• CEATEC JAPAN 2018

  • 10.16 Tue - 19 Fri at MakuhariMesse

Exhibition RegulationsExhibition Guide

CEATEC JAPAN 2018 Participation Guidelines(download)

CEATEC JAPAN 2018 Exhibition Application Form (PDF download)

1. Exhibitor Eligibility / Booth Details

1-1. Exhibitor eligibility

Corporations and organizations involved with products or related businesses included in the following list are eligible to participate in CEATEC JAPAN (hereinafter may be referred to as the Exhibition):

  • IT & electronics equipment related
  • Electronic parts, devices, materials, raw-materials, and apparatus related
  • Broadcasting and information/communications, Web services
  • Software and contents related
  • Automotive, transportation equipment, aerospace related
  • Public infrastructure related
  • Medical healthcare related
  • Energy related
  • Financial related
  • Agricultural and forestry related
  • Machinery manufacturing, Machine tools, measurement related
  • Housing, construction, real estate related, developer businesses
  • Trading related
  • Distribution and logistics related
  • Apparel related
  • Sporting related
  • Tourism, entertainment related
  • Service、consultation related
  • Media including newspaper, magazines, websites, etc.
  • Educational and research institutes, other-related companies
  • Government organization, administrative corporations, public interest corporations, nonprofit public and industry organizations, public service-related companies
  • Members of the three sponsors (JEITA, CIAJ, and CSAJ) are also eligible to participate.
  • Other companies approved by the Organizing Committee (refer to section 9-3 Organizing Committee)
  1. Advertising companies and other related agencies are not allowed to represent any company that exhibits products even if said products are included in the aforementioned list of eligible businesses or products.
  2. The CEATEC JAPAN Organizing Committee (see section 9-3: Organizing Committee) reserves the right to refuse applications from companies that have violated regulations at a previous show or whose activities may be considered detrimental to visitors and/or other exhibitors regardless of in prior to or after holding an exhibitor contract. In such case, paid booth fees will be refunded. (see section 5-3: Exhibit application and contract agreement)

1-2. Exhibit Zones

  • CEATEC JAPAN will be divided into the following exhibit zones.
    • Total Solutions (overall)
    • An exhibit zone centering on devices and technologies
      • Electronic Components/Device
      • AI/Big Data
      • 5G
      • Cyber Security
    • An exhibit zone centering on industry/market
      • Mobility/Logistics
      • Smart Factories
      • Smart Work
      • Energy/Smart Life
      • Fitness and Healthcare
      • Entertainment

    The Startup & University Area, Global Area and IoT Town are planned by the organizers. There is a different application procedure for each.

  • An exhibitor can request a single zone or, if more than one booth is planned, multiple zones. If choosing multiple zones, please submit a copy of the Exhibition Application/Contract Form for each zone.
  • Area Composition
    Area composition will be decided based on the exhibition zones listed in the Exhibition Guidelines and Exhibitor Application/ Contract Form. The composition and names of each area will be announced at a later date following the decision of the Organizing Committee. Please note that a zone for which there is an insufficient number of exhibitors may be merged with another zone.

2. Booth Fees, Standards, Specifications, and Description

2-1. Standard Booth

  1. Booth Fee
    The fees per Standard Booth space are as follow:
    General corporate exhibitors (standard rate)
    ¥ 388,800 (including consumption tax)
    JEITA, CIAJ, and CSAJ members (member rate)
    ¥ 356,400 (including consumption tax)
  2. Specifications for 1 to 18 booth spaces (1- to 4-row booths) with Standard Booth
    1. Dimensions :
      2,970 mm(W) x 2,970 mm(D)
    2. Specifications :
      For row booth exhibitors, system panels will be installed as back panels on the sides neighboring booths of other exhibitors. However, aisle-side system panels for corner booths and system panels for independent booths will not be installed.
  3. 20 or more booth spaces (Block booths)
    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 booth allocation lot drawing. Please be sure to take into account when constructing the booth space to make it clear to visitors where the aisles and boundaries are, by installing carpets and the like. Group pavilions composed of 20 or more booths in 1-row or 2-row will apply booth specifications for 3-row/4-row booths.
  4. Booth height limitations
    Standard booth height is 2.7m; however, there are height limitations to booth walls as depicted below.

    1. 1-row booths (booths 1, 2, 3, 4, 5, 6)
      The allowable height of booth walls set back 1.0 m from the aisles and/or foundation panels will be 3.6 m.
    2. 2-row booths (booths 4, 6, 8, 10, 12)
      The allowable height of booth walls set back 1.0 m from the aisles and/or foundation panels will be 3.6 m.
    3. 3-row/4-row booths (booths 9, 12, 15, 16, 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 aisles and/or foundation panels will be 6.0 m.

      Note: Group pavilions composed of 20 or more booth spaces in 1-row or 2-row will apply booth height requirements that are the same as those for 3-row or 4-row booths.

