Facilities(Rental Information)

1. Communication Zone
(Exhibition Space/Seminar Rooms/Auditorium)

Registration is necessary for the use of the facilities of JICA Global Plaza and only a organization which work on international cooperation activities will be allowed to register. For more information, please contact the Global concierge at JICA Global Plaza information desk. (hereinafter referred to as "the information desk").

You can apply to use the JICA Global Plaza facilities from 6 months before the date of your event. The facilities are available to be used from 9:30 a.m. to 9:30 p.m. (excluding Mondays). Please keep preparation and clean-up time in mind when you make your reservation.

How to Apply

1) Tentative reservations: Tentative reservations can be made by telephone or at the information desk during JICA Global Plaza's business hours on weekdays (closed on Monday) from 10 a.m. to 8 p.m., and until 6 p.m. on weekends and holidays.
* Please be aware that tentative reservations are not considered valid until they have been confirmed by JICA Global Plaza.
* Reservations can be made from 6 months to 4 business days before an event.

2) After the tentative reservation by telephone, please download and fill in the application form.
Application Form for Use of a JICA Global Plaza Facility (PDF/44KB), (WORD/57KB)

3) Please send the application to JICA Global Plaza via fax, mail, or e-mail so that it arrives within 7 days or visit the information desk to submit the application form within 7 days after making a tentative reservation. (Note: Reservations will be cancelled if the application is not turned in within 7 days.)

For more information, please contact the information desk. Toll-free: 0120-767278
Telephone: 03-3400-7278 Fax: 03-3400-7264
Address: 4-2-24 Hiroo, Shibuya-ku, Tokyo 150-0012
Map

Conference Room Rates

	Conference Room	Capacity		Basic Rate /Additional Rate * Note 1	Remarks
		Area (m2)	Number of People
1F	Exhibition Space	139.27	-	¥600
2F
	Seminar Room 202	96.57	42	¥500
3F	Auditorium	450.34	300	¥1,500	JICA-Net * Note 2
	Seminar Room 301	104.7	60	¥500	JICA-Net * Note 2
	Seminar Room 302	18.86	14	¥200
	Seminar Room 303	56.91	39	¥300	JICA-Net * Note 2
4F	Seminar Room 401	90	42	¥500
	Seminar Room 402	75	36	¥400
	Seminar Room 403	75	36	¥400
5F	Seminar Room 501	30	14	¥300
	Seminar Room 502	30	14	¥300
	Seminar Room 503	45	20	¥300
	Seminar Room 504	38.28	16	¥300
	Seminar Room 505	38.28	16	¥300
	Seminar Room 506	38.28	16	¥300
	Seminar Room 507	38.28	16	¥300
	Seminar Room 508	38.28	16	¥300

Note 1: The Basic Rate is for 1 hour. After 1 hour, the Additional Rate listed above applies for every additional 1 hour.
Note 2: Only events for which JICA is providing support, funding, or co- sponsorship may make use of JICA-Net (television conference facilities).

Usage Reports

Please promptly submit a facilities usage report in the event that Conference Room equipment is damaged in the course of using the facilities.
Facilities usage report (PDF/46KB), (WORD/41KB)

Rate Reductions

Rates may be reduced for using the conference rooms only if JICA provides support, funding, or co-sponsorship for your event.
Please download and fill in the following application.
Nominal usage application form (PDF/8KB), (WORD/34KB)

Up to 50% reduction	Support
All fees are waived	Funding, co-sponsorship, other (approved by the Head)

However, for-profit group events which admission fees are collected from visitors are not eligible for rate reductions.
We ask people/groups who participate in nominal usage to submit a report after their event.
Please use the following format.
Nominal usage report (PDF/52KB), (WORD/24KB)

Refunding Conference Room Rates:

In the case of cancellations, the following refund rates apply.

Application for cancellation calculated from the day before the event	Cancellation fee
1) Before the 30th day	Free
2) From the 29th to the 15th day	50% of the usage rate.
3) The 14th day before or sooner	100% of the usage rate.

Changing Conference Rooms:

1. 1. If the usage rate increases, you will be asked to pay the rate on the new room.
2. 2. If the usage rate decreases:
   • * If you change rooms before the period when a cancellation fee applies (the 30th day before or earlier), you will be asked to pay the rate on the new room.
   • * If you are within the period when a cancellation fee applies, you will be asked to pay the rate on the original room.

Equipment

JICA Global Plaza provides the following equipment and fixtures. If you would like to use any of the following items, please circle the necessary items in the "Equipment to use" section of the application form.

• * Projector
• * White board
• * Screen
• * Laser pointer
• * TV/VCR
• * Overhead projector
• * Document camera
• * CD player/radio
• * DVD player
• * Microphone

Site Management/Equipment Operation (Fees Apply)

Separate fees apply when requesting JICA Global Plaza to perform site management or equipment operation. Please contact us ahead of time for more information.

2. Group Open Space

Group Meeting Rooms (4F)

There are 3 Group Meeting Rooms that can freely be used as gathering spaces by members of registered groups. Each section includes a table, chairs, and white board that can be used as necessary. Please feel free to make use of these spaces for meetings or other activities. Reservations are taken from 3 months before. We do not take a reservation by telephone. Please visit the information desk to apply.

Multipurpose Room (4F)

This room can freely be used by visitors. No reservation required. There is a notice board so that visitors can exchange information.

Copy Room (4F)

This space is for putting together printed materials for seminars and other events. A copy machine is available to use. The monochrome copy costs ten yen a piece, and color copy costs 50 yen a piece.

Lockers (4F)

• * Can be locked.
• * Lockers can be used to store office supplies shared by groups.
• * Keys are held at the JICA Global Plaza reception desk. To use the lockers, please show your group registration certificate and indicate that you would like a key. After using the locker, please return keys to the information desk.
• * Please prepay the yearly fee by the end of the first month of usage.
• * The fee is ¥100/month. (Please be aware that no refunds are given for cancellations in the middle of the usage period.)
• * If you apply to use a locker in the middle of the year, you will be charged per month.

Mail Boxes (4F)

• * JICA Global Plaza can accept ordinary mail and faxes on your behalf. (Does not include registered mail or parcels.)
• * You can also receive news from JICA Global Plaza.
• * Can also be used to share information with other groups.
• * Groups registered with JICA Global Plaza can also use the mailboxes to distribute information about their group (searching for members/volunteers, event information, etc.).
• * Mail boxes are free.

Rules for Using Lockers and Mail Boxes

1. 1. Indicating that you wish to use a locker or mail box on the group registration application serves as application for the locker/mail box.
2. 2. The rental period is until the registration time limit end. In case of that you would like to cancel a usage of the locker/mail box, offering the cancellation must be made to the JICA Global Plaza.(*no refunds are given for cancellations in the middle of the usage period.)
3. 3. Each group may rent 1 locker and/or 1 mail box.
4. 4. Only groups who have completed registration with JICA Global Plaza are eligible.
5. 5. Hazardous items, food, valuables, and cash cannot be left in the lockers/mail boxes. Please make appropriate and responsible use of these facilities. JICA Global Plaza accepts no responsibility for loss or theft during term of usage.