Use of facilities outside of APU

The Beppu Tokiwa Department Store has generously offered to allow student organizations registered with the university to use designated spaces inside their facilities for free.

1. Space and equipment available for use (please refer to the website below for details)

https://www.tokiwa-dept.co.jp.e.xb.hp.transer.com/beppu/fair/rental-space

2. Period of use

Please consult with the Student Activity team in the Outreach and Research Office (hereafter “ORO Student Activity Team”) and submit a proposal at least six weeks before the desired date of use.

3. Eligibility criteria for student organizations to use Tokiwa facilities （All of the following criteria must be met）:

• Must be registered with the ORO Student Activity Team (clubs/circles, event/project organizations, etc.)
• Should have no issues with their activities and communication/reporting abilities and be able to take full responsibility for everything involved in planning/implementing their event.
• Must abide by the rules when using Tokiwa facilities and follow the instructions of Beppu Tokiwa staff and the university.
• Organizations must be covered by event insurance (insurance fees to be covered by the student organization).

Note: Student staff organizations should apply to the ORO Student Activity Team through the APU office in charge of your organization.

4. How to apply:

1. (1) Consult with the ORO Student Activity Team.
2. (2) Submit the following documents to the ORO Student Activity Team at least six weeks before the desired date of use:
   • Event Proposal
   • Beppu Tokiwa application forms
     • * The application form will be sent to the student organization after consultation.
     • * You need to fill out the yellow sections in all three sheets of the excel- #1 Application to Use Beppu Tokiwa Facilities, #2 Confirmation Form for Event Space and Meeting Room Use, and #3 Confirmation Form for Handling Customer Information.
3. (3) Beppu Tokiwa will respond to student organizations about whether or not they can use the venue.
4. (4) Adhere to usage rules and hold your event.
5. (5) Submit a report on the event to the ORO Student Activity Team within 2 weeks after the event ends.