    4. 20 or more booth spaces
      The height limit is 6 m. Suspended structures less than 6.0 m high is permitted for block booths. The Building frame of the venue must be checked for the installation points for suspended structures.
  5. 2-2. Small Package Booth

    1. Booth Fee *

      *Small package booth exhibitors may apply for up to two booths.

      One booth
      ¥ 183,600 (including consumption tax)
      Two booths
      ¥ 367,200 (including consumption tax)

      *Includes a package of facilities.

    2. Specifications for Small Package Booth
      1. Dimensions : 1,980 mm(W) x 990 mm(D) x 2,700 mm(H)
      2. Supplied facilities
        • Foundation panel
        • Display counter (975mm high with storage space)
        • Parapet for posting company name. (300mm width)
        • Cutting sheet lettering for company name display
        • Fluorescent light
        • Electricity socket (single-phase 100V, up to 1kW output capacity)
        • Electric consumption fee (Exhibitor can use up to 1kW of power at free of charge)

    2-3. Organizer Areas – IoT Town, Global Area, and Startup & University Area –

    There is a different application procedure for each area.

    2-4. Booth Types

    At CEATEC JAPAN there are the following booth types: Regular, Small Package, and Organizer Area. Note that the billing statement will list “Exhibit Booth Fee” regardless of the booth type.

    3. Number of Booth and Booth Type

    Booth category Booth type Number of booths applied
    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. Exhibitors in rows may have booths of other exhibitors on one or three sides.
    2. Shared exhibit and/or industry organizational exhibits 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. The kind understanding of exhibitors on this matter is greatly appreciated.

    4. Selection of Booth Position

    1. Selection of booth position
      Exhibitors can select booth positions from specified locations on a floor plan for booth selection, which is decided by the Organizing Committee. ‘Floor plan for booth selection’ will be sent to exhibitors from the Management Office starting the end of June (planned). Exhibitors will be able to choose their booth location at Session for Selecting Booth Position, which will be held in July. Selections will be made in the order of exhibitor application reception. *Precautions for deciding booth positions
      • Area/Zone composition will be carried out based on the exhibitor booth locations. Area/Zone composition will be determined by the Organizing Committee.
      • The location of block booths may be decided first on a first-come-first-served basis before conducting Session for Selecting Booth Position, to secure visitor flow line and emergency evacuation flow line, as well as to ensure safety in transporting goods in and out of the venue.
      • The booth allocation diagram might be altered even after booth positions have been decided. In this case, booths might be repositioned.
      • Since exhibition applications are accepted by a first-come-first-served basis, the date and time of applications received by email or fax will be checked and managed in a fair manner; however if we receive two submissions at the exact same time, the Management Office will decide between the two exhibitors by considering exhibitor’s past results (the number of times participated and exhibit scale) and the status (whether the exhibitor is a member of one of the sponsor organizations).
      • After booth allocation, utility booths will be set up in spare spaces. However, there may be later changes to booth allocation depending on the final number of booths.
      • The entrance and exit for a booth are normally decided by the exhibitor, but on occasion these may be specified by the Organizing Committee after considering visitor traffic.
      • As a general rule, requests to change exhibit zone(s) are not accepted after the deadline for Priority Applications (Friday, April 27, 2018).
    2. Spare booth spaces
      If booth spaces remain available on Friday, April 27th, the remaining spaces will be placed on the floor as spare booths. Exhibitors submitting applications after Saturday, April 28th must select booths from the spare booths specified on the booth allocation diagram after booth positions have been confirmed for exhibitors who applied before the deadline for Priority Applications. Spare booths will be allocated on a first-come-first-served basis.
    3. Fixed booth spaces
      The Organizing Committee has determined the following booth spaces to be fixed:
      1. Booths for Japan-related associations
      2. Booths for overseas cooperative organizations
    4. Utility booths will be setup in spare open spaces after the booth lot drawing is completed. However, exhibitors should be aware that further changes in booth allocation may occur due to exhibitor cancellations, reduction in booth spaces, etc.
    5. The Organizing Committee may specify the location of booth entrances for exhibitors applying for block booths in consideration of overall visitor flow.
    6. Changes to requested exhibition zones will not be accepted after the deadline for Priority Applications, which is Friday, April 27, 2018.

    5. Exhibit Applications and Contract Details

    5-1. Expenses included in the booth fee

    1. Badges
      Exhibitor badge
      15 badges per booth space
      Worker badge
      5 badges per booth space

      Note: For additional invitations, refer to section 5-2. Expenses other than booth fee.

    2. Invitations (Application required)
      1 to 3 booths
      Up to 1,000
      4 to 8 booths
      Up to 2,500
      9 to 12 booths
      Up to 4,000
      15 to 20 booths
      Up to 6,000
      Each additional 5 booths
      Increase by 1,200

      Note: For additional invitations, refer to section 5-2. Expenses other than booth fee.

