Exhibit Guide

Apply to Exhibit

Exhibitors are advised to read the contents of these terms and conditions carefully before submitting the Exhibitor Application Form.
By submitting a signed form electronically, the Exhibitor enters into a binding agreement to participate in the event and to abide by the SEWAGE WORKS EXHIBITION’18 KITAKYUSHU’s terms and conditions and any supplementary conditions or instructions provided.

1. Exhibitor Terms and Conditions

The Organizer: Japan Sewage Works Association (JSWA), Nikkei PR Advertising Co., Ltd. (Authorized Agent)
The Exhibitor: any company or organization ordering display space at the event.

2. Booth Application and Payment
2.1 Application

The exhibitor must fill the Exhibitor Application Form online and will be confirmed via a confirmation e-mail with your log-in ID. Upon receiving of the confirmation e-mail, the Exhibitor must log-in to the exhibitor’s website to download the filled Application Form, sign it, and then upload the scanned Form.
The Organizer has the right to refuse the application if the Form contains any exhibit deemed unsuitable or inappropriate for the purpose of the Event.

2.2 Exhibition Fee (tax included)

The Exhibition fee is as follows:
・Registration fee: 140,000JPY
・Booth fee: 380,000 JPY per 9㎡square unit
・Online Exhibitor Directory entry: 20,000JPY

2.3 Exclusions from the Fee

The Exhibition Fee is for the shell scheme booth with walls only. The fee does not include furniture, carpet, fascia board, spotlight, power sockets, insurance, cleaning, loading & handling of equipment, staff, telephones, exhibit dressing, and advertising or promotional material except entry of the exhibitor directory.

2.4 Payment

Upon receipt of the completed application form, the Organizer will send an invoice for the full amount to the Exhibitor. The Exhibitor must pay full fee by electronic transfer to the designated account of the Organizer at one transaction by April 27 (Fri.), 2018. All bank charges must be paid by the Exhibitor.

3. Exhibitor Cancellation

In the event of the Exhibitor giving written notice at any time prior to the Event, of his intention to cancel his booth or in the event of his failure to occupy the booth space by 17:00 of the day prior to the opening of the Event, the Organizer will have absolute discretion to deal with the display space as it thinks fit, without being under any liability to refund or abate any charges paid or due herein except as provided below. Once a booth booking form has been received, any Exhibitor who subsequently decides for any reason to withdraw from the event or reduce his stand space shall immediately inform the Organizer in writing and shall be liable to pay the following cancellation charges:
・Cancellation received by April 27 (Fri.), 2018: 70% of all monies paid.
・Cancellation received after April 28 (Sat.), 2018: 100% of agreed cost.
In the event of the Exhibitor becoming bankrupt, going into liquidation or being under any appointment of a receiver, the Organizer reserves the right to cancel any stand without being under liability to refund or abate any charges paid or due herein.


4. Booth Location

The Organizer locates the booths without consultation with the exhibitors by category of exhibits to facilitate the visitors.

5. Exhibitor Obligations
5.1 General

The Exhibitor must ensure that: (a) the booth is fully staffed and continually kept open throughout the course of the Exhibition; (b) walkways are kept clear at all times; (c) the space is kept clean and tidy and free from rubbish at all times; (d) business is conducted in an appropriate manner from the booth considering the Venue, Organizer, other exhibitors and visitors.

5.2 No Substitution/Sublease

The Exhibitor may not substitute him/her/itself or sublease booth space.

5.3 Disturbance

Loud speakers, radios, televisions or the operation of any machinery or equipment which is of sufficient volume to be distracting to neighboring exhibitors or event attendees are not permitted. Other forms of disturbance such as ray of light, heat, gas, odor, and smoke are not permitted.

5.4 Materials and Packing

All materials used in the Exhibition must be non-flammable and non-conforming materials must be removed immediately from the Venue. All packing containers are to be removed from the Exhibition floor and must not be stored under tables or behind displays.

5.5 Exhibitor Responsible for Own Property

The property of the Exhibitor is deemed to be under his/her/its custody, control and oversight at all times, including in transit to and from the Exhibition and within the confines of their booth. The booth, materials, displays and equipment should not be left unattended at any time. The Exhibitor is wholly responsible for the security of his/her/its materials during set up, Exhibition hours and pack out/dismantling.

