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1.Regulations for Exhibition

Qualification

Exhibitors shall be limited to animation-business related companies.

Conditions

1. It is inevitable that exhibitors participate in the full 4 days of the period. (Except for Business Day-only exhibitors)
2. If the Tokyo International Anime Fair Executive Committee Secretariat (hereinafter referred to as the “Secretariat”) judges that an exhibitor has left their stand halfway during the period, the fees for dismantling and/or storage may be charged to the exhibitor and also Secretariat may prohibit the exhibitor's application next time.
3. If evacuation recommendations and warnings are issued by the World Health Organization and/or the Japanese Foreign Ministry, applications from the relevant regions may be refused, in order to maintain the safety and security of the venues.

Confirmation of Exhibits

1. Exhibitors must provide an outline with details of their exhibits when applying via the website after agreed with ”Application Guidelines for Exhibitors”.
2. Exhibits for specific political purposes or for specific religious purposes will be refused.
3. If exhibitors change their exhibits after their initial application, they must notify Secretariat in writing and wait for approval.
   Exhibitors shall not be permitted to display exhibits and items that have not been approved by the Secretariat in advance.
4. Exhibits should not offend public order and morals and should not violate the Youth Development Ordinance of the Tokyo Metropolitan Government and other ordinances. In principle, they must be approved in advance by the Secretariat. If exhibits and items offend the guideline, they should be removed. (If the R-18 items, which are immoral pictures and things are used for gamble, are decorated at your booth, the Secretariat will remove those items.)
5. If exhibitors have not yet decided on the details of their exhibits at the time of application, the outline must be described. The exhibitor shall fill in the details required in the form and then submit it to the Secretariat.
6. Secretariat determines the suitability of the exhibits based on the accepted application. Secretariat reserves the right to refuse the application if the exhibits are deemed to be unsuitable. Also if exhibits and items that have not approved by the Secretariat in advance are displayed, they could be removed without notice.
   Any exhibits violating the Youth Development Ordinance of the Tokyo Metropolitan Government and other ordinances will be removed.
   If the Secretariat deems an exhibitor to have deliberately and maliciously displayed items which have not been approved in advance, the Secretariat shall demand that the exhibitor cease their participation. In such cases, exhibition fees and other incidental expenses will not be refunded.
7. Exhibitors are responsible for any personnel damages and material losses incurred by the violation of the Application Guidelines for Exhibition. Secretariat is not responsible for any such damages and/or losses.
   

Obtaining Visas

Secretariat cannot serve as a guarantor or as a personal referee for applicants who wish to obtain a visa to enter Japan. If necessary, the Secretariat shall issue a certification of exhibition participation and proof of payment for exhibition fee.

Exhibition Category

Exhibitors may apply for the categories of “Trade Show”, “Business Day”, “School Zone”, and “Anime Bazaar.”

Please be aware that for “Anime Bazaar”, “School Zone”, and “Business Day” exhibition zone (location of stand) is predetermined to a certain extent.

Please see 6. Application for Exhibition / Exhibition Fee for further information.

 

2. Provisions of Venues

1. Secretariat shall make every effort to conduct the smooth operation of the Fair in accordance with “Exhibitor manual” (to be distributed later).
2. Concerning exhibits and decorations, exhibitors must follow the rules of use for Tokyo Big Sight, Disaster-Prevention Guidelines, and the Fire Services Act.
3. Exhibitors shall be responsible for any theft, losses, fire, and disaster caused by human acts. Secretariat will not assume such responsibility.
4. If the Secretariat recognizes that exhibitors are making louder sound than the stipulated volume level (BUSINESS DAY: over 50dB / PUBLIC DAY: over 60dB), the Secretariat shall request the exhibitors to lower the volume or stop the program altogether.
5. Events or presentations by the exhibitors must be conducted in their own stand. If exhibitors set up a stage in their stand, a space for potential audiences must be included within their stand space.

 

3.“Trade Fair” Zone

1)Stand Location

Stand location shall be determined by the Administration Commission of the Tokyo International Anime Fair Executive Committee. The location will determined according to the registration list at the time of November 30(Wed).
If the payment is not confirmed by the designated date, stand location of the exhibitor may not be shown in the venue plan that will be handed out at the ”Orientation meeting for exhibitors”.

2)Secretariat designing area

Secretariat is planning to design an exhibition area with a theme. The details will be planned by the Administration Commission of the Tokyo International Anime Fair Executive Committee.

 

4. Change of Fair Date & Time

Secretariat may change the date or hours of the Fair due to unavoidable circumstances. Exhibitors cannot cancel their participation in the Fair or terminate the contract on the grounds of such changes. Exhibitors will not be compensated for any damages resulting from such changes.

