Exhibition Regulations

Important information, please be sure to read it.

Businesses and institutions applying for participation (hereinafter referred to as “Exhibitor”) in JAPAN PACK 2023 (hereinafter referred to as “Exhibition”) shall agree to comply with the “Exhibition Guide” provided by the Japan Packaging Machinery Manufacturers Association, the host of Exhibition (hereinafter referred to as “Organizer”), and all descriptions of “Exhibition Manual” (scheduled to be distributed in May 2023).

1.Application/Participation Fee

1-1 Applicant Eligibility

  1. Businesses, institutions, organizations, and individuals that contribute to the prosperity of the industry through commercial trade, research, the dissemination of information, and other activities related to packaging as well as other entities accepted by the Organizer are eligible to apply for participation in the Exhibition.
  2. The applicants shall agree to comply with the descriptions of these exhibition regulations and all notifications about the operation of the Exhibition sent from the Organizer.
  3. The Organizer will decline or cancel the application if they decide that the applicant is not appropriate for the objective of the Exhibition. The Organizer shall not be liable for any damage or cost that may be incurred by the applicant.

1-2 Application Period

  1. As a general rule, the applicants shall submit their applications during the period from Thursday, September 1, 2022 to Friday, March 31, 2023.
  2. The Organizer may stop accepting applications even during the application period if there is no more space that can be allocated to exhibitors’ booths in the venue.
  3. The Organizer may continue to call for applications even after the application period, i.e., from Saturday, April 1, 2023 onward if there is space that can accommodate exhibitors’ booths in the venue.
    Please directly contact the Organizer if you have an inquiry about the possibility of your application being accepted at the time when you submit it.

1-3 Application Method and Payment of Participation Fee

  1. The applicants shall confirm/accept all descriptions of these exhibition regulations.
  2. Complete the [Application Form] on the Exhibition’s official website (https://www.japanpack.jp/) to apply for participation. Upon completion of the application, a confirmation e-mail with the completed Application Form in PDF will be automatically sent to the applicant. The applicant shall confirm the contents of the PDF and keep it.
  3. The Organizer will accept the application after confirming all information in the form submitted by the applicant online, or by e-mail.
  4. After accepting the application, the Organizer will send an e-mail addressed to the registered person in charge to notify the applicant of the application being accepted. Upon receipt of this notification, the applicant shall confirm that the application is officially accepted. This e-mail is different from the auto-response confirmation e-mail specified under Item 2.
  5. The Organizer will sequentially issue an invoice for the participation fee to the Exhibitor. The Exhibitor shall pay the participation fee via bank transfer to the account designated by the Organizer by the due date. The due date and the bank account designated by the Organizer are specified in the invoice. The Exhibitor shall incur the money transfer charge.
  6. In the event that any payment by the Exhibitor for the participation fee on the invoice issued by the Organizer is not confirmed by the due date, the application will be considered canceled for the Exhibitor’s own reasons, and Items 1–5 (Cancelation of Application) will be applied.
  7. The Organizer may make a payment schedule based on the Exhibitor’s credit, payment history, application submission date, etc. separately from the payment schedule set forth in Items 5 and 6. If the applicant does not agree to this, the Organizer will decline or cancel the application. The Organizer shall not be liable for any damage or cost that may be incurred by the applicant.

1-4 Participation Fee

  1. The participation fee per booth (2.97 m x 2.97 m = approx. 8.82 m2) is ¥360,000 (excl.tax).
  2. The following (① to ⑥) will be included in the participation fee.
    ① Exhibition booth
    ② Partition (rear and side walls when there are adjacent booths. *System panels)
    ③ Installation of and maintenance fee for shared facilities
    ④ Public relations and advertising fees (Posters, handouts, PR campaigns of the Exhibition itself through websites and other online media)
    ⑤ Basic usage fee for “WEB Booth” available on the Exhibition’s official website
    ⑥ Planning/operation/maintenance fees for the Exhibition as a whole
  3. Discount service is available to early applicants. An Exhibitor who meets both of the following two conditions can use this service. Please be sure not to miss it.
    ① An Exhibitor who participated in JAPAN PACK 2022 held from February 15, 2022 to February 18, 2022. (Exhibitor who participated as a co-exhibitor or as an exhibitor at the Featured Exhibition is included).
    ② An Exhibitor whose application is accepted by Saturday, December 31, 2022. Discount: ¥10,000/Booth (excl. consumption tax).
  4. An Exhibitor who meets either of the following two conditions will be eligible to receive a special service called “PR opportunity creation support” through the Organizer’s media. Detailed information about the service will be provided later. Please be sure not to miss it.
    ① An Exhibitor whose application is accepted by Saturday, December 31, 2022.
    ② A new Exhibitor who has not participated in JAPAN PACK before.

