Online Application

General Regulations

Please be sure to check (scroll) the General Regulations through to the end before applying.
1.
Application Approval
Application period is by December 16, (Fri.), 2022.
(Acceptance of applications will be closed once all exhibition spaces are occupied, even if before December 16.)
The Organizer reserves the right to reject applications if the exhibit of the Applicant is considered counter to the purpose of the exhibition.
The Organizer will not be liable for any damages caused by this.
2.
Payment of Exhibit Space Fee
After the exhibition application is approved by the Organizer, exhibition applicants will be billed for booth fees. Exhibition applicants must complete payment into the specified bank account by wire transfer by the deadline listed on the invoice. In addition, exhibition applicants shall be responsible for any applicable transfer fees. If these booth fees are not received by the deadline, the Organizer may cancel your application.
Payment Deadline: January 31 (Tue.), 2023
Please pay the total fee by January 31 (Tue.), 2023
You are required to make a bank transfer to the bank account specified on the invoice. Please note that bank-handling charges are the liability of the Applicant.
3.
Cancellation
In case of cancellation, the Applicant should submit a request to the Organizer for approval by written notice. The following cancellation fee is charged.
(The date the Organizer receives a written notification of cancellation from the exhibitor shall be considered the date of cancellation.)
Deadline of Cancellation (in writing) Cancellation Charge
On or before Jan. 31 (Tue.) 2023 50% of Total Exhibit Booth Fees
After Feb. 1 (Wed.) 2023 100% of Total Exhibit Booth Fees
In the event that the Applicant have not yet remitted the proper amount as noted above, the Applicant must remit it immediately. If the applicants have already remitted more than the amount noted above, the excess amount will be refunded by the Organizer.
(with transfer fees paid by the exhibition applicant)
4.
Cancellation by the Organizer
  1. The Organizer will cancel the exhibit without any admonition when the exhibitor is determined as a crime syndicate, a member of a crime syndicate, an affiliate of a crime syndicate, a corporate extortionist, a social activist, etc. (collectively referred to as “antisocial forces”), or if it is determined that the exhibitor is not fit to this exhibition.
  2. In such a case, the Organizer is not liable for any damage inflicted to the corresponding exhibitor. Also, the Organizer is allowed to demand compensation of damages caused by this to the corresponding exhibitor. Any paid exhibition fee will not be refunded.
  3. In such a case, the Organizer will not be responsible for any payment.
5.
Booth Allotment
The Organizer reserves the right to decide booth allocation taking the following into consideration: the overall zoning plan, the type and scale of exhibits, demonstration plans and application date, etc.
6.
Prohibition of Reselling Renting Booth
The Applicant can not rent, resell, exchange, or sell the booth allotted for the exhibitior, without obtaining permission from the Organizer.
7.
Sharing a Booth by Two or More Exhibitors
If two or more companies share a booth, the representative of these exhibitors should make an application and inform the Organizer of the names of other exhibitors as co-exhibitors.
8.
Installation and Removal of Exhibition Materials
  1. Delivery and installation of exhibiting materials must be carried out during the specific period designated by the Organizer. The facilities within the booth must be installed before 4 p.m. on the last day of installation period. The Organizer reserves the right to dispose of the booth in whatever manner the Organizer thinks appropriate, if the applicants do not install the exhibiting materials by the above time and date. If this happens, the applicants must pay the designated cancellation charge (100% of the exhibit space fee) to the Organizer.
  2. If the Applicant must delivery, move, and remove the exhibiting materials during the period of the exhibition, the Applicant must obtain permission of the Organizer before commencement of such activities.
  3. The exhibiting materials must be removed from the booths by the stated time and date. The exhibiting materials left within the booth after this time and date will be removed by the Organizer at the Applicants' expense.
9.
Use of the Exhibiton Space
  1. The Applicant should exhibit the products which fulfill the purposes of this exhibition and which are specified on the application form.
  2. All demonstrations or any other advertising and sales activities shall be restricted to areas inside the company’s booth. The Applicant shall be held responsible for ensuring that the passageways near the booth will not become congested because of its demonstrations or any other advertising and sales activities.
  3. The Applicant must give sufficient consideration to making sure that the decorations and designs of its booth do not block the adjacent booths of other companies. If a complaint is lodged from an adjacent booth, the Organizer shall determine the need for changing the decorations and/or designs from the standpoint of running and managing the exhibition. If changes are judged to be necessary, the exhibitor of said booth must agree to such changes.
  4. The Organizer shall have the right to restrict display items that are deemed problematic because of the sound they emit, the method of operation, materials, or any other reasons. It also has the right to prohibit or remove display items that do not match the objectives of the exhibition, based on the standpoint of running and managing the exhibition. This authority shall cover people, actions, printed matter and any other matters which the Organizers regard as being problematic.
  5. In the aforementioned clause, if there is a need for restrictions or removal, the Organizer shall not be held responsible and the exhibitor cannot make a claim against the Organizers for any expenses that accrue in conjunction with said restrictions or removal.
10.
Exhibits
  1. The Applicant should exhibit the products which fulfill the purposes of this exhibition.
  2. Exhibits prohibited by Japanese laws cannot be displayed in this exhibition. The Organizer does not tale any responsibility regarding the troubles made by violation.
11.
Custody and protection Exhibits
The Organizer will take security measures such as hiring security guards for custody and protection of exhibits at the site; however, will not be liable for damages or any other compensation for fire, theft, loss, damage or any other accident.
12.
Damage Compensation
The Applicant must be responsible for any or all damages caused by the carelessness of himself or his agents to exhibition, facilities, materials, building, or people.
13.
Alternation and Cancellation of Exhibition
If the exhibition is canceled or indefinitely postponed due to a natural disaster, large-scale spread of an infectious disease, restrictions or requests from the government, official body, or other public organizations, inability to use the land or building where the event is to be held, or any other unavoidable circumstance or force majeure, the Organizer shall refund the booth fees according to the table below. However, the Organizer shall bear no responsibility for any other expenses incurred by exhibitors for the sake of the exhibition.
Deadline of Cancellation (in writing) Cancellation Charge
On or before to January 31, 2023 (Tue.) 100% of booth fees (total including tax)
February 1 (Wed.) - April 30 (Sun.) 70% of booth fees (total including tax)
May 1 (Mon.) - June 9 (Fri.) 50% of booth fees (total including tax)
June 10 (Sat.) - June 18 (Sun.) No refund
14.
Non-issuance of invitations
Exhibition applicants shall not be permitted to request the issuance of invitations and other documentation required for visas from the Organizer.
15.
Questions and doubts
The Organizer shall retain the right to make the final decision regarding any matters not stipulated in the Exhibition Rules and Regulations, or if there are any questions and doubts regarding the Exhibition Rules and Regulations.
16.
Jurisdiction
Both parties hereto agree that the Tokyo District Court shall have Jurisdiction over any litigation between the parties arising from this "The Provison of Exhibition Agreement". In the case of such proceedings, all provisions shall be interpreted on the basis of the Japanese language version of this The Provison of Exhibition Agreement and in accordance with the laws of Japan.
17.
Other
If there are issues not defined in this exhibition agreement or doubts regarding its interpretation, the Organizer shall have the right to make the final decision.
* Click here for the General Regulations . (PDF)