5. Fair Cancellation

The Fair may be cancelled due to natural disasters or other unforeseen circumstances. Prepaid exhibition fees will only be reimbursed if the Executive Committee decides to cancel the Fair before the opening. However, exhibitors will not be compensated for any damages resulting from such cancellation.

6. Application for Exhibition / Exhibition Fee

How to apply

Please fill in all the necessary information of the Exhibition Application Form in the Tokyo International Anime Fair 2012 website.
(Applications via fax or e-mail will not, in principle, be accepted.)
*Please agree with each Exhibition Category below before you apply.

On “Trade Show”

Trade Show presents an opportunity to exhibitors for promoting own company and for business talks in their booth through 4 days. Trade Show will provide you with the business opportunities with many exhibitors, buyers, and visitors from abroad Please read 7. Additional Charge and 8. Provisions for Merchandising about stand location and sales of merchandise options. Exhibitors may choose School Zone, Anime Bazaar, or Business Day Exhibition (only 2days exhibition).

On “Business Day”

Exhibitors applying for this category may participate only on March 22 (Thu) and 23 (Fri), 2012. (Exhibitors may participate only 2 days) Dismantling is scheduled after the Fair is closed on March 23. Please be aware that exhibition zone (location of stand) is predetermined to a certain extent. Location of your stand will be decided by lottery.
* Basically, this category is for stands with booth units from 1 to 3.

On “School Zone”

Exhibitors engaged in Anime related school and educational institute management may apply for “School Zone” category; there are certain merits for “School Zone” exhibitors.
Please be aware that exhibition zone (location of stand) is predetermined to a certain extent.

On “Anime Bazaar”

This is a zone only for selling Anime related merchandise for 4 days. The stockroom with key will be set up at the hall. (The size of stockroom depends on how large bazaar space is.)
Please be aware that exhibition zone (location of stand) is predetermined to a certain extent.

If an application is filled during the “Late application” period, the Secretariat may not be able to accept it due to the limited number of availability. In such a case, the exhibitor should apply to the “Trade Show” category (4 days).

Trade Show, Business Day, Anime Bazaar

Application period / Exhibition Fee (tax included)

 -Early application: September 1 (Thu) – October 31 (Mon), 2011
  140,000 YEN per booth / payment deadline: November 30 (Wed), 2011

 -Standard application: November 1 (Tue) – 30 (Wed), 2011
  160,000 YEN per booth / payment deadline: December 26 (Mon), 2011

 -Late application: December 1 (Thu) – December 15 (Thu), 2011
  180,000 YEN per booth / payment deadline: January 13 (Fri), 2012

School Zone

Application period / Exhibition Fee (tax included)

 -Early application: September 1 (Thu) – October 31 (Mon), 2011
  260,000 YEN per booth / payment deadline: November 30 (Wed), 2011

 -Standard application: November 1 (Tue) – 30 (Wed), 2011
  280,000 YEN per booth / payment deadline: December 26 (Mon), 2011

*Please note that when the number of applications reaches the availability during the period of entry, applications may not be accepted.
*If an exhibitor is applying to participate in the Fair for the first time, submission of company outline and other related materials may be requested.
*The number of booths applied for by the applicants may be adjusted by the Secretariat due to limitations of space and other reasons.
*A discount of 40,000 JPY will be given to 1-3 booths and 20,000 JPY will be given to 4 booths or more to those exhibitors who apply during the early application period.

For example, the cost of a single booth will be reduced from 140,000 JPY to 100,000 JPY and the cost of 4 booths will be reduced from 560,000 JPY to 540,000 JPY.
The cost of a single booth at the School Zone will be reduced from 260,000 JPY to 220,000 JPY.

Payment of Exhibition Fee

After accepting applications, the Secretariat will send an invoice to the applicant. Please make the payment to the designated bank account by the deadline printed on the invoice.
Confirming the payment concludes the formal acceptance of the application. If the payment is not confirmed by the designated date, the application may be cancelled. Incidental charges for making the payment shall be borne by the applicants. Secretariat will not issue a receipt. Please refer to your transfer receipt issued by the transferring bank.
※Application will be completed after you send the application form by official website. Please make contact with Secretariat by email or fax for cancellation. A fee will be charged in conformity to 11. Contract for Exhibition Attendance.

 

7. Additional Charge

Stand location option

A corner stand with 2 openings will cost an additional 21,000 JPY (tax included). However, exhibitors applying for more than 3 booth-stands will be exempted from this fee.
*Please note that when the number of applications reaches the availability during the period of entry, applications for the stand location option may not be accepted.

 

8. Provisions for Merchandising

1)The period of merchandising: March 24 (Sat) and 25 (Sun), 2012

Merchandising during the period of Business Day (March 22 (Thu) – 23 (Fri)) is not, in principle, permitted. However, exhibitors who have applied for the additional option to be able to offer merchandise shall be allowed to sell only samples to visitors who are related to the Anime industry.

