Exhibition Rules and Regulations
1 Application for Exhibition Agreement
1.Application for exhibiting at the MF-TOKYO 2025 will be accepted after organizers of the fair （Japan
Forming Machinery Association and The Nikkan Kogyo Shimbun, Ltd.） receive an application form. This
application takes effect as an agreement between exhibitor and organizers of the fair.
2.Members of Japan Forming Machinery Association can submit the application form to the Association, while
other companies / organizations to The Nikkan Kogyo Shimbun, Ltd.
3.Deadline of early bird discount is October 31, 2024 (Thu.) final deadline for submitting the application
form is December 20, 2024 (Fri.) In case of excessive applicants, the application may be closed earlier.
2 Deposit
1.Organizers of the fair will send invoice of 20% of booth rental fees as a deposit after the organizers
confirm its application. All exhibitors need to make a payment by the due date, which is mentioned in the
invoice.
2.Deposit will not be refunded for any reason whatsoever.
3 Booth Rental fees
Rest of amount for booth rental fees needs to pay by January 31, 2025 (Fri.) Invoice will be sent by the
organizers.
4 Fulfillment of Agreement and Exhibitor’s Space
1.Agreement between exhibitor and organizers will become effective when exhibitor pays full amount of booth
rental fees. Exhibitor will have a right to use an applied space under this agreement.
2.Space will not be allotted until rent is deposited to the organizer’s account.
5 Change / Cancellation of Contract
1.Essentially, exhibitor can not change or cancel the contract after submitting the application form. However,
depending on approval by the organizers, it may stretch a point by stating reason of change / cancellation in
writing.
2.Amount of reduction will not be refunded if exhibitor will reduce their booth space after submitting the
application form.
3.Following cancellation charges will have to be made if exhibitor revokes the agreement.
July 1, 2024 (Mon.) – December 20, 2024 (Fri.) : 20% of Booth Rental Fees
December 21, 2024 (Sat.) – February 6, 2025 (Thu.) : 50 % of Booth Rental Fees
February 7, 2025 (Fri.) or after : 100% of Booth Rental Fees
6 Booth allocation,Prohibition of booth transfer, Height restrictions on booth decorations
1.The secretariat will decide booth location by taking into consideration exhibit contents, shape, order of
application, number of booths,venue structure, and so on. Booth locations will be announced around February
2025.
2.No part of the allocated booth space may be transferred or lent without permission of the secretariat.
Further, it may not be subleased or used as collateral.
3.Limits on the height of booth decorations are 2.7m to 4.5m based on number of booths, and in some cases may
in part be allowed to reach up to 6m.
7 Management and Maintenance of Exhibit
1.The secretariat is in charge of careful management of the whole exhibition site. However, exhibitors shall
take responsibility and bear costs for their own exhibits.
2.The secretariat assumes no responsibility for compensation for theft, loss, damage, or fire of exhibits and
for any damage to exhibits attributed to a natural disaster. Exhibitors are recommended to take measures such
as purchasing adequate insurance coverage for their exhibits.
8 Use of Hazardous Objects on the Exhibition Site
1.Exhibitors are prohibited from bringing in hazardous objects such as flammable or explosive items. Any items
using hazardous objects/open flame specified in the Fire Prevention Law or otherwise not approved by the local
fire department are prohibited from being carried onsite. (Exemptions relating to use of hazardous objects at
the venue will be explained at the exhibitor orientation session.)
2.Objects that are offensive to public order and morals, prohibited by the related laws and regulations, or
are not approved by the organizer are prohibited from the exhibition.
9 Precautions in Demonstration,Prevention of Accidents
1.Demonstration of exhibits is not restricted; however, the secretariat may stop a demonstration if it causes
excessive sound, fumes,light emission, odors, or hazards.
2.Exhibitors shall take responsibility for disposal of all rubbish/waste generated from demonstrations. Please
do not dispose of waste at the exhibition site.
3.Exhibitors shall take great care to prevent accidents during move-in/out, exhibitions, and demonstrations.
In addition, exhibitors shall take all possible precautions and station someone to watch the booth at all
times. The organizer has no responsibility for any accident except when it is the secretariat’s fault.
10 Restoring the Site to its original Condition
1.After the exhibition, exhibitors shall restore the booths to the original state within the given move-out
time. If the exhibitors do not restore them to their original state, the secretariat will do the work and the
exhibitors shall bear the costs.
2.If there is anything left by the exhibitors after the booths are returned, the secretariat shall inform the
exhibitors and dispose of it. The exhibitor shall bear the disposal costs.
11 Bearing the cost of various types of construction
The cost of using electricity at the booth, construction costs for setting up and using electricity lines,
water lines, air, gas, telecommunications lines etc. will be borne by the exhibitor. Details on how to apply
and the costs for such things will be explained at the exhibitor orientation session.
12 On-site Inspections
1.The organizer and the companies in charge of security and accident prevention during the exhibition can
inspect the booths with the exhibitors consent if they decide that an inspection is necessary for the
prevention of fire and accidents.
2.During the move-in/out and the exhibition, the organizer shall inspect the booths in accordance with the
administrative directions from the competent authorities in charge of prevention of fire and accidents. The
exhibitor shall quickly follow the administrative directions when directed during the inspection.
13 VISA-related Issues
If exhibitors from overseas require a visa, exhibitors are responsible for preparing and processing necessary
paperwork including the letter of reason for invitation or letter of guarantee.
As a general rule, the organizers will not issue letters of reason for invitation or letters of guarantee as
defined by the Japanese Ministry of Foreign Affairs. Additionally, the organizers take no responsibility for
any loss or damage incurred in the event the Japanese embassy or consulate does not issue a visa and an
exhibition applicant is unable to exhibit.
14 Cancellation,Shortening ,or Postponement of the event
1.The organizer may announce in advance or even during the exhibition a cancellation, shortening, or
postponement in the case of natural disaster, infectious disease, terrorism, orders and directives from the
national government, or other unavoidable circumstances that make it difficult to hold the exhibition. If this
happens, after the organizer has made a decision as mentioned above, the organizer will notify exhibitors and
make the decision public. The organizer will not take responsibility for any damages to exhibitors due to the
decision and its execution.
2.If the exhibition must be completely cancelled before it begins due to unavoidable circumstances, the
organizer will return the exhibition fee to exhibitors minus any costs that had already been incurred.
3.There will be no refund if unavoidable circumstances occurring during the exhibition result in a shortening
of days or hours of the length of the exhibition. No compensation will be paid for costs incurred by
exhibitors because of this.
4.In the event of exhibition postponement or relocation of the venue, the exhibition fee and other expenses
incurred under the direct contract between the organizer and exhibitor shall not be refunded in accordance
with 1. above.
