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How to Apply

Booth Specifications

Eligible Exhibitors

Corporations and organizations meeting any of the following criteria are eligible to exhibit:
  • Manufacturers of industrial equipment
  • Manufacturers of components, devices and materials
  • Businesses related to broadcasting and communications
  • Producers of software
  • Trading and distribution companies
  • Service, information and communications companies
  • Newspapers, magazines and other publishing companies
  • Research institutes
  • Nonprofit, public and industry organizations
1.
Advertising and other agencies are not eligible for participation, even to exhibit products falling under the above criteria.
2.
The CEATEC JAPAN Organizing Committee reserves the right to refuse applications from entities who have violated regulations at a previous exhibition or whose activities might be considered harmful to visitors and/or other exhibitors.

Number of Booths and Configuration

Booth category Booth type Number applied for
Standard booth 1 row 1,2,3,4,5,6
2 row 4,6,8,10,12
3 row 9,12,15,18
4 row 16
Block format 20,25,30,35,40,45,50,55,60,
65,70,75,80,85,90,95,100
Small package booth 1 row 1,2
1 row 1 row
2 row 2 row
3 row 3 row
4 row 4 row
1.
May have booth(s) of other exhibitors on one or three sides.
2.
Organizations and joint exhibitors may apply for more than 100 booths.
3.
After the deadline for applications, the Organizing Committee will determine the layout of the exhibition venue by category. If total space applied for exceeds the capacity of the exhibition facilities, the Organizing Committee reserves the right to determine an impartial method to reduce the number of booths applied for by exhibitors.

Booth Specifications/Standards

1.
Standard booths
(1)
1-to 4-row-type booth spaces & facilities (1 to 18 booths) Standard booths
<1>
Booth space specification
2.97 m (W) x 2.97 m (D)
<2>
Booth facilities
For exhibitors with 1- to 4-row-type booths, system panels will be installed as back panels on the side(s) neighboring booths of other exhibitors. However, system panels will not be placed on the corner-facing sides of corner booths.
(2)
Block format booth spaces & facilities (20 booths and more) The standard for block booths is: 1 booth space = 9m2. The floor will be marked in an area equal to (W:D) 2:1 or 1:1 based on the total floor space reserved (9m2 x no. of booth spaces). The actual dimensions will be provided to exhibitors at the lot drawing for booth space allocation. Booth specification for Group booth spaces is 1-to 4-row-type booth spaces & facilities.
(3)
Booth Height
The standard height is 2.7 m. However, the details of height of booth walls are shown below.
<1>
1 row 1 row (1, 2, 3, 4, 5, 6)
The allowable height of booth walls set back 1.0 m from the corridors and/or foundation panels will be 3.6 m.
<2>
2 row 2 rows (4, 6, 8, 10, 12)
The allowable height of booth walls set back 1.0 m from the corridors and/or foundation panels will be 3.6 m.
<3>
3 row 3 rows/4 rows (9, 12, 15, 18)
In the case of booths with 3 rows or 4 rows, the allowable height of booth walls set back 1.0 m from the corridors and/or foundation panels will be 6.0 m.
*For 2-row group pavilions with 20 booth spaces or more, booth height requirements are the same as those for booths with 3 or 4 rows.
<4>
Booth spaces for block booths Booth spaces for block booths (20 and more)
The height limit is 6 m. Suspended structures less than 6.0 m high will be permitted.
2.
Small Package Booth Small Package Booth
(1)
Booth spaces
1.98 m (W) x 0.99 m (D) x 2.7 m (H)
(2)
Booth facilities
The following facilities are included in Trial Package Booths.
  • Wall panels
  • Display counter (975 mm high with storage space)
  • Fascia (300 mm width)
  • Cutting sheet lettering for company name display (up to 10 letters)
  • Fluorescent light
  • Socket (single-phase 100V) with two outlets
*Small package booth exhibitors may apply for up to two booths.
*Electricity consumption fee (¥2,100/kW) is not included in the booth fees.
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Exhibition Fees

Exhibition Fees

1.
Standard booth
The exhibition fee per booth is as follows:
Members of JEITA, CIAJ and CSAJ: ¥346,500
(5% consumption tax included)
All other exhibitors: ¥378,000
(5% consumption tax included)
2.
Small package booth
One booth space: ¥178,500(5% consumption tax included)
Two booth spaces: ¥357,000(5% consumption tax included)

