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Accommodation Agreement

Article 1.) Scope of Application

  1. Accommodation agreements and any other agreements made by the hotel is subject to the Accommodation Agreement written herein, and decision on matters not specified herein will be based on related laws and regulations or common practices.
  2. In the case of when the Hotel enteres into a contract with the Guest, considering the contract does not violate laws, and regulations and is accepted as a general practice, the contract shall take precedence over the provisions of these terms and conditions, notwithstanding the preceding Paragraph.

Article 2.) Application for Accommodation Contract

  1. A Guest, who intends to submit an application for an Accommodation Contract with the Hotel, shall notify the Hotel with the following particulars:
    1. Name of Guest(s);
    2. Date of accommodation and estimated time of arrival;
    3. Accommodation charges (based in principle on the Basic Accommodation Charges listed in the Attached Table No. 1); and
    4. Other particulars deemed necessary by the Hotel.
  2. If Guests request to extend their stay, during their stay, beyond the date indicated in subparagraph (2) of the preceding Paragraph, it shall be regarded as an application for a new Accommodation Contract at the time of when such request is made.

Article 3.) Conclusion of Accommodation Contracts, etc.

  1. A Contract for Accommodation shall be deemed to have been concluded when the Hotel has duly accepted the application as stipulated in the preceding Article. However, the same shall not apply where it has been proved that the Hotel has not accepted the application.
  2. When a Contract for Accommodation has been concluded in accordance with the provisions of the preceding Paragraph, the Guest is requested to pay an accommodation deposit set by the Hotel within the limits of Basic Accommodation Charges covering the Guest’s entire period of stay (3 days when the period of stay exceeds 3 days) by the date specified by the Hotel.
  3. The deposit shall be first used for the Total Accommodation Charge to be paid by the Guest, secondly for cancellation charges under Article 6, and thirdly for reparations under Article 18 as applicable. The remainder, if any, shall be refunded at the time of payment for accommodation as stated in Article 12.
  4. If the Guest fails to pay the deposit by the date as stipulated in Paragraph 2, the Hotel shall treat the Accommodation Contract as invalid. However, the same shall apply only in the case where the Guest is thus informed by the Hotel when the period of Payment of the deposit is specified.

Article 4.) Special Contracts Requiring No Accommodation Deposit

  1. Notwithstanding the provisions of Paragraph 2 of the preceding Article, the Hotel may enter into a special contract requiring no accommodation deposit after the Contract has been concluded as stipulated in the same Paragraph.
  2. In the case when the Hotel has not requested payment of the deposit, as stipulated in Paragraph 2 of the preceding Article and/or has not specified the date of payment of the deposit at the time the application for an Accommodation Contract has been accepted, it shall be treated as though the Hotel has accepted a special contract prescribed in the preceding Paragraph.

Article 5.) Refusal of Accommodation Contracts

  1. The Hotel may not accept the conclusion of an Accommodation Contract under any of the following circumstances:
    1. When the application for accommodation does not conform with the provisions of these Terms and Conditions;
    2. When the Hotel is fully booked and there is no vacancy;
    3. When the Guest seeking accommodation is deemed liable to conduct himself/herself in a manner that will violate laws or act against the public order or good morals in regard to his/her accommodation;
    4. When the Guest seeking accommodation can be clearly identified as carrying an infectious disease;
    5. When the Hotel and/or hotel staff are violently threatened or unreasonably burdened by the Guest;
    6. When the Hotel is unable to provide accommodation due to natural calamities, malfunction of facilities and/or other unavoidable causes;
    7. When the any cases of regulations stipulated by Kyoto Prefecture and Kyoto City

Article 6.) Right to Cancel Accommodation Contracts by the Guest

  1. The Guest is entitled to cancel the Accommodation Contract by notifying the Hotel.
  2. If the Guest has cancelled the Accommodation Contract in whole or in part due to causes for which the Guest is liable (except in the case when the Hotel has requested payment of the deposit during the specified period as prescribed in Paragraph 2 of Article 3 and the Guest has cancelled before payment), the Guest shall pay cancellation charges as listed in the Attached Table No. 2. However, in the case when a special contract as prescribed in Paragraph 1 of Article 4 has been concluded, the same shall apply only when the Guest is informed of the obligation of payment of cancellation charges in case of cancellation by the Guest.
  3. If the Guest does not appear by 8:00 p.m. of the accommodation date without advance notice (2 hours after the expected time of arrival if the Hotel is notified), the Hotel may regard the Accommodation Contract as being cancelled by the Guest.

