FAQ from Exhibitors
To view the answers, please click on the questions.
Booth decorations
- Tell me about the basic configuration of a booth.
- The booth only contains an area of space in the noted size with no additional decorations. However, exhibitors may request booth partitions (system panels) and booth number plates free of charge. If the exhibitor requires these items, please submit Order Form 14 by September 3 (Wed.). If one exhibitor requests partitions and an exhibitor in a neighboring booth does not, the partitions will be installed entirely within the first exhibitor's booth. If two exhibitors in neighboring booths request partitions, the partition will be installed directly on the boundary line between the booths.
- Tell me about height restrictions for decorations.
- All decorations (including furniture and fixtures) must be no taller than 3.0 m as measured from the floor. However, decorations located at least 3 m from aisles, adjacent booths, and walls may be up to 6 m in height. Exhibitors that wish to include decorations higher than 3 m in their booth must submit a drawing of the plan to Fair Management by October 2 (Thu.). There is no height restriction on exhibited items, but if the exhibited item exceeds a height of 3 m, please contact Fair Management.
- Tell me about two story constructions.
- Exhibitors with an exhibition space at least 15 booths large may construct a two story construction. The two story construction may only be constructed 3 m from aisles, adjacent booths, and walls. The two story constructions must have handrails at least 1.2 m in height and a total height of no more than 6 m. It may be required to install wireless smoke detectors, package type fire extinguishers, fire extinguishers, etc. Please refer to the exhibitors manual for more detailed regulations. Exhibitors that wish to construct a two story construction must submit Order Form 16 with a drawing of the plan by September 3 (Wed.)
- Tell me about banners inside the booths.
- Exhibitors with an exhibition space at least 21 booths large may hang a ceiling banner within the area of the booth. To ensure safety as well as smooth delivery and removal, Fair Management provides banner creation, installation, and removal services. (Exhibitors may not perform these services for themselves.) Please refer to the exhibitors manual for more detailed regulations.
- Tell me about the decoration facing the aisles.
- Decorations between 90 cm and 3.0 m in height that face an aisle may take up no more than one-third of each side of the aisle (leaving at least two-thirds of the aisle open on each side).
Delivery and removal
- What is the delivery/removal plan?
- The purpose of the delivery/removal plan is to provide smooth on-site delivery and removal work with less congestion. Simply put, Fair Management will determine the starting dates for delivery and removal for each exhibitor. Exhibitors may not perform any work before those dates.
- How are the starting dates for delivery and removal assigned?
- Exhibitors are asked to submit Order Form 1 by September 3 (Wed.). Based on this information, the distribution desk, operating under Fair Management, will inspect the information carefully and set a starting date based on the amount of exhibition items, the booth position, and similar considerations.
- Can exhibitors start decorating before the starting delivery date?
- The distribution desk will inform each exhibitor when to start delivery/ removal work, including decoration. On Order Form 1, there is a separate section for the starting date and time desired for decoration. Exhibitors may enter a different date than the general starting date for delivery and removal. The distribution desk will inspect all of the information carefully to determine the starting dates for delivery and removal. However, the desired date may not be available depending on the surroundings (including considerations such as whether the decorations will act as an obstacle for passing vehicles).
- Can removal be started on the last day of the exhibition?
- In order to provide safe working operations and to prevent jams from forming in the surrounding area, removal may not be performed using vehicles. There is also no waiting area available for vehicles, and therefore vehicles used for removal may not be stopped nearby. Exhibitors may only perform actions within the booth, such as packaging exhibition items, taking down decorations, and dismantling the booth. However, exhibitors are permitted to park in the exhibitor parking lot and physically carry items to the vehicle for removal. Furthermore, exhibitors that have booths located next to the entrance shutters may be asked to perform early removal in order to help smooth operations on the following days.
- How can vehicle passes be obtained?
