application guidebook for jetro zone in foodex japan 2021 · 2020-07-31 · 2 i. foodex japan 2021...
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Application Guidebook for
JETRO Zone in FOODEX JAPAN
2021
Application Deadline:
Monday, August 31, 2020
July 2020
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I. FOODEX JAPAN 2021 Outline
1. Name: 46th International Food and Beverage Exhibition (FOODEX Japan 2021)
2. Dates & Open hours: Tue, March 9 – Fri, March 12, 2021
10:00-17:00 (10:00-16:30 on last day)
3. Venue: Makuhari Messe
2-1, Nakase, Mihama-ku, Chiba City, Chiba, Japan
4. Organizer: Japan Management Association and four other associations
5. Number of exhibitors: 3,500 companies/4,500 stands (2019)
6. Exhibits: Food and beverages
7. Admission fee: 5,000-JPY(including tax)
Registration card holders may enter free of charge.
8. Number of Visitors: 85,000 (expected) / 80,426 (results of FOODEX 2019)
II. JETRO Zone Outline
1. Purpose
JETRO organizes JETRO Zone within “FOODEX JAPAN 2021” (hereafter “FOODEX 2021”)
to provide emerging countries with an opportunity to introduce their promising foods to
the Japanese market as well as to help stimulate the food industry of those countries.
2.Scale
The total area of JETRO Zone is approx. 372 m2 (TBC) comprised of Exhibiting Space and
Common Space:
-Exhibiting Space:Approx. 336 ㎡(TBC)
N.B.: Separated booths with walls for individual participants will not be provided.
-Common Space:Approx. 36 ㎡(TBC)
The space includes the common space; such as JETRO office, information counter, shared
kitchen, stock room and display corner.
JETRO will provide approximately 7 m2 of space with basic equipment such as a table,
company name board and chair for each JETRO Zone participant.
3. Number of participants: About forty companies
4. Number of companies to be recruited: About ten companies
Following the cancelation of FOODEX JAPAN 2020, we will accept a portion of its JETRO
Zone participants in FOODEX JAPAN 2021. In light of this treatment, we are limiting the
number of this year’s recruitment to about ten companies.
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III. Applicant Requirements
1. JETRO Zone participants must:
A. Be from (i.e., have its registered headquarters in) an emerging country listed in the
DAC List* for 2020.
https://www5.jetro.go.jp/newsletter/faa/2020/FOODEX2021/DAC-List-of-ODA-
Recipients-for-reporting-2020-flows.pdf
*List of official development assistance (ODA) recipients published and reviewed by the
Development Assistance Committee (DAC) of the Organization for Economic Co-
operation and Development (OECD)
B. Be a food/beverage manufacturer or exporter (governments, associations, industrial
organizations, etc. shall NOT be accepted as exhibitors);
C. Be from a country who is not organizing a national pavilion in FOODEX*;
*If a country organized a national pavilion at FOODEX up until FOODEX 2019,
companies from that country are not eligible for application for JETRO Zone, except in
the case that the country has decided NOT to organize a national pavilion at FOODEX
2021.
D. Not have participated in JETRO Zone three times or more prior to FOODEX 2020;
E. Be prepared for international business and seeking business opportunities in the
Japanese market;
F. Be capable of making the documentation necessary for export/import and customs
clearance;
G. Not have any exclusive agent(s) in Japan or continuous business deals with Japanese
companies, as of the application date;
H. Not raise a complaint regarding acceptance or rejection in any matter. We at JETRO
Headquarters have sole discretion in terms of making decisions on the balance of
exhibits, the number of countries, the potential for Japanese market and so on.
I. Exhibit products only in JETRO Zone;
J. Exhibit only products of its own (to exhibit other companies’ products is prohibited);
K. Pay all exhibition fees by the date (on “date of transfer” basis) designated by JETRO;
L. Have one or more staff member(s) attend the space during the show period who can
perform professional business communications with visitors on behalf of the exhibitor
in either English, French, Spanish or Russian.
In light of the evolving coronavirus (COVID-19) situation, entry restrictions, visa
suspensions and quarantine measures for travelers have been issued by the government
of Japan. Participants must refer to the latest information published on MOFA’s website
below and take necessary measures.
