Exhibiting Regulations
- 01. Eligible Exhibitors
- 02. Exhibits
- 03. Exhibition Categories
- 04. Booth Standards, Booth Configurations and Number of Booths
- 05. Exhibition Fees
- 06. Various Other Fees
- 07. Exhibition Contract Application
- 08. Application Deadlines
- 09. Changing the Number of Booths or Canceling
- 10. Paying Exhibition Fees
- 11. Allocation of Booth Locations
- 12. Prohibited Activities
- 13. Responsibilities of Exhibitors
- 14. Protection of Industrial Property Rights
- 15. Disputes Between Exhibitors
- 16. Cancellation or Change of Exhibition Duration due to Unavoidable Circumstances
- 17. Exhibition of Products from Overseas
- 18. Entry Visa Application
- 19. News Gathering and Photography
- 20. Other Regulations
- 21. Organizing Committee
“How to Exhibit and Exhibit Regulations” can be viewed on the PDF file. 
01. Eligible Exhibitors
Manufacturers, importers and exporters of broadcasting equipment, components and related products; companies that handle software related to broadcast equipment.
Note: No exhibition applications submitted by agents, including advertising agents, will be accepted.
02. Exhibits
All types of equipment, accessories, measuring units, components and software used for broadcasting and program production.
■Professional Audio
●Audio Equipment
Microphones, Recorders, Audio Files, Audio Tape, Mixers, Mastering Equipment, Editing Systems, Encoding and Comparison Technologies, Converters, Effectors, Amplifiers, Speakers, Players, Audio Equipment for Facilities, Intercams, Consoles, Transmission Cables, Accessories, and Other Related Peripheral Equipment.
■Pre-production
●Cameras and Related Equipment
HDTV Systems, Studio Cameras, VTR-Pack Cameras, Crane Cameras, Lenses, and Other Related Peripheral Equipment.
●Recording Equipment
Video Servers, Disk Recorders, DVD Systems, VTRs, Memory Cards, Optical Disks, Video Tapes, Data Compression Technologies, and Other Related Peripheral Equipment.
●Professional Lighting Equipment
Studio Lighting Equipment, Stage Lighting Equipment, Lighting Control Systems, and Other Related Peripheral Equipment.
●Electronic Displays
Electronic Displays, Video Monitors, Projectors, LCD/PDP/LED Displays, Prompters, and Other Related Peripheral Equipment.
■Post-production
●Editing and Production Equipment
Editing Devices, Switchers, Routing Switchers, Non-linear Editing Systems, Title Production Systems, Character Generators, Composite Systems, Painting Systems, Converters, Encoders, and Other Related Software and Peripheral Equipment.
●Multimedia Systems
CG Production Systems, Animation Production Systems, Virtual Systems, Software, and Other Related Software and Peripheral Equipment.
●Production Management Systems
Content Management Systems, Systems Integration Technologies, Database Technologies, Storage Equipment, Archive Systems, and Other Related Software and Peripheral Equipment.
■Output and Transmission Systems
●Output Systems
Automatic Program Output Systems, Automatic CM Output Systems, Servers, Audio Files, Video Files, Still Imaging Files, Telecine, Opaque, and Other Related Peripheral Equipment.
●Relay Systems
Base Station Facilities, FPUs, SNG, OB Vans, Communications Radios, Emergency News Systems, and Other Related Peripheral Equipment.
●Transmission Systems
Radio Broadcasting Equipment, FM Broadcasting Equipment, Terrestrial Television Broadcasting, Satellite Broadcasting, CATV, Data Broadcasting, Multiplex Broadcasting, Mobile Broadcasting, IPTV, IT Solutions, Streaming, Transmission Cables, Radio Transmission Cables, Fiber Optics, and Other Related Peripheral Equipment.
■Broadcasting Equipment
●Electric Power Units
No-break Power Units, Constant-Voltage/Constant-Current Regulated Power Units, Battery Packs, Battery Charger-Discharger Equipment, and Other Related Peripheral Equipment.
●Measuring Equipment and Converters
Test Signal Generators, Measuring Equipment, and Other Related Peripheral Equipment.
