Participation guidelines
[Participation guidelines by Overseas Buyers and Overseas MICE Buyers]
1. Organizer and other parties
"Organizer" hereunder refer to the Japan National Tourism Organization (JNTO). "The Secretariat" refers to an operator outsourced by the Organizer to plan and operate the VISIT JAPAN Travel & MICE Mart (VJTM) 2017 (hereafter, "VJTM").
2. Intended participants
In principle, invitations will be extended to travel agencies engaging in the development and/or sale of travel products for visitors to Japan (or plan to do so) and handling incentive tours as well as overseas meeting planners and others across 20 markets subject to VJ business etc., and Japan National Tourism Organization (hereinafter "JNTO") will be responsible for their selection and approval.
Participation will be permitted for those who accompany the buyers from the markets above, provided that they will be approved by JNTO and pay at their own expense any flight, accommodation and other fees that are not a part of the participation fees for official events.
Furthermore, participation will be permitted for buyers who will visit Japan for events held separately from this project and be approved by JNTO.

3. Conditions for participation
(1) Buyers
1) Eligible participants must, as a rule, be able to join both the business talk session and a Familiarization trip to be held during the period of the main event. Overseas buyers are allowed to join only the business talk session, but not the Familiarization trip only. Overseas MICE buyers must join both the business talk session and a Familiarization trip. Participants must make sure that they hold their business talks according to the predetermined appointment schedule.
2) All participants must join the official events to be held during the period of the main event. During those hours, no one may leave the specified hall or facilities without the consent of the Secretariat.
3) Participants obtaining their visas based on their personal authentication provided by the JNTO must return home according to the official schedule.
(2) Buyers from markets other than the intended markets
1) All participants must engage in the business talk session to be held during the period of the main event and hold their business talks securely according to the predetermined appointment schedule.
2) Participants must bear all expenses incurred in joining their business talks. Admission to any official event designated by the JNTO, however, will be granted free of charge.
3) Expenses for the familiarization trip taken by a companion shall be borne by the companion, and participation will only be allowed upon the approval of JNTO.
(3) Parties accompanying the buyers
1) As a general rule, each buyer may be accompanied by one companion. However, JNTO may approve other companions. Even in such a case, there shall be no more than three companions accompanying a single buyer.
2) Participants must bear all expenses incurred in joining their business talks. Admission to any official event designated by the JNTO, however, will be granted free of charge.
3) Expenses for the familiarization trip taken by a companion shall be borne by the companion, and participation will only be allowed upon the approval of JNTO.
4. Application and registration
An applicant must apply for registration using the 'Application for Buyer Registration' on the official website of VJTM 2017.
5. Cancelation of registration
Note that your registration may be cancelled even after being approved in case the organizer considers your participation to be inappropriate due to false descriptions on your application form, or if you fail to comply with the rules stipulated by the organizer.
6. Deadline for applications
All signing-in applications must be submitted by 17:00 (JST), Monday, July 31, 2017. The reception desk for such applications may be closed before the specified deadline if the number of applications submitted reaches our capacity. However, note that the signing-in period may be extended in case any vacancies remain after the deadline.
7. Cancellation of participation, leaving events prior to scheduled end, or extending your stay
1) The cancellation of participation (including the reason) after approval must be reported in writing (and may be e-mailed) to JNTO and the Secretariat without exception.
2) In the event participants for whom international airline tickets are arranged by the Secretariat cancel their participation after their tickets have been issued, the Secretariat shall claim payment equivalent to cancellation charges.
3) Leaving a Fam Trip, inbound business meeting or official event before it ends is not permitted, in principle. If you must leave early due to an unavoidable reason, please obtain permission from the Secretariat. You must also pay for your own transportation and other expenses when leaving early.
4) Participants attending this program that obtained a visa based on a letter of guarantee from the organizer will not be permitted to leave the program before its scheduled end and may not extend their stay to before or after the program period.
8. Penalties
Participants shall lose eligibility to attend VJTM from the next time forward and be liable for penalty charges, if they are judged to fall under the following:
- If they are passive in or fail to do a series of work to decide the schedule of business talk sessions according to prior appointments.
- If they are absent, without approval, from official events or business talk sessions in which they are indicated to participate during the period, in principle.
- If they change the schedule of a business talk session decided according to the prior appointment without consultation with the organizer and performed the business talk session.
- If they cancel their participation after fixing the schedule of a business talk session or fail to perform the business talk session according to the prior appointment. In this case, participants shall be obliged to pay any cancellation fees, including airfares and fees for accommodations and familiarization trips, which are incurred due to the cancellation.
- If the organization and / or the secretariat deems a person to be an inappropriate participant in VJTM.
9. Obligation to cooperate in surveys
All participants shall cooperate with the Organizer in responding to questionnaires and surveys to measure results for the purpose of improving VJTM.
10. Right of publicity
All participants must permit the Organizer to use their right of publicity associated with photographic records and videos of the official events (including familiarization trips) in the following forms during VJTM.
* Reports of the event on the official website of VJTM 2017 and in print media
* On the official website of Travel Mart for the next and following years, and in various printed materials
* On other websites and in various printed materials concerning similar events determined by the Organizer
11. Liabilities of the Organizer and the Secretariat
1) The Organizer and the Secretariat shall not be liable for any damage incurred by participants due to the cancelation, early closing or postponement of this VJTM, relocation of the venue, or any other change as deemed necessary and implemented regardless of reason in the interest of the participants.
2) The Organizer and the Secretariat shall not be liable for any accident or damage sustained by the participants, their employees or agents, the general public, or any third party due to a fire, natural disaster, theft, or any other cause.
3) The Organizer and the Secretariat shall not be liable for any damage caused to the structures or facilities of this VJTM due to negligence of the participants or their employees or agents, or any other reason.
4) The Organizer and the Secretariat shall not be liable for any accidental writing errors in the guidebook of this VJTM or in any other promotional materials.
5) The Organizer and the Secretariat shall not be liable for any property damage incurred by participants, any loss of goods during transport, and the cost of transportation. Participants shall be responsible for any damage caused to their own goods due to improper packing or any other reason, or the non-arrival of their goods or other materials for exhibition.
12. Observation of other laws and relevant regulations applicable in Japan
Participants must comply with the relevant laws applicable in Japan, safety regulations applicable to the present VJTM halls, the relevant provisions of the Fire Service Act, and other relevant laws and regulations.
13. Rejection of participation
The Organizer reserves the right to reject the participation of an applicant in this VJTM and eliminate said applicant’s application regardless of reason, in case the applicant violates any of these rules or has a very low number of appointments registered in advance.
14. Changes and additions made to these rules
Any matter not covered by these rules or any doubt arising from the provisions of these rules shall be resolved by the participants, Organizer, and Secretariat in good faith. All parties must ultimately follow the decision rendered by the Organizer. The Organizer may revise or add a provision to these rules after notifying the participants, if such a change is deemed necessary for the purpose of this VJTM. The participants must be aware of the latest version of the rules as notified by the Organizer or posted on the official website.
15. Settlement of a dispute
Any dispute arising from these rules shall be brought before the Tokyo District Court of Japan. If, however, the parties to the dispute agree to settlement by arbitration and have appointed an arbitrator, the dispute will be settled as decided by the arbitrator.