Included in the Above Fees are the Following:

1.
Badges
Exhibitor badge: 15 badges per booth
Construction Staff badge: 5 badges per booth
2.
Invitation cards
1 booth to 3 booths 1,000
4 booths to 8 booths 2,500
9 booths to 12 booths 4,000
15 booths to 20 booths 6,000
Each additional 5 booths Add 1,200
3.
Website (English and Japanese)
Space for your company profile on the official CEATEC JAPAN website (www.ceatec.com)
4.
English guidebook
Space for your company profile in the official CEATEC JAPAN English guidebook

Additional Expenses for Booths

1.
The following items are not included in the above-mentioned booth fees:
Electric power installation fee,
single-phase 100V or 200V:
¥7,875/kw (5% consumption tax included)
Electric power installation fee,
three-phase 200V:
¥7,875/kw (5% consumption tax included)
Electricity consumption fee: ¥2,100/kw (5% consumption tax included)
Overtime working hours with fee: ¥10,500/hour (5% consumption tax included)
Extra invitations: ¥300 (5% consumption tax included)
Extra exhibitor badges: ¥1,500 (5% consumption tax included)/td>
Extra staff badges: ¥500 (5% consumption tax included)
Direct mail letters with matching envelopes: ¥50 (5% consumption tax included)
2.
Booth decorations other than basic panels
Booth decorations except the system panels should be conducted by exhibitors. The Management Office offers package booth programs.
<Basic facilities for package booth>
Packaged booths with fascia, cutting-sheet lettering, carpeting, reception counter, chair, spotlights, fluorescent lights and sockets are available through the exhibition's administration department.
One-booth package ¥99,750 (5% consumption tax included)
Two-booth package ¥143,850 (5% consumption tax included)
Three-booth package ¥198,450 (5% consumption tax included)
For more details, please refer to the Exhibitor Manual that will be distributed at the lot drawing for booth allocation.
3.
Other
Expenses may be charged in addition to the aforementioned items if legal regulations become applicable to the stand design. Details regarding these expenses will be provided in the Exhibitor Manual.

Exhibition Contract Application

To apply for and contract exhibition space, fill in the information required on the exhibition contract application form, and then submit the form to the CEATEC JAPAN Management office within the Japan Electronics Show Association (JESA) with confirmation of bearing full knowledge of the exhibition regulations. Upon receipt of the application form, the Management Office will send the receipt confirmation e-mail. The receipt date stated in this confirmation e-mail is regarded as a contract date, and exhibitors are liable for the participation fee. If applying for multiple stages, a separate application is required for each stage.
1.
Send application forms to:
CEATEC JAPAN Management Office
Japan Electronics Show Association (JESA)
Sumitomo Shibadaimon Bldg. No.2
1-12-16 Shibadaimon, Minato-ku, Tokyo 105-0012, Japan
Tel: +81-3-5402-7603 Fax: +81-3-5402-7606
2.
Application deadlines
(1)
Primary application deadline: Friday, April 27, 2007
Applicants may participate in the primary booth allocation lot drawing.
(2)
Secondary application deadline: Friday, June 1, 2007
Applicants will participate in the secondary booth allocation lot drawing.
*Applications will no longer be accepted if all booths have been filled before these deadlines.
(3)
After the secondary application deadline
From Saturday, June 2, applications will be accepted if there are still open booths. When all booths are filled, applications will no longer be accepted.
3.
First-time exhibitors
Companies/organizations exhibiting for the first time are required to submit a "Company Profile" and "Products-to-be-Exhibited Catalog" together with the exhibition application form. Applications without this information will be put on hold until the Management Office confirms receipt.
4.
If two or more companies/organizations will exhibit jointly
They should elect one "representative exhibitor" to pay the booth fee. The Management Office will send a joint participation registration form to the representative exhibitor, who should fill it in and submit it to the Management Office.

