Participation guidelines
[Participation guidelines by Overseas 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 ASEAN + INDIA Travel Mart 2017 Autumn (hereafter, “VJAITM 2017").
2. Intended participants
Buyers to be invited shall be, in principle, travel agencies involving the VJ project, which engage in development and sale of products for traveling to Japan or plan to do so in the Southeast Asian (Thailand, Singapore, Malaysia, Indonesia, Vietnam, Philippines) and Indian markets. Their selection and authorization are to be made by Japan National Tourism Organization (JNTO). As a rule, accompanying parties may not attend the event.
3. Conditions for participation
1. As a rule, eligible participants must be able to join both the business meetings and a Familiarization trip to be held during the period of the main event.
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 Organizer.
3. Participants obtaining their visas based on their personal authentication provided by the Organizer must return home according to the official schedule.
4. Application and registration
An applicant must apply for registration using the 'Application for Buyer Registration' on the official website of VJAITM 2017.
5. Cancellation of registration
Note the organizer have the right to cancel your registration 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), Friday, October 20, 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 and withdrawal during the event
1) The cancellation of participation (including the reason) after approval must be reported in writing (and may be e-mailed) to the Organizer and the Secretariat without exception.
2) Leaving a Fam Trip, 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 Organizer. You must also pay for your own transportation and other expenses when leaving early.
8. Penalties
Participants shall lose eligibility to attend VJAITM 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 VJAITM.
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 VJAITM.
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 VJAITM 2017.
* Reports of the event on the official website of VJAITM 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 VJAITM 2017, 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 VJAITM 2017 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 VJAITM 2017 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 VJAITM 2017 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 VJAITM 2017 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 VJAITM 2017. 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.


Expenses borne by the Organizer
1. For parties participating in both the inbound business fair and familiarization trips
1. International air ticket
Round-trip economy-class air tickets between the location of the Secretariat in Japan and the places of participants’ departure.
*Including domestic air ticket from/to participants’ nearest airport.
*Domestic airports to be used by the participants will be designated by the Secretariat according to the conditions of the international air tickets.
2. Domestic air tickets
Domestic air tickets are included in arrangements of the familiarization trip.
3. Accommodations
Rooms for 3 nights during the period of the business meeting.
Rooms for 4 nights during the domestic tours (3 nights for only Thailand).
4. Meals
All breakfast, lunch and dinner during the period
* Including boxed meals, meal coupons and meals provided at a Official Reception.
5. Transportation
- Transportation from participants’ arrival airports in Japan to hotels where they will stay.
- Transportation during the familiarization trip.
- Transportation from the hotel where participants have stayed to their departure airports.
6. Visa fees
Expenses to obtain a visa for Japan (application fees).
*The organizer will prepare documents on visa application (Invitation and Guarantee Letter) and send them to the participants.
*Receipt of visa fee to be submitted to the Secretariat in Japan.
7. Miscellaneous
For print materials collected in the business meeting or familiarization trip, international free mail delivery is offered.
*One package up to 10 kg for each company.
*If a package exceeds the weight limit, the participant shall bare the additional charges.
Wi-fi router will be equipped during the official schedule in Japan.
The Organizer shall not pay the following expenses. Participants also shall bare any other additional fees or personal expenses.
Expenses borne by the participants
1. Personal expenses
Phone, FAX, room service, laundry, additional food and drinks, etc.
2. Transportation and other extra cost caused by personal reason
Transportation and other expenses incurred due to early departure or extension, extra costs incurred due to change of flight class, airfare, change of passenger name, cancellation or / and flight extension after ticket has been issued.
3. Transportation
Domestic transportation fee between participant’s origin point of departure and the embark / disembark airport.


The following hotel is between the day before the first day and the final day of the inbound business meeting. [check-in on Nov. 28 (Tue) and check-out on Dec. 1 (Fri). 2017]

* Lodging during a familiarization trip varies depending on the course you choose to participate in.

Hyatt Regency Osaka
1-13-11 Nanko-Kita, Suminoe-Ku, Osaka, Japan, 559-0034
Tel: +81 6 6612 1234

* The accommodation above include breakfast.


Familiarization trip
CountryFamiliarization trip
ThailandShikoku course
ThailandTokyo + Gunma + Shizuoka Course
SingaporeKyushu course
MalaysiaSouth Kyushu course
MalaysiaThe Shoryudo + Tokyo Course
IndonesiaKanagawa + Saitama Course
IndonesiaHyogo + Hiroshima Course
VietnamOsaka Area Course
PhilippinesOkinawa Course
IndiaGolden Route + Hiroshima Course