Use of the Baby Room

In our Baby Room we care for children from birth to under 1 year of age. As part of our postnatal care services, we look after babies as and when needed.

The Kyoto City "Smile Mama Hotto" Postpartum Care Programme

Where you stay with us under Kyoto City's "Smile Mama Hotto" programme, your stay and our guidance follow that programme's rules. Please direct enquiries about the programme to the ward office where you live.

Health and Hygiene Rules

1. Anyone entering the facility who is not a registered guest is asked to have their temperature taken and to sanitise their hands.
2. On arrival, every member of your party has their temperature taken and completes a health check sheet. As a rule we must decline your stay where there is a fever, cold symptoms or any suspicion of an infectious disease.
3. We disinfect the facility's areas regularly. We will let you know the dates and times in advance.
4. Any food or drink you bring in remains your own responsibility. Please note that we may decline certain items at our discretion, and that we accept no responsibility for their storage.
5. If, in the week before your stay, any family member staying with you has had a cough, a runny nose, a fever, or has taken medication for such symptoms, please be sure to consult us.

Security Rules

1. Please do not bring the following into the facility.

   ①Dogs, cats, birds or other pets
   ②Anything that gives off a foul or unusual odour
   ③Anything liable to ignite or catch fire, such as gunpowder or volatile oils
   ④Large sums of cash and valuables
   ⑤Alcoholic drinks
   ⑥Anything else prohibited by law

2. Alcohol and smoking are prohibited throughout the building. Anything found will be confiscated immediately and you may be asked to leave.
3. Please take charge of your own valuables whenever you leave your room. Staff may enter for cleaning or to provide care services.
4. If you notice a suspicious person or object, please tell a member of staff immediately.
5. Children may not enter the lobby, lounge or other communal areas unaccompanied.

Fire Prevention Rules

1. Open flames are strictly prohibited anywhere in the facility. Smoking is prohibited throughout.
2. Please do not use any high-temperature or high-pressure appliance other than those provided in the building.
3. Please do not touch fire-fighting equipment except in an emergency.

Prohibited Conduct

1. Please refrain from gambling or any conduct that offends public decency.
2. Please refrain from shouting, singing loudly or making a disturbance that troubles other guests.
3. Please do not use your room for any purpose other than its intended one without our permission.
4. Please always tell a member of staff in advance if you are going out or ordering a delivery.
5. Without permission, please do not move any fixtures or items elsewhere, use them for other purposes, or otherwise alter them from their present state.
6. Please let staff know if you are expecting a visitor to your room.
7. Please do not distribute or display advertising material, or solicit sales of any kind.

Medication

Where you, your baby or a family member needs to take medication during your stay, you are responsible for keeping and administering it yourself.

Removal from the premises

Where conduct is judged to interfere with the running of the facility, the facility manager or deputy manager may require you to leave. Where we judge that we cannot deal with the matter ourselves, we will report it to the police or the appropriate authority.

In an Emergency

1. Staff are on site around the clock — please contact them if anything happens.
2. An evacuation plan is posted on the back of each room door — please take a moment to check it. In the event of a fire, please follow the instructions of our staff.
3. We work in partnership with Rakuwakai Otowa Hospital, and will refer you to an appropriate medical institution as the situation requires. Medical fees and travel costs are payable by you.
4. In an emergency we will contact the emergency contact you provided.
5. Should your physical or mental condition change suddenly, we will call an ambulance and contact the person named above.
6. Even if you need to go out in an emergency, we cannot take charge of your baby and siblings alone. This does not apply where we judge there to be sufficient reason.

Valuables and Items Left with Us

1. We do not take charge of cash, valuables or any belongings. Please keep them safe yourself.
2. Unless you tell us otherwise, lost property is kept for seven days including the day it is found, after which it is handed to the nearest police station or disposed of. Food, drink and magazines are disposed of the same day.

Hours

Check-in is normally from 14:00. Times vary by plan, so please check the check-in time for your own plan, and always consult us if it needs to change.
Notwithstanding the above, we may allow use of the room beyond the stated check-out time. In that case the following additional charge (optional late-stay fee) applies.

Use until 17:00: under 4 months ¥15,000 / 4 to under 7 months ¥18,000 / 7 months to 1 year ¥20,000. No charge for family members.

Meals

1. Meals are served to your room at the times below.

   Breakfast	from about 8:30
   Lunch	from about 12:30
   Light snack	Served with lunch
   Dinner	from about 18:00
   Late-night snack	Served with dinner or set out on the dining counter for you to help yourself.

