1. Application for use

(1) Application period

1. If using for a conference or function in coordination with an event in the International Exhibition Hall(s), applications are accepted from one year before first day of use.
2. Applications for other use are accepted from six months before first day of use. However, Messe may need to adjust the requested conference room/usage times in certain cases.

(2) Inquiries/where to send application

Makuhari Messe, Inc. Sales Development Section
2-1, Nakase, Mihama-ku, Chiba-city, 261-0023 Japan Makuhari Messe
TEL 043-296-0515
FAX 043-296-0529
Business hours are 9:00 AM to 5:30 PM (weekdays only)

(3) Procedure

1. Please apply with the designated "International Conference Hall Rental Application".
2. Applications are not accepted by telephone, orally, nor by e-mail.

(4) Receipt of application

Return of an application copy with a receipt stamp indicates receipt by Messe.

(5) Cancellation of usage

Usage privileges may be withdrawn even during an event if any of the below apply.

1. If it becomes clear that usage approval was based on a false application or other fraudulent means;
2. If rules and conditions for use have been violated;
3. If the public order has been disturbed or good public morals may be corrupted;
4. If there would be interference with management of facilities etc.

(6) Change in application

If a change occurs in the application information, please contact Messe immediately. Changes/cancellations on or immediately before the day of the event cannot be accepted.

2. Rental Fees

(1) Rental Fees

Please see the International Conference Hall Rental Fee Chart

(2) Payment of rental fees

1. The Conference Hall Rental Fees and Incidental Facility Rental Fees are to be paid 14 days in advance of the first rental date.
2. Please remit payment to a designated financial institution by the deadline indicated on the invoice. Usage approval may be withdrawn if payment has not been received by the deadline. Bank remittance fees are to be paid by the applicant.
3. Received rental fees cannot be refunded.

(3) Cancellation Fees

If a food order is cancelled, please note that a cancellation fee will be charged according to the chart below.

3. Consultation Meetings

(1) Meeting schedule

Consultation will commence at least one month in advance of first day of Convention Hall or International Conference Room rental, and two weeks in advance for other conference room use only.

(2) Contact for meeting

Makuhari Messe, Inc. Convention Business Department, Convention Services Section
TEL 043-296-0515
FAX 043-296-0529

(3) Items to discuss

1. Event content, program schedule
2. Venue layout, reception, etc.
3. Required equipment, fixtures (acoustics, lighting, stage, video, simultaneous interpretation equipment, etc.)
Messe can arrange for and operate any equipment and fixtures necessary for your event and can also produce any signage needed. Please advise if we may be of assistance.

4. Miscellaneous

(1) Hours of use

1. The facilities are available to use from 9 AM to 9 PM. For use outside of these hours, please consult Messe in advance.
2. Usage hours are to be strictly adhered to. Venue preparation and clearance are to be done within the time frame as indicated in your application.

(2) Safety administration

Users are to take responsibility for incidents such as accidents that occur in the venue during period of use. Accordingly, please take thorough precautions for maintenance of facilities/accessory equipment and take the necessary steps to keep order within the venue facilities and ensure the safety of visitors.

(3) Transfer of rights

Transfer or sublease of usage rights is forbidden.

(4) Notice of damage and obligation for restoring to original state and liability

If there has been damage, soiling, or loss when using Messe facilities or loaned equipment/fixtures, please notify Messe immediately. The user is to restore facilities and loaned equipment/fixtures to their original state or compensate Messe for the value of damage/loss.

(5) Storage responsibility

Storage of fixtures and other equipment used within the venue are the responsibility of the user. All equipment/fixtures brought in by the user are to be taken back at the end of the event.
In principle, Messe does not accept package and mail deliveries.

(6) Prohibited actions

The following actions are prohibited.

1. Actions that pose a hazard to others or may possibly cause nuisance;
2. Carpentry such as embedding nails, trimming, attaching (using packing tape etc.) to the floor, carpet, ceiling, doors, glass panes, etc.;
3. Moving accessory equipment away from designated positions;
4. Other actions determined by Messe to be inappropriate.