page_top

Expenses
* Overseas MICE buyers, overseas buyers of some specified focused markets as well as overseas buyers who will be invited by other programs held separately from this program may partially be treated under a different scope of costs. More information will be provided separately.
[Range of expenses paid by the Organizer]
1. For parties participating in both the inbound business fair and familiarization trips
(1) Accommodations
Accommodations from Wednesday, September 20, the day before the inbound business meeting session, to the final day of the Fam trip you participate in.
(2) Meals
Dinner on Wednesday, September 20, on the day you arrive in Japan through lunch on the last day of familiarization trips for every participant.

* The meals include meal coupons and meals provided at a reception.
(3) Transportation
Expenses for transportation specified by the Organizer, as well as transportation expenses and facility admission fees during a Familiarization trip.
Bus service to the airport on the final day of the Familiarization trip.
* During their stay in Japan, participants must bear their own fees for transportation from the airport of arrival in Japan to their hotel.
2. For parties participating only in the inbound business fair
* It is essential for overseas MICE buyers and some overseas buyers from specific priority markets to participate in familiarization trips.
(1) Accommodations
Between the day before the first day and the final day of the inbound business meeting [check-in on Sep.20(Wed)and checkout on Sep.24(Sun).2017]
(2) Meals
From dinner of September 20 Wednesday, to inbound business meeting the day following the end of September 24, Sunday breakfast.
* The meals include meal coupons and meals provided at a reception.
(3) Transportation
Transportation expenses within Japan set by the organizer; shuttle buses to airports on the day following the end of inbound business meetings (limited to buses designated by the secretariat)
[Expenses borne by the participants]
1. International airfare, airport usage fee, other taxes and insurance, etc.
2. Expenses to obtain a visa for Japan (application fees)
3. During their stay in Japan, participants must bear their own fees for transportation from the airport of arrival in Japan to their hotel.
4. Personal expenses (e.g., telephone, fax, Internet connectivity charges, room service, laundry, additional food/drinks)
5. Shipping expenses for all baggage
6. All expenses required for a companion (e.g., transportation, accommodations, meals)
7. Any expenses, such as for transportation, associated with withdrawal before the end of the event

page_top

Hotels
[Accommodations]
The following hotel is between the day before the first day and the final day of the inbound business meeting [check-in on Sep.20(Wed)and checkout on Sep.24(Sun).2017].


