Registration Guide for Group Participation

Transcription

1 TSUKUBA FESTIVAL 2018 INTERNATIONAL EXCHANGE FAIR Registration Guide for Group Participation Application: February 1 st (Thu.), 2018 to February 15 th (Thu.), 2018 Date: May 12 th (Sat), :00 to 6:00pm May 13 th (Sun), :00 to 5:00pm Place: Sponsor: Cosponsor: Tsukuba Center area (Planned) Tsukuba International Association Tsukuba City For inquiries, please contact: Tsukuba International Association Address: , Azuma, Tsukuba (Inside the Tsukuba Innovation Plaza) Tel: [ ] info@inter.or.jp Business hours: Monday to Saturday, 9:00 to 5:45pm 1

2 CONTENT 1.Event outline P3-5 2.Booths for shops and exhibits 1 Booth category P6 2 Participation requirements and participation categories P7 3 Registration fee and types of booth P8-9 3.Details about general booths and food-sales booths 1 Things you can do in a general booth P10 2 Things you can do in a food-sales booth P How to apply to participate 1 Registration Process P Lottery P15 5.Application to the Public Health Center P16 6.Carrying items in and out of the Fair area P17 2

3 1.EVENT OUTLINE Purpose: 1. To promote activities and build local networks of groups, international organizations, schools, and companies that are involved in international cooperation, international exchange, multicultural activities, or who are assisting foreign residents in Tsukuba City or neighboring areas. 2. To develop people who will be able to contribute to our community for international cooperation, international exchange, or multicultural activities by active involvement with our community members. 3. To promote vital community development rooted in the culture of international cooperation and international exchange. Access: Date: May 12 th (Sat), :00 to 6:00pm By train: May 13 th (Sun), :00 to 5:00pm Tsukuba Express Line Place: Tsukuba Center Square (Close to TX Tsukuba Sta.) , Azuma, Tsukuba (Planned) 1 min. walk from Tsukuba Station. By car: There can be parking difficulties and Kita Odori To Joso city Tsuchiura Gakuen line Chuo Dori Yatabe IC Nishi Odori To Mt. Tsukuba Higashi Odori To Tsuchiura city Sakura Tsuchiura IC traffic jams around Tsukuba Center. The use of public transport is recommended. Joban Expressway Sakura Tsuchiura IC To Tsukuba City Turn right at Sasagi ( 大角豆 ) intersection Highashi Odori towards Mt. Tsukuba To Tsukuba Sta. Parking for participants: Please park in the nearest toll parking lots. Please refer to the map on Page 4. Blue squares with a P show parking lots. Expected number of participating groups: 23 groups Expected number of visitors: General public from around Tsukuba City approx. 150,000 (over 2 days) Content: Introduction of organization activities for international cooperation, international exchange, or assistance for foreign residents, sales of goods/foods, and workshops for visitors, and stage shows of folk dance/music. Sponsor: Cosponsor: Event office: Tsukuba International Association Tsukuba City Tsukuba International Association TEL: FAX: info@inter.or.jp 3

4 Festival Area Map Tsukuba Festival 2018/ International Exchange Fair 2018 Kita Odori 筑波大学 筑波学院大 To Tsukuba Mt. つくばエキスポセンター 中央公園 吾妻小学校 Tsukuba St. アルス Chuo Dori つくば駅 ホテルグランド東雲 Tsuchiura Gakuen Line To Joso Nishi Odori To Hitachino-ushiku ろうき 立体 P ジャスコ M O G Q t 西武 三井ビル 竹園公園 デイズタウン バスターミナ Righ t-o n レクサス つくば国際会議場 研究交流センター センつターくばビル ノバホール 大清水公園 カピオ 竹園公園 竹園西小学校 常陽銀行 UR ヨークベニマル 法務局 郵便局 NTT 警察署 Minami Odori Higashi Odori To Arakawa-oki To Tsuchiura 4