Personal Information Protection Policy 

Please be sure to check (scroll) the Personal Information Protection Policy through to the end before applying.
Tokyo Big Sight Inc. (hereafter known as Tokyo Big Sight) performs operation and management of the Tokyo International Exhibition Center and conducts organization of trade fairs and building management.
Tokyo Big Sight recognizes that the protection of personal information is very important and considers it to be a social responsibility and duty.
Therefore, the following personal information protection policies have been defined and all employees should be familiarized with the contents.
  1. Collection, Usage, and Provision of Personal Information
    When Tokyo Big Sight acquires personal information, the purpose of usage must be clarified and the information must be gathered in legal and fair means. The usage and provision of personal information must remain within the clarified and predefined usage and provision.
  2. Purpose of Usage for Personal Information
    Tokyo Big Sight uses personal information gathered from customers for the following purposes.
    1. Contact parties or follow procedures related to the use of facilities managed by Tokyo Big Sight.
    2. Provide Information related to exhibitions, conferences, and other business activities organized by Tokyo Big Sight.
    3. Perform tasks including sending information and necessary materials, confirming receipts, payment to parties that have applied for an exhibition, or conference organized by Tokyo Big Sight.
    4. Perform surveys related to improving customer satisfaction, related to the planning and development of organizing an event, or providing building services.
    5. Send the Tokyo Big Sight promotional magazine or invitations to Tokyo Big Sight organizing events.
    6. When personal information is gathered for other purposes, the purpose of usage is clarified.
    7. Comply with laws, directives, and guidance from governmental organizations.
  3. Provision to Third Parties
    Tokyo Big Sight will not provide or disclose personal information provided by customers to third parties except in cases where the customers’ consent is given or where the information must be supplied for legal reasons.
    However, necessary personal information may be provided to the subsidiary company Big Sight Service for the purpose of providing a requested service.
  4. Outsourcing
    Tokyo Big Sight may outsource the handling of personal information in order to fulfill the purpose of usage. The entrusted parties enter into a contract with the personal information protection protocols so that the handling of personal information continues to be managed and controlled.
  5. Proper Management of Personal Information
    Tokyo Big Sight takes appropriate safety measures for collected personal information to prevent unauthorized access, falsification, destruction, leakage, or loss. Employees who handle personal information are provided with training and educational activities to protect personal information.
  6. Disclosure, Correction, or Deletion of Personal Information
    Tokyo Big Sight endeavors to manage the latest and most accurate personal information. Tokyo Big Sight will promptly comply with customer requests to check, change, or correct registered information, to stop providing services, or to delete registration.
  7. Compliance to Laws and Other Standard Practices
    Tokyo Big Sight practices the handling of personal information according to laws and other standard practices, and constantly strives to make improvements to the above activities.

