have any questions, please contact us at reservation@oist.jp


Thank you for your interest in our conference venues.

To request a reservation of our facilities, we kindly ask you to fill out this Conference Facility Reservation Request Form (CFRR) and submit it together with a description of your event (tentative schedule, event outline, for events with participant fees, include a budget estimate of income and expenditure plan, etc.)

  • Please submit this form at least 1 month prior to the date of your event
  • Upon submission, your request will be reviewed. Please allow up to 2 weeks (14 workdays) for processing and evaluation. You might be asked to submit additional documents during this period. 
  • After evaluation we will contact you to inform you, if your application has been approved.
  • Once approved, your reservation becomes official. 
  • Facility usage fees

Please read and agree to the Restrictions on Use, Usage Prohibitions and RestrictionsImportant Information, Cancellation Policy and COVID-19 Infection Prevention Guidelines before filling out and submitting the reservation request form.

  • The reservation request form will appear once you have read and agreed to the items above.
  • All fields marked with "*" are mandatory.
Please include the country code when writing the phone number. E.g. "+81-98-XXX-XXXX".
Please write down the approx. number of expected participants.
:
:
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.
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.
Please upload a detailed "COVID-19 Infection Prevention Plan" for your event and describe what kind of measures you will take to prevent to spread of the virus during the event. Accepted formats: PDF, PPT, Word and Excel.
Files must be less than 8 MB.
Allowed file types: pdf doc docx ppt pptx xls xlsx zip.
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
  • COVID-19 Infection Prevention Guidelines

We thank you for your understanding.