1-5 Cancelation of Application

  1. If an Exhibitor fully or partially cancels their application for the Exhibitor’s own reasons after the Organizer accepts the application, the Exhibitor shall notify the Organizer of the cancelation in any written form, with which both parties can confirm the record of cancelation, such as e-mail.
  2. If the Organizer receives a written notice about the cancelation of an application from an Exhibitor, and approves it, the Exhibitor shall pay the following cancelation fee. An Exhibitor who cancels an application shall incur a cancelation fee from Sunday, January 1, 2023 onward, and as of the date when the Organizer receives a cancelation notice from the Exhibitor, either of the cancelation fees will be applied to the Exhibitor.
    ●Sunday, January 1, 2023 to Friday, March 31, 2023 50% of the total participation fee (consumption tax not required)
    ●On and after Saturday, April 1, 2023 100% of the total participation fee (consumption tax not required)
  3. The discount service set forth in Items 1-4 (Participation Fee) will not be applied to the cancelation fee paid by an Exhibitor who has canceled their application.
  4. If the Exhibitor notifies the Organizer of the cancelation of the application after transferring the participation fee to the bank account designated by the Organizer, the balance between the participation fee and the cancelation fee, including commissions necessary for reversing the transaction, will be refunded to the Exhibitor by the Organizer.
  5. The Organizer shall have the right to use all canceled booths in a way that the Organizer deems appropriate.
  6. If the violation of these exhibition regulations by an Exhibitor, or false descriptions in the application form, is revealed before or during the Exhibition, the Organizer will cancel the application/allocated booth(s) of the Exhibitor. In addition, the applicable Exhibitor shall pay the cancelation fee in accordance with this item (Cancelation of Application).

1-6 Decision on Booth Location

  1. The Exhibitor’s booth location will be decided by the Organizer based on the products to be exhibited, exhibit size, past records, application date etc. The location will be announced around June 2023.
  2. The Organizer will cancel the decision on the booth location(s) of an Exhibitor whose payment of the participation fee is not confirmed by the due date given on the invoice issued to the Exhibitor.
  3. The changing or swapping of the booth location decided by the Organizer will not be allowed as a general rule. However, this will not apply to changes that occur due to the addition of new exhibitors who apply after the application period as well as an increase or decrease in the total number of booths.

1-7 Prohibition of Booth Rental/Resale to Third Parties

An Exhibitor shall not rent or resell part/all of the allocated booth(s) to third parties, or swap with other exhibitors regardless of whether or not compensations are received. The Organizer will cancel the booth(s) allocated to an Exhibitor who rents or resells part/all of the allocated booth(s) to third parties or swaps with other exhibitors. In addition, the Exhibitor whose allocated booth(s) is(are) canceled shall pay a cancelation fee in accordance with Items 1-5 (Cancelation of Application).

2.Installation, Removal and Decoration

2-1 Installation and Removal of Products and Other Articles to Be Exhibited, Construction and Removal of Decorations

Please conduct the installation and removal of products and other articles to be exhibited and the construction and removal of decorations during the following periods determined by the Organizer.
●Installation: September 30 (Sat.) – October 2 (Mon.), 2023
●Removal: October 6 (Fri.) 5:00 p.m. (After the conclusion of the exhibition) – October 7 (Sat.) 9:00 a.m. 2023

2-2 Basic Booth Units and Decoration of Booths

  1. The organizer will, for the basic booth, set up the back wall, side walls (system panels) and the booth numbering plate.
    For a peninsula type of booth (three sides of the booth are adjoining to the aisles, and the only back side is adjoining to the other booth), only the partition wall and booth numbering plate on the surface which is in contact with the adjacent booth will be installed.
    In the case of the island booth (booth without adjacent booths), partition walls will not be constructed.
  2. All expenses will be paid by the Exhibitors with the exclusion of item1 above.
  3. The height of a basic booth is 2.7 m.
    The height of the booth decoration can be above 2.7 m for the sides which is adjoining to the neighbour booth, if it’s set back 1.0 m from adjacent booths.
    There is no need for setback on the sides that are adjacent to the aisles. However, the Exhibitor must submit decoration construction plans and required documents to the official contractor and obtain permission from the Organizer and the fire station concerned before executing a construction plan.
    This regulation is subject to change in compliance with the guidelines of relevant organizations. For further details, please refer to the “Exhibition Manual”.
  4. Making walls for all surface is prohibited to maintain visibility of the entire venue and availability of evacuation passages. The maximum allowable area for installing a wall, pillar, display stand, or other structure of 1.2m or more in height within 1m of an aisle is one-half the length of a side of the booth. Evacuation passages must also be secured.