(Questions and comments about personal information)
E-mail privacy-info@tokyo-bigsight.co.jp
Personal information management: FAX:+81-3-5530-1222

Click here for the Personal Information Protection Policy. (PDF)

General Privacy Statement on the organization of trade fairs

Please be sure to check (scroll) the General Privacy Statement on the organization of trade fairs through to the end before applying.
The below provides you with an overview concerning our collection and processing of your personal data as well as your rights under the privacy law and privacy policy of Tokyo Big Sight Inc., when conducting organization of trade fairs. EU Commission made an adequacy decision based on Article 45 GDPR to Japan on 23 January, 2019. Tokyo Big Sight Inc. manages your personal data in accordance with the framework for the adequacy decision agreed by Japan and EU.
  1. Name and contact information for responsible person
    The responsible party is:
    Tokyo Big Sight Inc.
    3-11-1 Ariake, Koto-ku, Tokyo 135-0063 JAPAN
    Email: privacy-info@tokyo-bigsight.co.jp
    FAX: +81-3-5530-1222

    You can reach our data protection officer at:
    Tokyo Big Sight Inc.
    Personal information management
    3-11-1 Ariake, Koto-ku, Tokyo 135-0063 JAPAN
    Email: privacy-info@tokyo-bigsight.co.jp
    FAX: +81-3-5530-1222
  2. Purposes of processing the data
    Tokyo Big Sight Inc., co-organizer, and its contractor process your registered personal data for the purposes as below, if you give us your consent.
    (1)To satisfy contractual requirements
    Tokyo Big Sight Inc., co-organizer, and its contractors may use personal information registered with consent beforehand for the purpose of satisfaction of contractual requirements.
    (2)To send e-mail newsletter
    Tokyo Big Sight Inc. usually use email for provision of information related to exhibitions, conferences, and other business activities organized by Tokyo Big Sight Inc.
    (3)To answer the inquiry, if any
    (4)Correspondence to the request, if any (e.g. providing the show brochure or information, etc.)
    (5)To introduce vendor/service provider for the exhibition
    (6)To provide information from vendor/service provider for the exhibition
    (7)To introduce seminar/event/exhibition
    (8)To investigate and analyze access tendencies of official website of the respective exhibition organized by Tokyo Big Sight Inc
  3. Recipients of the dat
    Only those who absolutely need your data to satisfy our pre-contractual, contractual and legal obligations or to communicate with you will receive access to said data. These can include:
    • Tokyo Big Sight Inc.
    • Co-organizer of the exhibition
    • Contractors of respective exhibition organized by Tokyo Big Sight Inc.
    • Data processor assigned by Tokyo Big Sight Inc.
    • Exhibitors who utilize lead retrieval system at the respective exhibition organized by Tokyo big Sight Inc.
    Additional data recipients can be those to whom you have given your consent for data transmission on a case-by-case basis.
  4. Transmission to Japan
    Japan has the adequacy decision by the EU Commission. With your consent or to satisfy contractual or legal obligations, we transmit data to Japan. Tokyo Big Sight Inc. manages personal data with appropriate protection measures such as identification and recognition of access, restriction, management of authorization, recording, measure for the malware, and safety measure at data transmission. You can get detail of measures with contact to Tokyo Big Sight Inc
  5. Categories of personal data concerne
    Tokyo Big Sight Inc. will collect and process your personal information such as your name, name of company, section, position, address, phone number, fax number, e-mail address, country, and business category.
  6. Duration of storage
    Your data will be stored until our contractual obligations have been met. The data will be deleted if your knowledge is no longer necessary or if the purpose ceases to exis
  7. Your rights under the data privacy law
    With respect to personal data concerning you, you have the right to access your information, rectification, erasure, restriction of processing, and data portability.
    At any time you can revoke consent given to us to process your personal data with effect for the future.
    EU residents also have the right to lodge a complaint with a supervisory data protection authority according to Article 77 GDPR
  8. Your consent of data provision
    Provision of personal data isn’t a statutory or contractual requirement, or a requirement necessary to enter into a contract. Data subject is not obligated for making contract. But you can’t register as exhibitor or visitor unless you provide your personal information required to fulfill on the form
  9. Automated decision-making including profiling
    We do not use personal data for any automated decision-making including profiling to create or perform contractual relationships
  10. Encrypted transmissio
    The inquiry form of the respective exhibition organized by Tokyo Big Sight Inc. uses encrypted transmission via SSL for the purpose of personal data protectio
  11. Implement appropriate measure
    Tokyo Big Sight Inc. implements appropriate technical and organizational measures to ensure a level of security appropriate to the risk
Click here for the General Privacy Statement on the organization of trade fairs. (PDF)
We hereby apply to exhibit at this exhibition which will be held from Jun. 15(Thu.) to 18(Sun.),2023.
We agree that the acceptance of this application by the organizers constitutes the conclusion of a contract between the organizers and us.
We agree to be bound by exhibition rules and regulations and any other additional terms and conditions required by the organizers.
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