2. Where you have a diagnosed food allergy requiring an ingredient to be omitted, we can discuss the removal of single items from among seven: egg, milk, buckwheat, wheat, peanut, prawn and crab.
3. Please tell us at least one week (excluding weekends and public holidays) before your arrival date.
4. We cannot accommodate requests for complete removal of certain items.
5. We may not be able to accommodate requests to change meal contents or portions.
6. Please notify our staff of any changes at least three days in advance.

The lounge

Open from 8:00 to 20:00, for meals and conversation. Please note that it is occasionally unavailable during facility tours or classes.

Visitors

1. Please tell a member of staff in advance if family or friends who are not staying with you plan to visit.
2. Visiting hours are normally 9:00 to 18:00. Please keep to them as far as possible, for the sake of your recovery and your baby's night-time feeds. This does not apply where we judge there to be sufficient reason.

Family members leaving

1. After 20:00, please meet family members who do not have a card key yourself.
2. If you are unwell and unable to do so, please consult us in advance.

Going out

1. Staying guests use a card key to enter and leave by the main entrance and their room, and may come and go freely, but please complete an outing form and tell a member of staff.
2. Please let Baby Room staff know when you return.
3. There is no restriction on how long you may be out, but for the safety of mother and baby please avoid going out late at night. This does not apply where we judge there to be sufficient reason.

Payment

Confirming your booking and registering a credit card

1. To confirm your booking, we ask you to register your credit card details.
2. The registered card is used to pay any cancellation fee that becomes due. It is not used for the accommodation charge or for extension charges.
3. For cancellation fees, please see the section on cancelling after booking.

Accommodation charge

1. Payment is by bank transfer or in cash. Credit cards cannot be used for the accommodation charge.
2. If paying by bank transfer, please transfer the amount no later than 14 days before your arrival date.
3. Where fewer than 14 days remain until your arrival at the time your booking is confirmed, please transfer the amount within 24 hours of confirmation.
4. We send payment instructions when your booking is confirmed. We invoice the accommodation charge alone first, regardless of which optional services you may go on to book.
5. If you would like to pay in cash, please tell us when you book. We take the full amount at the start of check-in.

Charges for extending your stay

1. Payment is by bank transfer or in cash. Credit cards and PayPay cannot be used for extension charges.
2. Once your extension is confirmed, we will let you know the amount and the payment deadline.
3. If paying by bank transfer, please do so by the deadline we specify; if paying in cash, please settle at your final check-out.
4. In either case, payment must be completed before you leave.

Charges for optional services

1. Optional services are not included in the accommodation charge. We invoice only those you actually receive; where a date could not be arranged, or you cancel, no charge arises.
2. Everything is settled together, once, at check-out.
3. Payment is by cash, PayPay or credit card.
4. We do not invoice after you have left, except where circumstances leave us no choice — a communications failure, or a charge missed in error.

Refunds

As a rule, refunds are made by the same method as the original payment: by bank transfer where you paid by transfer; in cash where you paid in cash; and, for PayPay and credit cards, as a refund against the original transaction.

Changing Your Dates

First change: free of charge
(we do not ask for a reason, such as ill health or a doctor's instruction).

Second and subsequent changes:
a cancellation fee applies as per the policy below.
(The booking is cancelled and then rebooked.)

Changes made the day before or on the day:
because ingredients have been purchased and meals prepared, a meal-preparation fee of ¥12,000 (tax incl.) per night applies.
*The cancellation rates below are applied according to how far ahead of your stay the change is made.

How the cancellation rate is calculated:
for both first and subsequent changes, the rate is based on the originally booked date (the arrival date you first applied for) and the number of days remaining until that date. Please note that it is counted from the original date, not from the new one.

Special handling in cases beyond your control

If your stay becomes difficult because the birth comes earlier than expected, a doctor admits you to hospital, or a natural disaster or major disruption to public transport intervenes, we will waive or reduce the cancellation fee on presentation of a medical certificate or official documentation. *Each case is considered individually, flexibly and in good faith.

Cancelling After Booking

*All cancellation fees are inclusive of tax and calculated on the total accommodation charge.

Accommodation tax

Under the Kyoto City ordinance, an accommodation tax based on the room rate is payable in addition to your bill.

*The tax is levied on the room rate per person per night.
*No tax is charged for children sharing a bed.
*Where the tax law is amended, the amended provisions apply.

Other

1. Where the building, furniture, fittings or other items are damaged, soiled or lost, you may be asked to pay compensation of an appropriate amount.
2. Please do not enter anywhere other than your own room, the communal areas and places permitted by staff.
3. For reasons connected with our care services, we may need to change your room during your stay.
4. We carry out cleaning, inspection and repairs to keep the facility hygienic and safe. Some facilities or parts of rooms may be unavailable while this work is under way.
5. Where an unforeseen problem — a fault with the air conditioning or plumbing, for example — prevents us from providing a room, we may have to decline your stay even on the day itself.