Last update: 15/02/04
Before you make a reservation...
	Before making a reservation for dormitory room, you need to complete your KEK User Registration. Please click the below.
*	If you work on several projects, you must do separate User Registration per each project. With the first project registration, you receive an ID and temporary password, that shall be changed within 48 hours, otherwise it will be expired. After changing the password, to update the data regarding the second project, please click Administrative Procedures for Visiting KEK/J-PARC> 2. Identify the purpose of your visit to KEK/J-PARC. Repeat this step for every other new project registration. Please be aware that same procedures from your portal site must be repeated every fiscal year starting in Japan on April 1st. In other words, registrations are valid for one year, only.
	<<How to add projects to your User Registration>>
	Administrative Procedures for Visiting KEK/J-PARC> 2. Identify the purpose of your visit to KEK/J-PARC
How to make a reservation
	Please make a reservation from your portal site. After login, please click Accommodation Booking and/or Travel Expenses > 1. Accommodation Booking and/or Apply for Travel Expenses from the menu on the left-hand side of the screen. Please be aware that the registration for your KEK activity must be repeated every fiscal year starting April 1st, in Japan. Unless it is completed, you cannot make a reservation. Please refer to the below page for instructions.
	<<How to make a reservation>>
	Accommodation Booking and/or Travel Expenses > 1. Accommodation Booking and/or Apply for Travel Expenses
*	The support as a balance out of travel expenses with the dormitory charge, will be paid only in the below-mentioned cases:
1.	You need to make a dorm reservation at the same time with an application for travel expenses. The balance will be transferred to your bank account. (Otherwise, you will get your travel reimbursement in cash, and you need to make your dorm payment at the counter of the Users Office.)
2.	Period for travel expenses did not exceed the period of your stay at the dormitory.
3.	Your travel expenses were not covered by Outside Grants or multiple budgets.
	You can confirm whether your dormitory fee will be deducted or not from your portal site. Please click the Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status from the menu on the left-hand side of the screen. Then see the Accom. Charge Status in green on the far right.
	Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status
How to check your reservation status
	You can make sure the reservation status from your portal site according to the following steps.
	<<How to check your reservation status>>
	Accommodation Booking and/or Travel Expenses> 2. Cancel/Change Accommodation Booking or Travel Expenses	Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status
*	The room number is fixed on that day. You will receive an email as soon as the room number is fixed.
*	The support as a balance out of travel expenses with the dormitory charge, will be paid only in the below-mentioned cases:
1.	You need to make a dorm reservation at the same time with an application for travel expenses. The balance will be transferred to your bank account. (Otherwise, you will get your travel reimbursement in cash, and you need to make your dorm payment at the counter of the Users Office.)
2.	Period for travel expenses did not exceed the period of your stay at the dormitory.
3.	Your travel expenses were not covered by Outside Grants or multiple budgets.
	You can confirm whether your dormitory fee will be deducted or not from your portal site. Please click the Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status from the menu on the left-hand side of the screen. Then see the Accom. Charge Status in green on the far right.
	Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status
Cancellation / Change
	(Request for) Cancellation of your accommodation reservation MUST be made one day earlier, or you will be required to pay full charge. If you need to cancel or change the reservation, please do it from your portal site. After login, please click Accommodation Booking and/or Travel Expenses> 2. Cancel/Change Accommodation Booking or Travel Expenses from the menu on the left-hand side of the screen. Please be aware that you will not be able to do the cancellation from your portal site after check-in. In this case, please come or contact our Users Office at the following e-mail address (on the day proceeding the cancellation!).
	<<Users Office>> Office Hours: 9:00-17:00 on Mon. to Fri. (Except national holidays and Dec.29 - Jan.3) E-mail: usersoffice@mail.kek.jp
	* Please specify the following information when you contact us by e-mail.
	Name, Affiliation, Period of the confirmed reservation, Change of days
	<<How to make a cancellation and/or change>>
	Accommodation Booking and/or Travel Expenses> 2. Cancel/Change Accommodation Booking or Travel Expenses
	<<Cancellation>>	<<Change>>
		If you click "Booking Status", you will see the following page. You can change the reservation between check in and check out days on this page.
Check in
	Please check in between 4:00 PM and 10:00 PM and get the room key at the superintendent's office next to the entrance of the dormitory. If you are arriving at KEK after 10 PM, please pick up your key at the Information Center (Guards Office).
	Click here to make sure what facilities and amenities you can find in the dormitory.
Payment
	Payment shall be made at the Users Office any time during your stay. If you fail to do so, a penalty fee will be added. We accept both cash and the credit cards, like: VISA, Master Card, JCB, American Express and Debit Cards.
*	You do not need to pay any charge at the Users Office in the following cases:
1.	You have made a dorm reservation at the same time with an application for travel expenses. The balance out with the travel expenses will be transferred to your bank account.
2.	Period for travel expenses did not exceed the period of your stay at the dormitory.
3.	Your travel expenses were not covered by Outside Grants or multiple budgets.
	You can confirm whether your dormitory fee will be deducted or not from your portal site. Please click the Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status from the menu on the left-hand side of the screen. Then see the Accom. Charge Status in green on the far right.
	Accommodation Booking and Travel Expenses Application Status> 1. Accommodation and Travel Expenses Status
	Room Charge (per night)
	Single room with bath and toilet<Bldgs. 3 and 4> : 2,000 yen
	Single room without bath and toilet<Bldgs. 1 and 2> : 1,500 yen
Check out
	Please check out by 10:00 AM, and leave the key in the "Room Key Return Box" on the counter of the superintendent's office.
High Energy Accelerator Research Organization, KEK Users Office
1-1 Oho, Tsukuba, Ibaraki 305-0801 JAPAN Phone:+81-29-879-6135/6136 (overseas calls), 029-879-6135/6136 (inside Japan) Fax:+81-29-879-6137 (overseas calls), 029-879-6137 (inside Japan) E-mail:usersoffice@mail.kek.jp