MOFA: Border enforcement measures to prevent the spread of COVID-19
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https://www.mofa.go.jp/ca/fna/page4e_001053.html
In case there are official travel restrictions regarding travel to Japan imposed at the point
of December 1st, 2020, which prevent participants from arriving Japan on time for
FOODEX 2021, please inform JETRO by December 4th, 2020 at the latest. Participants
may be exempted from this article ”L” and JETRO will inform participant(s) of alternative
solution to participate in the Fair remotely;
M. Prepare and furnish the space with products and samples, catalogues and business
cards for distribution at the fair;
N. Refrain from selling any exhibits or products during FOODEX 2021;
O. Report business results in detail to JETRO and cooperate in JETRO’s questionnaire
surveys;
P. Comply with these Rules and Regulations, Japanese law as well as regulations, and
other rules stipulated by the Fair Organizer of FOODEX 2021 (Japan Management
Association, JMA); and
Q. Acknowledge and obey the following rules.
-If the company commits the following actions, its application will NOT BE ACCEPTED
for the next FOODEX JETRO Zone and onwards, except in the case of force majeure
events, such as war, political instability, natural disasters, and infectious diseases.
• Cancellation after payment of the participation fee.
• Not submitting copies of an individual’s passport page as specified by JETRO after
the exhibition if the Letter of Guarantee is issued by JETRO to obtain the entry visa.*
*This rule applies only to Participant guaranteed by JETRO to get the visa.
• Company booth goes unattended even for only one day during the fair.
2. Products to be exhibited at JETRO Zone
Product categories to be exhibited:
1) Beverages (not fresh ones)
2) Spread, confectionery
3) Seasonings, cooking oil, spices
4) Processed/fresh vegetables and fruits
5) Nuts, grains
6) Seafood
Products NOT ALLOWED to be exhibited in JETRO Zone:
The items listed below are not allowed to be exhibited in JETRO Zone as their import to
Japan is either prohibited or extremely difficult. The same rule applies to the products,
which are not listed below but prohibited from being brought into Japan.
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1) Mineral water
2) Meat
3) Frozen sweets such as ice cream or sorbet
4) Dairy products
5) All liquid type beverages including powdered drinks, like fruit juice, sports
drinks, liquid coffee drinks, tea drinks, carbonated drinks, etc. However, alcohol
or solid type beverages like coffee beans and tea leaves can be accepted as
exhibits.
6) Products regulated by Japanese Pharmaceutical Affairs Law, such as tablets,
capsules or other products whose ingredients are classified as medicine by the
law.
7) Sugar
8) Rock salt
3. Maximum number of exhibits per participant
The maximum number of items each participant can exhibit is 20.
If the ingredients are different (e.g. different flavor, different portions of certain
ingredients), the product will be regarded as a different item.
IV. Participation fee and included JETRO’s Services
1. JETRO Zone Participation fee
Classified by income level according to the DAC List
Category Fee
Upper middle income countries and territories
1,500 USD Lower middle income countries and territories
Other low income countries
Least developed countries (LDCs) 750 USD
N.B. - Normal exhibition fee for a packaged booth stand in FOODEX costs approx. 6,700
USD.
- JETRO will send applicants invoices upon the selection of participants.
- Payment must be made by bank transfer only, in US dollars, Euros or in Japanese
Yen to the bank account of JETRO Tokyo Headquarters.
- Applicants must cover the bank transfer fee.
- Applicants must submit a transfer statement to JETRO when the payment process
is completed.
- Applicants will be officially regarded as Participants of JETRO Zone once the full
payment is confirmed.
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- If the payment cannot be confirmed by the deadline, the space will be canceled.
2. Services provided by JETRO (Tentative) include:
A. Allocation of space for each exhibitor (about 7 m2), along with basic equipment
and decorations
B. Provision of shared-basis interpreters for business negotiation
One English/Spanish/French/Russian interpreter for every two companies
C. Provision of individual consultation with experts in Japan’s food industry
D. Installation of the common kitchen for JETRO Zone Participants
E. Advertisement of JETRO exhibitors
*Example: publication of exhibitors’ directory, uploading promotion information
on the website
F. Issuance of necessary documents for visa applications
G. Bearing transportation cost of exhibits from the place of shipment to the venue,
Makuhari Messe as well as customs duties and taxes up to 40 kg in actual weight
or within 0.25 m3 in volume per Participant (Applicable to all the Participants for
FOODEX 2021 only)
3. Participants’ own expenses include:
A. Travel and accommodation for exhibition space attendants
*JETRO provides Participants with information on hotels recommended by the Fair
Organizer. Participants are required to contact them directly, not through JETRO,
on their own responsibilities.
B. Costs for storage, installation, removal and disposal of exhibits.
C. Costs for transfer or sending back the exhibits after the fair
D. Cost for insurance
E. Rental fees for additional equipment (if any).
*Participants who order additional equipment shall make payments to the
constructor designated by JETRO in cash in Japanese yen at the fair site. In case
of cancellation, a cancellation fee may be charged depending on cancellation
period. Cancellation fee must be borne by the participants.
