top of page

WelcomeTokyo and WelcomeJapan
Event Participation Terms of Use

These Event Participation Terms of Use (“Terms”) set forth the conditions for participation, prohibited conduct, disclaimers, and other necessary provisions related to all events (each an “Event”) hosted by WelcomeJapan and WelcomeTokyo (collectively, “Organizer”).
Participants (“Participant(s)”) are deemed to have accepted these Terms by making a reservation for or participating in an Event.

Article 1 (Reservation)

  1. To participate in any Event, advance reservation is required through one of the following methods:​

  2. ​Please present your reservation confirmation at the event check‑in. Failure to do so may result in denial of participation.

  3. If you plan to bring a child under 16 years old, you must contact us in advance. Failure to do so may result in refusal of participation.

  4. Certain venues may restrict entry to those under 20 years of age, in accordance with applicable laws or regulations.

  5. Event cancellations are subject to the Organizer’s cancellation policy.​

Article 2 (Eligibility)

Only individuals who meet all of the following conditions may participate in Events:​

  • All personal information provided at reservation (name, date of birth, phone number, email, etc.) is accurate and not false.

  • The Participant satisfies the age requirements specified in Article 3.

  • The Participant does not have fever, cough, sore throat, influenza, COVID‑19, or any other communicable disease that may infect others.

  • The Participant behaves in accordance with general public manners and does not engage in any behavior that causes inconvenience to other Participants.

  • The Participant shall not engage in any form of solicitation, including but not limited to religious activities, network marketing, or insurance sales.

  • The Participant must not be an owner or employee of a competing business.

  • At Events held at dining establishments, each Participant must order at least one drink.

  • The Participant does not engage in any conduct prohibited by these Terms.

  • The Participant abides by the rules established by the Organizer and event staff.

  • The Participant has not repeatedly canceled without notice or at the last minute.

  • The Participant has never been notified by the Organizer of a ban on future participation.

​

※If the reservation was made via a third‑party service, Participants must complete the Organizer’s attendee information form and present valid identification (such as a driver’s license, health insurance card, or passport) at check‑in.

※If the reservation information is incorrect or incomplete (for example, if only initials are provided for the name), the Organizer may delete the reservation without prior notice.

※If last‑minute or no‑show cancellations occur repeatedly, future participation may be refused and the reservation may be deleted without notice

​

If it is determined that a Participant does not meet the above eligibility criteria, the Organizer may refuse entry or request the Participant to leave the Event. The Organizer may also seek compensation for damages as needed. In such cases, the participation fee will not be refunded.

Article 3 (Age Restrictions)

As a general rule, only those aged 18 or older may participate in Events.

However, attendance is permitted under specified conditions for the following Events:

​

※Individuals under 16 years old must be accompanied by a guardian. Each person must pay the full participation fee (Except that elementary school–aged children may attend free as specified.)
※If the guardian temporarily leaves the Event venue, the accompanying minor must also leave at that time.

​

【Language Exchange】

・ Time：10 am 〜 6 pm

・ Participants under 16 must be accompanied by a guardian, and each must order at least one drink (excluding infants).

・ Elementary school–aged children may participate free of charge.

​

【Picnic】
・ Time：1 pm 〜 6 pm

・ Participants under 16 must be accompanied by a guardian; no alcohol or smoking is permitted.

・ Elementary school–aged children may participate free of charge.

​

【Wagashi-Making Experience】
・ Only Participants aged 6 or older may participate; those under 16 must be accompanied by a guardian. (Preschool-aged children are not permitted.)

​

＜For Those Attending with Young Children＞

Participants who bring young children should ensure they do not inconvenience other Participants, venue staff, or patrons. The Organizer reserves the right to refuse or terminate participation at its discretion. No refund will be issued in such cases.

Article 4 (Prohibited Conduct)

The Organizer strictly prohibits the following conduct at Events:​

  • Solicitation of religious beliefs, network marketing, insurance, or activities by competitors, in any form.

  • Intimidating or aggressive behavior toward other Participants, venue staff, employees, or patrons.

  • Sexual harassment or persistent unwanted flirting

  • Any act that undermines the Organizer’s or Event’s credibility, including spreading false information or defamatory content.

  • Theft or damage to venue facilities or the Organizer’s property.

  • Bringing and eating/drinking outside food or beverages inside dining establishments.

  • Unauthorized attendance or attempts to use another person’s reservation.

  • Attendance for business or sales purposes, or any illegal or criminal behavior.

 

If a Participant engages in any of the above conduct, the Organizer will immediately terminate participation and ban future attendance. If the Participant commits disruption or criminal behavior, the Organizer will take legal action and claim appropriate compensation for damages. Participation fees will not be refunded in these circumstances.

Article 5 (Reporting Prohibited Conduct)

If you witness any behavior that may constitute a prohibited or disruptive act, we kindly ask that you report it to us via our contact page. We will review the information provided and take appropriate action at our discretion.

When submitting a report, please include the following details:

  • Event name

  • Name or account identifier (Meetup, Facebook, etc.) of the person involved

  • Date and time of the incident

  • Description of the incident

Please note that while we review all reports, we may not be able to respond individually to each submission or disclose the outcome of our investigation.

Article 6 (Disclaimer)

  1. The Organizer reserves the right to modify these Terms at any time without prior notice, and the modified Terms shall continue to apply thereafter.

  2. The Organizer will not be liable for any damages resulting from a Participant’s failure to review the Terms and Notices.

  3. The Organizer will not be liable for Participant-to-Participant disputes, loss or damage to personal items, loss of data, or any other related matters.

  4. If the Event is canceled due to force majeure, such as natural disasters, transportation disruptions, or other unforeseen circumstances, the Organizer will not be responsible for reimbursing travel or accommodation expenses.

Article 7 (Photography and Recording)

By making a reservation for or participating in an Event, Participants are deemed to have consented to being photographed or recorded during the Event, and grant the Organizer the right to use their likeness in accordance with the provisions set forth below.

During each Event, the Organizer’s staff or designated photographers/videographers may take photographs or record video footage within the venue. Such recordings and images (“Media Materials”) may be used by the Organizer or its affiliates for publicity and promotional purposes related to the Event business.

​

  • The Organizer’s official website and mobile app

  • ​Websites for event announcements and promotion

  • Social media (e.g., Instagram, Facebook, X)

  • Promotional materials, presentations, brochures, and other publications

​

If you do not wish to be photographed or recorded, please be sure to notify us before the Event begins. During filming, we kindly ask for your cooperation in facilitating smooth recording by moving behind the subjects being filmed or otherwise stepping out of the way.

Please understand in advance that scenes of the Event—such as conversations, interactions, and activities—may unintentionally be captured on camera.

bottom of page