●Stand-by and Peripheral Products
Cabinets, Racks, Pedestals, Camera Tripods, Camera Platforms, Cranes, Steadycams, Furniture, Camera Carrying Cases, and Other Related Peripheral Equipment.
■Professional Lighting Equipment
●Professional Lighting Equipment
Studio Lighting Equipment, Stage Lighting, Lighting Control Systems, Lighting Control Consoles, Wireless Remote Control Devices, Stage and TV Studio Lighting, Elevating Unit for TV Studio Lighting Battens, Lighting System for Photography Studios, and Other Related Peripheral Equipment.
■Publications·PR
●Publications·PR
Related Books, Music Libraries, and Related Software/Services.
03. Exhibition Categories
- (1) Video and Broadcasting Equipment (May select either full overhead lighting or all overhead lighting off)
- (2) Professional Audio Equipment (Full overhead lighting only)
- (3) Professional Lighting Equipment (all overhead lighting off only)
When an item to be exhibited falls into both categories, two options are possible: the exhibit may either be placed in the category of greatest importance, or the exhibitor may exhibit in both categories. If the Video and Broadcasting Equipment Category is selected, the exhibitor may elect to have all overhead lighting on or off.
In addition, exhibitors in the Professional Lighting category may illuminate towards the ceiling; however, considering the influence on surrounding exhibitors, please note that this kind of exhibitors’ booth will be located at the far end of the show space.
04. Booth Standards, Booth Configurations and Number of Booths:
(1) Number of Booths and Configuration
| Booth Configurations | Number applied for |
|---|---|
| 1 row | 1, 2, 3, 4, 5, 6 |
| 2 rows | 4, 6, 8, 10, 12 |
| 3 rows | 9, 12, 15, 18 |
| 4 rows | 16 |
| Block format | 20, 25, 30, 35, 40, 45, 50, 55, 60, 65, 70, 75, 80, 85, 90, 95, 100 |
a. May have booth(s) of other exhibitors on one or three sides.
b. After the exhibitor application deadline has passed, the number of booths applied for may be adjusted, depending on the overall configuration.
(2) Standards and specifications for 1 to 18 booths
| a. | Booth space specifications: | 2.97m (W) x 2.97m (D) |  |
| b. | Booth facilities: | For exhibitors with 1 to 4 row-type booths, system panels will be installed as back panels on the side(s) of neighboring booths of other exhibitors. However, system panels will not be placed on the corner-facing sides of corner booths. | |
| c. | Hallways along the four perimeter edges of a booth will only be marked, to the following booth specifications: 3m (W) x 3m (D) | ||
(3) Standards and specifications for 20 to 100 booths (block-type booths)
The standard for block booths is: 1 booth space = 9m2. The floor will be marked in an area equal to (W:D) 2:1 or 1:1 based on the total floor space reserved (9m2 x no. of booth spaces). Actual dimensions will be specified in the floor plan at the time of the lot drawing for booth space allocation. Exhibitors are requested to design their booths according to the specifications provided in this floor plan. Please be aware that no booth dimension requests will be entertained.
・Sample booth dimensions
Example of application for 25 booth spaces:
Dimensions are marked out for an area of 225m2 (9m2 x 25 booth spaces), ranging from a rectangular shape having wider entry dimensions to a square.
(4) Booth Height
The standard height is 2.7m. Details of booth wall heights are shown below.
| a. 1 to 18 booth spaces (row-type booth) | b. More than 20 booth spaces (block-type booth) | |||
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c. If product sizes exceed height limitations
The height limitation on product exhibits and decorations is stipulated above. If exhibited products will exceed these height limitations, the exhibitor should submit product specifications and other requested information to the Show Management Secretariat at the time the exhibition application is submitted, and the exhibitor must receive prior permission from Inter BEE Organizing Committee. Product exhibits are to be displayed within the specified space limitations of the exhibition booth and not displayed in a way that would encroach upon corridor spaces. Exhibited products that have received prior permission to exceed height limitations must be exhibited in their original state. No additional decoration is permitted.
d. Locations of exhibitor booths with height protrusions
Taking into account their impact on other booths, the Inter BEE Organizing Committee will determine the locations of such booths prior to the drawing of lots to allocate booth locations. For this reason, exhibitors whose exhibits will exceed the height of their booths may not participate in the drawing of lots for booth allocation.
