Conference Venue

Important Announcement

We are gradually reopening our conference facilities to external events.
Some restrictions apply to the choice of venues, as well as to the limit of number of events and attendees as an infection prevention measure.
When using OIST venues, please follow the COVID-19 Prevention Guidelines for External Events at OIST.
To check the availability of a venue and request a booking, please contact us via email to reservation@oist.jp.

If you have any questions, please contact us at reservation@oist.jp

OIST hosts international workshops to enhance cooperation with Japanese and overseas research and academic institutions in order to pursue world-class research and education in science and technology in Okinawa. Another objective of OIST is to actively contribute to the sustainable development of the region. To facilitate these objectives, OIST offers state-of-the-art facilities for research, comfortable and convenient lodging for visiting professors and exchange students, and attractive and functional venues for international symposia, workshops, and industrial-related and community-related events. Guest wireless LAN is provided free of charge across the campus.

OIST Auditorium exterior

The following OIST venues are available:

OIST Conference Center
- OIST Auditorium
- Meeting Rooms

Sydney Brenner Lecture Theater (Seminar Room B250)
Seminar Room (C210)

Seaside House: Seminar Room and Chura Hall

Pamphlet with information on OIST Conference Facilities (printable tri-fold) is available for download here.

High resolution versions of the photos below can be downloaded from the Conference Venue Photo Album page.

How to Reserve OIST Venues

Step 1: Contact us to check the availability of our venues.

Step 2: Access the Conference Facility Reservation Request Form (CFRR) here.

Step 3: Submit CFRR together with a description of your event (tentative schedule, event outline, for events with participant fees, include a budget estimate of income and expenditure plan, etc.) via the CFRR form .

Step 4: Upon submission, your request will be reviewed. Please allow up to 2 weeks (14 workdays) for processing.

Step 5: After evaluation we will contact you and let you know, if your application has been approved.

→ once approved, your booking becomes official.

Please also read the Restrictions on Use and Usage Prohibitions and Restrictions below.
Facility usage fees
Cancellation Policy
OIST Conference Facilities in Detail

OIST Conference Center

The OIST Conference Center offers state-of-the-art attractive and functional facilities for a wide variety of events. Booking is possible for the entire facility or for each room individually.

The Conference Center consist of:

493-seat-Auditorium
four meeting rooms
spacious lobby area
office space
Usage fee for entire facility:
- Half day (up to 4 hours) - 65,000 JPY (incl.tax)
- Full day (up to 8 hours) - 100,000 JPY (incl.tax)

OIST Auditorium

Auditorium usage fee:
- Half day (up to 4 hours) - 50,000 JPY (incl.tax)
- Full day (up to 8 hours) - 75,000 JPY (incl.tax)
- Additional charges may apply for preparation time and extended hours.
Capacity: 493 people
Projector and large projection screen (W10m x H7.5m)
Simultaneous interpretation rooms and equipment (up to two languages)
Comfortable seats with writing tables, power outlets, and earphone jacks for interpretation system

Conference Center - Meeting Rooms

One large meeting room with a capacity of up to 130 people, three smaller meeting rooms (capacity up to 36), a spacious lobby area and office space is available for workshops, small-scale conferences, trainings, and other meetings.

Usage fee:
- Half day (up to 4 hours) - 15,000 JPY (incl.tax)
- Full day (up to 8 hours) - 25,000 JPY (incl.tax)

Meeting Room #1

Usage fee: Up to 1 day/10,000JPY (incl. tax)
Capacity: max. 130 (photo: 72 with tables&chairs)
Fixed projector and large projection screen
Flexible arrangement of tables and chairs
Floor outlets

Meeting Room #2, #3 and #4

Usage fee: Up to 1 day/5,000JPY/room (incl. tax)
Capacity: max. 36
Fixed projector and projection screen
Flexible arrangement of tables and chairs
Floor outlets

Lobby Area

Spacious, multipurpose lobby area suitable for:
- poster sessions
- lunch/dinner venue
- coffee break
- extra meeting space
Reception desk

OIST Main Campus

Sydney Brenner Lecture Theater (Seminar Room B250)

Usage fee: Up to 1 day/10,000JPY (incl. tax)
Capacity: 150 people (fixed tables)
Fixed projector and large projection screen
Simultaneous interpretation room
Tables with comfortable seats, lamps, and power outlets

C210 Seminar Room

Usage fee: Up to 1 day/5,000JPY (incl. tax)
Capacity: 60 people
Fixed projector and projection screen

Seaside House

Seminar Room

Usage fee: Up to 1 day/5,000JPY (incl. tax)
Capacity: 65 people (fixed tables)
Fixed projector and projection screen
Comfortable seats with writing tables, power outlets, and earphone jacks for interpretation system
Lodging facilities are available. Please contact the Conference and Workshop Section for pricing and other details.

