TERMS AND CONDITIONS

1) Compliance
Companies, organizations, and other parties that participate in this event by displaying exhibits, conducting seminars, etc. (hereinafter “Exhibitors”) must abide by all the terms and conditions listed below and rules presented by the organizer. If an Exhibitor is found to have breached such rules, engaged in an act of nuisance on a third party or carried out an act contrary to public order and good morals, the organizer may reject the Exhibitor’s exhibition application, cancel the exhibition agreement, or instruct it to remove or modify its booth, exhibits, and decorations. In such an event, the organizer shall not reimburse the Exhibitor with any of pre-paid costs and shall not be held liable for any damage caused to the Exhibitor and associated parties. If the organizer suffers damage, the Exhibitor must compensate the full amount to the organizer.

2) Application
To participate in the exhibition, use the application form available on SCAJ Conference’s official website (https://scajconference.jp/en/) and follow the instructions (Contact the SCAJ Conference Office if you wish to apply by fax or email).Once your exhibitor application is confirmed, the SCAJ Conference Office will send you an invoice. Your application will officially be considered complete once payment is completed. The organizer shall approve or disapprove the application after examining whether the Exhibitor’s goods, services, etc. match the purport of this event.

> Application deadlines
- Early bird application deadline: April 10 (Mon), 2023 (for SCAJ member and domestic only)
- Application deadline: May 10 (Wed), 2023 (for all exhibitors)

3) Exhibitor name
The Exhibitor name provided in the application form may be shown in this event’s announcements, advertisements, official website, official program, guide, etc. Make sure to provide the correct and official company/organization name that you wish to see on such publications and media.

4) Joint displays
Basically, one exhibition booth applies to one company, body, or brand, however, joint displays upon application by multiple companies, bodies, or brands are also allowed provided that the requirements indicated below are met. In the case of joint displays, one managing company and its representative (the person who will serve as liaison) will be appointed, and payments of exhibition fee, as well as other payments required, will be paid collectively by the managing company.

> Joint display requirements
(1) Organizations that comprise multiple companies or bodies.
(2) Group companies, associated bodies, brands, etc. linked by capital relationships.
(3) Companies, bodies, brands, etc. that are implementing or planning projects based on joint businesses or collaborations.

5) Expenses covered in the exhibition fee
(1) Venue usage fee and lighting/air-conditioning charges during the preparation and exhibition periods
(2) Basic booth installation expenses including the installation of panels, lights, and base power outlet (Basic facilities included in the fee vary according to the choice of booth type)
(3) Installation and maintenance expenses for shared facilities
(4) Public Relations/advertising expenses for the overall exhibition and costs of producing promotional materials
(5) Expenses associated with the Secretariat’s event planning, administration, safety management, on-site security, etc.

> Expenses not covered in the exhibition fee
(1) Exhibitor’s costs of decorating its own booth, transporting its exhibition materials into the venue and running the booth
(2) Cost of additional electrical work (including primary and secondary), and electricity charge
(3) Cost of installing water supply and drainage, and water charge
(4) Venue usage charge outside standard hours
(5) Any other expenses not included in the regular exhibition fee

6) Payment of the exhibition fee
The organizer shall send an invoice upon receiving each application. Exhibitors must complete payment by the date specified in the invoice.
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Bank: MUFG Bank, Ltd. / (Bank Code: 005)
Branch: Ueno Chuo Branch / (Branch Code: 065)
Swift Code: BOTKJPJT
Account Number: 0066221
Account Name: SCAJ Tenjikai
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> Payment due date
- Payment due date for early bird application: Apr 28 (Fri), 2023
- Payment due date: May 31 (Wed), 2023
Payment method: Bank remittance in the Japanese yen.
(Please have your company bear the bank transfer service fees.)

