INDUSTRY PARTICIPATION MANUAL
Onsite
Handling / Forklifts / Trolleys
KSA International has been appointed as the official forwarding and clearance agent for this conference and offers the following services. We recommend overseas exhibitors use their services for customs clearance and delivery.
- Customs clearance
- Delivery to the stand
- Freight forwarding
- Manpower & trolleys for un-loading/loading during build-up and dismantling
- Storage of empty crates
- Transportation to and from the exhibition halls
KSA INTERNATIONAL
Mr. Yohei Koizumi
koizumi.yohei@ksa.co.jp
+81-80-3836-5940
www.ksa.co.jp/en
Storage
There is no storage space available onsite for empty boxes or decoration materials. Please store inside your booth or arrange for removal before the show opens.
Smoking
Smoking is prohibited inside the venue during setup and showtime. All exhibitors and workers must use the designated smoking rooms outside the exhibition hall.
Construction Materials
Fire regulations are very strict in Japan with regards to flammable booth construction materials. All materials must be flame retardant to Japanese standards. This applies to carpeting, wooden materials and all fabric. A label issued by the local Fire certification body should be attached to all materials to indicate compliancy.
In practice this means materials brought from overseas may not be allowed for decoration. In particular fabric and large custom displays are liable to be inspected by the Fire Department.
Modular booths are typically compliant with the exception of petroleum-based products such as Styrofoam, acrylic and urethane.
Set up
Safety vests
Contractors and exhibitors will not be allowed entry to the area unless a safety vest is worn.
- All organisers, contractors, exhibitors and their staff must wear safety vests during set up and dismantle of the exhibition. Vests must always be worn when accessing the loading dock.
- Exhibitors must bring their own safety vests to wear onsite.
- ICC Kyoto and the Congress Managers will not provide vests to exhibitors.
- Closed toe shoes must always be worn during set up and pack down.
- No children under the age of 16 are allowed during set up and pack down.
- No alcohol can be consumed during set up and pack down.
Security
Security will be onsite at the exhibition space during set up, open, and dismantle hours. Under no circumstances will children and unregistered persons be allowed access.
While every reasonable precaution is taken, the Congress Managers and the venue accept no responsibility for any loss or damage that may occur to persons or property at the exhibition.
Exhibitors must make provisions for the safeguarding of their goods, materials, equipment and displays at all times. Please be security conscious. Do not leave wallets, laptops, mobile telephones or any easily portable items unattended, at any time, in your stand. Exhibitors are strongly advised to remove any valuable material or equipment from their booths overnight.
Electrics Guide
Japan has a unique electrical supply which is incompatible with most European and Asian systems. The standard supply is as follows:
- Voltage: 100V/200V
- Single Phase: 100V/2 wire or 200V/ 2 wire + earth
- Triple Phase: 200V/3 wire + earth
- Frequency: 60Hz (Western Japan only)
- Plug Shape (100V): 2 x Straight pin (US-style, no earth)
Most appliances in Japan run on 100V. 200V single or triple phase are only available on special request. Other voltages such as 120V (for US appliances) or 230/240V (for European appliances) may require transformers. Please advise in advance if you plan to bring electrical equipment from overseas that may need special supply.
Note that most small appliances such as laptops, tablets and mobile phones have multi-voltage power adapters and will only need an adapter to connect to the local supply.
Sakura International Inc. is in charge of all electrical supply in the Exhibition Hall. They will also do all electrical work (spotlights/power outlets etc.) in the Shell scheme booths.
Space only booths must order mainline supply (to main breaker) from Sakura International Inc. but are free to arrange their own electricians for secondary branch work inside their booth. Wiring work can only be carried out by licensed Japanese electricians, however.
Mainline supply for booths is from SINGLE PHASE. As Japan uses the Delta wiring system the single-phase supply cannot be obtained from triple phase without the use of expensive voltage and phase conversion equipment.
Electric Work Rules
- Electrical wiring and installation can only be carried out by a licensed Japanese electrical contractor.
- Secondary wiring work cannot exceed 15A per circuit.
- All distribution boxes must conform to Japanese standards match the capacity of the main breaker.
- Cables brought from overseas must have a minimum diameter of 2mm and cross-section of 1.6mm or more.
- Lighting and outlets should wired on separate circuits.
- Exhibitors and/or their agencies are responsible for turning on and off the power in their booths each day. Lights should be turned off at night to save power.
Electricity For Your Shell Scheme
If you would like to order electrical appliances or fittings (lights/power outlets) for your booth note you will probably require additional mainline and secondary wiring charges to cover the additional capacity. You only have 500W included in your package booth. Refer to page 22 for details.