Chura Hall

Usage fee: Up to 1 day/5,000JPY (incl. tax)
Dining Hall for meals, parties, and gatherings

OIST Conference Facilities in Detail

Venue		Capacity			Floor Area (m²)	Ceiling hight (m)	Facility Equipment & Fixtures	Usage fee (1day)
Venue		Theater	School	Square	Floor Area (m²)	Ceiling hight (m)	Facility Equipment & Fixtures	Usage fee (1day)
Conference Center	Auditorium	493	493	n/a	605	6.5-9	4K projector, large projector screen (10m x 7.5m), A/V system, interpretation booth, power outlets at each seat, adjustable tables, video-conference system, etc.	75,000 JPY
	Meeting Room 1	130	72	48	106	2.7-3.4	Projector, projector screen, A/V system, tables, chairs, floor power outlets, video-conference system, etc.	10,000 JPY
	Meeting Room 2	36	22	20	33	2.7-3.4	Projector, projector screen, tables, chairs, floor power outlets, video-conference system, etc.	5,000 JPY
	Meeting Room 3	36	22	20	30	2.7-3.4	Projector, projector screen, tables, chairs, floor power outlets, video-conference system, etc.	5,000 JPY
	Meeting Room 4	30	18	16	28	2.65-3.4	Projector, projector screen, tables, chairs, floor power outlets, etc.	5,000 JPY
Main Campus	Sydney Brenner Lecture Theater (Seminar Room B250)	n/a	150	n/a	241	2.6-4.2	Projector, projector screen, A/V system, interpretation booth, power outlets at each seat, fixed tables, video-conference system, etc.	10,000 JPY
Main Campus	Seminar Room C210	60	60	34	117	2.9-3.7	Projector, projector screen, tables, chairs, floor power outlets, video-conference system, etc.	5,000 JPY
Seaside House	Seaside House - Seminar Room	n/a	65	n/a	200	from 3.0	Projector, projector screen, tables, chairs, floor power outlets, video-conference system, etc.	5,000 JPY
Seaside House	Chura Hall	n/a	n/a	n/a	200	from 3.0	Dining hall for 65 people	5,000 JPY

Restrictions on Use

Facility users are required to follow all applicable laws and regulations, as well as all rules and regulations of OIST.
OIST reserves the right to consult with facility users regarding possible changes in date or venue caused by OIST internal reasons.
Facility users are requested to consult OIST in advance regarding the content of any public announcements or advertisement related to the event. Content implying, OIST is endorsing or encouraging a particular enterprise, organization , product, service, etc. is not permitted in any circumstance.
Smoking is not permitted anywhere on campus.
Posters, flyers and other such materials must only be placed on the noticeboards provided. No such materials may be attached to walls, doors, windows or any other part of the buildings, including the elevators.
Alteration to the facilities, equipment, furnishings, etc. is not permitted unless authorized in writing in advance. Facilities must be returned to their original condition after use.
Facility users will be liable for any damage or loss caused as a result of the facility usage.The contact person will be held responsible for all damage or loss.

Prohibitions and Restrictions

OIST venues may not be used for the types of activities listed below. In the case that this prohibition is violated, permission to use common spaces may be revoked by the University at any time, up to and including the date of the reservation.

Commercial use and for-profit activities.
Political activities.
Uses related to unethical, unlawful or criminal activities.
Uses related to military activities.
Uses offensive to public order and morals.
Uses that may disturb or interfere with University activities (noise, vibration nuisance, etc.).
If OIST has judged that users do not comply with the above prohibitions, permission to use common spaces may be revoked by OIST at any time, up to and including the date of the reserved use.

Please note: OIST does not hold any responsibility for injuries or damages, which occur within OIST facilities during the event. When handling the audio-visual equipment, please always follow the instructions of the OIST personnel in charge. OIST retains its rights to claim a compensatory payment and to prohibit the future usage of OIST facilities by the responsible party, should any unauthorized changes be applied to the equipment settings or should the equipment suffer any damage as a result of unauthorized usage.

Cancellation Policy

Cancellations are accepted only in written form (via email: reservation@oist.jp or FAX: +81-(0)98-966-2391) not later than 48 hours in advance. For cancellations made within 48 hours of the facility usage date, cancellation fees might apply.

Should OIST facilities be closed due to a natural disaster (typhoon, earthquake, etc.), no cancellation fees will be charged