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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