Application Process
Kyoto International Community House(kokoka) facilities can be used for plays, concerts, exhibitions, symposiums, conferences, tea ceremonies, lectures, parties, etc. LAN(cable) is available in the Event Hall, the Special Conference Room, Conference Rooms 1,2,3,4 and the Seminar Room.
＊Check the detailed guidelines for use and the venue’s floor plan.
When You Can Apply
Applications are taken from 9:00 to 20:30.
Applications are taken from the first day of the 12 months before use of the venue. Priority will be given to applications lodged directly at the Kyoto City International Foundation rather than by telephone or email. Reservations are taken on a first-come first served basis.
If the first day of the month is a day the Foundation (kokoka) is closed, the next day will be the first day that you can apply.
Opening hours for lodgment of applications on the first day of each month
- By visiting the Foundation: 9：00 ～
- By telephone: 9：30 ～ （075-752-3010）
- Online: 9：30 ～ ＊We recommend you register yourself beforehand.
★ In cases where the venue is to be used for international exchange activities and international conferences, please consult us as we may be able to accept the application before the above-mentioned starting date.
★ Application for use of the Event Hall closes one month before the date of use.
Application Procedure
How to apply
Online
- 1.Check the availability of the room.
- 2.Complete user registration.
- 3.Select the date and apply to reserve the room.
- 4.Application has been completed after staff members check the content of the application and accept it.
- 5.The applicant receives an email stating the application is accepted.
By Telephone, Email, or by Visiting the Foundation (kokoka)
- 1.Contact our office (075-752-3101) to inform us of the use of the venue.
- 2.Submit the application form within 1 week of the date you initially make contact. You can come to kokoka to pick up the application form, or download it from our website, print, fill out, and send to our office by email attachment or fax.
※ In the case of overseas applications, there must be a person/group who resides in Japan and whom our office can contact. Additionally, the person/group must own an account at a banking establishment in Japan in order to transfer the fees including venue usage.
- Address for Application –
2-1 Torii-cho, Awataguchi, Sakyo-ku, Kyoto City, Japan 606-8536
FAX：075-752-3510 E-mail：office@kcif.or.jp
Payment
Please pay the fee within 2 weeks of the date of your application in one of the following ways:
・By cash at the reception desk in kokoka
・By bank transfer: We will give you our account information on the “copy of application” that we give you at the time of application and in the email informing you that your application has been accepted.
*Please pay fees in cash to kokoka for equipment hire, extended hours, and waste disposal on the day of use.
If you cancel the reservation after completing the application, a cancellation fee will be charged.
On the day you use our venue
Please come to the reception desk and show the “copy of application” issued at the completion of your application procedure (smartphone screen is also acceptable). We will confirm your reservation and hand you the key to the room.
Hours and fee for use
Hours for use include the time for preparation, clearing out, and restoring the room to its original state.
Weekdays
| Morning 9:00～12:00 |
Afternoon 13:00～17:00 |
Night 18:00～21:00 |
|
|---|---|---|---|
| Event Hall | 25,300yen | 36,700yen | 30,500yen |
| Special Conference Room | 23,500yen | 34,500yen | 30,000yen |
| Conference Room 1 | 4,700yen | 6,600yen | 6,000yen |
| Conference Room 2 | 4,700yen | 6,600yen | 6,000yen |
| Conference Room 3 | 3,900yen | 5,700yen | 5,000yen |
| Conference Room 4 | 3,900yen | 5,700yen | 5,000yen |
| Seminar Room | 9,500yen | 13,400yen | 12,000yen |
| Annex | 13,200yen | 18,300yen | 16,000yen |
Saturdays, Sundays, Holidays
| Morning 9:00～12:00 |
Afternoon 13:00～17:00 |
Night 18:00～21:00 |
|
|---|---|---|---|
| Event Hall | 30,300yen | 44,200yen | 36,500yen |
| Special Conference Room | 28,300yen | 41,500yen | 36,500yen |
| Conference Room 1 | 5,700yen | 8,100yen | 7,400yen |
| Conference Room 2 | 5,700yen | 8,100yen | 7,400yen |
| Conference Room 3 | 4,700yen | 6,500yen | 5,900yen |
| Conference Room 4 | 4,700yen | 6,500yen | 5,900yen |
| Seminar Room | 11,200yen | 15,900yen | 14,300yen |
| Annex | 15,700yen | 22,100yen | 19,200yen |
- ・Half-charges apply for use of the Event Hall and the Special Conference Room for preparation and rehearsals.（Fractional fees of less than 100 yen will round up）
＊However, this is only available if you are using the facility also for the actual event. - ・You can only extend your time for 30 minutes, and the usage fee will be increased by 50% for those 30 additional minutes.
Extension is extra charge, and limited to a maximum of a half-hour. Facilities cannot be used before 9:00 and after 21:00.（Extensions of less than 30 minutes will round up to 30 minutes, and fractional usage fees of less than 100 yen will round up to 100 yen.）
- ・Equipment hire
List of Equipment Available at the Venue (PDF, Japanese)- There is a limited amount of equipment available for hire. Please reserve beforehand by phone or email.
- Please pay usage fees for equipment and waste disposal to kokoka on the day of use in cash.
- ・Waste disposal
We can dispose of large amounts of waste at an additional charge. (For small amounts of waste, please use the garbage bin in each room and kitchenette on each floor.) Fee for waste disposal: ¥500 per bag. Please ask for designated garbage bags (45L) at the reception desk. Please separate:
(1)Flammable garbage (2) Plastics (3) Cans, bottles, PET (4) Cardboard
*Please pack cardboard items together with tape and string.
Cancelation
When you cancel a venue/room booking, please inform us immediately and submit the “Notification of Cancelation of Venue Booking”.
Notification of Cancelation of Venue Booking (Word file)If you cancel the booking after your application is accepted, we ask that you pay a cancelation fee as follows:
| Day of Cancellation Notice | Registration Date ～ 180 days before the scheduled day of use | 179 ～ 30 days before the scheduled day of use | Less than 30 days before the scheduled day of use |
|---|---|---|---|
| Cancellation Fee | 20％ of the facility usage fee | 50％ of the facility usage fee | 100％ of the facility usage fee |
Even if you cancel the booking before making the payment for use, we ask that you pay the cancelation fee.
Important information to know before using the venue
For those applying to use the Event Hall, please read ” What You Need to Know When Making a Reservation”.
What You Need to Know When Making a Reservation (PDF)- ・Those who will be using the Event Hall are required to have a meeting with the staff members of kokoka at the latest one month before the day of the event.
- ・A user may have to pay lighting and sound equipment fees separately from the venue usage fee depending on the content of the event.