FAQ for Exhibitors

General exhibition questions
Application (exhibition, New Technology Presentation) and payment
Determination of booths and the New Technology Presentation program
Exhibition rules and decoration restrictions (during the exhibition, moving of items in and out)
Exhibition preparation
Location of exhibition hall
Traffic
Exhibition hall utilities

General exhibition questions
Q1. What is the JASIS concept?
A1. JASIS is an exhibition organized and run independently by the Japan Analytical Instruments Manufacturers' Association and the Japan Scientific Instruments Association. It is not positioned simply as a simple show-type exhibition at which devices and equipment are lined up for viewing, but rather as a comprehensive exhibition in the specialized field of analytical and scientific instruments whose goal is to provide all types of information directly related to the operational needs of visitors.

JASIS comprises three main types of content. The first derives from its stance as a comprehensive exhibition. Scientific instruments that support R&D and production technologies, analytical instruments, measurement equipment, and facilities and related products are brought together in a single place. From entrance to exit, the various instruments required by R&D are exhibited in a coherent manner. JASIS stands alongside Europe's Analytica and the U.S.A's Pittcon as Asia's major exhibition for analysis and measurement.

The second is the New Technology Presentation, which features presentations by exhibitors. Attended by 60% of exhibition visitors, new products, new technologies, and expertise are the subjects of the sessions that enjoy a superb reputation among visitors.

The third comprises an academic conference, brought about through the cooperation of academia, and research bodies and held during JASIS, for reporting on academic cutting-edge technology. Four days of seminars and symposiums take place under the auspices of such academic groups and research organizations as Japanese Society of Microscopy, and National Institute of Advanced Industrial Science and Technology.
Q2. What are the goals of JASIS going forward?
A2. One goal is to become a total exhibition of analytical and scientific instruments, centered on analytical technology presentations, by further enhancing the value of the New Technology Seminar, other seminars, and symposiums. New strategies for attracting many international visitors will be implemented. Another goal is to develop JASIS into Asia's leading comprehensive exhibition.
Q3. How will the organizers manage personal information supplied for admission registration?
A3.

The JASIS web site and admission preregistration system are protected by SSL encryption to prevent any disclosure of information during the visitor registration process. In addition, management and handling of admission registration data is consigned to a company with Information Security Management System (ISMS) standard JIS-Q-27001 certification, and with whom a non-disclosure agreement has been signed. If upon visitation of an exhibitor booth, the visitor's admission name tag bar code is read or business card received, promotional materials or other information may be sent by the exhibitor to the visitor's registered contact information. The organizers take seriously the management of personal information. Going forward, maximum care will be applied to the implementation of strict management of personal information by executing measures necessary to eliminate the possibility of disclosure of any personal information and by regularly auditing the management system (including the consigned company).

In addition, recently there have been numerous instances of representatives from non-exhibiting companies walking the venue, both inside and out, and pressuring for business card exchange. Such exchanges may lead to unwanted solicitations as well as disclosure of personal information. In addition to posting warning signs, the organizers will make warning announcements if such activity is discovered at the venue.

 

JASIS Privacy Policy is HERE

Application (exhibition, New Technology Presentation) and payment
Q4 What is the application procedure?
A4. Your application by either of the procedures are available by mail or procedures from WEB.
Details of applying procedures is HERE.
Offering periods are different that depends on which programs you apply.?

・Application Outline is HERE.

