Designer Application For Japan Garden & Flower Show 2015

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The largest and most prestigious flower show in Japan is now accepting Designers Application for Residential Garden category.

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  • 1JAPAN GARDEN and FLOWER SHOW2015

    Designer Application and Design Guidelinesfor International Residential Garden category

    APPLICATIONS CLOSE May 25th, 2015.

    Official website: http://www.gardeningworldcup.jp/en/Japan Garden and Flower Show Organizing CommitteeLocation: Huis Ten Bosch 1-1, Sasebo, Nagasaki, JapanFor all queries, contact Brian IwasakiEmail: info@venture-japan.com Tel: +81-90-8621-3329* Your queries and answers may be posted to the Q&A page on the website and shared with all other applicants.

  • 2EVENT OVERVIEW

    * The organizing committed is herein after referred as the Event Organizer. And applicants is herein after referred as theExhibitors or just designers.

    To all passionate flower and gardening lovers around the world, welcome to our Japan Garden and Flower Show (alsoknown as the Gardening World Cup) which is the largest and most prestigious flower show in Japan hosted annually atthe beautiful European styled resort theme park Huis Ten Bosch in Nagasaki, Japan. We are pleased to announce thatthe show will be held once again in October 2015.

    Now in its sixth year, the show has featured numerous renowned designers. The workmanship by Japanese contractorshas consistently received accolades from designers for their relentless work ethic, high standards and attention to detail.With our team of dedicated translators and interpreters, we provide a unique opportunity for international designers totest their landscape design prowess on the world stage.

    This year, we introduce a brand new category with a trade show atmosphere entitled International Residential Gardencategory. This new category aims to showcase more than 40 gardens in cooperation with designers from more than 30countries under the theme of My Country, My Culture.

    Currently in Japan, we are experiencing high demand for high quality, diverse yet practical designs for residentialgardens. Clients in Japan and in other Asian markets are looking to make the most of their limited landscape andoutdoor areas with unique designs which enrich their own lifestyles. To cater to such needs, we will be displaying avariety of international garden styles to give Japanese garden enthusiasts a glimpse of the various styles and latesttrends with an attractive line up of residential landscape designs.

    Unlike previous years when only invited Exhibitors were permitted to attend, we will be accepting applications fromexperienced gardeners, horticulturalists and industry experts who are keen to showcase their designs and skills in alargely untapped market. Beyond being a garden exhibition, our Garden and Flower Show is being marketed as a placewhere individuals may place orders for the gardens on display and where industry professionals and garden contractorswill gather to forge partnerships and cater to the needs of Japanese clientele. The Gardening World Cup has all thenecessary infrastructure including a full support team and Implementing Partners that can handle every detail of yourgardening project from beginning through to instillation.

    For all designers, we sincerely hope that this event will be the place for you where show off your design skill to the worldand push the boundary of your creativeness. We look forward to receiving your application and work together to createwonderful flower show.

    Japan Garden and Flower Show 2015 Organizing Committee

  • 3GENERAL INFO AND EVENT SCHEDULE*For further details, please refer to Application Process and Schedule below.

    Public Opening and Display Duration: October 3 (Sat), 2015 - October 18 (Sun), 2015Designer Application Entry Deadline: May 25 (Mon), 2015Design Submission Deadline: June 20 (Sat), 2015Announcement of successful Applications: June 30 (Tue), 2015Build up: September 24 (Thu), 2015 - October 1 (Thu), 2015Expected Number of Visitors: 80,000Location: Huis Ten Bosch, Nagasaki, JapanFeatures: 40 gardens (Up to 35 gardens for international exhibitors. This application is for this category), 10 BalconyGardens, 200 hanging baskets, market places, a number of sub events as well as co-hosting International Floral DesignContest to take place inside Palace Huis Ten Bosch.

    VENUE

    GUIDELINE FOR APPLICATION

    Huis Ten Bosch, a European styled resort is also known as asymbol of the friendship between the Netherlands and Japanover their 400 year history. The size of whole park exceeds152-hectares and is comparable to Monaco in land area.Architects also built the resort with the local ecology andsustainability in mind. In addition to the 300,000 flowers,400,000 trees and shrubs your garden will be the main featureon display to a wide audience of Japanese and Asian gardenenthusiasts.