2-3 Use of Fire and Hazardous Materials

  1. Using open fire and carrying in hazardous materials is prohibited at the venue.
    To obtain special permission to use open fire or hazardous materials, a request must be submitted and approved by the fire marshal concerned. In addition, there are restrictions on the amount that can be carried in depending on conditions such as the placement of the hazardous materials in the booth and the situation of adjacent booths.
    Machines that contain and use more than the assigned volute of oil cannot be demonstrated inside the venue.
  2. Hydrogen cannot be brought in or displayed.

2-4 Compliance with “Exhibition Manual”

Please comply with the “Exhibition Manual” (to be released around June 2023) for items not described in this regulation.

3.Other Regulations

3-1 Prohibition of Exhibits That Are Primarily Aimed at the collection of Personal Information

Exhibits primarily aimed at collecting personal information from visitors without displaying the company’s products or promoting products and services at the booth is prohibited.
Moreover, exhibits must meet the requirements of the Personal Information Protection Law.

3-2 Product Demonstrations and Presentations

  1. Product demonstrations and explanations can only be conducted inside the Exhibitors’ booths.
    An Exhibitor may not forcefully lead visitors to its booth, conduct demonstrations or explanations of exhibited products, distribute brochures or other items, solicit visitors or sell products outside its own booth.
    In addition, an Exhibitor must take sufficient safety measures when demonstrating its products to visitors.
  2. When using audio equipment to explain or demonstrate exhibited products, please make sure that conditions ①-④ below met so as not to disturb business talk and other activities of neighboring exhibitors.
    ① Set the volume to 60 decibels or lower when measured from a distance of 2.0m from the front of the booth.
    ②When setting up speakers, point them away from the aisles.
    ③Secure the visitor's seats and standing positions within the Exhibitor’s booths.
    ④If the Organizer determines that a sound is distributing business talks of neighboring exhibitors, the Exhibitors concerned must follow the instructions of the Organizer.

3-3 Food and Beverage Sampling

If the Exhibitor wishes to offer sample food or beverage used for demonstrations in its booth, it must submit an application to the public health center concerned and meet the conductions for approval such as setting up hand-washing spaces.
All applications to the public health center will be collected and submitted by the Organizer.

3-4 Prohibition of Photographs, Videos and Copies, Reproductions

Taking photographs, videos and producing copies, reproductions of exhibited products, fixtures, etc. without permission from the Exhibitor concerned or the Organizer is prohibited.
However, the Organizer requests exhibitors to cooperate as much as possible when members of official photography, video documenting teams (wearing armbands with the inscription “Official Documentation Team”) designated by the Organizer or the press (wearing armbands with the inscription “Press”) are shooting photographs or videos of the venue, exhibition booths, etc.

3-5 Protection and Enforcement of Intellectual Property Rights

The Exhibitor is requested to take necessary measures to protect and observe intellectual property rights (patents, trademarks, etc.).

3-6 Liability for Damage

The Organizer will pay close attention to the management, organization, and maintenance of the Exhibition, but shall not be held responsible for damages such as those indicated below.

  1. Injuries or damages to humans or articles arising from the use of the booth by the exhibitors or relates parties, or injuries or damages to humans or articles arising in the exhibition hall or in the vicinity due to negligence on the part of the exhibitors or related parties.
  2. In the event the organizer decides to postpone or call off the Exhibition due to a natural disaster, Infectious disease, and other events of force majeure, any damages, increases in cost or other matters of inconvenience that occur to the exhibitors or related parties.
  3. Damages to the exhibitors or related parties arising due to a natural disaster, delay and suspension in public transportation, social instability, etc.
  4. Accidental misspelling or omission of characters in any medium or data pertaining to the Exhibition.

3-7 Change/Cancelation of Exhibition

The Organizer may change, postpone, or cancel an Exhibition in the following situations:

  1. When the Organizer decides that the implementation of the Exhibition is not appropriate due to the occurrence of a natural disaster, infectious disease, accident, etc. in the venue and/or the neighboring area.
  2. When the Organizer decides that the implementation of the Exhibition is not appropriate after receiving an order/request for the cancelation of the Exhibition from any/all of the government, local governments, and the venue.
  3. When the Organizer decides that the implementation of the Exhibition is not appropriate for all other unavoidable reasons including social conditions.

If the Organizer cancels the Exhibition for any of the above reasons, the Organizer will calculate the necessary expenses at the time of making the decision of cancelation and refund the Exhibitor the paid participation fee from which the expenses are deducted.

3-8 Change and Addition of Rules and Regulations

The Organizer may change the rules and regulations of the Exhibition. If the Organizer changes the rules and regulations, the Organizer shall immediately notify the Exhibitor of the change(s).