5 Event map from last year Central Park Cultural Hall ARS Tsukuba Sta. (Underground) Tsukuba Center Square Stage Event Headquarters Tsukuba Innovation Plaza Tsuchiura Gakuen Line In front of Right-on Tsukuba Center Square Tsukuba Center Square Stage 5

6 2-1 Types of booths 2.Booths for Shops and Exhibits You can participate in the event by using one of the tents that the sponsor sets up in the Fair area. There are two types of booths to choose from: 1 Food-sales booths where you can cook foods and sell them 2 General booths for selling items, introducing your activities, or holding workshops Please refer to the chart below with regards to which booth you can use for your purposes. Chart to determine the type of booth you can use Are you going to handle foods? Yes No(a booth without food.) Free distribution, samples. Yes No General booth Are you in food sales buisiness? Yes No(Not in food business.) Food-sales booth Only to sell packaged ready -made products. General booth Yes No General booth Food-sales booth We will ask each group to apply to the Public Health Center. (Please see Page16) The purpose of each booth is to introduce visitors to a certain country and that culture. Make sure to exhibit an introduction of a certain country or group activity in your booth. 6

7 2-2 Groups eligible for participation 1. Participation requirements Participating groups must be an organization, institute, school, or company related to international co-operation (technical support, human resources development, environmental conservation, joint projects with an NGO, etc.), international exchange, multicultural activities, assisting foreign residents, etc. Participation categories and booth you can apply to use Booth possible to use Category Notes General Food-sales booth booth Participants must be conducting activities that contribute to public interest. (Participation of groups with purposes for political/religious activities are not accepted.) 1. Organizations/groups conducting international cooperation activities 2. Foreign residents mutual self-help groups/organizations 3. Organizations/groups for foreign residents [1] NGO/NPO assistance (self-reliance support, daily life support, Japanese learning support, etc.) 4. Organizations/groups involved in international exchange or cross-cultural understanding activities 5. Organizations/groups supporting activities listed above in terms of information, education, learning, and policy. 6. University circles, international students group, seminar groups [2] Area international association [3] International institutes [4] Companies Special promotion positions Elementary, junior [5] high, senior high, and Free of charge (basically) international schools 7

8 2-3 Registration fee and types of booths General booth Category Registration fee Equipment included in the fee 1. NGO/NPO 14,000 yen 2. Government 14,000 yen 3. International organization 14,000 yen 4. Company 14,000 yen 5. School 0 yen 1. Group name panel 2. 2 desks W180 D45 H70 (cm) 3. 2 folding chairs W42 D46 (cm) Food-sales booth Category Registration fee Equipment included in the fee 1. NGO/NPO 20,000 yen 1. Group name panel 2. Area international association 20,000 yen 3. International institute 20,000 yen 2. 2 desks W180 D45 H70 (cm) 3. 2 folding chairs W42 D46 (cm) Image of a tent Ground floor plan Opening A A 2,690 B 3,565 C 815 D 2,000 (mm) B 1.5K 2K (9.9m 2 ) Color:white Note: 1. The sponsor will decide the location of all tents. The participants cannot move tents to other locations. 2. Please note that there might trees in front of some tents. 3. No gas cylinder will be prepared. 4. The sponsor will not be responsible for any lost, broken, stolen, or damaged items except for equipment from the sponsor. 8

9 OPTIONS(EQUIPMENT) Equipment name Size/volume (desk size:mm) Price Notes Desk W1800 D450 H700 1,200 Yen You can bring substitutes.* Folding pipe chairs W420 D Yen You can bring substitutes.* Triad gas stove 4,000 Yen You can bring substitutes.* Fire extinguisher Amount of chemical inside: Emission Time : 18 secs 1,100 Yen 5.3kg Emission Range:3~6 m (Price does not include tax) You must have a fire extinguisher if your booth activities involve the use of fire. Bring one yourself or rent one as an option. Triad gas stove There will be no gas cylinder preparation. Please bring them yourself if necessary. 9

