CEATEC JAPAN 2008
Exhibition Regulations

Eligible Exhibitors

  • Corporations and organizations meeting any of the following criteria are eligible to exhibit:
  • Equipment manufacturers
  • Electronic components and devices manufacturers
  • Materials makers
  • Broadcasting and communications companies
  • Software makers
  • Trading and distribution companies
  • Service 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 show 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 rows 4,6,8,10,12
3 rows 9,12,15,18
4 rows 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,or 2
1 row 1 row
2 rows 2 rows
3 rows 3 rows
4 rows 4 rows
1.
Exhibitors in rows may have booths of other exhibitors on one or three sides.
2.
Industry 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 show site. If the total space applied for exceeds the capacity of the site, 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 booth
(1)
1-to 4-row booths & facilities(1 to 18 booth spaces) Standard booth
<1>
Booth space specification
2,970 mm(W) x 2,970 mm (D)
<2>
Booth facilities
For exhibitors with 1- to 4-row booths, system panels will be installed as back panels on the sides neighboring booths of other exhibitors. However, system panels will not be placed on the corner-facing sides of corner booths.
(2)
Block booths (20 or more booth spaces)
The standard for block booths is: 1 booth space = 9 m2. 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. However, the booth specifications for individual booths of Group exhibitors are 1-to 4-row booths.
(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 booth (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-row booths (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/4-row 3-row/4-row booths (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 or more booth spaces,booth height requirements are the same as those for 3-row or 4-row booths.
<4>
20 or more booth spaces Block booths (20 or more booth spaces)
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
1,980 mm (W)
990 mm (D)
2,700 mm (H)
(2)
Specifications
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
  • Electricity socket (single-phase 100V, up 1 kW output)
*Electricity consumption will be invoiced separately.
*Small package booth exhibitors may apply for up to two booths.
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Booth Fees

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

Fees Include

1.
Badges
Exhibitor badge   15 badges per booth space
Staff badge 5 badges per booth space
2.
Show invitations
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.
Official website
Space for your company profile (Japanese and English) on the official CEATEC JAPAN website.
Exhibitors will be issued an ID and password allowing them to input and update their information in the Exhibitors section of the website.
4.
English guidebook
Space for your company profile in the official CEATEC JAPAN English guidebook

Additional Expenses

1.
The following items are not included in the booth fees:
Electric power installation, single-phase 100V or 200V   ¥7,875/kW (tax included)
Electric power installation fee, three-phase 200V ¥7,875/kW (tax included)
Electricity consumption fee ¥2,100/kW (tax included)
Overtime working hours with fee ¥10,500/hour (tax included)
Extra invitations ¥300 (tax included)
Extra exhibitor badges ¥1,500 (tax included)
Extra staff badges ¥500 (tax included)
Direct mail letters with matching envelopes ¥50 (tax included)
Package Display
2.
Booth fixtures
Excluding the base panels, booth fixtures should be arranged by exhibitors. However, the Management Office offers booth fixture packages.
(Basic specifications of booth fixture packages)
Fascia, cutting-sheet lettering, carpeting, reception counter, chairs, spotlights, fluorescent lights and sockets are available through the exhibition's administration department.
One booth ¥99,750 (tax included)
Two booths ¥143,850 (tax included)
Three booths ¥198,450 (tax included)
Numerous variations are available.
Details will be available in the Exhibitor Manual.
3.
Other
Additional expenses may be charged as required by law and regulations. Details regarding these charges will be provided in the Exhibitor Manual.

Exhibition Application and Contract

To apply for exhibition space, carefully read these Exhibition Regulations. Then, fill in the information required on the Exhibition Application and Contract form. Submit the form to the CEATEC JAPAN Management office (Japan Electronics Show Association (JESA).

The Management Office will confirm its receipt of the application by 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.

Exhibitors are expected to apply for space in the Zone that most closely matches the primary products to be displayed. However, the Organizing Committee reserves the right to advise exhibitors on the most appropriate location for their booths. In addition, exhibitors are required to submit one application per Zone if applying for booth spaces in multiple Zones.

1.
Applications should be sent to:
CEATEC JAPAN Management Office
(Japan Electronics Show Association)
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)
First application deadline: Wednesday, April 30, 2008
Applicants will participate in the primary booth allocation lot drawing.
(2)
Second application deadline: Friday, May 30, 2008
Applicants will participate in the secondary booth allocation lot drawing.
(3)
After the second deadline
Applications will be accepted after May 31 until all available booth spaces are filled. Applications will no longer be accepted if the available spaces are filled.
3.
First-time exhibitors
First-time exhibitors must 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 of these items.
4.
Group pavilions with two or more exhibitors
Group pavilion exhibitors should elect one "representative exhibitor" to handle payment of the booth spaces for the entire Group. The Management Office will send a joint exhibit registration form to the representative exhibitor, who should fill it in and submit it to the Management Office.