Booth Payment

Payment of the booth fee is to be remitted via bank transfer by the following deadline. JESA will issue an invoice and designate the bank account for remittance at that time. Promissory notes cannot be accepted for payment. Transfer fees are to be born by the exhibitor.
Payment deadline:
Primary applicant June 29, 2007
Secondary applicant July 31, 2007

Cancellation Penalties

If an exhibitor cancels or reduces the number of booth spaces applied for, regardless of the reason, some or all of the following cancellation fees will apply. Consumption tax (5%) will be added to all fees.
From June 2, 2007 to lot drawing date 60% of participation fee
After lot drawing date 100% of participation fee
Notification of cancellation is required in writing, either delivered by mail or transmitted by facsimile or e-mail, and shall be effective on the date of receipt by the CEATEC JAPAN Management Office.
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Booth Alocation

Allocation of Booths

Booth locations will be determined by having the exhibitors participate in a lot drawing. Lots will be drawn among exhibitors who have the same number of booths or the same configuration in the same stage. However, depending on actual conditions at the booth allocation, lots may be drawn among exhibitors who have approximately the same number of booth spaces (10 spaces) in the same stage (i.e., exhibitors with 25 to 35 booth spaces).
Note: If exhibitors change the number of booth spaces ordered after submitting the exhibition application, the order of booth location lot drawing may be adjusted by the CEATEC JAPAN Management Office.
1.
Primary lot drawing
Exhibitors who have submitted applications by Friday, April 27 may participate in the primary lot drawing.
2.
Secondary lot drawing
Exhibitors who have submitted applications between Saturday, April 28 and Friday, June 1 will participate in the secondary lot drawing.
3.
Spare booths
If the applications for booth spaces do not fill the number of booths available before the lot drawing dates, the remaining spaces will be placed on the floor as spare booths. Applicants from Saturday, June 2 on may select their desired booth locations from the spare booths in the order that applications are received.

Utility Booths

Utility booths are being prepared to serve as storage areas or lounges. Utility booths cannot be used to display products. Because of space limitations, each company will be limited to four booths (where a company is exhibiting in more than one stage, this applies separately to each stage). Please fill out the appropriate columns in the exhibitor application form when you submit it.
1.
Specifications
2,970 mm (W) x 2,970 mm (D) x 2,700 mm (H)
2.
Fee
One booth ¥210,000 (5% consumption tax included)
3.
Fixtures
Fluorescent lights (2 each), electrical outlet (1 each) up to 800 W of power may be used.
4.
Location
The locations will be in the exhibition hall area near the booths, and will be determined by the Organizing Committee. Because exhibition space is limited, the utility booths may have to be located outside of the exhibition hall.
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Other Issues

Exhibitors of Products from Overseas

The Organizing Committee plans to make all exhibition halls open to the display of bonded goods. Therefore, it will be possible for exhibitors to display overseas products (those manufactured in countries other than Japan) even if they have not cleared Customs before the exhibition begins.

Acts Prohibited on the Exhibition Site

The following acts are prohibited on the exhibition grounds and in exhibition facilities. The Organizing Committee will implement swift and appropriate corrective measures should acts occur in violation of these prohibitions. The committee also reserves the right to refuse applications to participate in future events from exhibitors who willfully, persistently or repeatedly commit acts in violation of these prohibitions.
1.
Exhibit space transfer
Exhibitors are prohibited from subletting, selling, transferring, or exchanging their exhibition space, either in whole or in part, to any third party, including other exhibitors.
2.
Directing visitors to other venues
Exhibitors are prohibited from directing CEATEC JAPAN visitors to simultaneous product or technology exhibits they might be holding off-site.
3.
Engaging in sales activities
Sales of any products other than publications and software are prohibited at the show site during the exhibition. Exhibitors who wish to sell publications and software are required to submit details and approval in advance.
4.
Causing disturbances
Actions falling under this category include handing out catalogs or pamphlets outside of booths and placing objects such as exhibits or decorative items outside booth confines.

Responsibilities of Exhibitors

1.
Obligation to make payments
Exhibitors will pay all exhibitor fees and expenses invoiced by the Management Office and bear responsibility until all payments are complete.
2.
Obeying the law
The laws and regulations of Japan shall be followed in all cases related to the transfer and management of display and related items, and in management and other matters related to constructs and structures for use in exhibits.
3.
Liability for damage, management of exhibited items and insurance
(1)
The exhibition management (CEATEC JAPAN Organizing Committee: Japan Electronics and Information Technology Industries Association (JEITA) , Communications and Information network Association of Japan (CIAJ) and Computer Software Association of Japan (CSAJ)) will, to the best of its ability, provide for the security of exhibits during the show period, for example, by implementing security guard patrols. However, the management cannot assume responsibility for damages from natural disaster, fire, theft, loss of property or other occurrences beyond its control and recommends that exhibitors take steps of their own.
(2)
Exhibitors shall be liable for any injuries or damage occurring to persons or items at the exhibition site, whether or not said injuries/damage result from negligence on the exhibitor's part. The exhibition sponsors shall bear no responsibility whatsoever in such instances. A booth manager should be on hand at all times to prevent injuries, damage, fire and other hazards that might occur during demonstrations.
(3)
Exhibitors are recommended to arrange their own insurance protection as appropriate during the exhibition.