Hotel New Otani Tokyo
4-1 Kioi-cho, Chiyoda-ku, Tokyo 102-8578, Japan Tel:+81-3-3265-1111
Tokyo Dome Hotel
1-3-61 Koraku, Bunkyo-ku, Tokyo 112-8562, Japan Tel:+81-3-5805-2111

Overseas MICE buyers are scheduled to stay at Hotel New Otani Tokyo.
Overseas buyers will stay at either of the above hotels, depending on the itinerary of the fam trip they join. Participants are not able to choose the hotel at which they will stay.

* The accommodation above include breakfast.
* Personnel accompanying the main participants must bear their own accommodation expenses and settle their payments by credit card before entering Japan. For the amounts, please contact the Secretariat.

page_top

Familiarization trip
* Overseas MICE buyers and overseas buyers to be invited for an enterprise other than the present one must participate in predetermined Fam trip courses. Details will be made known to you on a separate occasion.
VJTM 2017 will hold the following familiarization trips after the start of the inbound business fair. Carefully check the descriptions of each course and register your 1st to 5th choices. The course that you will participate in will be determined after adjustments are made according to the condition of applications.
Familiarization trip ("fam trip") itineraries are to be decided on June 29 (Thu.) for participants who complete their registration by 17:00 (JST), June 22 (Thu.), and on July 27 (Thu.) for those who complete their registration by 17:00 (JST), July 20 (Thu.). The itinerary for participants who register for the fam trip on and after July 21 will be decided in mid-August. Participants are required to select fam trip itineraries from first-choice to fifth-choice and enter other personal information.

* Please understand in advance that your request may not be met if applications for the course of your choice exceed the limit.
* The details of the tours provided are subject to change.
* Please understand in advance that a tour lacking the minimum required number of applications may be cancelled.

[Place of arrival and departure]
On Sunday, September 24, the departure date for all the Fam trip courses, we will depart from the hotel designated by the sponsor.
On the final date for the Fam trips, our itinerary will be from Haneda Airport to Narita Airport.
Please note that the arrival times at Haneda Airport and at Narita Airport are under coordination as of June 2017.
Around mid-June, you can check the detailed itinerary table for the scheduled Fam trips to be published on My Page.
It may be possible to leave the group on the final day of the fam trip. Please contact the Secretariat for more information.
In such a case, you will be responsible for any transportation fees and other costs incurred in association with your leaving.
List of familiarization trips

VISIT JAPAN Travel Mart 2017 Familiarization trip
4days, 3nights / Sun, 24 Sep - Wed, 27 Sep

4 days 3 nights (Sep. 24 – Sep. 27) Stay (draft schedule) Remarks
No.1 Hokkaido / Doto area Course 1.Shiretoko 2.Akan 3.Kushiro
No.2 Hokkaido Course 1.Asahikawa 2.Otaru 3.Jyozankei
No.3 North Tohoku Course 1.Aomori 2.Akita 3.Morioka Rural Tourism (1 Night Farm Stay Experience)
No.4 Tohoku reconstruction area Course 1.Hanamaki 2.Minamisanriku 3.Sendai
No.5 Golden Route Course 1 1.Otsu 2.Otsu 3.Osaka Shopping Course
No.6 Golden Route Course 2 1.Kyoto 2.Kyoto 3.Osaka Experience Course
No.7 Hokuriku・Shinetsu Course 1.Kanazawa 2.Toyama 3.Nagano
No.8 Shoryudo Course 1.Kanazawa 2.Takayama 3.Nagoya
No.9 Chugoku area Course 1.Tottori 2.Matsue 3.Hiroshima
No.10 Shikoku Course 1.Tokushima 2.Imabari 3.Takamatsu Rural Tourism (1 Night Farm Stay Experience)
No.11 Kyushu・Kumamoto Course 1.Kumamoto 2.Amakusa 3.Kirishima
No.12 Kyushu Course 1.Nagasaki 2.Fukuoka 3.Fukuoka

VISIT JAPAN MICE Mart 2017 Familiarization trip Fam. Trip courses will be announced at a later date.