・JASIS 2017 Exhibit Schedule is HERE.
Q5. I forgot our application password.
A5. Please contact us by e-mail. (webmaster@jasis.jp) You can't use last year's password. A new password will be delivered in February, 2017 to you by E-mail.
Q6. We would like to change our contact information for notifications from the exhibition office.
A6. Please inform us of your new contact information by e-mail. (webmaster@jasis.jp)?
Q7. What does the organizers' regard as advantages of exhibiting at JASIS?
A7. One feature of JASIS is its reputation for quality visitors. In 2016, about 50% of all visitors were analytical and scientific instrument users, while more than 70% were vested with decision-making or advisory authority for equipment purchase. JASIS therefore offers to exhibitors the superb advantage of potentially acquiring many new users, gathering many inquiries, and communicating with many users. Backing this is the fact that over 80% of the 2016 exhibitors ranked JASIS as "well worth exhibiting at".
Q8. We have already applied, but now want to cancel or reduce the number of booths applied for. Is there a cancellation fee?
A8. [Exhibition]
We will not accept cancellation of exhibition or reduction in booth number after May 20. Also, after payment we will not under any circumstances refund the exhibition fee. There is no cancellation fee for complete or partial cancellation of the application as long as it is before May 19 and payment of the exhibition fee. To cancel or make changes, after notifying the exhibition office, be sure to send a revised application by mail, fax, or e-mail.?

[New Technology Presentation]
We will not accept cancellation of application for the New Technology Seminar or reduction in number after program determination (scheduled for the end of May). Moreover, after payment we will not under any circumstances refund the fee. There is no cancellation fee for complete or partial cancellation as long as it is before program determination and payment. To cancel or make changes, after notifying the exhibition office, be sure to send a revised application by mail, fax, or e-mail.
If you cancel any presentations after program release, please provide a representative at seminar reception on the scheduled day to handle people who had planned to attend.
Q9. We've completed the exhibition application, but I want to increase our number of booths.
A9. [Exhibition]
You cannot increase your number of booths after release (scheduled for mid-May) of the booth allocation diagram for the drawing of booth's?positions. To increase booth number before release, after notifying the exhibition office, be sure to send a revised application by mail, fax, or e-mail. The revision shall take effect on its day of receipt by the organizers.?