5.6 Liability

The Organizer accepts no responsibility whatsoever for any loss of or damage to or theft of property (including materials, displays and equipment) belonging to the Exhibitor.

6. Group Application

If two or more companies and organizations apply for a booth, they shall choose one company or organization as the head Exhibitor. The head Exhibitor shall proceed to the application process and inform the Organizer of the identity of the other members in the group. The Organizer will contact the head Exhibitor only.

7. Arrangement of Displays, Set-Up/Pack-In and Pack-Out/Dismantling

  • 7.1 The Exhibitor shall comply with the instructions of the Organizer on the arrangement of displays.
  • 7.2 The Exhibitor shall end its booth set-up by the end of the day prior to the event. If the Exhibitor does not start set-up by 17:00 on the day prior to the event, the organizer deems it as cancellation
  • 7.3 The Exhibitor shall get approval from the Organizer for pack-in, pack-out, and rearrangement of displays during the event.
  • 7.4 The Exhibitor shall complete Pack-Out/Dismantling by the deadline given by the Organizer. After the deadline, the Organizer will dispose the displays and the Exhibitor must incur the cost and must not claim any loss or damage of the property to the Organizer
  • 7.5 The Exhibitor will be solely responsible for the cost of remedying any damage and repairs howsoever caused to the Venue carpet, walls, floor and so on. All property damaged or destroyed by an Exhibitor must be replaced to its original condition at the expense of the Exhibitor.

8. Privacy Policy
8.1 Exhibitor to Comply

The Exhibitor shall comply with the Act on the Protection of Personal Information.
The exhibitor shall get consent from the individuals when the Exhibitor provides the personally identifiable information collected in the event to third parties. The organizer will not be responsible for any disputes between the Exhibitor and the individuals.

8.2 Organizer to Comply

The Organizer complies with the Act on the Protection of Personal Information. The Organizer will only pass on Exhibitor’s information to third parties for the sole purpose of organizing the Exhibition.

9. Indemnity

The Exhibitor shall defend, indemnify and hold harmless the Organizer from any loss, liability, claim or demand, including reasonable legal fees, made by any third party arising from any cause whatsoever in connection with the participation at the Event by the Exhibitor, his agents, contractors or employees. The Exhibitor should also ensure that it has its own Public Liability insurance, with an Indemnity Limit of at least per claim and such insurance policy must include an ‘Indemnity to Principals Clause’ including subrogation rights.

10. Change of Date or Venue/Event Cancellation

The Organizer reserves the right at any time to change the date and/or venue of the Event or to cancel it altogether if they deem it necessary by reason of fire, flood, extreme weather conditions, acts of war or violence, malicious damage, explosion, earthquake, strike, civil disturbances, political unrest, riot, labor dispute, power cuts or any other cause beyond the Organizer’s control; or if the Organizer for any other reason deems it necessary or advisable. In such cases, the Exhibitor waives any and all claims he might have against the Organizer for refunds, damages or expenses.

11. Ejection
11.1 Unsuitable Exhibits

The Organizer has the right to prohibit, prevent or remove any part of any exhibit deemed unsuitable or inappropriate for the purpose of the Exhibition.

11.2 Failure to Comply

In the case of any failure of any Exhibitor to comply with these terms and conditions, the Organizer may cancel the Exhibitor's booking or may, during the staging of the Expo, eject any Exhibitor from the Venue. No refund or compensation will be payable to the Exhibitor if cancellation or expulsion occurs.

11.3 Consequences of Ejection

If the Exhibitor is ejected from the Exhibition Venue, or their booking is cancelled, the Exhibitor will then be prohibited from occupying any booth space. If the Exhibitor is at the time occupying a booth, the Exhibitor must immediately remove all his/her/its exhibits from the Venue in accordance with the Organizer’s directions. The Exhibitor will be responsible for all costs incurred by the Exhibitor and the Organizer in enforcing this clause 11.

12. Governing Law

These terms and conditions are governed by the laws of Japan.

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