Student Affairs SectionWaseda University

Seminar House

FAQ

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FAQ regarding user qualifications

Only people with the below qualifications are allowed to have their family members who are living in the same household use Seminar Houses.

  • Full-time faculty members
  • Full-time university employees

Please note that use by family members of students and university staff members that do not apply to the above is not allowed.

Yes.
Please note how to enter the number of guests.
If males/females wish to use the same room, enter the total number of both in the male (or female) column.

Example

Enter “4 males (or females)” even if it’s 2 males and 2 females.
If two or more families are staying and need two or more rooms used by males/females together, please contact the Student Affairs Section.
There is no price set for children. However, if the child does not require bedding (they will use the same bedding as an adult), please exclude the child from the number of guests.

No.
Only family members (currently living together) of university staff members can use Seminar Houses. We don’t allow relatives, etc. to use Seminar Houses.

No.
Seminar Houses can only be used by students and university staff members of Waseda University. Inter-college use is not allowed.
In addition, in case of circles, use by alumni and external parties is not allowed.

In principle, only students and university staff members of Waseda University are qualified to use Seminar Houses. However, if it is deemed that conducting a joint seminar with another university is reasonable, we may allow it in some cases.
In this case, the applicant shall be the instructing faculty member of the seminar in principle. If you are considering using a Seminar House for a joint seminar with another university, please contact the Student Affairs Section ([email protected]for details.
If the use is allowed, you are required to submit the external party use application.

Yes.
Alumni can use Seminar Houses only if they participate as seminar advisers or coaches of a sport club. Please enter “alumni” in the school registration number column of the guest list.
In addition, please be sure to submit the “External party use application” before the usage procedure due date. Please note that the use may not be allowed if the application was not submitted or if it was not properly processed.

If the participating alumni are staying in lodging rooms for students, please enter them under students.
If they are staying in lodging rooms for university staff members, please enter them under university staff members. However, please note that the fee will be the university staff member fee in this case.

Yes.
We allow bus drivers to stay. Please enter the driver under the number of university staff members. Please enter “Bus driver” for the university staff member number column or qualification column of the guest list.
If you wish to separately reserve a room for the driver, add the driver to the number of university staff members, for example, and request 2 separate rooms for university staff members (such as a Western-style room and a Japanese-style room). Unless separate rooms are requested, the driver will be assigned to a shared room.
If a group selected barbecue but wants a regular meal for the driver, please be sure to inform the Student Affairs Section before the usage procedure due date. We cannot accept changes on the same day.

You can only stay at a Seminar House 2 nights/3 days in principle except for classes. Unless specifically approved by the Student Affairs Section, such as sport club use, you shall follow the principle rules.
If you wish to stay longer, fill out the extended stay application and contact the Student Affairs Section [in advance].

FAQ regarding reservation

One person can make one reservation in case of a drawing application.
It is not acceptable for multiple people to apply for the same group to increase the winning chance or to make a falsified application. If such registrations are discovered, all reservations shall be denied.
Furthermore, the group shall no longer be able to apply for Seminar Houses in the future.

No, the system does not allow it.
If you wish to stay longer than 2 nights/3 days, fill out the extended stay application and contact the Student Affairs Section [in advance].

Yes. [After being selected in the drawing], check the availability and additionally register the facility.
However, if you definitely would like to use a facility, please <enter it at the time of the drawing application>.

Points to avoid not being selected in the drawing due to annex facility competition

If the selected annex facility was selected by another group in the drawing application, the application itself will [not be selected in the drawing].
For example, if the same tennis court is overlapped by 1 hour, it will create competition; and you may not be selected in the drawing.

If the purpose of using the Seminar House does not work without the annex facility, register the annex facility at the time of the drawing application.
For example, you are using a Seminar House for a seminar camp, and you were selected in the drawing without registering a seminar room. It is possible that you can stay in the Seminar House but cannot use a seminar room because another group is using it.

If you definitely want to secure a seminar room but wish to use a tennis court only if available, <don’t register (tennis court) under the annex facility> to reduce the factors that create competition as much as possible. Instead, only enter the dates, number of guests, and number of meals when making the drawing application and additionally register an annex facility after checking the availability if you are selected. This is one approach.

In addition, the tendency is that more reservations are made for the first annex facility on the selection list.
For example, we see the trend every year that many reservations are made only on court A among 10 tennis courts, increasing the competition. If there are multiple annex facilities with the same specifications, one approach is to enter the facility by avoiding the first option on the list.