F. Any other costs not listed in the above JETRO services
4. Special measures in response to the Covid-19 impact
- Transportation and customs clearance cost
As previously mentioned under “G” of 2. Services provided by JETRO, JETRO will cover
the costs for transportation of exhibits from the place of shipment to Makuhari Messe
(maximum 40 kg in actual weight or within 0.25 m3 in volume) as well as customs duties
and taxes.
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N.B. This service is a special measures taken ONLY FOR THIS YEAR in response to
the impact of the spread of Covid-19, which all the participants can benefit from.
-The applicants must pay transportation costs, customs duties and taxes exceeding the
above- mentioned maximum weight or in sending cargo by courier services. Cost
for customs clearance examinations, insurance or for sending back exhibits will
not be covered by JETRO.
-Quarantine may issue Inspection Order for the transported exhibits. In such case JETRO
shall handle those items as “Display only” (=Tasting is not allowed.) unless exhibitors
pass the examination in a Japanese-designated foreign official laboratories at their
expense.
See Section 1 of the list in the link below for List of Foreign Official Laboratories by
Ministry of Health, Labor and Welfare of Japan
https://www.mhlw.go.jp/english/topics/importedfoods/1-10.html
V. Application procedures, Screening and Schedule
1. Application procedures
To apply, please contact your nearest JETRO office.
https://www5.jetro.go.jp/newsletter/faa/2020/FOODEX2021/your_nearest_JETRO_offi
ce.pdf
JETRO offices location world wide
Central and South America Sao Paulo, Bogota, Mexico, Lima
Europe Vienna, Warszawa
Russia CIS Moscow, Tashkent
Asia
Beijing, Phnom Penh, Vientiane, Dhaka, New Delhi, Jakarta,
Yangon, Colombo, Karachi
Oceania Sydney
Middle East Tehran, Tel-Aviv, Dubai, Cairo, Istanbul
Africa
Rabat/Paris, Johannesburg, Abidjan, Addis Ababa, Nairobi,
Lagos
Please click the region name to check contact details of each office.
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2. STEPS to complete the application
Here are the quick steps.
STEP 1: Read through this “Application Guidebook for JETRO Zone in FOODEX JAPAN
2021” and its attachment, “Rules and Regulations” carefully.
STEP 2: If you are eligible and accept the terms and conditions, contact your nearest
JETRO office to receive the Online Application Form (FORM 1-1) URL. Click the link
below to check your nearest office.
https://www5.jetro.go.jp/newsletter/faa/2020/FOODEX2021/your_nearest_JETRO_offi
ce.pdf
STEP 3: Fill in online FORM 1-1: About Your Company, FORM 1-2: About Your Products
and upload FORM 1-3: Applicant Consent Form with your legally binding signature as well
as the designated documents and files by August 31, 2020. For more details, please
check the link below.
https://www.jetro.go.jp/en/events/foodex2021
STEP 4: Receive “Acknowledge Receipt” email from JETRO
Once applicants submit all the FORM 1s and upload all the necessary documents online,
the application is done. Please check the “Acknowledge Receipt” email from JETRO and
wait for the screening results. If you do not receive the email, please contact JETRO
Headquarters or your nearest JETRO office.
3. Screening of Participants
Applicants must pass a screening conducted by JETRO overseas offices in charge of
Applicant’s country and the Headquarters. In the screening process, JETRO will check:
1) If the items are not restricted/prohibited from entry into Japan under Japanese laws
(Food Sanitation Act, Pharmaceutical Affairs Law, etc.), and
2) If they have strong potential for success in the Japanese market.
Screening will be conducted based on submitted FORM1-1, 1-2 and 1-3 and attached
materials. JETRO Headquarters have sole discretion to make decisions on the Participants,
taking the balance of exhibits and represented countries into account. JETRO will accept
no complaints regarding acceptance or rejection to JETRO Zone.
Experience in business with Japan:
In the screening process, JETRO will prioritize companies that do not have the opportunity
to enter the Japanese market and have difficulty exhibiting at FOODEX JAPAN on their
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own. For companies that already have a permanent business relationship with a specific
Japanese company, the participation in the JETRO zone is not allowed. Even if the
companies do not have an agent with exclusive sales rights in Japan, we regard them as
having “a foothold in the Japanese market”.
CAUTION
As FOODEX is an exhibition for food industry, conducting tasting during the show is
extremely important to attract as many buyers as possible; however, food samples for
trade fairs are treated as regular "imported food", not as "samples for exhibition" due to
the special circumstances of Japanese customs clearance. The import procedure for the
Fair is, therefore, complicated and strict.