Article 7.) Right to Cancel Accommodation Contract by the Hotel

  1. The Hotel may cancel the Accommodation Contract under any of the following circumstances:
    1. When the Guest is deemed liable for conduct and/or has conducted himself/herself in a manner that will violate laws or act against the public order and good morals in regard to his/her accommodation.
    2. When the Guest can be clearly identified as carrying an infectious disease;
    3. When the Hotel and/or Hotel staff suffers from violent threat or unreasonable burden from the Guest. Or, when it is acknowledged that similar activity has occured in the past;
    4. When the Hotel is unable to provide accommodation due to natural calamities and/or other causes of force majeure;
    5. When the person requesting Hotel accommodation is obviously intoxicated and could cause annoyance to other guests or when a person is behaving in such a manner as to be an annoyance to other guests (when the provisions of Article 4 of Kyoto Prefecture, and Kyoto City are applicable);
    6. When the person requesting Hotel accommodation is a member of an organized crime group, under Article 2-6 of Law on Preventing Unreasonable Conduct by Organized Crime groups (Code 77 issued in 1991), or a related party, under Article 2-2 of said law; or
    7. When the Guest does not observe prohibited actions such as smoking in bed, tampers with fire-fighting facilities and otherwise breaches Hotel Regulations stipulated by the Hotel (restricted to particulars deemed necessary in order to avoid causing fires).
  2. If the Hotel has canceled the Accommodation Contract in accordance with the preceding Paragraph, the Hotel shall not charge the Guest for any of the services during the contractual period he/she has not received.

Article 8.) Registration

  1. The Guest shall register the following particulars the Front Desk of the Hotel on the day of accommodation:
    1. Name, age, sex, address and occupation of the Guest(s);
    2. Nationality, passport number, port and date of entry in Japan;
    3. Date and estimated time of departure; and
    4. Other particulars deemed necessary by the Hotel.
  2. All Guests of foreign nationality who do not reside within Japan will be asked to leave a photocopy of their passport with the Front Desk.In the case where the Guest intends to pay his/her accommodation charges prescribed in Article 12 by any means other than Japanese currency, such as traveler’s cheque coupons or credit cards, these credentials shall be shown in advance at the time of the registration prescribed in the preceding Paragraph.

Article 9.) Occupancy Hours of Guest Rooms

  1. The Guest is entitled to occupy the contracted guest room of the Hotel from 3:00 p.m. on the day of arrival to 10:00 am on the day of departure. However, in the case when the Guest is accommodated continuously, the Guest may occupy the guest room all day, except for the days of arrival and departure.
  2. The Hotel may, notwithstanding the provisions prescribed in the preceding Paragraph, permit the Guest to occupy the guest room beyond the time prescribed in the same Paragraph, In this case, extra charges shall apply as follows:
    1. Name, age, sex, address and occupation of the Guest(s);
    2. Nationality, passport number, port and date of entry in Japan;
    3. Date and estimated time of departure; and
    4. Other particulars deemed necessary by the Hotel.
  3. The equivalent amount of room in the preceding paragraph shall be 70% of the basic accommodation fee.。

Article 10.) Observance of Hotel Regulations

  1. The Guest shall observe the Hotel Regulations established by the Hotel. Hotel Regulations are posted within the premises of the Hotel.

Article 11.) Business Hours

  1. The business hours of the Hotel main facilities are as follows, and those of other facilities, etc. shall be notified in detail by brochures as provided, notices displayed in various places, the Service Directory in guest rooms and other means.
    1. Service hours of the Front Desk, cashier, etc.
      • (1) Closing time: N/A
      • (2) Front service: Opens at 7:30am until 10:00pm
  2. Service hours for dining, drinking and etc.
    • (1) Breakfast: 7:30am-8:30am. However, if it is difficult to arrive within the given time due to the guest’s schedule, the time limit is not applicable.
    • (2) Lunch: 11:00am-2:30pm
    • (3) Dinner: 5:30pm-9:00pm. 8:00pm is the last time guests may start dinner.
    • (4) The business hours specified in the preceding Paragraph are subject to temporary changes due to unavoidable circumstances of the Hotel. In such cases, the Guest shall be informed by appropriate means.

Article 12.) Payment of Accommodation Charges

  1. The explanation of accommodation charges, etc. that the Guest shall pay is as listed in the attached Table No. 1.
  2. Accommodation charges, etc. as stated in the preceding Paragraph shall be paid at Front Desk at the time of the Guest’s departure or upon request by the Hotel in Japanese currency. Other means acceptable to the Hotel are traveler’s cheques, coupons and credit cards.
  3. Accommodation charges shall be paid even if the Guest voluntarily does not utilize the accommodation facilities provided for him/her by the Hotel.

Article 13.) Liabilities of the Hotel

  1. The Hotel shall compensate the Guest for damage if the Hotel has caused such damage to the Guest in the fulfillment or the nonfulfillment of the Accommodation Contract and/or related agreements. However, the same shall not apply in cases where such damage has been caused due to reasons for which the Hotel is not liable.
  2. The Hotel has received the appropriate “Pass Mark” (Certificate of excellence of Fire Prevention Standards, issued by the fire station). Furthermore, the Hotel is covered by a Hotel Liability Insurance in order to deal with unexpected fires and / or other disasters.
  3. The hotel has facilities (2nd floor and below or capacity of less than 30 people (conditions not covered by the “Pass Mark”)), which is not covered by the appropriate “Pass Mark” (Certificate of excellence of Fire Prevention Standards, issued by the fire station). However, the Hotel is covered by a Hotel Liability Insurance in order to deal with unexpected fires and / or other disasters.

