Contracts for banquet events and related agreements between Grand Hyatt Tokyo and clients are subject to the following regulations. However, clients will comply with any separate contracts signed with Grand Hyatt Tokyo.
The client is entitled to occupy the contracted banquet venue at Grand Hyatt Tokyo during the time agreed upon in advance. Grand Hyatt Tokyo may permit the client to occupy the room beyond the time agreed upon depending on availability. Additional charges will be incurred accordingly. Grand Hyatt Tokyo may not be able to extend usage of the contracted venue due to previously scheduled commitments.
When a contract for a banquet has been signed, the client will be requested to pay a deposit within a specified time. The timing and deposit amount will be determined by Grand Hyatt Tokyo according to the details of the banquet.
Banquet charges as stated in the quotation, less any previously paid deposit, shall be paid in full in Japanese currency, by cash or bank transfer at least 7 days prior to the day of the event, or as determined in the contract.
All charges (or any outstanding charges if the client has paid a deposit or advance payment) are to be paid within 15 days following the banquet event, unless all charges are paid in advance.
The client shall inform Grand Hyatt Tokyo of the final number of guaranteed attendees 5 business days prior to the banquet event, or as stipulated in the banquet contract. All preparations will be finalized by then, and full charges shall be paid even if the number of guaranteed attendees decreases.
When the contracted banquet venue is cancelled, or the date is altered, a cancellation charge in addition to actual expenses shall be paid as follows:
* Full actual overhead refers to any costs incurred by the hotel or subcontractors.
Decorations, sound, lights and entertainment for the banquet event are to be arranged by appointed agents of Grand Hyatt Tokyo. Advance notice for authorization is requested when using agents who are not appointed by Grand Hyatt Tokyo. To protect the property of Grand Hyatt Tokyo, all arrangements for the banquet event by agents who are not appointed by Grand Hyatt Tokyo including equipment, decoration, entertainment, transportation of materials and set up shall be instructed by Grand Hyatt Tokyo. A surcharge of personnel expenses will be added if necessary.
The client and agents who are not appointed by Grand Hyatt Tokyo will be held responsible for any damage caused to the building, structures, carpets, walls, ceilings or furniture of Grand Hyatt Tokyo. In the event of any damage being caused to these articles, the client who signed the contract for the banquet will be required to pay for any repairs to such damaged article or the cost to fully replace them. The hotel does not assume any responsibility for any accidents resulting in injury, theft, loss, or damage (irrespective of whether direct, indirect, consequential) arising from the use of Grand Hyatt Tokyo facilities. The client and concerned parties will be responsible for all damages and will be solely responsible for implementing antitheft measures at the exhibits.
Grand Hyatt Tokyo has the right to decline or cancel the contracted banquet venue under any of the following conditions. When the contracted banquet venue is cancelled under any of the following conditions, a cancellation charge shall be paid in accordance with Article 6 of this BANQUET REGULATIONS.
Grand Hyatt Tokyo shall be released from any and all obligations or liabilities in case the performance by Grand Hyatt Tokyo of any obligations under the contract by their deadlines becomes impossible due to acts of God, war, government regulation or action, terrorism, natural disaster, civil disorder, curtailment of transportation facilities, or any other emergency beyond reasonable control. Grand Hyatt Tokyo may terminate this contract for any one or more of such reasons upon written notice.
The following are prohibited at Grand Hyatt Tokyo:
Grand Hyatt Tokyo uses personal information for operational and statistical purposes only, and will not disclose the client's individual identity.