Considering the circumstances, JETRO may post a "Conditional pass" to applicant after
screening, if any of the following cases apply.
1) Items require Aflatoxin (soil fungus, deadly poisonous mold) inspection
Example1: Nuts (peanuts, peanut butter, peanut oil, pistachios, etc.)
Example2: Chili peppers (chili powder, chili sauce, etc.)
2) Fresh food (Due to high pest risk such as Ceratitis capitata)
Example: Mango, Avocado
3) Products and supplements using medicinal plants (Regulated by Pharmaceutical Affairs
Law)
Example: Moringa (Precautions for Pregnant women on package required), Kinkeliba,
Senna Pods, Herbs, etc.
4) Exhibiting only one item:
In case the only item seems to be difficult to pass customs clearance, there will be no
exhibits for tasting for the participant at the venue. In this case, the participant will
only be conditionally accepted by JETRO until it confirms if regular customs clearance
can be applicable to the item.
Please note that JETRO will not be responsible for taking and passing food inspection if
exhibit is found to be an item subject to it. In such case, we will treat the exhibit as
"Display only": tasting and sample distribution of the item are prohibited at the venue.
If the inspection for the item is carried out at the participant's expense at an overseas
inspection agency designated by the Ministry of Health, Labor and Welfare of Japan and
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it passes all inspection items, tasting and sample distribution will be allowed.
For List of Foreign Official Laboratories designated by MHLW Japan, please check
Imported Foods Inspection Service Home Page
http://www.mhlw.go.jp/english/topics/importedfoods/1-10.html
4. Schedule (Tentative)
Application deadline: August 31, 2020
Selection of participants: August - September 2020
- JETRO will screen applicants and select companies that can participate in the JETRO
Zone.
Notice of unofficial offer: October 2020
- Your nearest JETRO office will announce the screening results.
Payment deadline: Mid-October 2020
Notice of official offer: Late-October 2020 onwards (as soon as JETRO confirms the
payment)
Announcement of shipping rules (Shipping Manual): Mid/Late-October 2020
Travel restrictions notification deadline: Early December 2020
Submission deadline for documents related to visa support: Mid-December 2020
Commencement of shipping procedures: Late December 2020
Arrival of exhibits at Narita: February, 2021
FOODEX JAPAN 2021: March 9-12, 2021
5. Cancellation Policy
Cancellation by participants must be made in writing to JETRO. The participation fee
for JETRO Zone is non-refundable. If participation is cancelled after the payment;
- the fee will not be refunded.
- no other expenses incurred by the Participant will be refunded.
JETRO will not accept next year’s application from a company that canceled its
participation this year after the payment of participation fee except for the case of force
majeure events, such as natural disasters, infectious diseases, coups or war.
V. Caution and Disclaimer
1. Caution
1) Participants must follow Japanese law as well as the rules in this Application
Guidebook, Rules & Regulations in order to assure a successful trade fair.
2) Due to the COVID-19 pandemic, FOODEX JAPAN may be canceled or postponed by
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the Fair Organizer, JMA. Even if the Fair Organizer does not decide to do so, JETRO
may cancel its participation considering health and safety of JETRO Zone Participants.
3) Preventive measures against COVID-19: Participants are requested to take thorough
preventive measures against infectious diseases at the exhibition, and to not bring
anyone suspected of having an infectious diseases or having had close contact with
such a person to the exhibition. Should Participants find out that anyone suspected
of having an infectious disease or having had close contact with such a person
participated in the exhibition, immediately report it to JETRO and follow its
instructions.
2. JETRO’s Immunity from responsibility
1) Postponement / Cancellation of the Fair
The Fair Organizer, JMA may change the exhibition period or cancel the Exhibition, due
to an act of God or any other unforeseen or uncontrollable circumstances.
Under such circumstances, JETRO shall not accept any claims of compensation for any
losses or damages arising out of or in connection with such cancellation or postponement
(including but not limited to cancellation charges of airline tickets and hotels). Only the
participation fees JETRO received from Participants may, at the sole discretion of JETRO,
be refunded after deduction of expenses incurred by JETRO is made.
2) Delay in preparation and Outcome below expectations
JETRO shall bear no liability for any loss or damage incurred during cases such as those
listed below, nor refund participation fees.
A. Participants are unable to complete customs clearance by the date of exhibition
due to delayed preparation, incomplete documents or delays caused by inspection
of additive substances, and are unable to obtain food sampling permission in time
B. Participants cannot enter Japan due to delayed issuance of visa
C. Participants do not have enough business talks or get results at the Fair as they
expected, and their participation in JETRO Zone does not pay off
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Rules and Regulations for
JETRO Zone in FOODEX
JAPAN 2021
I. Objective
Under the “JETRO Support Program for
Promoting Foreign Participation in Japanese
Trade Fairs”, JETRO supports the companies of
emerging countries to participate in FOODEX
JAPAN through JETRO Zone, in order to
provide them with opportunities to penetrate the
Japanese markets and promote export of their
products to Japan.