(5) Protrusions in violation of booth specifications
Exhibited products, decorations, packing materials or other items that protrude outside the specified booth space limitations prevent smooth passage and can cause accidents. Therefore, exhibitors are required to exhibit products within the spaces specified in the space limitations for their booths.
Exhibitors who do not obey this regulation are subject to the surcharges described below. These charges also apply to upward protrusions exceeding the booth height limitations.
Penalty surcharges shall be levied against exhibitors who are determined to have violated these specifications. Be aware that the Inter BEE Organizing Committee may also assess penalties for future exhibits.
¥94,500 (including consumption tax) per 1m3
For protrusions having spatial dimensions exceeding 1m3, the surcharge shall be computed in units of 1m3
Please apply for a number of booth spaces that will permit storage of exhibit items and decorations within the space indicated by booth specifications.
(6) Two-story structures and ceiling-suspended structures
Two-story structures are not allowed, and floors may not be raised by more than one meter. Structures suspended from the ceiling are also prohibited.
(7)Vehicle displays
If displaying broadcast relay vans or other vehicles in your booth, please be certain that the vehicle stores within the space stipulated by the booth specifications. If this height will be exceeded, please make an over-height application as is indicated in the section entitled “if product sizes exceed height limitations.”
05. Exhibition Fees
Exhibition fees per booth (2.97m x 2.97m) are as follows*:
| Total (Consumption tax included) | |
|---|---|
| Japan Electronics Show Association members | ¥273,000 per booth |
| Other exhibitors | ¥304,500 per booth |
*includes consumption tax
06. Various Other Fees
(1) Items included in the participation fee
| Invitation leaflets and registration cards for visitors | 150 per booth | |
|---|---|---|
| Badges | For exhibitors | 10 per booth |
| For constructors | 5 per booth | |
| Electric power supply costs and expenses | Single-phase 100V or 200V | 1kW per booth |
| Electric power usage | Free of charge | |
| Bar code registration system | System charge | Free of charge |
| Bar code terminal rental charge | 1 terminal per exhibitor | |
| Guidebooks | 1 per company | |
| Home page listing | 1 page per company | |
(2) Fees excluded from the exhibition participation fee*
| Additional Payment (Consumption tax included) |
||
|---|---|---|
| Invitation leaflets and registration cards for visitors (in excess of the number of free leaflets and cards indicated earlier) |
¥30 per set | |
| Badges | Exhibitors (in excess of 10 badges per booth) | ¥1,000 per badge |
| Constructors (in excess of 5 badges per booth) | ¥500 per badge | |
| Electric power supply costs and expenses | Single-phase 100V or 200V | ¥6,825 per kW |
| Three-phase 200V | ¥6,825 per kVA | |
| Bar code registration system | Rental charge for bar code terminal | For two or more terminals, ¥8,400 per terminal |
| Overtime work | ¥10,500 per hour | |
| Participation fee for reception | ¥10,000 per person | |
*includes consumption tax
(3) Booth decorations other than basic panels/p>
Booth decorations other than system panels are to be handled by exhibitors. The Management Office offers package booth programs.
・Basic equipment
Numerous display package variations are available, including fascia, cutting-sheet lettering, carpeting, reception counters, chairs, spotlights, fluorescent lights and sockets, and business card holders. Details will be provided in the Exhibitor Manual.
| One-booth package | ¥77,595 (Consumption tax included) |
|---|---|
| Two-booth package | ¥122,010 (Consumption tax included) |
| Three-booth package | ¥166,425 (Consumption tax included) |
07. Exhibition Contract Application
To apply for and contract exhibition space, fill in the information required on the exhibition contract application form, and submit the form to the Show Management Secretariat of the Japan Electronics Show Association (JESA), confirming your full understanding of the exhibition regulations. Upon receiving the application form, the Show Management Secretariat will send a receipt confirmation notice via e-mail. The receipt date stated in this confirmation e-mail is regarded as the contract date, whereupon exhibitors are liable for participation fees. If applying in multiple categories, a separate application is required for each category.
