Menu Selection
Food and Beverage items are subject to availability at warehouses of local distributors. All selections should be made 14 days in advance of your scheduled event. Delivery of items requested within seven days of a function date cannot be guaranteed, hotel may substitute unavailable items.

Deposits
A minimum deposit of $300* or a deposit equivalent of $5 per person for groups of 80 persons or more, or the day's room rental for the room(s), is required within 10 days from the confirmation date. Any space without deposit will be considered tentative and if deposit is not received by the due date, the space held will automatically be released. Deposits are non-refundable.

*For Wedding, Anniversary and Birthday Packages, a minimum deposit of $500 or equivalent of $5 per person for the group of 150 persons or more is required.

Payments
Prices are guaranteed 90 days in advance only. Total payment of estimated charges is due in full within seven* days prior to the function. Charges must be paid by cash, cashier's check, or credit card unless other written credit arrangements have been made, no less than 30 days prior to the function. For functions in which total charges cannot be defined prior to the function, the hotel will estimate the total charges. Any overpayment will be refunded after all hotel charges have been satisfied.

*For social functions, a 50% of estimated cost is due four months prior to the function.

Service Charge/Tax
All food and beverage items are subject to a 21% service charge and applicable sales tax. (Some package prices may include service charge and sales tax.)

Guarantees
Please notify the catering office at least three days prior to the function of the guaranteed attendance. The hotel will set, if requested, for five percent in excess of such guarantee, up to 200 persons. Minimum guarantee of 40 persons is required for Wedding, Anniversary and Birthday Packages.

Labor Charges
To be determined case by case.

Outside Food and Beverage
No outside food and beverage is permitted in the hotel by the guest without prior permission from the hotel. Proper liability insurance coverage is required. The hotel may charge for the service of such food and beverage.

Corkage
Upon permission only. $15 per bottle, plus service charge and tax.

Garden Rental
Basic rental fee of $3,000 includes the standard non-food setup.
(With Wedding, Anniversary and Birthday Packages, Garden Package is $2,000 which includes garden rental, one microphone, chairs and set-up fee.)

Set-up and Rental
Stage and Dance Floor: $200 and up
Piano: Baby Grand Piano: $100, Spinet: $50 (on Banquet Level only).
Microphones: Corded Microphone: $30 each, Cordless Microphone: $85 each.
Japanese style Yatai: $50 per Yatai (No server included)
Sushi Counter: $250 including a display cook. Additional charges for sushi.
Ice Carving: $400 and up.
CD Player: $75 (Operator not included)

Cancellation Policy
Deposits are non-refundable. In the event of a cancellation, the following charges will apply:
A. Within 48 hours of function, 100% of total bill.
B. 3 to 7 days prior to the function, 75% of total bill.
C. 8 to 30 days prior to the function, the greater of the room rental or 50% of total bill.
D. Postponement or changes of dates are also subject to the above charges.
The hotel reserves the right to cancel any function if any aspect of the function is in violation of any local, state, or federal laws and regulations.

Parking
Discounted parking rates and payment options are available. Advance arrangements are required.

Decorations
The catering department may arrange for various kinds of centerpieces and decorations. Prices vary.

Vendor Listing
Referral is available through the catering department after confirmation of a booking.

Security

Kyoto Grand Hotel and Gardens will not assume any responsibility for damages or loss of any items left in the hotel at any time. Trained security officers respond to all incidents and medical emergencies. For large scale events, Hotel Management collaborates with Event Planners to design a unique Security Contingency Plan. The role of Security is to maintain order and public safety. All attendees are to be expected to conduct themselves in an orderly manner and follow all instructions from Kyoto hotel staff.