    The official Show Grounds surrounding the symbolic Palace HuisTen Bosch boast an expansive baroque garden. This garden wascreated using the only remaining drawing of a garden that wasplanned for the Dutch palace but never realized. The elegantappearance of this garden, created with exclusive permissionfrom the Dutch Royal Family, has received many accolades, notto mention the admiration of the royal family themselves.

  • 4GUIDELINE FOR APPLICATION1) Design Theme and Guideline

    Design Theme: My Country, My Culture.

    1-1. Applicants are expected to design a residential garden with the above theme that reflects to the gardening cultureand housing style of your country. There is a possibility that the garden you design may be sold, in which case a designcommission will be paid. Please take this into account with your design to create an imaginative yet practicalresidential garden rather than a strictly show garden so that it may be installed within a typical private residence.

    1-2. Submitted design must be original and unpublished designed by the applicant.

    1-3. This event is not intended to be strictly a competition as such due to our endeavors to commercialize and promotethe gardens on display, however, the Event Organizer may give its own awards for excellence in originality of design,overall impression, interpretation of theme, planting material and construction as well as a Public Choice Award thatis judged by visitors.

    1-4. Essentially, it is the intention of the Event Organizer that the design submission, designer-implementing partnercommunication process and the construction of the garden take place remotely without the direct on site supervisionof Exhibitors. With the help of our team of skilled interpreters, whom also have specific horticultural knowledge we willprovide the necessary updates and assist with communication between the two parties both throughout the entireprocess. Exhibitors will receive images and videos at each stage of the construction. Exhibitors may requestmodifications on the design, however are requested to keep in mind that the budget for the garden will be theresponsibility of the Implementing Partner, and as such will have the authority to refuse modifications that may causethe garden to go over budget. In the majority of cases, we are able to ascertain early in the process potential budgethazards and provide guidance and alternatives in the case where your choice of materials or installation costs aredeemed to be over budget.

    1-5. Due to the nature of the construction process, the Event Organizer understands that some Exhibitors may not bewilling to disclose their name as a designer of completed garden and in signage and other media if the finished productdoes not reflect the original vision of the designer. Therefore, we will allow decisions regarding the publication of thedesigners name to be at the discretion of the designer.

    1-6. In the case where the Exhibitor is willing to travel to the event and supervise the construction process theExhibitor is by all means welcome to do so. However, it must be noted that all travel expenses, includingaccommodation and other miscellaneous costs must be covered by the Exhibitor themselves. The Event Organizer willprovide any guidance required to organize accommodation and travel arrangements but will not cover the costs ofsuch. For those Exhibitors who wish to attend the event in person before or after build up, please contact us inadvance.

  • 51-7. All deliverables to be described below must be created on computer (handwriting is not acceptable in order toavoid misunderstanding) by a language of either English or Japanese.

    1-8. There is no limitation on the height for trees and plants to be used in the garden but otherwise it is not allowedto place any artificial objects and materials that is higher than the partition wall(s) of 2.5 meters high surrounding yourplot.

    1-9. There are a number of plots that may have existing, permanent trees around the plot. The Exhibitors are notallowed to make any modifications to these trees of any sort.

    1-10. There is no limitation on the minimum/maximum area size for plants to be used but the Exhibitors must useplants as a main factor in their design. The Event Organizer may reject designs that do not use plants.

    1-11. The Exhibitors are allowed to excavate up to 1.0 meter underground.

    1-12. For water features, the Exhibitors must implement a recirculating system by using a pump to reuse the water.

    1-13. The use of fire and livestock (e.g fish) are prohibited.

    1-14. All gardens must include lighting as the show will be open to visitors after dark. All cables and light fittings mustbe hidden or discreet.

    1-15. In the case an Exhibitors garden is purchased by a client at the show, a commission will be paid to the designerbased on pre-determined rate decided upon between the event and the Exhibitor.

    2) Materials and Plants

    2-1. Design is required to be for a residential garden built with materials and plants available domestically in Japan.

    2-2. The Event Organizer will provide a plant list that contains information on plants that can be sourced domesticallyin Japan for the season. The Exhibitor is expected to choose plants, especially flowers in bloom specifically from thislist whenever possible. You may ask for trees and other species or type of plants not shown in the list but we encouragethe Exhibitors to consult with Event Organizer as early as possible to ensure availability.