Send application forms to:
Japan Electronics Show Association
5F, Sumitomo Shiba-daimon Building No.2, 1-12-16, Shiba-daimon, Minato-ku, Tokyo 105-0012, Japan
TEL +81-3-5402-7601 FAX +81-3-5402-7605
(1) For a first-time application, please submit the application form with your company brochures and brochures of products that the exhibitor deals in and equipment that will be exhibited.
(2) Acceptance of applications may be withheld or refused if the Show Management Secretariat decides that their exhibits are not in keeping with the character of the exhibition.
(3) Joint Exhibitions
In cases where two or more exhibitors will exhibit jointly, the exhibitors should elect one company as the representative exhibitor to submit the exhibition application form and pay the exhibition fees. The Show Management Secretariat will send a Joint Participation Registration Form to the other designated joint exhibitors, who should complete and submit the form to the Show Management Secretariat.
08. Application Deadlines
(1) Primary application deadline: Friday, May 30, 2008
Applicants may participate in the primary booth allocation lot drawing.
However, as June 30 is the deadline for changing the number of booth spaces, exhibitors who make changes to their number of booths on or after July 1 will participate in the secondary selection, even if they have met the primary application deadline.
(2) Secondary application deadline: Friday, June 27, 2008
These applicants may participate in the secondary selection.
Note: Even prior to these deadlines, no more applications will be accepted if all booth spaces have been filled.
(3) After the secondary application deadline
From Saturday, June 28, applications will be accepted if booth space remains available. Once all booths are filled, no more applications will be accepted.
09. Changing the Number of Booths or Canceling
Please indicate any intentions to cancel your participation in the exhibition or to increase or reduce your number of booth spaces. When doing so, please complete and submit the "Application for Booth Cancellation or Changes of Number of Booth(s)" form and send it to the Show Management Secretariat. For confirmation purposes, the Show Management Secretariat will confirm its receipt of this application. If an exhibitor decides to cancel participation, in whole or in part, the following cancellation charges will be applied.
| Time of cancellation | Cancellation fee |
|---|---|
| July 1 to July 31, 2008 | 60% of exhibition fee |
| August 1 to August 31, 2008 | 80% of exhibition fee |
| On or after September 1, 2008 | 100% of exhibition fee |
10. Paying Exhibition Fees
Payment of the booth fee is to be remitted via bank transfer by the following deadline. JESA will issue an invoice and designate the bank account for remittance at that time. Promissory notes cannot be accepted for payment. Transfer fees are to be borne by the exhibitor.
| Bank Name | Branch | Ordinary Account Number |
|---|---|---|
| Sumitomo Mitsui Banking Corporation | Marunouchi Branch | 6753222 |
| Bank of Tokyo-Mitsubishi UFJ | Head Office | 0804757 |
| Mizuho Bank, Ltd. | Tokyo Central Branch | 1844192 |
| Payment deadline | Primary applicant | Monday, June 30 |
|---|---|---|
| Secondary applicant | Thursday, July 31 |
11. Allocation of Booth Locations
The locations of exhibitor booths will be determined by the drawing of lots. Lots will be drawn by exhibitors within the same category having the same booth size and configuration. In addition, exhibitors in the Professional Lighting category may illuminate towards the ceiling; however, considering the influence on surrounding exhibitors, please note that such exhibitors’booth will be located at the far end of show space. (The drawing of lots isscheduled for July 23.)
(1) Primary lot drawing
Exhibitors who have submitted applications by Friday, May 30, may participate in the primary lot drawing, and exhibitors may change the number of booth spaces up until June 30. Exhibitors who revise their number of booths spaces on or after July 1 will be asked to participate in the secondary booth allocation lot drawing, even if the original application was submitted prior to the primary application deadline.
(2) Secondary selection
Exhibitors applying from Saturday, May 31, through Friday, June 27, may select their booth locations from the locations that remain vacant, in the order of which applications are received.