[New Technology Presentation]
We will accept applications for increases after the application deadline provided openings are available. After notifying the exhibition office, be sure to send a revised application by mail, fax, or e-mail. The revision shall take effect on its day of receipt by the organizers.
Q10. Can you extend the payment deadline?
A10. If due to your company's circumstances you would like a payment deadline extension, please make your request to the exhibition office. However, payment must be completed prior to the opening of the exhibition. A major time lines for some important dates of JASIS 2015 will be notified in January 2015.
Q11. Please explain the procedure following an exhibition or New Technology Presentation application.
A11. The current schedule is compiled here. Following application, we will notify you of schedule details by e-mail or the website's Exhibitor page. A major time lines for some important dates of JASIS 2015 will be notified by e-mail.
Determination of booths and the New Technology Presentation program
Q12. How are booth locations decided?
A12. Booth's locations will be decided by the JASIS Organizing Committee with reference to the desired locations indicated on the application. However, we cannot guarantee the desired location.
Q13. When will our booth number be decided?
A13. We will notify you of your booth number by e-mail in the beginning of July.
Q14. When will the New Technology Presentation program be decided?
A14. We will be determining the program for The New Technology Presentation at the end of May. Your person in charge will be notified of the program and room numbers by e-mail in the middle of June.
Q15. Do you accept scheduling and room requests for the New Technology Presentation program?
A15. The organizers will edit the program based on consideration of such factors as presentation contents, demand for 200 person capacity rooms, and last year's attendance. The program is set up so that all presentations with English simultaneous interpretation will be held in one room of the Hotel New Otani. (This may not strictly apply to presentations with consecutive interpretation.) Requests for 200, but not 100, peoples' capacity rooms will be accepted. Due to convention hall circumstances, it may not always be possible to meet room or program requests.
Exhibition rules and decoration restrictions (during the exhibition, moving of items in and out)
Q16. How should waste be handled at the convention hall?
A16. Please remove and take back any packing materials, left over decoration materials, and company waste arising during the period from move-in to move-out. Strictly ensure that your booth's decoration and transport contractors remove and take back all of their waste. For the waste collection during the exhibition, there're some collection boxes for three types of wastes, "Recyclables (cardboard, brochures)", "Combustibles", and "Incombustibles (i.e. Bottles?/cans that will be placed near the north side restrooms of each hall)".
Q17. What precautions are there for acquiring personal information from visitors?
A17. Please be aware of acquiring the personal information upon obtaining visitor acknowledgement of the following items, which must be clearly indicated:?
- Clear indication of intended use, prohibition of use other than that intended.
- In principle, non-disclosure to third parties (exceptions must be clearly indicated)
- Management system (measures of security and against, loss, misuse, alteration, leakage)
Q18. May we take photographs inside of the exhibition hall?
A18. The regulation for taking photographs will be informed to the Exhibitor as soon as possible.
Q19. What are the height restrictions for decorations?
A19. Please see Application Outline, 12. Regulations for the height of booth furnishings (PDF).
For details, see the Exhibit Service Manual which will be published in May.
Q20. Will public passages be carpeted?
A20. The organizers will carpet the public passages of the venue (NJ-40, light blue).
For details, see Exhibition decoration of the Exhibit Service Manual which will be published in May.
Q21. What about corporate name display?
A21. You need to have applied for at least one booth to have your corporate banner displayed on the printed materials and website produced by the organizers. Materials created by exhibitors are not subject to any particular restrictions. You may therefore display the corporate banners, etc. of exhibition partners who have not applied for this exhibition.
Q22. What are the regulations for in-booth presentations?
A22. Please see Application Outline, 14. Regulations on presentations in the booth (PDF).
For details, see the Exhibit Service Manual. which will be on the web in May.
Q23. What about providing food and beverages for visitors?
A23. (1) Provision of alcoholic beverages is prohibited.
(2) For provision of prepared/processed foods to visitors at your booth, please consult with the Chiba Public Health Department. Also, please use the Notification of Foods & Beverages Service form (supplied in the Exhibit Service Manual to be e-mailed at the end of May to notify the organizer's exhibition office.
Exhibition preparation
Q24. I don't know the Exhibitor's Page ID or password.
A24. The Exhibitor page is available for only general or Mini/Solution Corner exhibition use. It is not available for exhibition in other corners. If you know your ID but not your password, please go "If you forgot your password, proceed here", a temporary password will be sent to your registered e-mail address. If you do not know both your ID and password, please contact the exhibition office.
Q25. How do we obtain vehicle stickers and contractor badges?
A25. Please use the application at the end of the Exhibit Service Manual. Please note that badges for contractors are valid only before and after the show (September 5, 6 and 9).
Q26. When will badges for exhibitors be sent out?
A26. Badges will be sent together with reception invitations to your person in charge in mid-August. If you want to separately provide exhibitor badges within Japan, please use the application form at the end of the Exhibit Service Manual. Exhibitor badges may be used both during move-in/out and during the exhibition. Five exhibitor badges will be sent out for each booth. To change the number of badges and address for sending, please use the Application for Change of Address or Number of Badges for Exhibitors & Contractors (Exhibit Service Manual, form 8) and apply by deadline.
Q27. What does the Japanese Invitation Set contain? Does it contain complimentary tickets?
A27. The Official Invitation Set is planned to contain 1) the general exhibition brochure, 2) The New Technology Presentation program, 3) envelope. Because JASIS is recommending preregistration, no complimentary entrance tickets will be provided. The brochure explains the advantages of preregistration, such as a raffle for only pre-registered visitors. We ask that you also recommend preregistration to your customers. For ordinary exhibition, 300 sets per booth will be provided without charge. Additional sets can be purchased for \60 (provisional) per set.
Q28. When will we get our invitations?
A28. Badges will be sent together with reception invitations to your person in charge in mid-August. If you want to separately provide exhibitor Badges within Japan, please use the application form at the end of the Exhibit Service Manual. Exhibitor Badges may be used both during move-in/out and during the exhibition. Five exhibitor Badges will be sent out for each booth. To change the number of Badges and address for sending, please use the Application for Change of Address or Number of Badges for Exhibitors & Contractors (Exhibit Service Manual, form 7) and apply by July 14, 2017 (Friday).
Q29. Please tell us about the sending of goods and the bonded exhibition.
A29. (1) We filed an application to obtain permission for the JASIS 2017 to be a bonded exhibit area. Foreign exhibits (goods) can be displayed with no duty by declaring the goods for exhibition to the customs office and by obtaining authorization from the customs. When you bring and distribute brochures and/or pamphlets from abroad during the show, be sure to get an import approval for goods prior to bringing them into the show venue.