    2-3. As a rough guideline, it is suggested that the amount of plants to use would equate to the amount that threeworkers can finish planting in one day would not taking into consideration the time needed for settling the maintree(s).

    2-4. Structural objects are permitted to be built off-site prior to the stated construction period and Exhibitors maybring their own ornaments or objects to the site upon discussion with the Implementing Partner.

    2-5. In case when the estimate of construction cost for submitted design exceeds the construction budget funded by

  • 6the Event Organizer, the Exhibitors must either bear such excess cost or adapt their design accordingly to fit theallocated budget.

    2-6. In the case when the Exhibitor desire to import ornaments, materials, furnishings or fixtures that are determinedby the Exhibitor to be the only remaining viable option (ie the Exhibitor is unwilling to adapt their design or accept asimilar replacement domestically) it is the responsibility of the Exhibitor to ensure that ample time is given to theImplementing Partner to complete the installation by the completion date.

    2-7. In the case where the Implementing Partner agrees to the import of materials as mentioned above, any costsassociated with the purchase and transport of these materials to the site, including taxes, customs duties and otherassociated costs will be calculated and agreed upon prior to placing any orders so to comply with the allocated budget.In the case whereby unexpected additional costs arise as a result, the Exhibitor must bear these costs.

    2-8. The Implementing Partner may have to change the materials at their own discretion during construction ifinventory of suppliers are found to be unavailable due to unexpected reasons.

    3) Garden Size and Plot

    3-1. Area size: 25m2 (square meters), some may vary depending on the location.

    3-2. Each garden plot is parted and has a partition-wall made of plywood. They are 2.50 meters high and placedbetween adjacent gardens.

    3-3. No objects are allowed to stick out the partition wall(s) except for plants.

    3-4. Upon receiving your designer application, you will receive the detailed site map on which you may find your plotlocation, specific size, shape and number of partition walls (Plots surrounded by other gardens at both ends havethree walls while some plots only has one wall as its background).

    3-5. Design of garden must take into consideration your plot location and view angle.

    3-6. Design must incorporate all the surface of your partition walls facing your garden and must not leave any part ofthe base surface of plywood exposed where it be seen by visitors.

    3-7. Plywood partition-walls are intended for temporary use and are not as robust as a real cement-made walls.Please keep this in mind with your design so not to put too much weight upon it.

    4) Implementing Partner and Construction

    4-1. Accepted Exhibitors whose design is approved by the Event Organizer will be allocated an experienced local

  • 7Implementing Partner and a capable interpreter to assist with communication during the design submission processor in the case where the designer attends the show. The designer shall remain available throughout the design processto answer questions and provide further information upon the Implementing Partners request until the constructionof the garden is completed by the specific date.

    5) Cost and Financial Assistance

    5-1. Exhibitors Fee: There are NO entry fees.

    5-2. Design Remuneration: 200,000 Japanese Yen (tax included) is paid to the Exhibitors whose designs are approvedby the Event Organizer and for completing the supervision process and necessary communication between theassigned Implementing Partner via their assigned interpreter. This requires that the designer facilitates this process ina professional and timely manner in order for the garden to be built according to the specifications agreed upon and bythe deadlines imposed by the event.

    5-3. Construction Budget: A maximum of 1,100,000 Japanese Yen (tax included) which will be allocated to theImplementing Partner of each garden by the Event Organizer, and paid out on actual costs incurred with the building,maintenance and dismantling of the exhibit. The Exhibitors are required to take the construction budget into accountduring the design submission and may be requested to change their design or use different materials in order to buildthe garden within the construction budget.

    5-4. It is at the Exhibitors discretion whether to use their own funds to supplement the garden budget and is allowedby the event. In the case where any Exhibitor procures their own sponsors, the Exhibitors may use their own discretionwhen deciding on the distribution of sponsorship funds and is not under any obligation to pay a percentage nor fee tothe Event Organizer.

    6) Eligibility of Applicants

    6-1. Garden Designers, Landscape Designers, Architectural Designers, Flower Artists who work in the industry ofGarden, Landscape or Exterior Design or any Creators, Artists and Designers or those who are capable of deliveringdesigns at show garden standard.

    7) Deliverables

    7-1. GARDEN TITLE and DESCRIPTIONGarden description should be a brief description outlining the detail of your garden and explaining the thought processbehind it. This description will be used for publicity and signage purpose. It should not be more than 200 words inlength.