(3) Fixed booths
The Inter BEE Organizing Committee shall decide the locations of the following booths, at its own discretion.
a. The drawing of lots for booths is conducted only among multiple companies that are exhibiting in the same category and whose booths are the same size and configuration. If only one company has requested a certain configuration and number of booth spaces, the Organizing Committee shall determine its location.
b. Booths exhibiting products that previously exceeded height standards
c. Multiple companies having adjoining booths as joint exhibitors
d. Cooperating overseas organizations, affiliated Japanese organizations
e. Publication/publicity booths
(4) Spare booths
If the applications for booth spaces do not fill the number of booths available prior to the lot drawing dates, any remaining spaces will be placed on the floor as spare booths. Applicants from Saturday, June 28, onward may select their desired locations from among the spare booth locations, in the order in which applications are received.
(5) The location of publishing and publicity corner booths will be determined by the Show Management Secretariat after the drawing of lots to allocate other booth locations.
(6) Open spaces remaining after the allocation of booth spaces will be used for storage or the distribution of publications. However, the layout may undergo further changes as booths are canceled or added.
(7) Please note that the Show Management Secretariat may determine the positions of booth entrances and exits for booths in block format, taking into account the flow of visitors.
(8) Full overhead lighting delivers approximately 500 lux, but exhibitors in the Video and Broadcast Equipment category may choose to locate their booths in areas where all overhead lighting is decreased (approximately 50 lux). Please note that this option may not be available, depending on the ratio of visitors requesting overhead lighting. For exhibitors in the Professional Audio Equipment category, only the option of full overhead lighting (approximately 500 lux) is available and all overhead light is not available for those in the Professional Lighting category (approximately 50 lux).
| Professional Audio Equipment | Full overhead lighting (approx. 500 lux) |
|---|---|
| Video and Broadcast Equipment | Full overhead lighting (approx. 500 lux) or all overhead lighting off (approx. 50 lux) |
| Professional Lighting Equipment | All overhead lighting off (approx. 50 lux) |
12. Prohibited Activities
The acts described below are prohibited. Inter BEE Organizing Committee will implement swift and appropriate corrective measures should acts occur in violation of these prohibitions. If appropriate steps are not taken to address noted violations, the Organizing Committee reserves the right to ban violating exhibitors from future exhibitions.
(1) Exhibit space transfer
Exhibitors are prohibited from subletting, selling, transferring or exchanging their exhibition space, either in whole or in part, to any third party, including other exhibitors.
(2) Directing visitors to other venues
Exhibitors are prohibited from directing Inter BEE visitors to simultaneous product or technology exhibits they might be holding off-site.
(3) Engaging in sales activities
Items may not be sold during the exhibition period except for those publications available at the publication/publicity exhibition. Please note the Show Management Secretariat will sell novelty goods at the show site.
(4) Exhibit of used products
Used products may not be displayed as items available for sale.
(5) Causing disturbances
Actions falling under this category include handing out catalogs or pamphlets outside of booths and placing objects such as exhibits or decorative items outside booth confines.
(6) Sound restrictions
Sound emitted during explanations, demonstrations and the like must measure 75 phons or less at a distance of 2m from the booth perimeter at ground level. The Show Management Secretariat will check sound levels during the exhibition. If an exhibitor is determined to be exceeding these levels, the Show Management Secretariat will require the exhibitor to take corrective action. Exhibitors may also be required to take corrective action on sound in the event of complaints from adjoining booths or visitors, even if sound levels fall within the prescribed levels.
(7) Projection outside of booths
No illumination that projects directly into another company's lighting or onto walls or corridors is permitted. Exhibitors in the Professional Lighting category who need to illuminate in distance to describe or feature its exhibit product may illuminate only towards the ceiling within the exhibitor’s booth. Details on rules of observance for illuminate will be described on the Exhibitor’s Manual.
(8) Prohibition of exhibitions used for collecting personal information
Exhibitions are prohibited for those not promoting products and services or exhibiting products inside the booth but interested only in collecting personal information of visitors. Additionally, we ask all exhibitors to obey the personal information protection laws. Rules for collecting, handling and use of visitors' personal/private information are described in detail in the Exhibitor's Manual.
13. Responsibilities of Exhibitors
(1) Obligation to make payments
Exhibitors will pay all exhibition fees and expenses invoiced by the Japan Electronics Show Association and bear responsibility until all payments are complete.