(2) ISHIKAWA-GUMI. LTD. (See below) shall be ready to submit all of your application paperwork to the customs office to obtain exhibit approval for JASIS 2017)
For details of handling foreign exhibits, follow the instructions given by ISHIKAWA-GUMI. LTD.in addition to the descriptions in Exhibit Service Manual. Please contact below directly.

ISHIKAWA-GUMI. LTD. (Contact person: Hashimoto)
5-9-4 Higashi-Shinagawa, Shinagawa-ku, Tokyo, 140-0002, Japan
Phone: +81-3- 3474-8102 Fax: +81-3- 5460-9841
Q30. What is the move in/out schedule?
A30.
Move in September 4 (Mon) 8:00 AM to 5:00 PM (decoration materials) / 10:00 AM to 5:00 PM, (Exhibits)
September 5 (Tue) 8:00 AM to 3:00 PM (All items)
Move-out September 8 (Fri) 5:00 PM to 12:00 midnight
Q31. We're confused that the large number of forms are required to apply.
A31. The forms comprise those that must be submitted by all exhibitors (mandatory) and optional forms. Referring to the List of Forms, Applications and Submission Deadlines in the Exhibit Service Manual (scheduled for sending at the end of June), please submit all mandatory forms. Forms may also be downloaded from the Exhibitor page.
Q32. Where can we inquire about decoration and electrical power?
A32. While the exhibition office will accept such inquiries, for details, please contact the contact person of the appropriate designated contractor. A contact list is provided on the back cover of the Exhibit Service Manual. (E-mailed at the end of June)
Q33. May exhibitors visit the booths of other exhibitors?
A33. Please obtain an admission name tag with a bar code containing complete information by performing the same admission registration as visitors. From July 3, you can also perform WEB admission preregistration. You cannot vist other Exhibitor's booth only with the Exhibitor badge.
Location of exhibition hall
Q34. Would it be possible to hold the exhibition at Tokyo Big Sight or Pacifico Yokohama instead of Makuhari Messe?
A34.

We believe that the location of the exhibition venue is a crucial factor for both visitors and exhibitors. Actualizing the JASIS concept requires selecting the optimal location. We as organizers are therefore constantly examining and considering the factors for an optimal location given below.

Regarding Pacifico Yokohama, the area of exhibition floor is not sufficient to accommodate the area covered by the current JASIS, making it problematic to hold it there.

Next, regarding Tokyo Big Sight, it is difficult at present to reserve the hall during the desired period. It is also problematic to move the exhibition while retaining the current exhibit fees due to the difference in venue use fees. Furthermore, there is a dearth of existing facilities for the holding of the seminars popular among visitors—such as the New Technology Presentation and the conference—in the vicinity of Tokyo Big Sight. This would require providing space for seminars in the venue itself. Running the New Technology Presentation and its 300 topics in the venue would not only incur construction costs, but also significant increases in venue and furnishing rental fees, leading to inevitable raises in presentation fees and deliberation of charging for admission. In this respect, the hotels near Makuhari Messe have the advantage of abundant low-cost, large-scale, and well-equipped seminar facilities where the New Technology Presentation and conferences can be held.