Article 14.) Handling when Unable to Provide Contracted Rooms

  1. The Hotel shall, when unable to provide contracted rooms, arrange accommodation of the same standard elsewhere for the Guest insofar as practicable with the consent of the Guest.
  2. When arrangement of other accommodation can not be made, notwithstanding the provisions of the preceding Paragraph, the Hotel shall pay the Guest a compensation fee equivalent to the cancellation charges and the compensation fee shall be applied to reparations. However, when the Hotel cannot provide accommodation due to causes for which the Hotel is not liable, the Hotel will not compensate the Guest.

Article 15.) Handling of Deposited Articles

  1. The Hotel shall compensate the Guest for damages when loss, breakage or other damage is caused to goods, cash or valuables deposited at the Front Desk by the Guest, except in the case when this has occurred due to causes of force majeure. However, for cash and valuables, when the Hotel has requested the Guest for an appraisal of the value and the Guest has failed to do so, the Hotel shall compensate the Guest up to a maximum of 200,000 yen.
  2. The Hotel shall compensate the Guest for damages when loss, breakage or other damage is caused, through intent or negligence on the part of the Hotel, to the goods, cash or valuables brought onto the premises of the Hotel by the Guest but are not deposited at the Front Desk. However, for articles of which the nature and value has not been reported in advance by the Guest, the Hotel shall compensate the Guest up to a maximum of 100,000 yen.

Article 16.) Custody of Baggage and/or Belongings of Guest

  1. When the baggage of the Guest is brought into the Hotel before his/her arrival, the Hotel shall be liable to store it only in the case when such a request has been accepted from the Hotel. The baggage shall be handed over to the Guest at the Front Desk at the time of his/her check-in.
  2. When the baggage or belongings of the Guest are found after check-out and ownership of the article is confirmed, the Hotel shall inform the owner of the article left and ask for further instructions. When no such instructions are given to the Hotel by the owner or when ownership is not confirmed, the Hotel shall handle it according to the Lost Goods Act.
  3. The Hotel’s liability in regards to the custody of the Guest’s baggage and belongings in the case of the preceding two paragraphs shall be in accordance with the provisions of Paragraph 1 of the Preceding Article in the case of Paragraph 1, and with the provisions of Paragraph 2 of the same Article in the case of Paragraph 2.

Article 17.) Liability in Regard to Parking

  1. The Hotel shall not be liable for the custody of the vehicle of the Guest when the Guest utilizes the parking lot within the premises of the Hotel, as it shall be regarded that the Hotel simply offers the space for parking, whether the key of the vehicle has been deposited to the Hotel or not. However, the Hotel shall compensate the Guest for damage caused through intent or negligence on the part of the Hotel in regards to the management of the parking lot.

Article 18.) Liability of the Guest

  1. The Guest shall compensate the Hotel for damage caused through intent or negligence on part of the Guest.

Attached Table No. 1

Calculation Method for Accommodation Charges
Total amount to be paid by the Guest Accommodation Charges Basic Accommodation Charge (Room charge including breakfast) ((1)×100%)
Service Charge (3) Meals, Drinks and other Expenses(breakfast & dinner not included)
Consumption Tax Consumption Tax

 

Attached Table No. 2

No show Accommodation Day 1 Day 2 Day 3 Day 5 Day 6 Day 7 Day 8 Day 14 Day 15 Day 30
1 to 14 guests 100% 75% 50% 50% 20% 20% 20%
15 to 30 guests 100% 100% 100% 100% 75% 75% 75% 75% 50% 50% 20%
31-100 guests 100% 100% 100% 100% 75% 75% 75% 75% 50% 50% 20%
101 or more guests 100% 100% 100% 100% 75% 75% 75% 75% 50% 50% 20%

 

No show Accommodation Day 1 Day Prior to Accommodation Day 2 Days Prior to Accommodation Day 7 Days Prior to Accommodation Day 8 Days Prior to Accommodation Day 30 Days Prior to Accommodation Day 31 Days Prior to Accommodation Day 60 Days Prior to Accommodation Day
Student Group 100% 100% 70% 50% 25% 10% 10% 5% 5%

Remarks:

  1. The percentages signifies the cancellation charge to the Basic Accommodation Charges. Note: Japan Tourist Hotel Association
  2. When the number of days contracted are reduced, cancellation charges for the first day shall be paid by the Guest regardless of the number of days shortened.
  3. When part of a group booking (for 15 persons or more) is canceled, the cancellation charge shall not be charged for persons in the booking equivalent to 10% (with fractions rounded up) of the total number of persons if cancellation is made 10 days prior to occupancy (when accepted less than 10 days prior to the occupancy, as of the date).
  4. This document is to be applied from May 1, 2005.