- The distribution desk will send vehicle passes to the exhibitors around the end of September. There are three types of vehicle passes: Exhibits delivery vehicle passes, Decoration delivery vehicle passes, and Exhibitor vehicle passes. The number of available passes varies. Please refer to the exhibitors manual for more details.
- May additional vehicle passes be obtained?
- There is a limited amount of space for loading/unloading around the site. Fair Management asks that exhibitors perform delivery and removal using the minimum number of vehicles. In the event that an exhibitor requires more passes, please consult with the distribution desk.
Invitations
- How large are the invitations?
- The invitations are a single sheet of paper with the size 210 mm (H) x 100 mm (W).
- Are exhibitors provided with invitations?
- Exhibitors are provided 10 Japanese invitations and 100 English invitations free of charge per booth.
- Can exhibitors receive more invitations in addition to the number provided free of charge?
- Exhibitors who would like more invitations may purchase additional invitations at a cost of 100 yen per invitation. (120 yen for a set of Invitation and envelope) If you would like to purchase additional invitations, please fill in and submit Order Form 21 by September 26 (Fri.). Additional invitations must be purchased in batches of 50 invitations. When submitting multiple times via Web forms, change the number of additional invitations each time you submit the form.
- Are we only sent invitations?
- Leaflets introducing the exhibition will also be sent with the invitations. The leaflets can be folded into thirds, making them the same size as the invitations (210 mm (H) x 100 mm (W)).
- Do you have envelopes?
- One envelope per invitation will be provided from Fair Management.
There is a space for printing a exhibitor name. If you do not need envelopes, please inform Fair Management by August 1 (Fri.).
- How soon will additional invitations be delivered?
- The additional invitations will be delivered in approximately one week. The delivery time may vary depending on when the order form is received.
- Is the company name printed on the invitations?
- The name of the exhibiting company is printed on the invitations. However, the names of any co-exhibitors are not included.
- Can I see a sample of the invitations and the leaflets?
- Samples images of the invitations and leaflets can be downloaded from the exhibitor's page. Feel free to take a look at the designs. However, note that the actual invitations will each be printed with a unique ID number.
Exhibitor pass
- What is the difference between Exhibitor pass type A and type B?
- Exhibitor pass type A has registered personal information printed on it. To help business discussions between exhibitors run smoothly, JIMTOF encourages exhibitors to register in the same way as visitors do. Type B does not include the registered personal information. It is simply marked “Staff”. Type B passes are used for exhibitors who will not be involved in business discussions.
- How can I apply for an Exhibitor pass?
- You can apply for an Exhibitor pass only from the JIMTOF official website. After logging in to the exhibitor’s only page, click the Exhibitor Pass registration form on the upper left menu to perform the procedures.
- Is it possible to add an Exhibitor pass?
- Exhibitor passes can be added as many times as you want during the application period. A total of 5 passes (types A and B combined) per booth are available free of charge. An extra charge will be incurred for any additional passes.
- When is the Exhibitor pass delivered?
- The exhibitor passes are sent to applicants in mid October in a folder with the Contractor passes. When no applications are submitted, type B exhibitor passes will automatically be sent after the application deadline.
- How can I apply for an Exhibitor pass for co-exhibitors/represented companies?
- Exhibitor passes for co-exhibitors/represented companies must be applied all at once by a person in charge of the exhibition in the same way as the other Order Forms.
- What information is printed on an Exhibitor pass?
- On type A passes, the company name, booth number, and the individual name are printed. The representative company name is printed as the company name, and the name of co-exhibitors and partner companies are listed.
On type B passes, the company name, booth number, and the word “Staff” are printed.
- What is the period of validity for Exhibitor passes?
- Exhibitor passes are valid for the entire delivery period (October 23 to 29), exhibition period (October 30 to November 4), and the removal period (November 5 to 7).
Admission pass reader
- Do I need to apply for Internet for an admission pass reader?
- No, you do not. One LAN cable is included per reader, and this fee is included in the reader fee. In addition, this LAN cable cannot be used to connect to the external internet.
