Application Procedure

We are not able to do business directly with non-Japanese company. Please arrange any Japanese agency to contact with us for reservation and application.

International Exhibition Hall : Application Procedure

1. Application for use

(1) Application period

Applications are accepted from one year before first day of use. Inquiries are accepted before that.

(2) Inquiries/where to send application

Makuhari Messe, Inc. Sales Section
2-1, Nakase, Mihama-ku, Chiba-city, 261-8550 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

Please fill in the necessary information on the designated "Makuhari Messe International Exhibition Hall Rental Application" and submit to the contact above. Applications are not accepted by telephone, orally, nor by e-mail.

2. Approval of use

(1) Issuance of usage approval certificate

After receipt of the application, a "Makuhari Messe International Exhibition Hall Rental Approval Certificate" will be sent. This signifies that rental of the facility has been confirmed. From this point forward, your contact will be the Business Operations Section 2.
Makuhari Messe, Inc. Business Operations Section 2
TEL 043-296-0602
FAX 043-296-0529

(2) Cancellation of usage approval

Usage approval may be canceled or restricted if any of the below apply.

  1. If there has been a violation of Chiba prefecture regulations;
  2. If it becomes clear that usage approval was based on a false application or other fraudulent means;
  3. If there would be interference with management of facilities etc.

3. Change of usage

If the user wishes to cancel or change the dates, number of halls, location, or other detail after obtaining usage approval, please contact the Business Operations Section 2 immediately.

4. Payment of rental fees

The Basic Charges and Conference Room Rental Fees on the International Exhibition Hall Rental Fee Chart are to be paid in advance. 10% of the rental fee is due four months in advance of the first rental date, and 90% is due seven days before. (If usage approval is later than this, the payment schedule will be specified by us.)

  1. If payment is not made by the specified deadline, an overdue charge will be applied and usage approval may be withdrawn.
  2. Received rental fees cannot be refunded in principle.
  3. Fees other than the basic charge and conference room rental fee will be charged afterward based on actual use.

5. Usage planning meetings

(1) Consultation meetings

Fill in the necessary information on a prescribed usage planning form and submit along with a venue floor plan (stand layout, etc.), construction plan documents (2 sets), application for using air conditioning facilities, and application for using electricity and other utilities. A meeting with the Business Operations Section 2 must be held at least a month before first day of use.

(2) Items to discuss

The following items will be discussed during the meeting.

1. Venue usage plan
  • Venue formation (including visitor entrance/exit, reception installment)
  • Sign planning (size, location of installment)
  • Usage plan for electricity, gas, water plumbing, compressed air ventilation (including floor plans)
  • Usage plan for air conditioning facilities
  • Security plan (security manual, post list, etc.)
  • Other miscellaneous
2. Notification to relevant authorities
  • Police department (event notice form etc.)
  • Fire department (event notice form, designated fire warden notice, application for release of prohibited activity, etc.)
  • Public health department (food seller permit application etc.)
  • Other miscellaneous

International Conference Hall : Application Procedure

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 Section
2-1, Nakase, Mihama-ku, Chiba-city, 261-8550 Japan
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

(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 days before2 days-1 day beforeSame day
Party50% of estimate70% of estimate100% of estimate
Other event70% of estimate100% of estimate

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. Business Operations Section 1
TEL 043-296-0506
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

East Gate 2 (Vehicle entrance gate to the premises)
|
Conference Hall Freight Elevator
<Elevator Sizes>
Width 2.35 m Depth 5.4 m Height 2.4 m Loading capacity 3,200 kg
Width 2.20 m Depth 2.8 m Height 2.1 m Loading capacity 2,000 kg
|
North Gate (Vehicle exit gate from the premises)

(16) Signage installation

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

  1. In each conference room
    Messe 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 (1st floor and 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. Facility Services Section
    TEL 043-296-0525 FAX 043-296-0529

Makuhari Event Hall : Application Procedure

1. Application for use

(1) Application period

Applications are accepted from one year before first day of use.

(2) Inquiries/where to send application

Makuhari Messe, Inc. Sales Section
2-1, Nakase, Mihama-ku, Chiba-city, 261-8550 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

Please fill in the necessary information on the designated "Makuhari Event Hall Rental Application" and submit to the contact above. Applications are not accepted by telephone, orally, nor by e-mail.

2. Approval of Use

(1) Issuance of Usage Approval Certificate

After receipt of the application, a "Makuhari Event Hall Rental Approval Certificate" will be sent. This signifies that rental of the facility has been confirmed. From this point forward, your contact will be the Business Operations Section 1.
Makuhari Messe, Inc. Business Operations Section 1
TEL 043-296-0506
FAX 043-296-0529

(2) Cancellation of Usage Approval

Usage approval may be canceled or restricted 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.

3. Change of usage

If the user wishes to cancel or change the dates, number of halls, location, or other detail after obtaining usage approval, please contact the Business Operations Section 1 immediately.

4. Rental Fees

Rental Fees

Payment of rental fees

  1. Makuhari Event Hall Rental Fees and Incidental Facility Rental Fees are to be paid by 14 days in advance of the first rental date.
  2. Please conduct payment remittance 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.

5. Usage Planning Meetings

(1) Consultation meetings

Consultation meetings will commence at least one month in advance of first day of use.

(2) Items to discuss

The following items are to be discussed.

1. Venue usage plan
  • Event content
  • Program schedule
  • Venue usage plan
  • Facilities and equipment (acoustics, lighting, stage, electricity, air conditioning, etc.)
  • Freight transport, set-up/removal plan
  • Event operation plan and security plan
  • Other necessary items
2. Notification to relevant authorities
  • Police department
    Event Notice form
    (attachments, 2 copies each: event outline, venue floor plan, security guard placement layout)
  • Fire department
    Event Notice form
    (attachments, 3 copies each: event outline, venue floor plan, firemen placement layout)
    Designated Fire Warden Notice (attachments, 3 copies: certificate of licensed person)
    Application for Release of Prohibited Activity, etc.
    (attachments, 3 copies each: floor plan indicating where prohibited activity will take place, specifications of open flame/hazardous material etc.)
  • Public Health Department
    Food Seller permit application etc.