Regulations for Exhibition

The 34th International Agricultural Machinery Show in Obihiro

Regulations for Exhibition

The following regulations have been established based on the show outline, and with the understanding and active cooperation of the exhibitioners, will allow for 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 early October, 2017 to November 20, 2017.
  3. The number of booths allotted to an exhibitioner may be smaller than the number they requested if the total number of booths applied for is larger than the total number of booths available.

Application Form

2. Exhibition charge (according to the Outline)

  1. Deposit
    1. The amount of deposit is 20,000 yen.
    2. The period of payment is from when an applicant receives the letter to approve their exhibition to January 31, 2018.
    3. The payee of the deposit is described on the bill.
  2. Burden charge for exhibition
    1. The amount is the total fee for the booths an exhibitioner has been allotted from which the deposit is deducted.
    2. The period of payment is from April 1, 2018 to April 30, 2018. An exhibitioner who fails to pay the burden charge during this period will be regarded to have cancelled their exhibition.

3. Cancellation or alteration of the 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 deposit paid before cancellation will not be refunded.
  3. 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. As soon as receiving the permission for exhibition, the exhibitioner must report the details of the items to be exhibited such as types, models, contents and amounts for examination by the Secretariat.
  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.

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, July 3 to Tuesday, July 10, 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 the items in 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 16, and should be finished by July 18. If it is difficult to finish the work by July 18, the exhibitioner must complete carrying out on the morning of July 19 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 indicate the voltage, capacity and the number of outlets (sockets) they need when the survey sheet comes. Exhibitioners will receive information on the electric wiring cost, which is attached to the survey sheet.
  5. Use of an engine generator 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, July 3 to Thursday morning, July 19
    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.

8. Prohibited matters

  1. While business talks in each booth are permitted, acts of sales there are not allowed.
  2. Any item that could cause explosion, fire, foul odor, gas leakage or any other danger cannot be exhibited even if the item is included in the range described in the Outline.
  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 an exhibited item, 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 that are covered by the insurance for general visitors in the rest of the show site.

10. Postponement, cancellation, and alteration of the Show

  1. The Event Committee may decide to postpone, cancel, alter or temporarily suspend the Show if one or more of the following events happen and the Event Committee judges that it is difficult to hold the show:
    1. Wind speed becomes 10 meters per second or higher during the Show.
    2. Bad weather such as storms or typhoons
    3. The show site or parking lot is flooded, or expected to be flooded.
    4. Natural or human disasters
    5. Occurrence of infectious disease such as a foot-and-mouth disease
    6. Security or diplomatic problems
    7. Other problems that make it difficult to hold the show
  2. If the Show has been postponed, cancelled, or altered, the Event Committee will refund exhibitioners the exhibition charge and the electric works charge after the necessary cost is deducted from it. The Event Committee will not assume any responsibility for other cost or loss that occurs to exhibitioners.
  3. The Event Committee will not compensate any loss that has occurred to an exhibitioner and concerned parties due to a natural disaster, transportation delay, or social unrest.
  4. The evacuation place to be used in case of a disaster that might occur during the Show is displayed on signs set in the show site.

11. Others

  1. Exhibitioners are to bear all the expenses concerning their exhibiting items including packing, shipment, storage, display and decoration.
  2. The Event Committee sets up signboards including one at the entrance gate and site maps. Exhibitioners are to prepare a tent and other facilities and equipment for their booths.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. There will be a restaurant open where you can buy food during the Show.
  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 receive instruction.
    (The Event Committee has accident insurance and will deal with the accident within its coverage.)
  9. Matters that are not specified will be discussed and decided by the Event Committee if necessary. Objections against the decisions will 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. Exhibitioners who violate the regulations may not exhibit at the next and future Shows.

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 besides the exhibition charge. 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.