Therefore, all Participants must:
1) Exhibit products which are not yet imported
to the Japanese market (products that were
exported to Japan in the past only on a spot
basis can be exhibited);
2) Not to sell products at the fair site;
3) Attend the allocated space for all four days
until closed; and
4) Report business results to JETRO precisely
for continuation of its support program
II. Terms and conditions
JETRO, at its sole discretion, determines
whether a prospective Participant is eligible to
exhibit at JETRO Zone. Companies wishing to
participate in JETRO Zone must agree to the
following conditions.
(1) Eligibility
Participating companies (hereafter
“Participants”) must:
A. Be from (i.e., have its registered
headquarters in) an emerging country
listed in the DAC List for 2020*. *List of
official development assistance (ODA)
recipients published and reviewed by the
Development Assistance Committee
(DAC) of the Organization for Economic
Co-operation and Development
(OECD);
B. Be a food/beverage manufacturer or
exporter (governments, associations,
industrial organizations, etc. shall NOT
be accepted as Participants);
C. Be from a country that is not organizing
a national pavilion in FOODEX*.*If a
country organized a national pavilion at
FOODEX up until FOODEX 2019,
companies from that country are not
eligible for applying for JETRO Zone,
except in the case that the country has
decided NOT to organize a national
pavilion at FOODEX 2021;
D. Not have participated in JETRO Zone
three times or more prior to FOODEX
2021;
E. Be prepared for international business
and seeking business opportunities in the
Japanese market;
F. Be capable of making the documentation
necessary for export / import and
customs clearance;
G. Not have any exclusive agent(s) in Japan
or continuous business deals with
Japanese companies, as of the
application date;
H. Not raise a complaint regarding
acceptance or rejection in any matter. We
at JETRO Headquarters have sole
discretion in terms of making decisions
on the balance of exhibits, the number of
participating countries, the potential for
Japanese market and so on;
I. Exhibit products only in JETRO Zone;
J. Exhibit only products of its own (to
exhibit other companies’ products is
prohibited);
K. Pay all exhibition fees by the date (on
“date of transfer” basis) designated by
JETRO;
L. Have one or more staff member(s) attend
the space during the show period who
can perform professional business
communications with visitors on behalf
of the Participants in either English,
French, Spanish or Russian;
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M. Prepare and furnish the space with
products and samples, catalogues and
business cards for distribution at the fair;
N. Refrain from selling any exhibits or
products during FOODEX 2020;
O. Report business results in detail to
JETRO and cooperate in JETRO’s
questionnaire surveys;
P. Comply with these Rules and
Regulations, Japanese law as well as
regulations, and other rules stipulated by
the FOODEX 2021 Organizer (hereafter
the “Fair Organizer”); and
Q. Follow the rules below. If the company
commits the following actions, its
application will NOT BE ACCEPTED
beginning from the next FOODEX
JETRO Zone, except in the case of force
majeure events, such as natural disasters,
coups or war;
- Cancellation after receipt of acceptance
notice (after payment of participation
fee)
- Not submitting the Letter of Reminder
and copies of an individual’s passport
page as specified by JETRO after the
exhibition.* *This rule applies only to
Participant guaranteed by JETRO to get
the visa.
- Company booth goes unattended for
even one day during fair
(2) Category of exhibits:
A. Beverages (not fresh ones)
B. Spread, confectionery
C. Seasonings, cooking oil, spices
D. Processed/fresh vegetables and fruits
E. Nuts, grains
F. Seafood
Products listed below are not allowed to be
exhibited in JETRO Zone as their import to
Japan is either prohibited or is extremely
difficult. The same applies to any other products
prohibited from being brought into Japan but not
listed below.
A. Mineral water
B. Meat
C. Frozen sweets such as ice cream or
sorbet
D. Dairy products
E. All liquid type beverages including
powdered drinks, like fruit juice, sports
drinks, liquid coffee drinks, tea drinks,
carbonated drinks, etc.
*However, alcohol or solid type beverages sort
of coffee beans and tea leaves can be exhibited.
F. Products regulated by Japanese
Pharmaceutical Affairs Law, such as
tablets, capsules or other products
whose ingredients are classified as
medicine by the law.
G. Sugar
H. Rock salt
(3) Space allocation
JETRO will provide approximately 7 m2 of
space including basic equipment such as a table,
company name board and chair per Participant.