Booth Payment

Booth space payments are to be paid via electronic bank transfer according to the schedule below. JESA will issue an invoice and designate the bank account for remittance at this time. C
hecks and promissory notes are acceptable as payment. Transfer fees are to be borne by the exhibitor.

Payment deadline
Primary applicant June 30, 2008 (Monday)
Secondary applicant   July 31, 2008 (Thursday)

Canceling Participation

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 May 31, 2008 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 it is received by the CEATEC JAPAN Management Office.
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Allocation of Booths

Booth locations will be determined by 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).
*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.
First lot drawing
Exhibitors who have submitted applications by Wednesday, April 30 may participate in the primary lot drawing.
2.
Second lot drawing
Exhibitors submitting applications between Thursday, May 1 and Friday, May 30, will participate in the second booth allocation drawing.
3.
Spare booth spaces
If the booth spaces remain available of the lot drawing dates, the remaining spaces will be placed on the floor as spare booths.
Exhibitors submitting applications after Saturday, May 31 will select their booth locations from the available spare booths on a first-come, first-served basis.

Utility Booths

Utility booths are available for use as storage areas or lounges. Utility booths cannot be used to display products. Because of space limitations, each exhibitor will be limited to four utility booths. (Exhibitors with booths in multiple locations may select four utility booths per Stage.) Fill out the appropriate columns in the Exhibitor Application form to reserve utility booths.

1.
Specifications
2,970 mm (W) x 2,970 mm (D) x 2,700 mm (H)
2.
Fee
¥210,000 per utility booth (tax included)
3.
Fixtures per utility booth
Two fluorescent lights, one electrical outlet with 800 W output
4.
Locations
Utility booths will be located in the exhibition hall area near the booths, as determined by the Organizing Committee. Because exhibition space is limited, some utility booths may have to be located outside of the exhibition halls.
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Products from Outside Japan

The Organizing Committee plans to open all exhibition halls for the display of bonded goods. This will allow exhibitors to display products manufactured outside Japan even if they have not cleared Customs before the show begins.

Acts Prohibited on the Show Site

The following acts are prohibited on the show grounds and 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
Subletting, selling, transferring, or exchanging exhibition space, either in whole or in part, to any third party, including other exhibitors.
2.
Directing visitors to other venues
Directing CEATEC JAPAN visitors to simultaneous product or technology exhibits off-site is prohibited.
3.
Engaging in sales activities
Selling products other than publications and software on-site during the show is prohibited. Exhibitors who wish to sell publications and software are required to submit details and seek approval in advance.
4.
Causing disturbances
Actions falling under this category include handing out catalogs or pamphlets outside booths and placing objects such as exhibits or decorative items outside booths.
5.
Exhibiting for the purpose of obtaining personal information
It is prohibited to use booths for the primary purpose of collecting personal information on visitors, rather than to display products and services. Furthermore, all exhibitors are requested to abide by the stipulations in Japan's personal information protection legislation.Details on the collection and handling of personal information will be available in the Exhibition Manual.

Responsibilities of Exhibitors

1.
Prompt fee payment
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, and management of exhibited items and insurance
(1)
The show management (CEATEC JAPAN Organizing Committee)Communications and Information network Association of Japan (CIAJ) , Japan Electronics and Information Technology Industries Association (JEITA) 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 show site, whether or not said injuries/ damage result from negligence on the exhibitor's part. The show's 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 product/service 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 Coverage and 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 disputes between exhibitors 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.

Comparison Displays

Trade shows must comply with laws and regulations pertaining to advertising and other kinds of displays. All of the actions listed below publicly compare products and technologies and, as such, will be deemed as comparison displays.

1.
Comparisons using exhibits and demonstrations
2.
Comparisons using information panels and pamphlets
3.
Verbal comparisons in spoken announcements
4.
Other comparisons related to products and technologies

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 advance permission from the other company.
Such displays shall not impinge on the activities of the other company.
In instances where the show sponsors and Organizing Committee confirm that there has been a breach of the aforementioned policy on comparison displays, 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 borne by the exhibitor.

Organizing Committee

The Organizing Committee functions as a body to deliberate and decide matters related to the management of the show, including regulations and plans. The Organizing Committee will be represented on the show site during the preparation and implementation phases.
These representatives will be responsible for maintaining the show environment, dealing with problems and ensuring that the show 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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