One approach is to remember these points when making the drawing application.

You can make the application from the annex facilities column on the “Reservation application” screen.
Select barbecue from the list box [Please select the annex facilities you wish to use].
The usage fee per person and available period for the barbecue facility differ for each Seminar House.
Please note that regular meals cannot be arranged if you select barbecue. Please directly consult the manager of each Seminar House regarding meals.

Yes.
During the drawing application period, you can revise the reservation details as many times as you wish. After being selected, you can revise the reservation details between the starting day of as-necessary first-come-first-served basis applications and 7 days before the date of use excluding the closed days of the Student Affairs Section after the announcement of the secondary application drawing results.

Check the availability on the “My reservation” screen on MyWaseda during the second drawing period and apply for use again.
If you were unfortunately not selected in either of the drawings, check the availability after the start of the as-necessary first-come-first-served basis application reception and make a reservation.

A guest list is not required when making a drawing application.
If your group was selected, please submit the guest list in the submission method (upload or submit at the Student Affairs Section counter) selected on the “My reservation” screen after the start of the as-necessary first-come-first-served basis application reception and before 7 days before the date of use (*excluding the closed days of the Student Affairs Section).

No, it isn’t possible.
If you need to change the date, you must cancel the currently finalized reservation and make a new reservation. Please note that you can only make a reservation for a currently available facility in this case.

The “Seminar House lodging room automated assignment” automatically assigns rooms as follows.

  1. The system selects the best room for the number of guests and automatically assigns the rooms.
  2. With Karuizawa Seminar House applications, students are assigned to Building A and university staff members are assigned to Green House with priority unless otherwise requested.
  3. If you are spending 2 nights, we will assign a room with priority which can hold the number of people in the same room for 2 nights by using the larger number of guests between the 1st night and the second night for student males/females and university staff member males/females respectively.

No.
Rooms are assigned for each room capacity. Please note that we do not accept requests to assign private rooms to multiple guests. You will not be assigned a room with another group.
In case of Honjo Seminar House, university staff members are automatically assigned to private rooms. Please also consider this.

You can change the number of guests until 7 days before the use (excluding the days when the Student Affairs Section is closed). After this, fees cannot be returned even if the number of participants is reduced in principle.
However, in case of cancellation on the same day due to transportation being affected by a typhoon, etc., please be sure to contact the manager. We shall determine whether or not the usage fee should be returned depending on the information from the manager and contact the applicant.

No.
You can change the number of guests until 7 days before the use (excluding the days when the Student Affairs Section is closed). Addition of guests after this point is not accepted. Please also note that more people than indicated on the ticket cannot visit the Seminar House on the day of your stay.

No.
You can change the reservation details until 7 days before the use (excluding the days when the Student Affairs Section is closed). Addition of annex facility reservations after this point is not accepted.
However, if the facility is available on the day of use, you may be able to use it by asking the manager about additional use. Even if you directly call the manager, you cannot make an advanced reservation for additional use. Due to this, be sure to request it on site on the day of use.

Yes.
If you could not use facilities (outdoor tennis court, volleyball/basketball courts, etc.) due to bad weather during the usage period, the facility fee shall be returned.
Please talk to the manager, have the manager affix a personal seal on the “Usage fee return application,” and take the usage fee return procedure by bringing the ticket/bank transfer receipt/stamp to the Student Affairs Section within 3 months.
Please note that the fee cannot be returned if the reason for not using the facility was due to personal circumstances, such as you decided not to use it even though you reserved it just in case.

You can use both school expense payment and bank transfer payment.
“Add an expense item” on the “Expense item entry” screen, and specify one of the items as “Expense name: Bank transfer” and enter the required items. You can enter up to 5 expense items.
Please note that salary deduction and school expense payment or salary deduction and bank transfer payment cannot be simultaneously selected.

No.
When you use a Seminar House, the Seminar House reservation and Seminar House guest list are used as activity applications. Due to this, it is not necessary for you to separately submit “Off-campus facility activity application” or “Camp/tour application.”
However, please note that you may not be able to use the “Student Compensation” (Waseda University Student Compensation System (Compensation for Disability)) if the guest list is not complete.