- Can I use the Internet on the computer that is supplied for the visitor management system?
- No. The computer that is used for the visitor management system displays only the visitor management system screens. If you would like to use the Internet, please apply for the communication line separately.
- Is it possible to use both the wired admission pass reader and the handheld admission pass reader with one computer?
- Yes. However, each computer can only be connected to one wired admission pass reader and one handheld admission pass reader.
- Can multiple handheld admission pass readers be used on one computer?
- Yes.
However, only one handheld reader can be connected to each computer. If you want to handle the data from multiple handheld readers separately (such as when you want to manage the data for each exhibitor), you must use different computers.
- When is the read data displayed on the screen? Is it displayed after the data is downloaded?
- In the case of the wired admission pass reader, visitors data is displayed on the screen upon reading the admission pass. However, if a visitor registered on the same day, only the ID number will be displayed until the entry is completed. In the case of a handheld admission pass reader, visitors data is displayed on the screen upon reading the admission pass and connecting to a PC with a USB cable.
- Is there a charge to read data?
- No. If you use the JIMTOF visitor management system, the data can be obtained without a fee.
- Where can I download the data?
- You can download the read data with the computer that is connected to the visitor management system in the exhibitor booth. In addition, you can download the read data at the support centers located in the East and West Halls. Data cannot be downloaded at other facilities outside of the site such as hotels. Please note that the ID and password that are provided beforehand are necessary to download the data.
- What is included in the read data?
- The personal information that is commonly found on a business card, such as company name, division, and individual name, is included. However, the personal data for students is not displayed.
- Are only one ID and one password provided for one company?
- In general, one ID and one password are given for one company. When logging in with the same ID and the password, all visitors’ data that is read in the booth of the company can be browsed and downloaded on one computer.
- How can I use the wired admission pass reader?
- In general, the reader is in a fixed location and visitors touch it with their admission pass. Therefore, installing the reader in a narrow location may be inconvenient for visitors. Please be careful about the installation location. In general, readers should be installed at a height of approximately 1,200 mm. A cable length of around 30 cm is supplied with the reader, and therefore visitors can touch the admission pass while exhibitors hold the reader within the range of the cable length.
- How can I obtain the additional information about visitors?
- There are two types of methods for the wired admission pass reader.
1) After the admission pass is read, check the column for the appropriate additional information on the screen of the computer.
OR
2) After the admission pass is read, touch the reader with the separate additional information card.
- What is the maximum amount of additional information that can be set for a visitor?
- Up to 50 pieces of additional information can be set. However, only 10 pieces of additional information can be obtained per visitor. If you want to obtain 50 or more pieces of additional information, please contact us separately.
- Can I change the name of the additional information for visitors?
- Yes. Exhibitors can change it freely.
- How is the LAN cable installed in the booth?
- It is installed in the booth with the end is being a male connector. Exhibitors only need to connect it to the computer.
- Is it possible to branch a LAN cable for multiple computers by using a router?
- Unfortunately, our current system cannot handle this type of demand.
- I want to establish a LAN connection in my booth. Can I use the LAN cable that is installed for the visitor management system?
- Due to security issues, our current system cannot handle this type of demand. If you want to establish a LAN connection in your booth or frequently transfer data to outside sources, please apply for a special communication line.
Other information
- How should exhibitors handle waste?
- Exhibitors are asked to take any waste with them when they leave. If the waste cannot be removed by the exhibitor, Big Sight Services Corporation can handle waste for a fee. Fair Management will establish a collection location for scrap metal on the site for recycling, and therefore exhibitors are encouraged to bring acceptable scrap metal there. However, waste oil may not be disposed of in the pits. Exhibitors are asked to take the waste oil with them or use the recommended company to handle waste oil.
- How should exhibitors handle scrap metal?
- Fair Management will establish a collection location for scrap metal on the site for recycling, and therefore exhibitors are encouraged to bring acceptable scrap metal there.