Sale of merchandise option

Exhibitors wishing to sell product samples during the Business Day period will be charged with an additional fee of 25,000 JPY (tax included).

Category	Period	Sale of merchandise	Stand location
Trade Show	March 22(Thu), to March 25(Sun), 2012
Anime Bazaar
School Zone
Business Day	March 22(Thu), to March 23(Fri), 2012

...No addtional application necessary ...Option application necessary ...Not applicable

2)Exhibitors who wish to sell must tell what products you would like to sell when you apply for it. The guidelines for exhibits shall also be applied to the sales items.

3)Merchandise should be limited to the items for which exhibitors own the license or for which exhibitors have been given the license.        

If troubles with owners of copyright, manufacturers, distributors and other organizations concerned occur, sale must be stopped immediately. Please be sure to notify the merchandise to the Secretariat in advance.

 

9. Application for TAF Stage & Symposium

Secretariat accepts the application of stages from only exhibitors. If there are more applications than expected number of programs, the Secretariat will decide which applicants and which time by lottery.
You can just apply for one program per content. If the content that you applied is same as others, you must decide the representative company which applies for the content.
Application period of TAF stage is the middle of December. (Tentative)
Utilizing stage is charged and symposium might be charged.(Charge for symposium is tentative.)

 

10. Basic-booth Setup

Items included in basic-booth exhibition fee

1.Basic decoration setup

 a. back and side panels b. parapet panel c. area sign (double-sided)
 d. company name panel (single-sided) e. 1 folding chair per booth
 f. 1 x 40W fluorescent lamp per booth
 g. 1 x 2-slot electrical socket and fees for electrical equipment for up to 1.0 kw per booth (including rental fee and installation costs)

 *In the case of exhibitors using up to 3 booths
  Basic-booth decoration setup shall be applied.
  (1 booth: 3m x 3m, 2 booths: 3m x 6m, 3 booths: 3m x 9m)
 *In the case of 4 booths or more

The stand area shall be provided to the exhibitors without the basic decoration setup.

*Exhibitors should apply for the necessary number of booths to accommodate both potential audiences and their waiting lines prior to entering.

2.Basic decoration setup for School Zone

 (1 booth: 3m x 3m, 2 booths: 3m x 6m, 3 booths: 3m x 9m)
 a. Decorated wall panel b. school name panel (single-sided)
 c. 1 folding chair per booth d. 1 x 40W fluorescent lamp per booth
 e. 1 x 2-slot electrical socket and fees for electrical equipment for up to 1.0 kw per booth (including rental fee and installation costs)
 Joint space at School Zone: it will be a rest and business meeting place.

3.Passes and tickets

• 5 passes per booth shall be provided to the exhibitors.
• 5 stickers per booth shall be provided to the construction staff.
• 10 Business Day invitation tickets per booth shall be provided.
• 10 Public Day invitation tickets per booth shall be provided.

*Additional tickets are chargeable.
The maximum number of tickets for buiness day and public day is 100 per an exhibitor not per booth.

 

11. Contract for Exhibition Attendance

Contract procedure

Secretariat shall send two copies of the contract to the applicant after acceptance of the application. After signing both copies, applicants shall keep one copy and are required to return the other to the Secretariat by the designated deadline. The contract shall be in effect when the Secretariat receives the copy from the applicant, and the applicant shall be entitled to use the designated stand during the period referred to as carrying in to carrying out.

Cancellation of application and termination of contract

1.Cancellation of contract by the action of exhibitor

Cancellation after a certain period will result in the cancellation fee, which will be borne by the applicant according to the application period as follows.

• Early application
  December 1 (Thu),2011 – January 10 (Tue), 2012 : 50% of exhibition fee
  After January 11 (Wed), 2012 : 100% of exhibition fee
• Standard application
  December 1 (Thu), 2011 – January 7 (Sat), 2012 : 50% of exhibition fee
  After January 8 (Sun), 2012 : 100% of exhibition fee
• Late application
  January 14 (Sat) - 28 (Sat), 2012 : 50% of exhibition fee
  After January 29 (Sun), 2012 : 100% of exhibition fee

 *Incidental prepaid fees and charges will not be refunded.
 *However, in the event where participation is not possible due to an unforeseen circumstance recognized by the Secretariat, such as a natural disaster, exceptions will be made.

2.Cancellation of contract by the act of the Secretariat

After accepting the application for exhibition or concluding the contract, if evacuation recommendations and/or travel warnings are issued by the World Health Organization and/or Japanese Foreign Ministry, applications from the relevant regions could be refused. In such cases, exhibition fee already paid by affected applicants shall be refunded in full. Please note that other expenses associated with participating in the exhibition and damages due to the cancellation shall not be compensated for.

--Please read “Application Guidelines for Exhibitors(PDF)” for further information.