Please email the Student Affairs Section ([email protected]). We will change the applicant.
To apply for changes, you must have the registration number, information of the applicant, name of the applicant after the change, Waseda Net ID (email address), and phone number where we can contact you.

This is the date by which you must complete all application procedures. If the application procedure is not completed by the procedure due date, the reservation will show [Clerical registration incomplete]. You will not be able to use the Seminar House. The procedure due date is 7 days before the start of the use (excluding the days when the Student Affairs Section is closed) and can be confirmed on MyWaseda.

How to confirm the procedure due date

  1. Press the “Show/revise details” button on the “My reservation” screen for Seminar Houses in MyWaseda.
  2. The “reservation detail” screen will be displayed. Press the “Submit guest list” button at the top of the screen.
  3. The “Hand-written guest list submission” screen will be displayed. The date highlighted in yellow is the “procedure due date.”

To cancel, you need to delete the reservation by clicking the [Cancel reservation] button for the reservation to be canceled on the “My reservation” screen in MyWaseda by the procedure due date.

If you did not delete the reservation from MyWaseda by the procedure due date despite your intention of not using the Seminar House, you will be charged the entire usage fee.

FAQ regarding meals

You can change it in the portal up to 7 days before the use (excluding the days when the Student Affairs Section is closed). However, if the change is under 20 meals, you can directly call each Seminar House at least 3 days before use (excluding the days when the Student Affairs Section is closed).

We don’t normally offer this service, so please directly call each Seminar House to ask if this is possible.

It is uniformly 1,620 yen (tax included). (However, barbecuing is not possible at Izukawana.)

Yes. Necessary equipment is arranged on site.

Lunch time is from 12:00 pm to 1:00 pm, and dinner time is from 6:00 pm to 7:00 pm. A barbecue requires 30-60 minutes before and afterwards for preparation/cleanup in addition to the above time.
The manager on site will provide instructions, so please be sure to follow them.

We will respond to such requests as much as possible, but we can only do that if you inform us before the usage procedure due date.
Please email the Student Affairs Section ([email protected]) regarding the details. If you are concerned about the food, please directly call the Seminar House at least approximately 1 week before the use start day.

This is not allowed.
Bringing in cooking appliances and food is prohibited. Seminar Houses are surrounded by woods, and bringing in cooking appliances, such as portable stoves, could cause a fire.
Also, you may trip the breaker if you bring a refrigerator to a Seminar House, so please never bring one. Please don’t bring food, due to concerns of food poisoning.

FAQ regarding annex facilities

From 8:00 am to 12:00 pm and from 1:00 pm to 10:00 pm. Please strictly follow the usage time.

Each Seminar House has video projectors. However, there are limited numbers of projectors in Karuizawa (6) and Sugadaira (2), and you can use them only after reserving them. Please call the manager to make a reservation.
Each seminar room of Izukawana and Kamogawa Seminar Houses has a video projector, so you can use one simply by reserving a seminar room (*excluding multipurpose room 215 of Kamogawa Seminar House).
Please use a D-sub cable to connect your PC. Seminar Houses are equipped with connection cables.
Seminar rooms are not equipped with PCs (there are some exceptions), so please bring your own PC.

Karuizawa, Sugadaira, Izukawana, Kamogawa, and Honjo Seminar Houses

Seminar rooms can be used even after checkout (until 5:00 pm in principle due to the cleaning schedule, etc.).
If using a seminar room after checkout, please make a reservation via the reservation system on MyWaseda and also inform the manager in advance. On the day of use, please remove your own belongings from the lodging rooms and bring them to the seminar room.

The rental equipment differs in each Seminar House, but it is available free of charge. Please refer to the facility introductions for details.
Izukawana Seminar House does not have sports facilities, so there is no rental equipment. If you are using the sports facilities of the adjacent Komuroyama Park, please bring your own equipment (tennis, baseball, etc.).

Sports facilities (table tennis) that can be used in case of bad weather are the “gymnasium” in Karuizawa Seminar House and “multipurpose room 215” of Kamogawa Seminar House.

No.
There is no free shuttle bus from Sugadaira Seminar House to Sugadaira Gymnasium. Please arrange your own means of transportation as necessary.
It takes approximately 10 minutes by car and 40 minutes on foot from Sugadaira Seminar House to Sugadaira Gymnasium.

FAQ regarding facilities

PC (desktop type) availability in each Seminar House is as follows.