(2) Obeying the law
The laws and regulations of Japan shall be followed in all cases related to the transfer and management of displays and related items, and in management and other matters related to constructs and structures for use in exhibits. Any disputes arising between exhibitors concerning exhibits, exhibit-related advertising, intellectual property rights, booth specifications or any other matter shall be resolved mutually between those exhibitors. Exhibition sponsors assume no responsibility for such disputes.
(3) Liability for damage, management of exhibited items and insurance
a. Inter BEE will, to the best of its ability, provide for the security of exhibits during the show period by, for example, implementing security guard patrols. However, the management cannot assume responsibility for damages arising from natural disaster, fire, theft, loss of property or other occurrences beyond its control and recommends that exhibitors take steps of their own.
b. Exhibitors shall be liable for any injuries or damage occurring to persons or items at the exhibition site, whether or not said injuries/damage result from negligence on the exhibitor's part. The exhibition sponsors shall bear no responsibility whatsoever in such instances. A booth manager should be on hand at all times to prevent injuries, damage, fire and other hazards that might occur during demonstrations.
c. Exhibitors are recommended to arrange their own insurance protection as appropriate during the exhibition.
14. Protection of Industrial Property Rights
The exhibition sponsors will file an application with the director general of the Japanese Patent Office to protect exhibits and their content under the provisions of the regulations listed below. Upon approval of this application, exhibitors will be eligible to apply for industrial property rights protection regarding exhibited items for which patent and copyright applications have not yet been submitted. Details of this protection will be provided after the application to the Japanese Patent Office has been accepted.
(1) Patent Law (Article 30, Paragraph 3)
(2) Utility Model Law (Article 11, Paragraph 1)
(3) Trademark Law (Article 9, Paragraph 1)
15. Disputes Between Exhibitors
The organizers will not be responsible in any way for any disputes that may ’occur between exhibitors during the show (e.g. relating to exhibit products, relating to exhibit promotion and advertisements, relating to intellectual property rights, relating to booth usage, etc.) and they must be resolved between the parties.
16. Cancellation and Change of Exhibition Duration under Unavoidable Circumstances
(1) Neither the exhibition organizers nor the sponsors shall assume any responsibility if the exhibition is canceled because of an unavoidable natural calamity or potential calamity, such as an earthquake, fire, outbreak of disease, terrorist act or order from the public authorities.
(2) If an unavoidable calamity that occurs prior to the opening of Inter BEE forces cancellation of the exhibition, participation fees paid by exhibitors will be refunded in full, minus charges for expenses already incurred.
(3) Neither the exhibition organizers nor the sponsors shall be held liable to refund exhibition expenses, either in full or in part, if the exhibition duration is unavoidably shortened because of a calamity or potential calamity.
(4) The exhibition sponsors and the Show Management Secretariat assume no responsibility for expenses incurred by exhibitors if the exhibition is canceled or shortened because of a calamity.
17. Exhibition of Products from Overseas
Inter BEE plans to make all exhibition halls open to the display of bonded goods. Therefore, it will be possible for exhibitors to display overseas products (those manufactured outside Japan or items that have not yet cleared Customs proceedings) even if they have not cleared Customs by the time the exhibition begins. Please refer to the Exhibitor Manual for details.
18. Entry Visa Application
Please note that the Show Management Secretariat will not issue or prepare any entry visa application documents for exhibitors or visitors from overseas.
19. News Gathering and Photography
In principle, these activities are prohibited within the exhibition hall, but news reporters will be permitted to take photographs with the approval of exhibitors. Any photography for advertising, promotional or recording purposes must be approved by the Show Management Secretariat.
20. Other Regulations
Other prohibited activities and regulations that are not included in these regulations will be detailed in the Exhibitor Manual that will be distributed at a later date.
21. Organizing Committee
The Organizing Committee functions as a body to deliberate and decide matters related to the management of the exhibition, including regulations and plans. The Organizing Committee will be represented at the exhibition site during the preparation and execution phases of the exhibition. These representatives will be responsible for maintaining the exhibition environment, dealing with problems and ensuring that the exhibition regulations are adhered to at all times. They have the authority to address problems as they arise.