Cancellation and Change of Exhibition Duration under Unavoidable Circumstances

1.
Neither the exhibition organizers nor sponsors shall assume any responsibility if the exhibition is canceled because of an unavoidable calamity or potential calamity, such as an earthquake, fire, disease, terrorist act or order from the public authorities.
2.
If an unavoidable calamity prior to the opening of CEATEC JAPAN forces exhibition cancellation, participation fees paid by exhibitors will be refunded in full, minus a charge for expenses already incurred.
3.
Neither the exhibition organizers nor sponsors shall be held liable to refund either full or partial exhibition expenses if the exhibition duration is unavoidably shortened because of a calamity or potential calamity.
4.
The CEATEC JAPAN Organizing Committee assumes no responsibility for other expenses already incurred by exhibitors.

On-site Photography by the Sponsors

Staff members appointed by the sponsors and/or staff members of vendors officially appointed by the sponsors may visit booths at various times before and during the exhibition to gather news and/or conduct interviews, as well as to take photographs. The images, photographs and information on the contents of exhibits gained through these activities will be used solely for the purpose of promoting CEATEC JAPAN.

Protection of Industrial Property Rights

The exhibition sponsors will file an application with the director-general of the Japanese Patent Office to protect exhibits and their content under the provisions of the regulations listed below.
Upon approval of this application, exhibitors will be eligible to apply for industrial property right protection regarding exhibited items for which patent and copyright applications have not yet been submitted. Details of this protection will be provided after the application to the Japanese Patent Office has been accepted.
1.
Patent Law (Article 30, Paragraph 3)
2.
Utility Model Law (Article 11, Paragraph 1)
3.
Trademark Law (Article 9, Paragraph 1)

Handling of Disputes between Exhibitors

Any dispute arising between one exhibitor and another concerning exhibits, publicity materials related to exhibits, intellectual property or the use of booths shall be resolved between the parties concerned. The exhibition sponsors shall bear no responsibility whatsoever in such instances.

Comparative Display

As a form of media, exhibitions must comply with regulations pertaining to advertising and other displays. All of the actions listed below that publicly compare products and technologies shall be deemed as comparative display.
1.
Comparative display using exhibits and demonstrations
2.
Comparative display using information panels and pamphlets
3.
Comparative display using spoken announcements
4.
Other comparative display related to products and technologies
In instances of comparative display as described above, exhibitors should, as a general rule, restrict display to comparisons between products or technologies of their own company or group companies. Exhibitors seeking to engage in comparing their products or technologies with those of another company should obtain permission from the other company. Said display shall not impinge on the activities of the other company. In instances where the exhibition sponsors and Organizing Committee confirm that there has been a breach of the aforementioned policy on comparative display, they shall either stop or modify said display. The exhibition sponsors shall pay no reparations whatsoever related to any loss to the exhibitor caused by this request. With regard to a request for modification, where it has been determined that sufficient measures have not been taken, the exhibitor may be prevented from future participation.

Other

1.
Other prohibited activities and regulations that are not included in these regulations will be detailed in the Exhibitor Manual that will be distributed later.
2.
Promissory notes cannot be accepted for payment for booth fee and all the expenses. Transfer fees are to be born by the exhibitor.

Organizing Committee

The Organizing Committee functions as a body to deliberate and decide matters related to the management of the exhibition, including regulations and plans. The Organizing Committee will be represented on the exhibition site during the preparation and execution phases of the exhibition. These representatives will be responsible for maintaining the exhibition environment, dealing with problems and ensuring that the exhibition regulations are adhered to at all times. They have the authority to address problems as they arise.
The Exhibitors Guid is also available as a PDF >>Download Page
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