  • Karuizawa Seminar House: Green House lounge (2)
  • Sugadaira Seminar House: Counter next to the manager room (1)
  • Izukawana Seminar House: Front lobby (1)
  • Kamogawa Seminar House
    Lounge (1)
    Seminar rooms 211/311 (1 each)
  • Honjo Seminar House
    Dining room on the 1F (1)

*In addition, laptop PCs (2) are also available for rental in Karuizawa, Izukawana, and Kamogawa Seminar Houses.

Information outlets are available in each seminar room of Karuizawa (IP connection), Sugadaira (IP connection), Izukawana (wired LAN (DHCP)), and Kamogawa (wired LAN (DHCP)). In each seminar room of Honjo, university wireless LAN is available.
Information outlets are available in the lodging rooms of Izukawana, Kamogawa, and Honjo. Please bring your own straight cable (CAT5 is recommended) and connect to the main network.
A wireless network is available near Building 9 in Karuizawa, but the signal may be difficult to obtain depending on the conditions.
The network situation of each Seminar House is introduced in the individual introduction pages and “>>Regarding information of devices.” Please also refer to this for details.

Seminar Houses are not places to hold parties in principle, so there are no party rooms.
If you wish to use the dining room, please consult the manager. Even when you are eating/drinking in seminar rooms and lodging rooms, please keep in mind that people will use the rooms after you. Please thoroughly ventilate and clean after eating/drinking. Smoking is prohibited in all areas other than the designated smoking areas.

FAQ regarding the stay

No, it isn’t possible.
If your arrival must be after 5:00 pm for some reason, please be sure to consult the manager on site in advance.
In addition, please be sure to arrive before 8:00 pm, as clerical procedures are only carried out until 8:00 pm.

The bath time is as follows in principle.

  • Karuizawa: 4:00 pm to 8:00 pm
  • Izukawana/Kamogawa/Sugadaira: 4:00 pm to 10:00 pm

*Each room comes with a unit bathroom in Honjo, which can be used any time of the day. (There is no common bath.)
*For after-hours use of the main baths, please see the Considerations page.

Yes. They are available in bathrooms of all Seminar Houses.
However, there are no towels, pajamas, toothbrush, etc., so please bring your own.

Yes. Please be sure to inform the manager on site in advance. The manager shall provide instructions regarding how to carry in luggage, so please be sure to follow it.

Yes. However, please ride together as much as possible if you are taking your own car.

Yes, it is. The building of Karuizawa Seminar House itself is not equipped with heating equipment, so we will arrange heaters, etc. However, they are smaller than the room size requires.
Early mornings in spring may even be below zero degrees, so please bring cold weather clothes.

Accidents during regular curriculum/school event/extracurricular activity (limited to activities of sport clubs or official circles) in Seminar Houses shall be within the application scope of the Waseda University Student Compensation System (Compensation for Disability) “abbreviation: Student Compensation.”

Please check here for the details of Waseda University Student Compensation System (Student Compensation)).

When you register for Seminar House use, you must submit the “Seminar House guest list.”
Fill out the required items and submit the list by the procedure due date (upload or submit at the Student Affairs Section counter).
If someone is injured while using a Seminar House, the Student Compensation is not applicable if the person is not on the guest list.
Please be sure to include everyone who will use the Seminar House.

Please note that the following items are excluded from the scope of the Student Compensation.

  • If someone not on the guest list is injured
  • If someone is injured while doing something outside the process of regular curriculum/school event/extracurricular activity (limited to activities of sport clubs or official circles).
    (Example) Getting in an accident on the way to a convenience store for personal reasons, etc.
  • External party (the Student Compensation is only applicable to Waseda University students.)

Compensation for Disability for external parties

If an external party is injured while using a Seminar House, the Student Compensation shall not be applicable. Please be sure to purchase private voluntary insurance in advance.

Reference

Below are examples of private voluntary insurance.
*This insurance is not provided by Waseda University, so please check the below websites for the details of the insurance conditions, etc.

In addition, groups using Seminar Houses shall be regarded to have submitted the “Off-campus facility activity application” and “Camp/tour application” (former name: Extracurricular activity application) when they applied for Seminar House use and taken the procedures. There is no need to separately submit these documents.
However, please be very careful that the “Student Compensation” may not be applicable if the guest list is not complete.
If you have any questions, please contact the Student Affairs Section.

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