Exhibition Rules

The 35th International Agricultural Machinery Show in Obihiro

Exhibition Rules

The following rules have been established based on the show outline, and with the understanding and active cooperation of the exhibitioners, which will allow smooth management and success of the show.

1. Application for exhibition

  1. A prospective exhibitioner shall apply for exhibition to the Event Committee by filling out the designated application form and attaching photos and brief descriptions of the main items to be exhibited to the specialized form.
  2. The submission period for the application forms is from October 20, 2021, to November 30, 2021. We ask for submission by email though submission by fax will be accepted. Make sure the submission will arrive no later than the last day of the submission period.
  3. The maximum number of booths allotted to an exhibitioner is six. However, it may be smaller than the number they requested

Application Form

2. Payment of the burden charge for exhibition

  1. The burden charge for the booths an exhibitioner has been allotted must be paid by March 31, 2022.
  2. If the exhibitioner does not make the payment by the deadline, their exhibition shall be cancelled.

3. Cancellation or alteration of exhibition

  1. In principle, an exhibitioner’s cancellation or alteration of the exhibition will not be approved once their exhibition has been accepted. However, if the exhibitioner’s special circumstance is approved, the cancellation or alteration will be accepted. The Event Committee holds the right to re-allot the cancelled booths.
  2. The burden charge and the electric works charge paid before cancellation may be refunded after deducting the assessed amount of the cost that the Event Committee has already spent.

4. Exhibited items

  1. The Executive Committee will judge if the items can be exhibited according to the range of the exhibited items specified in the Outline, and inform the exhibitioner of the result.
  2. In principle, cancellation or changes of the items an exhibitioner has applied to exhibit will not be accepted. However, if the exhibitioner has an unavoidable reason that compels them to change, they shall submit a notification of change to the Secretariat by one month before the Show.
  3. Exhibited items are to be in the range specified in the Outline. Items not approved by the manufacturers or the authorized dealers, or used items, cannot be exhibited. Drones have to be those for agricultural uses only and cannot be flown at the show site.

5. Carrying in and out of the exhibited items

  1. Exhibitioners must observe the period for carrying in and out the exhibited items. Also, they must be careful about the time to carry in and out their items in order to prevent avoidable congestion or accidents.
  2. The period for carrying in items is the eight days from Tuesday, June 28 to Tuesday, July 5, from 6:00 a.m. to 7:00 p.m. Exhibitioners must report to the Secretariat and ask for instruction if they have an unavoidable reason that prevents them from carrying in the items during the period.
  3. Exhibitioners who exhibit facilities or structures that take days to set up need to get permission by submitting to the Secretariat a letter with a set-up schedule attached.
  4. Carrying out can be started after the closing ceremony on July 11 and should be finished by July 13. If it is difficult to finish the work by July 13, the exhibitioner must complete carrying out on the morning of July 14 while the show site is being cleared.

6. Booths

  1. The Event Committee decides the location and arrangement of the booths and will not accept any claims about it.
  2. There are no restrictions concerning decoration, towers, arches, flags or other advertising materials including their heights and amounts, but attention is required in order not to cause trouble to neighboring booths.
  3. The Event Committee installs electric supply lines.
  4. The voltage usable in a booth is 100V and 200V. The exhibitioner shall apply to the Event Committee for the voltage, capacity and the number of outlets (sockets) they need.
  5. Use of an engine generator in the booths is prohibited.

7. Security

  1. The Event Committee arranges for night guards to be at the show site in order to secure the exhibited items as follows:
    Period: Tuesday evening, June 28 to Thursday morning, July 14
    Time: 6:00 p.m. to 7:00 a.m.
  2. The exhibitioners must lock down their exhibiting items as much as possible and are responsible for keeping removable valuables safe.
  3. The night guards will vigilantly watch the exhibited items. However, the Event Committee will not assume any responsibility if a theft, loss or damage happens to an exhibited item in the booths.

8. Prohibited matters

  1. While business talks in each booth are allowed, acts of sales there are not permitted.
  2. Any item that could cause explosion, fire, foul odor, gas leakage or any other danger cannot be exhibited.
  3. Carrying in and out an exhibited item will not be permitted during the show period.

9. Insurance during the show period

  1. The Event Committee does not assume any responsibility if a theft, loss or damage happens to exhibited items, or harm to persons during the period from when the preparation begins until when carrying out of the exhibited items is completed.
  2. The Event Committee does not assume any responsibility for injury or loss to persons that happens in each booth, but it handles cases of legal liability compensation for general visitors in the rest of the show site as long as they are covered by the insurance.

10. Measures against COVID-19

Exhibitioners shall follow the national and prefectural standards against COVID-19
*Exhibitioners from outside Japan shall follow the national standards

With regard to booth management, exhibitioners shall adhere to the following standards:

  1. Good ventilation
  2. Restrict entry if necessary to avoid overcrowding.

11. Others

  1. Exhibitioners shall bear all the expenses concerning their exhibiting items including packing, shipment, storage, display and decoration.
  2. Do not place construction materials in the show site.
  3. The Event Committee sets up signboards including one at the entrance gate and site maps. Exhibitioners shall prepare a tent and other facilities and equipment for their booths.
  4. There are no regulations for fliers, catalogues and other documents given to visitors. There is no restriction against novelties and promotional gifts except that distribution of balloons is prohibited because there are high-voltage lines near the show site.
  5. With regard to items and money given as a prize for a game, lottery or any other kind of promotional event, the exhibitioner must be careful not to violate the regulations of the Fair Trade Commission.
  6. With regard to exhibited items and demonstration in each booth, the exhibitioner must pay attention to possible dangers and take measures such as installing fences.
  7. Exhibitioners who need water supply and drainage must apply to the Secretariat beforehand. Note that the request may not be granted depending on the details.
  8. Those who observe an unexpected occurrence of a disease or accident, whether involving exhibitioner staff or visitors, must immediately report to the Secretariat and follow their instruction.
  9. Matters that are not specified in the Exhibition Rules shall be discussed and decided by the Event Committee if necessary. Objections against the decisions shall not be accepted.
  10. As the Show is held in an agricultural district, exhibitions from areas where an infectious livestock disease has broken out will be declined.
  11. A meeting is held just after the show every day during the show period. A person in charge from each exhibitioner must come to the head office at 4:10 p.m.

For exhibitioners from outside Japan

  1. Exhibitioners who need to go through immigration procedures to enter Japan for exhibiting at the Show need to handle the procedures for immigration inspection and shoulder the cost for transportation and accommodation in Japan.
  2. An exhibitioner must shoulder the cost for electric wiring used in their booths besides the exhibition charge (burden charge for the booths). The event committee will collect the cost. They also must order tents, tables and chairs used in their booths from a rental trader on their own responsibility. The Event Committee can introduce rental traders and an exhibitioner can choose one of them. An exhibitioner must make inquiries to the Event Committee through their trader.
  3. An exhibitioner from outside Japan must have an interpreter who speaks Japanese or English on their own expense from the preparation through the end of carrying out the exhibited items for smooth communication with the Secretariat and other staff.