(7) Carry-in items

Messe strictly prohibits bringing in the below.

1. Flammable and hazardous items
2. Heavy items
3. Food and drink
4. Other items determined by Messe to be inappropriate

(8) Venue layout

Changes to layout during period of use will incur a separate charge.
*The facility rental fee includes a one-time layout fee.

(9) Carry-in equipment/fixtures

When bringing in acoustics, lighting fixtures, a stage, etc. a separate predetermined carry-in fee will be charged. Please advise details of equipment/fixtures to be brought in during the consultation meeting.

(10) Handling of food and drinks

All food and drink within the Messe Conference Hall are to be provided by Messe. Please note that food and drink cannot be brought in.

(11) Lobby/foyer use

In principle, use of the lobby/foyer/atrium is limited to reception. Please advise during the consultation if you wish to use this area.
If multiple events are being held at the same time, this area may be used to an extent that there is no interference to other users. However, Messe requests your understanding that use may be limited under some circumstances.

(12) Cleaning

Users are to be responsible for cleaning after and carrying out of leftover materials, waste material, packing materials, paper scraps, etc. generated from exhibits or shows.

(13) emporary telephones

Phones installed in each conference room are for in-house use only. If you wish to have an external line, please contact Messe to have a temporary phone installed.

(14) Vehicle entrance

A vehicle pass is required to enter the facilities, so please consult Messe in advance. Entrance is through East Gate 2 (see chart below).

(15) Freight transport

Freight that can be carried manually may be brought in from any Conference Hall entrance. When using a platform truck or transporting large items, the service entrance (see chart below) must be used. Floor/wall/door guards etc. may be necessary to protect facilities from damage during transport, so please discuss this during the consultation.
Please note that the transport schedule may be adjusted when multiple events are being held at the same time.

Route for transporting freight in and out of the International Conference Hall

(16) Signage installation

When bringing in your own signage, please note the following.

1. In each conference hall
   A Messe worker will handle the installation of any hanging signs. Please advise the desired installation schedule for signage during the consultation meeting. Hanging signage facilities for each conference hall are as below.
   

   Conference room	Hanging fixtures
   Convention Hall	5 prop batons	Length	Weight capacity
   	CB-1,3	10.95m	275kg
   	CB-2	8.45m	212kg
   	CB-4,5	16.00m	320kg
   International Conference Room	1 prop batons	9.00m	270kg
   201	1 prop batons	8.00m	150kg
   301 302 303 304	Hanging hooks (double hook)	Mounting height 2.8 m

   Note 1 : Hanging hooks in 301-304 do not move up and down.

   Note 2 : If using the fitted screens (electronic roll-up) in 301-304 and also hanging signage, please note that the top part of the screen will be obstructed.

   Note 3 : Conference rooms other than the above are not equipped with signage attachment fixtures.

2. In the Entrance , Lobby
   There are no signage attachment fixtures in the entrance lobby.
   Coordination is necessary to ensure that signage installment does not interfere with other users, so please advise intent to use signage during consultation.
   If using a facility pillar for support when installing signage outside the entrance of the Conference Hall to prevent falling, cushioning must be used. If using an iron base, please guard the floor from rust.

5. Service Facilities

(1) Copies (2nd floor of the International Conference Hall)

Copies (coin, self-service)
Sizes: B5, A4, B4, A3
Cost: 10 yen per sheet, regardless of size
If making a large volume of copies, you may contact us to borrow a copy card so that you can pay the total sum in one payment.

(2) Restaurants (two locations on the facilities)

CENTRAL CAFETERIA : International Exhibition Hall Central Mall, in front of Hall 6
Royal Garden Court : International Exhibition Hall Central Mall, in front of Hall 1

(3) Meal ticket sales

The convenient Makuhari Restaurant Meal Tickets, which can be used in restaurants and shops on the premises as well as restaurants in Makuhari New City, are available for purchase.

• Contact
  Makuhari Messe Inc. Accounting Department, Accounting/Administration Section
  TEL 043-296-0525　FAX 043-296-0529