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About Exhibitor Applications
| Exhibitor requirements |
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Must be a manufacturer (company or individual), trading company, information
media outlet, organization or association, etc. that is involved in spreading
and popularizing specialty coffee, or that handles products, services or
publications, etc. that contribute to the development of the coffee industry
in Japan and worldwide |
| Exhibition area |
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The exhibition area is scheduled to be divided into five zones. (Plans)
（1）Official sponsor zone（Plans）
The zone where the official sponsors, associated media outlets and related
associations of SCAJ2019 set up their displays
（2） Standard booth zone ／ （3）Semi-standard booth zone
The zone where standard and semi-standard Exhibitors can set up their displays
regardless of SCAJ membersship status
（4） Stage area ／（5）Organizer space zone
Zone used for competitions, corporate seminars, workshops and displays
by parties related to the association
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| How to apply |
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To apply, please fulfill in the required entries on the official website.
* Applications that the organizers do not deem to be in line with the purport
of the exhibition may be rejected.(e.g. exhibitor applications by companies
or associations that do not meet participation requirements).
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| Application due date |
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・Primary application due date (early entry): April 19 (Fri),2019
・Secondary application due date (final): May 31 (Fri), 2019
* Applications will close once all scheduled spaces have been assigned,
regardless of the application due date.
* Early entrants will enjoy special benefits. For more information, see
"Special benefits for early applicants" or "How to Become
Exhibitor"
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Paying
the exhibition fees |
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Once your exhibitor application is confirmed, the SCAJ2019 Conference Office
will send you an invoice; please pay the participation fee into the specified
account. You must adhere to the remittance due date indicated on the invoice
(bank fees are payable by the Exhibitors.)
Your application will officially be considered complete once payment is
confirmed.
Due date for the payment of exhibition booth fees
・Payment due date for the primary application period: May 15 (Wed), 2019
・Payment due date for the secondary application period: June 12 (Wed),
2019 |
| Changes and cancellation |
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■Changes to the Number of exhibition spaces
Make sure to contact the SCAJ2019 Conference Office for changes. Please
note that you will be charged a cancellation fee if you decrease the number
of Spaces.
■ Cancellations
Please submit letters in writing when you make cancellation after registration.
Also note that you will be charged a cancellation fee as follows.
・June 12(Wed) or before : 50% of participation fee
・June 13(Thu) or later : 100% of participation fee
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Expenses not included
in the Exhibition fee |
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■Exhibitor’s costs of booth decoration, transporting items into the venue
and running the booth.
■Expenses for electrical facilities other than the following, if required:Basic
electrical facilities (2 arms spotlights, 1 single-phase 100V-500W power
outlet)
* Arm spotlights and power outlets are not included into semi-standard
booths.
■Expenses for plumbing facilities inside the booth, if required
(Shared sinks and grinders will be installed in the exhibition venue).
■Labor costs for staff or interpreters inside the booth, if required
■Additional equipment on top of basic ones listed above.
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| Joint displays |
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Basically one Exhibition booth applies to one brand (or company) even with
multi booth registration, however, joint displays upon application by multiple
corporations, associations or brands are also allowed provided that the
requirements indicated below are met.
Also, 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 participation fees, as well as other payments required, will be made
by the managing company.
■Joint display requirements
(1) Organizations that comprise multiple companies or associations
(2) Group companies, associated companies or brands, etc. linked by capital
relationships.
(3) Companies, associations or brands, etc. that are implementing or planning
projects based on joint businesses or collaborations
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Number of spaces
applied for |
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Please take into account your company’s place of presentation, stock, visitor
queue area and tasting space when applying for booth space. Areas outside
of the Exhibitor’s space and passageways are not allowed to be used for
PR or the queue area. Please limit displays to the booth area. |
| Determining booth position |
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The organizer decides booth position and venue layout upon taking into
account official sponsors, number of booths, and display contents, among
other factors. * Details will be discussed at the Exhibitor Orientation. |
Special benefits for
early applicants
* For SCAJ members companies. |
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Exhibitors who apply by the primary application due date (early application)
for space equivalent to Four(4) standard booths or less are eligible for
special benefits when transporting items into the venue (Applications will
be deemed complete upon payment confirmation).
Special benefits will be applied to SCAJ member companies as well as new
members who became members at registration. （Semi-standard booth exhibitors
are excluded regardless of the number of booths）*Please consult SCAJ Conference
Office for details. |
| About the Exhibitor Orientation Session |
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June 19(Wed), 2019
Subjects discussed will include regulations concerning the exhibition,
Exhibitor Rules, decoration regulations, application entries, and application
methods. The SCAJ2019 Exhibitor Manual will also be distributed on the
day. *See “ How to Become Exhibitor”(p.6) |
Notes
■As a general rule, official sponsors and Exhibitors occupying space equivalent
to Four(4) or more booths will be given priority right to choose the position
of their booths. Other than that, decisions will be made by drawings at
the Exhibitor Orientation.
■Each individual booth includes basic facilities; if you wish to change/add
facilities, or to have other equipment available, apply to the SCAJ2019
Conference Office with the relevant application form in the Exhibitor Manual.
■If you wish to hold a paid seminar, event or workshop, adjustments will
need to be made in relation to venue availability, etc., so please make
sure to discuss the matter in advance with the SCAJ2019 Conference Office.
■In the event that holding the exhibition should be difficult due to a natural
disaster or other unforeseen circumstances, the exhibition may be postponed
or suspended at the organizer’s discretion. Please note that exhibition
fees and other associated payments are non-refundable.
Contact the SCAJ2019 Conference Office should you have any questions on
other matters.
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