(4) Participation of “Country Organizer”:
A. Country Organizer is a public local
organization/body that promotes trade
and business of the country and that
works as the local liaison and
coordination office for the Participants
in cooperation with JETRO overseas
offices in charge.
B. Country Organizer itself must not have
any booths in FOODEX other than in
JETRO Zone.
C. Country Organizer itself shall not be
selected as a JETRO Zone Participant.
III. Services provided by JETRO (Tentative)
To minimize participants’ expenses, JETRO
subsidizes a large part of the preparation fees as
well as provides the services listed below (A-H).
“G” is normally a special service only for
participants from Africa and LDC countries
participating in JETRO Zone for the first time;
however, as special measures in response to the
COVID-19 impact, ONLY FOR FOODEX 2021,
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all the participants can benefit from the service.
A. Allocation of space with basic
equipment and decorations
B. Provision of shared-basis interpreters
for business negotiation (ONE English
/ Spanish / French / Russian interpreter
per TWO Participants)
C. Provision of individual consultation
with experts in Japan’s food industry
D. Installation of the common kitchen for
JETRO Zone Participants
E. Advertisement for JETRO Zone
Participants
F. Issuance of necessary documents* for a
visa application
*JETRO will issue a “Letter of Guarantee” for
only 2 persons per company. A recipient of the
“Letter of Guarantee” can stay in Japan up to 9
days.
G. Covering transportation cost of exhibits
from the place of shipment to the venue,
Makuhari Messe as well as customs
duties and taxes up to 40 kg in actual
weight or within 0.25 m3 in volume per
Participant.
-Normally, this service is only for companies
from Africa and LDC countries participating in
Jetro Zone for the first time, aiming for
sustainable support based on Japanese
Government policy.
-The maximum number of items each
Participant can exhibit is 20. If the ingredients
are different (e.g. different flavor, different
portions of certain ingredients), the product
will be regarded as a different item.
-Participants should pay transportation costs,
customs duties and taxes exceeding the above-
mentioned maximum or in case sending
exhibits by courier services.
-Cost and procedure for insurance will not be
covered by JETRO.
-Cost for sending back exhibits will not be
covered by JETRO.
- At the time of inquiry to Quarantine prior to
official submission of “Food Import
Notification”, if it becomes clear that the
exhibits may be subject to Inspection Order,
JETRO shall handle those exhibits as “Display
only” unless Participants pass the customs
clearance test in any of the designated foreign
examination institutions at the Participants’
expense.
IV. Application and payment of the
participation fees
(1) Application for JETRO Zone:
To apply for JETRO Zone, applicants must
submit FORM 1: Online Application Form
together with Electronic company/products
brochure to JETRO by the deadline.
(2) Selection of participants:
JETRO will select the companies appropriate for
this program from applicants. JETRO reserves
the right to refuse an application if the exhibits
are deemed to be inappropriate with regard to
the basic objectives of the fair.
(3) Payment of the participation fees:
Participation fees for JETRO Zone at FOODEX
2021
-Participation fees are determined according to
the income level classification by the OECD
Development Assistance Committee.
-JETRO will send the Participant an invoice
upon the selection of participants to approve
the applicant’s participation. Payment must be
made by bank transfer only, in US Dollar, Euro,
or Japanese Yen to the account of JETRO
Tokyo Headquarters on a stated date based on
Japan local time.
-Participants must cover the bank transfer fee.
-Participants must submit a transfer statement to
JETRO when the payment process is
Category
Participation fee
(per each allocated
space)
Upper middle income countries
1,500 USD Lower middle income countries
Other low income countries
Least developed countries 750 USD
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completed.
-Participation will be confirmed and the space
will be allotted to the participants after the full
payment of participation fees.
-If the payment cannot be confirmed by the
deadline, the applicant’s participation will be
canceled.
(4) Confirmation of participation:
Once the receipt of the participation fee is
confirmed, the contract between JETRO and
Participants is deemed to enter into force and
JETRO will send an official notice to
Participants.
V. Costs borne by Participants
A. Travel and accommodation costs for booth
attendants
*JETRO provides Participants with information
on hotels recommended by the Fair Organizer.
Participants are required to contact them directly,
not through JETRO, on their own
responsibilities.
B. Costs for storage, installation, removal and
disposal of exhibits.
C. Costs for transfer or sending back the
exhibits after the fair.
D. Cost for insurance
E. Rental fees for additional equipment (if
any).
*Participants who order additional equipment
shall make payments to the constructor
designated by JETRO in cash in Japanese yen at
the fair site. In case of cancellation, a
cancellation fee may be charged depending on
cancellation period. Cancellation fee must be
borne by the participants.