  • 87-2. 3D Visual DRAWINGSExhibitors are requested to provide a 3D visual either a hand drawn or computer rendering which will be suitable forpublicity and signage purposes. This visual should not include any annotations.

    7-3. Plan DRAWINGS and Construction details.These drawings must all be to scale (not less than 1:50) and will be sufficient for the contractor to build the garden.Drawings must include relevant annotations to show all materials and details planting scheme.

    7-4. Material and Plant List.This should include name, quantity, size and specification of all materials and plants required respectively.

    8) Design Selection and miscellaneous

    8-1. The Event Organizer evaluates all submitted designs and decides up to 35 gardens for entry to the show. In thecase where the number of designs submitted is more than we are offering, the Event Organizer holds the right todecide which design to adopt.

    8-2. The Event Organizers decision is final and will not disclose the evaluation criteria and the reason behind selectionor non-selection results under any circumstances. Compensation will not be made to those designers who are notselected to exhibit.

    8-3. When the Event Organizer deems the submitted design does not meet the expected standard or does not matchthe theme of the event, the Event Organizer may request to alter the design or may not adopt such a design.

    8-4. The Event Organizer aims to showcase the diversity of designs which differ in style based on different countriesand cultures and as an international garden show. Exhibitors will represent their own country or geographical locationwhich will also in turn be taken into account in the evaluation criteria. Therefore, designers must keep in mind thattheir design must be distinct or particular to their country, culture or geographical location. Multiple Exhibitors from thesame country may be permitted.

    8-5. While the intellectual property of the Exhibitors design remains with the Exhibitors, the Event Organizer reservesthe right to use the garden and any photography of the garden and design. In case of client(s) order a garden whichdesign is based on Exhibitorss design during or after the show, a commission will be paid to the Exhibitors based onpre-determined rate decided upon between the event and the Exhibitor.

  • 9APPLICAITON PROCESS AND SCHEDULE

    1111 Submission of Application Form must be completed and received by May 25th.,2015 (JST).* Submit the signed application form (available at the last page) by the above deadline by email toinfo@venture-japan.com* The Event Organizer will contact you by email to confirm receipt of your application form within 2 days from the dateof submission. Should you not receive confirmation email from us after this period, please call us at +81 (0) 90 86213329 (Mr. Brian Iwasaki).

    Submission of all Deliverables by 23:59 of June 20th, 2015 (JST).* Submit by the above deadline by email to info@venture-japan.com* For large flies, it is advised to use online file sending service such as www.wetransfer.com.* Any submission after above the deadline will be rejected and not considered for next Design Evaluation andSelection.* The Event Organizer will contact you by email to confirm of receiving your design within 2 days from the date ofsubmission. Should you not receiving confirmation email from us after this period, please call us at +81 (0) 90 86213329 (Mr. Brian Iwasaki).

    Approved Designs Announcement By June 30th, 2015 (JST).* The Event Organizer will contact all applicants with the result by email. The result will also be available on the officialwebsite.

    Coordinating and adjustment the design with your Implementing Partner till the endof construction.* Your implementing Partner may contact you for questions and request for further details, information and drawings.The Exhibitors shall cooperate with his/her Implementing Partners responding their requests on a timely manner tillthe end of construction. The construction will begin at the site from September 24th to October 1st , 2015.

    The Exhibitors receive the payment by October 10th, 2015 (JST).* Design Remuneration of 200,000 Japanese Yen (tax included) will be transferred by bank wire transfer to his/herspecified bank account upon complete of the garden not later than October 10th, 2015.

  • 10

    APPLICAITON FORM

    Expression Intent to Participation in Japan Garden and Flower Show 2015

    Kindly fill out this form as an expression of your interest and intention to participate at the event.

    Send your application via email to info@venture-japan.com (ATTN: Mr. Brian Iwasaki)

    Name:__________________________

    Nationality: ____________________________

    Name of Company: __________________________

    Address: _______________________________________________________________

    Phone Number: ______________________________

    Email Address: ______________________________

    Website (if available): ______________________________

    When my design is adopted by the Event Organizer, I ( agree / disagree ) to disclose my name as a designerof complete garden to the public.

    I hereby express my intent to participate in the Japan Garden and Flower Show 2015.

    Signed: __________________________________

    By submitting the application, applicants shall be deemed to fully understand and agree to all contents andregulations hereby written in this guideline.