After Sending a BASE NIIKAPPU Booking Request | Reply, Conditions and Confirmation

After submitting the form, check for a receipt notice such as an automatic reply. Even if receipt is confirmed, availability and usage conditions still need to be reviewed. Tell participants “Request submitted,” not “booking confirmed.”

The facility reviews candidate dates, headcount, purpose, guest rooms, room assignments and facility use, and may ask for additional details. Meals, practice venues, private-use arrangements or equipment are not automatically provided simply because they were requested.

• Availability for the requested dates

• Headcount and group type

• Guest rooms, room assignments and usage scope

• Price and what is included

• Requested conditions such as meals, equipment or vehicles

• Next steps needed before formal confirmation

If you repeatedly send headcount changes or extra information through new forms, it becomes harder to tell which version is current. Follow the method stated in the facility reply and answer in a way that identifies the submission date, representative name and requested dates.

Even if details were supplemented verbally or in chat, consolidate the final information into one record so the information shared with participants matches what was communicated to the facility.

Under BASE NIIKAPPU’s current guidance, the facility provides information on availability, pricing, usage conditions and next steps, and the stay is formally confirmed after both sides review the details. Avoid booking non-refundable transport or collecting non-refundable participation fees as if the stay were final before you receive a clear confirmation from the facility.

1. 01

   Show the original requested dates and representative name

2. 02

   Briefly describe the change and reason

3. 03

   Separate confirmed items from unresolved items

4. 04

   Confirm effects on price, rooms and meals

5. 05

   Update the participant ledger after receiving the facility’s reply

Reporting a change does not mean it is automatically accepted. Confirm again whether the revised conditions can be accommodated.

• Check spam and blocked-sender settings

• Check the copy of the email address you entered

• Do not repeatedly send the same content within a short period

• When following up, provide the submission time, representative name and requested dates

A standard reply time is not currently published, so this article does not state a fixed number of days. If your intended stay date is close, mention that circumstance when contacting the facility.