F. Other costs not listed in the above JETRO
services
VI. Cancellation by Participants
Cancellation of participation shall only be made
by written letter or e-mail to JETRO. In such
cases, no expenses incurred by the Participants
will be refunded. If the participation is cancelled
after payment of the participation fee, the
Participant will not be allowed to exhibit in
JETRO Zone from the following year except for
the case of force majeure events, such as natural
disasters, infectious diseases, coups or war.
VII. JETRO Zone Location, Layout and
Decoration
(1) The location of JETRO Zone is determined
by the Fair Organizer. JETRO is fully
responsible for the construction of the Zone
within the Fair site and for allocation of
space within the Zone. JETRO reserves the
sole right to manage and control the Zone.
JETRO Zone consists of two areas:
1) An area for Participants and
2) An area for common use, which
includes the JETRO secretariat,
business meeting rooms, kitchen,
reception, etc.
(2) JETRO will allocate space in the most
efficient and reasonable manner (as
determined at its sole discretion) and notify
Participants of their space location through
JETRO’s overseas offices. JETRO will not
accept advance requests for space allocation,
or requests for exchanging space between
Participants. Participants are also prohibited
from subleasing or transferring the right to
use their allocated space to any third party.
(3) Participants may only display exhibits and
materials within the allocated space. The
Fair organizer strictly prohibits displaying
exhibits on passageways or elsewhere.
(4) Participants are prohibited from making
additional decorations that deform original
structure to booths prepared by JETRO.
(5) JETRO reserves the right to determine how
to use unoccupied spaces, if any exist.
Participants are not allowed to use any
unoccupied space without JETRO’s
permission.
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VIII. Handling of exhibits
(1) Before the Fair: Transport of exhibits
A. All Participants must submit FORM 2:
FOOD HANDLING NOTIFICATION to
JETRO by the designated date.
B. B. Participants are to comply with the
deadline and to ship out exhibits as well
as decoration materials to avoid late
arrival of exhibits and surcharges,
keeping in close contact with the freight
forwarder. The deadline will be
announced by the JETRO-designated
custom broker in the Participation
Manual to be announced later.
Participants are required to recognize
import customs clearance often takes a
long time in Japan.
C. Participants must be aware that import
customs formalities are complicated and
time consuming for exhibits transported
through courier or as hand-carried
baggage. Therefore, Participants shall
not use these shipment methods. Despite
all the disadvantages, however, if the
Participants unavoidably choose these
methods, they are responsible not only
for the risks but also for all necessary
import customs formalities and payments,
including duties and sending fees.
JETRO will not take any responsibilities
for late arrival of exhibits and surcharges,
such as duties and costs for emergency
customs clearance and special delivery,
imposed on exhibits shipped in such
ways.
D. When using courier, it is not allowed to
designate JETRO as the recipient of such
items. Participants must recognize such
items cannot be served for tasting or
sample distribution to the visitors. These
items should be exhibited as “Display
only”.
E. Participants must prepare an appropriate
amount/number of exhibits for their own
exhibition space.
(2) Before the Fair: Carrying-in and Installation
A. Carrying-in, installation and decoration of
exhibiting space are allowed only on the day
before the opening of the Fair (all work must
be completed within the same day). A
detailed schedule and information will be
provided to Participants on a later date.
B. Participants must arrive at Makuhari Messe
before the exhibits are carried in.
C. Waste packing materials, such as empty
crates and cardboard boxes shall be removed
or properly disposed of by Participants at
their own expense and responsibility.
(3) During the Fair:
A. Due to security reasons, moving exhibits in
or out is not allowed during the Fair.
B. Participants are responsible for maintaining
their own space during the Fair. Also,
Participants are required to keep their
exhibits under observation during the Fair.
(4) During the Fair:
Product Tasting / Sample Distribution
A. Participants planning to distribute samples or
to conduct product tasting must submit Food
Handling Notification Form to the Ministry
of Health, Labor and Welfare of Japan
through JETRO and satisfy all the required
inspections.
B. To prepare the Food Handling Notification
Form, Participants are required to submit
FORM 2: FOOD HANDLING
NOTIFICATION to JETRO by the
designated date.
C. Items that are imported as hand-carried
baggage, or through courier or using
“Display only” declaration are not allowed
to be served for tasting or distributed as
samples.
(5) After the Fair: Removal/Disposal of
exhibits
A. In principle, no Participant is allowed to start
removing exhibits before the official closing
of the Fair. However, JETRO may admit an
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early removal of exhibits as a special
consideration, in the case that JETRO
considers it impossible for Participant to
remove all the exhibits within the allowed
time.