Therefore, despite Makuhari Messe's drawbacks in transportation and distance compared to Tokyo Big Sight, we concluded from the above reasons that, overall, moving from Makuhari Messe would not be feasible.

Factors for deciding the exhibition venue
(1)Exhibition period Cannot hold exhibition during periods not suitable to exhibition, such as at year end or mid-summer. Need to make sure that the JASIS atmosphere is not degraded by other exhibitions held at the same time.
(2)Exhibition floor area The current scale requires a floor area of at least 33,750m2. There are only two exhibition venues in the Kanto suburban areas, Tokyo Big Sight and Makuhari Messe.
(3)Costs JASIS is independently run by the organizers and is not for profit.
(4)Transportation means Though proximity to city center attains efficiencies in time and cost, the site will be judged comprehensively based on accomplishing exhibition goals.
(5)New Technology Presentation venue facilities The present scale requires at least fifteen lecture rooms with a capacity of 100 people. In consideration of the attendees, audio equipment, seating, venue noise, and other factors must be taken into account.
(6)Conference venue facilities The present scale requires at least ten lecture rooms with a capacity of 100 people. In consideration of the attendees, audio equipment, seating, venue noise, and other factors must be taken into account.
(7)Venue infrastructure Infrastructure, such as Wi-Fi, eateries, visitor registration/reception systems, must be in place.
(8)Lodgings As an exhibition for which visitors plan short stays, and which is experiencing an increase in visitors from abroad, nearly hotel capacity and facilities must be sufficient.
Traffic
Q35. Is there any way to ensure a seat on the direct bus from Yokohama?
A35. Advance registration will be required to take a direct bus from YCAT.

Yokohama Station (YCAT) - Makuhari Messe
Price: 1,550 JPY (one way / Dec. 2016)
Required Time: approximately 70 min.
Bus Stop: YCAT (Yokohama City Air Terminal)
Q36. What about transportation between the Haneda/Narita airports and the exhibition hall?
A36. Go here for answers
Q37. What is the express bus schedule between the Haneda/Narita airports and the Makuhari Messe?
A37. Go here (In Preparation) for the express bus schedule between the Haneda / Narita airports and Makuhari Messe.
Exhibition hall utilities
Q38. Are there any areas provided with Wi-Fi and electrical outlets?
A38. Ethernet cable connections and Wi-Fi are available at the Wi-fi Area. 100 VAC electrical outlets are also provided.
For Guide for Wireless LAN/WiFi, Makuhari Messe, See HERE
Q39. I would like to use copy and FAX services at the venue.
A39. These services are available at the Business Center located at the 2nd floor central entrance (Hall 5, center of the 2nd floor) of the Makuhari Messe International Convention Hall.
For Business Center, Makuhari Messe, See HERE
Q40. Are there smoking areas?
A40. This is a smoke-free exhibition. You may smoke in smoking areas provided outside of the venue.
[Smoking areas during the exhibition]
On the 1st floor of the venue, smoking areas are provided outside of the emergency exits on the south side of each hall (towards the ocean).
[Smoking areas before the exhibition]
On the 1st floor of the venue, you may smoke by the ashtray buckets placed in front of the shutters on the north and south ends of each hall.
For Guide to Facilities of Makuhari Messe, See HERE
Q41. Can we borrow space to keep packing materials?
A41. No space is available for storage until move-out of packing materials. After move-in, please remove all packing materials, then bring them back to move-out. Transport companies will often provide storage for these materials. Goods under bonding application will be stored by the transport company in charge of bonded goods.
Q42. What are parking fees around exhibition site?
A42. Parking fees for such large-scale event facilities as Makuhari Messe, in which local public entities closely involved, are regulated by statute. The regular fee for an ordinary vehicle is JPY 1,000 for all day. While the parking fee at the nearby Marine Stadium may be a little lower, the parking lot may close a little earlier depending on the event situation at the time. Please make your plans based on these considerations.