If you’re in need of a premium event space hall or meeting room in Tokyo’s Minato Ward, look no further than Toranomon Hills Forum.
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Guide to Using Toranomon Hills Forum Facilities

flow Inquiries and Requests to Tour the Facilities Provisional Reservations / Estimates Applications Consultations Between User and Facility Operator, and Required Documentation Bank Transfer Final Statement of Charges (after facility usage)

1. Inquiries and Requests to Tour the Facilities

Facility Operator staff will respond to requests.
TEL:03-6406-6226
Reception Hours: 9:00 – 18:00 (except Saturdays, Sundays and holidays)

Please inquire in advance either via telephone or the website.
Viewing Hours: 10:00 – 18:00 (excluding weekends and holidays)

2. Provisional Reservations / Estimates

Reservations

Parties may reserve the desired facility on a provisional basis for up to one week.
TEL:03-6406-6226
Inquiries via website

Desired Time

Please indicate the period of time for all aspects of the event from the time required for event venue preparation and rehearsals to the actual event and removal/restoration of the facility to its original condition.

Facility Management

Upon the request of the User, the venue layout can be set up by the Facility Operator staff (separate fee). If the party desires to have any construction related to primary electrical lines or temporary telephone lines that may potentially affect main lines, such construction shall be handled by service providers specified by the Facility Operator (separate fee).

Provisional Reservation Period

Unless the Facility Operator receives an application to secure the reservation from the party within one week of the date of receipt of the request for a provisional reservation, the provisional reservation will be automatically cancelled without any prior notice or confirmation from the Facility Operator.

Estimate

Parties requiring an estimate are asked to consult with the Facility Operator.

3. Applications

How to Apply

FAX (Academyhills Forum Group) 03-6406-9350
Parties who desire to secure the use of facility space are required, after having read and indicated agreement with the terms of use, to complete the Toranomon Hills Forum User Application Form (PDF – 263kb) and submit it by FAX.
The Facility Operator will contact the party to confirm receipt of the application.
Toranomon Hills Forum User Application Form (PDF – 263kb)
Terms of Use
Privacy Policy (please read)

Notes:

Facility usage time includes time for all aspects of the event from the time required for event venue preparation and rehearsals to the actual event and removal/restoration of the facility to its original condition.
Please be sure to enter both reservation time and event time in the application.
Parties are asked to inform Facility Operator staff upon arrival for facility usage and prior to leaving the facility following the event, so that the time may be confirmed.

Cancellations:

If the party desires to cancel an application (reservation), the Facility Operator must be contacted. A fixed cancellation fee will be applied.

4. Consultations Between User and Facility Operator, and Required Documentation (1 month – 2 weeks prior to facility use)

How to Apply

Details will be determined and necessary procedures initiated.
The User is asked to have the details of the event determined prior to the consultation with the Facility Operator.

Required
Documentation

The User may be required to submit the documents listed below based on the nature of facility usage. (Required documentation will be provided by the Facility Operator at the time of consultation.)
・Documentation required for building management
・Fire prevention plan and any other applications legally required by relevant government/regulatory agencies for facility use. (Place of submission may vary depending on the nature of the event. Please consult and confirm with the Facility Operator.)
To ensure expedited processing, required documentation should be submitted to the Facility Operator no later than ten days prior to facility usage.
※The User is asked to read through the following information on various services and precautions prior to consultation with the Facility Operator.

Equipment, Facilities and Other Services Standard Equipment Available at No Extra Charge

Each facility space has specified equipment that is available for utilization by the User at no extra charge. Please consult with the Facility Operator regarding the planned use of equipment and event details.

Disposal of Waste

The User is responsible for removal and disposal of all waste from the premises at the conclusion of the rental period; however, if desired by the User, the Facility Operator can provide a list of approved service providers and the User may engage their services for the disposal of waste at the User’ s expense.

Decorations and Other Services

The Facility Operator can provide the User with a list of approved service providers for venue decoration, decorative flowers, audio, lighting, etc. and make arrangements for services on behalf of the User (separate fee).

After-hours Setup, Preparation and Removal

If the User desires to use the facility space outside of normal Forum business hours (9:00 – 21:00), a separate fee will be charged for the required presence of a staff member of the Facility Operator during the after-hours usage.

Other Precautions

The User is responsible for confirmation of emergency exits, fire prevention/extinguishing systems and equipment, evacuation routes, and other steps necessary in preparation for unforeseen incidents. The Facility Operator shall bear no responsibility whatsoever for any items brought onto the facility premises, including but not limited to theft, loss or damage arising from an accident caused by human or physical factors. In the case of production of printed materials that display the name of facilities, contact telephone numbers, maps, etc., the User must confirm the contents and accuracy with the Facility Operator in advance. If the User wishes to place posters, directional signboards and guidance personnel, it is necessary to submit an application and obtain the approval of the Facility Operator in advance.

Prohibited Items and Activity

The User is strictly prohibited from the following:

  • Bringing onto the premises any domesticated animals/livestock and pet animals including dogs, cats or birds, with the exception of service/assistance animals to assist the disabled.
  • Bringing onto the premises any noxious or malodorous items.
  • Using or bringing onto the premises any and all flammable or combustible items or any item that poses a potential fire hazard.
  • Using any open flame or gas on the premises.
  • Smoking in areas that are not clearly designated by the Facility Operator as smoking areas.
  • Programs that involve the live performance of musical instruments whether electrically amplified or otherwise, or the generation of any high-frequency sounds or noise.
  • Usage of the facility by anyone involved or associated with a criminal organization.
  • Usage of the facility for a purpose not specifically approved by the Facility Operator.
  • Usage of nails, application of tape, etc. to any part of the building, facilities or equipment.
  • Exceeding the stated maximum capacity of the facility space.
  • Performing sales or solicitation of funds without having obtained the approval of the Facility Operator in advance.
  • Any and all actions that are prohibited in any other service agreements and guidelines related to use of the facility.

Other Information

The User is urged to read the documents below for more information concerning facility usage.
Information Pertaining to Documents to be Submitted to Relevant Government/Regulatory Agencies Concerning Facility Management
Information Pertaining to Use of Sound Equipment

5. Bank Transfer

Bank Transfer

The invoice will be sent to the User in advance.
In principle, the User is required to complete payment to the Facility Operator no later than ten days prior to facility space usage. Bank transfer fees are to be borne by the User.

Bank Transfer Information
Bank Account No. Account Name
Sumitomo Mitsui Banking Corporation (Current Account)
971-2116360
Mori Building Co.,Ltd.
Mizuho Bank (Current Account)
153-0139360
Bank of Tokyo-Mitsubishi UFJ (Current Account)
313-9500360

Only Sumitomo Mitsui Banking Corporation is accepted for wire transfer from overseas.

6. Final Statement of Charges (after facility usage)

Final Statement of Charges

If any additional rates or expense are incurred by the User on the day of facility usage, the Facility Operator shall invoice the User for the unpaid balance. The User shall make full payment to the bank account specified by the Facility Operator via bank transfer.

Facility Use Flowchart

Complete check-in procedures at the reception desk of the Facility Operator.

Begin moving in necessary items and setting up the venue. Facility Operator will give guidance on using equipment.

Upon the request of the User, representatives of the Facility Operator can be present and observe during the holding of the event (separate fee).

Please ensure all loading in and loading out of materials and supplies is completed within the time you have reserved the facility.

Complete check-out procedures at the reception desk of the Facility Operator. *Room fee is charged from the time of check-in to the time of check-out.