B. Participants are fully responsible for
removing their exhibits from the Fair site
after the closing of the Fair. Participants are
required to plan well on how to deal with
their exhibits after the Fair as well as make
appropriate arrangements with a forwarder
or other agents.
IX. General obligation and rules at Fair site
(1) Submission of reports and follow-up
survey:
Participants are required to answer JETRO’s
surveys during and after the Fair to report details
of business results. The information will be used
solely for JETRO’s internal report of the event
and for the improvement of its future activities.
No information regarding an individual
company or person will be disclosed to any third
party.
(2) Prohibition of spot sales:
Spot sales are strictly prohibited during the Fair,
as the Fair is aimed at on-site business talks.
Breach of this rule may result in immediate
termination of the Participant’s exhibition in
JETRO Zone and the Fair.
(3) Distribution of samples:
Samples, souvenirs, printed matter of any kind,
or other promotional materials distributed
during the Fair must clear customs prior to the
Fair. Distribution of such promotional materials
can only be conducted by Participants within the
allocated space.
(4) The Fire Prevention Law and treatment of
dangerous objects:
Under the Fire Prevention Law of Japan, the use
of fire and dangerous objects, including the
following examples, is strictly prohibited within
the Fair site.
A. Lighting Candles
B. Hanging textiles from the ceiling
C. Smoking outside the designated area
(5) Restriction on demonstrations and other
activities:
JETRO may restrict or request Participants to
take preventive measures against any
demonstration and other activities, which
JETRO considers dangerous and/or hazardous,
causing excessive noise, floor vibration, heat, air
contamination, and/or cause safety issues within
the Fair site, or against which complaints from
neighboring Exhibitors arise. Expenses related
to the said preventive measures shall be borne
by Participants.
(6) Photography:
Taking photographs within the Fair site by
unauthorized personnel is prohibited.
Participants are only allowed to take
photographs of their own space. JETRO may
take photographs of exhibits in the Zone for
JETRO’s own reports.
(7) General security measures:
JETRO will be responsible for protection and
maintenance of JETRO Zone as a whole;
however, JETRO shall take no responsibility for
the protection and maintenance of the exhibits
and related materials displayed inside
Participants’ space. Management of exhibits and
related materials should be the sole
responsibility of Participants. Participants shall
obtain necessary insurance for the Participants’
property. JETRO shall not be responsible for any
damages to or loss of the Participants’ property
under any circumstances.
(8) Accidents:
In the case of an accident in JETRO Zone,
JETRO staff must be notified immediately.
Participants must follow JETRO’s instructions.
(9) Damages to Fair site facilities:
If Participants damage the wall panels, floor,
wall columns or other equipment of the Fair site,
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the Participants must repair the damage to the
original state at their own expense.
X. JETRO’s Immunity from responsibility
JETRO shall bear no liability for any loss or
damage incurred during cases such as those
listed below, nor refund participation fees.
A. Participants are unable to complete customs
clearance by the date of the Fair due to delayed
preparation, incomplete documents or delays
caused by inspection of additive substances, or
Participants are unable to obtain food sampling
permission in time.
B. Participants cannot enter Japan due to delay
in issuance of visa.
C. Participants do not have enough business
talks or get results at the Fair as they expected
and their participation in JETRO Zone does not
pay off.
XI. Cancellation of the Fair
The Fair Organizer may change the exhibition
period or cancel the Exhibition due to an act of
God or any other unforeseen or uncontrollable
circumstances. Under such circumstances, at the
sole discretion of JETRO, the participation fees
paid by Participants may be refundable after
deduction of expenses incurred by JETRO is
made. The Fair Organizer and JETRO shall not
be responsible for any loss, damage and
expenses incurred by the Participants.
XII. Termination of contract
JETRO may, at its sole discretion, terminate the
Participants’ participation at any time, if they
breaches the rules set out in Application
Guidebook or any article of this Rules and
Regulations. JETRO shall bear no liability
whatsoever for any loss, damage or expenses
incured by such Participants as a result of the
termination, nor shall JETRO refund
participation fees to them.
XIII. Interpretation and enforcement of the
rules and regulations
JETRO shall have full responsibility in the
interpretation and enforcement of these Rules
and Regulations and reserves the right to make
changes or additions, as JETRO deems
necessary for the proper operation of JETRO
Zone.
XIV. Observance of Japanese laws and
the rules and regulations
Participants must observe Japanese law as well
as the rules in Application Guidebook and Rules
& Regulations in order to assure a successful
trade fair. Any disputes related to the Fair shall
be governed by Japanese law and adjudicated in
Tokyo District Court.
Concluded