7) Cancellation after application and cancellation fee
An Exhibitor must notify the organizer in writing if you wish to cancel all or part of its exhibitor application after the application is submitted. A cancellation fee is payable as detailed below. If an Exhibitor fails to pay its exhibition fee by the applicable due date, its exhibition agreement shall be cancelled, also incurring the cancellation fee.
> Cancellation Fee
(1) From the date of application to Jun 12 (Mon), 2023: 50% of the exhibition fee
(2) On and after July 13 (Tue), 2023: 100% of the exhibition fee

8) Determining booth layout and seminar schedule/locations
The organizer shall determine booth layout and seminars’ schedule/locations in consideration of exhibition scales, display/seminar contents, past exhibiting records, past sponsorship, and other details. In principle, priority options are given to Exhibitors who are also event sponsors or use space equivalent to at least four booths. The booth locations of all the other Exhibitors shall be determined in a draw, to be held at the exhibitor briefing.

9) Prohibition of sub-letting, selling, buying, transferring, or exchanging exhibition booths
Exhibitors are prohibited from sub-letting, selling, buying, transferring, or exchanging all or part of their exhibition booths. Parties other than Exhibitors are not allowed to display any exhibit without the approval of the organizer.

10) Exhibits/Sale products
The exhibits must be aligned with the purpose and goal of this exhibition.
The exhibition of products that infringe on the intellectual property rights of third parties (infringing products), products for which the importation, exportation, and sale thereof is prohibited (prohibited products), or products that are produced in manners which violate international treaties and other regulations on protecting wildlife or human rights (unethical products) is forbidden. The organizer reserves the right to carry out the immediate removal of such products as well as revoke the exhibition privileges of the exhibitor. In such an event, the organizer will not be held liable for any resulting damages, including the exhibition fee.
Also, exhibitors may only display products which they applied for in accordance with the "Exhibitor Manual" and were approved by the organizer. The organizer may require the removal of any products or exhibits for which no prior approval was obtained.

11) Management of decorations and exhibits, and disclaimer
Exhibitors are responsible for managing their decorations and exhibits during the exhibition period and the period of transporting such items into and out of the venue (including during exportation and importation). The organizer shall not be held liable for any damage, theft, loss, or breakage of decorations and exhibits.

12) Payment associated with the use of facilities, and so forth.
Exhibitors must, if they require facilities or services provided by the organizer, apply for their use in advance according to the Exhibitor Manual, and complete payment of the applicable fees by the day before the start of the exhibition, in principle.

13) Transporting items into and out of the venue
The Exhibitors must complete transporting booth decorations, exhibits, etc. into the venue by the end of the period defined in the Exhibitor Manual. Exhibitors must also take all the booth decorations, exhibits, etc. out of the venue after the exhibition by the end of the defined period and restore the exhibition space to its original condition. Exhibitors must compensate for any and all damage incurred by the organizer as a result of their failure to adhere to the given timeframe or remove all items after the exhibition.

14) Fire prevention and safety
Exhibitors must comply with all laws, regulations, and rules concerning fire prevention and safety, applied to the exhibition venue.

15) Damage liability
Exhibitors are liable to compensate for any damage caused by themselves or their associated parties to the exhibition venue, venue facilities, third-party persons and their properties, etc. The organizer shall not be held liable for any of such damage.

16) Exhibition cancellation and rescheduling
Should a natural disaster or other unexpected event make it difficult to hold the exhibition as scheduled, the organizer may decide to reschedule it or cancel it altogether. In this case, exhibition fees and any other associated payments that have already been made shall not be refunded. The organizer shall not be held liable for any damage caused by such rescheduling or cancellation.
> Response to the impact of the COVID-19 infection on the exhibition
If it is determined that this exhibition cannot be held due to a request from the Japanese government, local governments, or related organizations due to the influence of the new coronavirus, the exhibition fee paid will be fully refunded.

17) Miscellaneous
The Japanese language shall be the governing language of these Exhibition Terms and Conditions. If there is any discrepancy between the Japanese version and its English translation concerning any matters described in the Exhibition Terms and Conditions, the Japanese version prevails. For matters not described in the Exhibition Terms and Conditions, refer to provisions set out in the Exhibitor Manual.

Date Created: 1 Mar 2023

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