    5-2. Expenses other than booth fee

    1. The following items and booth decorations other than base panels are not included in the booth fee:
      Primary power source construction cost + Electric consumption fee
      ¥10,800 / kW (including consumption tax)
      Overtime working hours fee
      ¥10,800 / hour (including consumption tax)
      Extra exhibitor badges (for those exceeding 15 per booth)
      ¥1,500/badge (including consumption tax)
      Extra worker badges (for those exceeding 5 per booth)
      ¥500/badge (including consumption tax)
      Extra invitation (In excess of the number of aforementioned free invitations)
      ¥324/invitation (including consumption tax)
      Envelope (Material: OPP film/Size: W 120 mm x L 235 mm <W 4.72 in x 9.25 in>; for sending customer invitation tickets )
      ¥22/envelope (including consumption tax)
    2. Utility booth (Separate application required)
      When using the space internally, for storage and break room, etc.
      ¥216,000/booth (including consumption tax)

      Owing to space limitations, there may be a maximum availability per exhibitor (or per zone if an exhibitor is exhibiting in multiple zones).
      Apply for the utility booth supplied in the Exhibition Guide, which will be distributed at a later date.

      1. Specifications
        2,970 mm (W) x 2,970 mm (D) x 2,700 mm (H)
      2. Fixtures per utility booth
        System panel walls, a door with lock, two fluorescent lights, one electrical outlet with 800 w output
      3. 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.
    3. Others
      Separate applications are required and charges will be levied for advertisement menus, promotion menus, and other rental items such as lighting and carpets, as well as for gas and water usage. Also, additional fees may arise owing to the regulations relating to booth design, or exhibitors requests. Details will be announced in the Exhibition Guide, which will be distributed at a later date.

    5-3. Exhibit application and contract agreement

    To apply for exhibition space, fill in the information required on the Exhibition Application / Contract Form, and submit the form to Japan Electronics Show Association, which is the CEATEC JAPAN Management Office (hereinafter may be referred to as JESA or the Association). The Association 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.

    • Send applications to

      CEATEC JAPAN Management Office (Japan Electronics Show Association [JESA])
      5F Ote Center Bldg., 1-1-3 Otemachi, Chiyoda-ku, Tokyo 100-0004 TEL: +81-3-6212-5233 FAX: +81-3-6212-5226 E-mail:contact2018@ceatec.com

    • Start of acceptance of applications

      Tuesday, February 20, 2018 10:00a.m. (JST)

      Note : Application will not be accepted before the stated date/time.

    • Application deadline

      Application deadline: Friday, April 27, 2018

      Exhibition applications will be accepted, even after deadline, as long as there are booth spaces remaining.

      Note: Please understand that the deadline may be earlier than above dates if the number of applications reaches its maximum.

    • Submitting a company profile

      First-time exhibitors to the show are required to provide a company profile and catalog(s) of product(s) planned to be exhibited upon submission of the exhibit application/contract. And, if there are major changes made to the corporate profile or catalog(s) of product(s) planned to be exhibited after the company has submitted these documents, an updated profile and/or catalog(s) must again be submitted. Applications without these documents will be put on hold until the Association confirms the receipt of these items.

    • Joint exhibitors with two or more

      Joint exhibitors should elect one "representative exhibitor" to handle payment of the booth spaces for all participating exhibitors. The Association Office will send a joint exhibit registration form to the representative exhibitor, who should fill it in and submit it to the Association.

    • Refusal of application

      Applications from any persons involved in bankruptcy, composition, receivership, civil rehabilitation, or corporate reorganization proceedings, or persons who are suspended from current account transactions from financial institutions will not be accepted. Similarly, applications from any persons deemed by the Association to be involved in similar circumstances will not be accepted. If an exhibitor company is found to fall into one of the categories described above after the contract has been concluded, the contract will be voided and that company will not be permitted to exhibit. In such a case, participation fees paid by exhibitors will be refunded. If deemed necessary by the Association, an investigation or inquiry into the surrounding circumstances will be conducted.

    5-4. Payment of booth fees

    Booth space payments are to be paid via electronic bank transfer according to the schedule below. The Association will issue an invoice and designate the bank account for remittance at this time. Checks and promissory notes are not acceptable as payment. Transfer fees are to be borne by the exhibitor.

    Booth fee payment deadline
    Friday, June 29, 2018

    5-5. Cancellation or reduction of the number of booths

    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 will be added to all fees.

    After Tuesday, May 1, 2018
    100% of booth fee

    Cancellations or any other changes must be notified by sending a letter via post, fax, or email and will become valid on the day that the notification is delivered to the Association.

CEATEC JAPAN 2018 Participation Guidelines(PDF download)

CEATEC JAPAN 2018 Exhibition Application Form (PDF download)