10 3.Details about General Booths and Food-sale Booths 3-1 THINGS YOU CAN DO IN A GENERAL BOOTH 1. Introduction of your group s activities 2. Sales of fair-trade goods from countries in which your group is giving support or is doing projects 3. Sales of recycled goods for support 4. Food sales(for people who are not in a professional food business.) Ready-made foods completely sealed and satisfying the conditions below: Conditions: 1. Produced in a facility with operating permission 2. Has a certificate (in Japanese) according to food hygiene law For example, tea bags in a box, candies in a bag, canned food, bottled or canned beverages, etc. Raw meats, seafoods or dairy products cannot be sold. Privately imported foods that have not been quarantined cannot be sold. 5. Free distribution or samples of food or drink. Note: For Number 4 5, reports to the Tsukuba Health Center are required. If you get any instructions from the Center when you apply, you have to follow the instructions. Also, please note that you cannot sell any foods without prior application. Important note: 1. Sales of goods that: 1. are restricted by law 2. are against public order or morals 3. are prohibited from transfers or resale by contracts for the goods 4. can potentially be misused 5. are not suitable for juvenile protection/development 6. are harmful 7. can potentially harm others 8. are recognized as inappropriate by the sponsor are strictly prohibited. 2. Flyer distribution or sales away from booths are prohibited. 10

11 3-2 THINGS YOU CAN DO IN A FOOD-SALES BOOTH 2. Product sales Sales of fair-trade goods from countries in which your group is giving support or is doing projects. However, sales and exhibition of animals and plants are prohibited because of hygiene. 3. Conditions of sale. Foods that follow the conditions below can be sold: Topic Notes Cooking in the booth No knives or cutting boards can be used. Bring prepared and cooked foods and re-heat them in the booth. Foods that can be sold 1 Foods that do not need preparation and will be sold after being heated at the booth.(e.g.)grilled corn, frankfurters, etc. 2 Foods that will be cooked thoroughly before being sold. Half-cooked foods are unacceptable. 3 Processed foods in a package/container (e.g.) Ready-made Bento, Ice-creams in a container, bottled/canned beverages, etc. Must be produced in a facility with operating permission. Must have an indication (in Japanese) according to food hygiene law Raw meats, seafood or dairy products cannot be sold. 4 Alcohols Sales forms differ depending if the group has a license according to the Liquor Tax Law, Article 9. Groups with a Retail Liquor Business License can sell canned/bottled alcohols Groups without a Retail Liquor Business License can sell alcohols unpacked, and poured into containers Preparation Due to the rules of the Public Health Centre, preparation or cooking on the day before is not acceptable. Please prepare at the following locations: 1 Restaurants which have business permission from the Public Health Centre. 2 Kitchens at public facilities.(with several water sinks) 11

12 Topic Foods that cannot be sold Notes 1. Foods that do not involve heating in the last cooking process e.g. Soft ice-creams, ice-creams served in a dish, sushi, onigiri, salads, sandwiches, shaved ice, etc. 2. Dishes containing raw vegetables 3. Milk or fermented milk drinks 4. Meat(raw meat, frozen meat, raw hamburger steaks) 5. Seafood(fish, frozen fish, etc.) 6. Privately imported foods that have not been quarantined 12

13 4.How to Apply to Participate 4-1 Registration Process 1. Documents required for registration Please check Page 6 to select which category your group belongs to and submit these documents: 3. Report of 1. Application Form 2. Letter of International Agreement Exchange Activities. Category: NGO/NPO Government International Organization Not necessary Company Elementary/Junior High/ Senior High/International School Not necessary Note: 1. Application form for participating in the Fair: You can refer to the guidelines on the application form. 2. Agreement: Your signature or family seal are necessary on the application. For , please submit a PDF file including your signature or seal, or send a fax. (We will collect the original copy at the orientation) Recently, some groups have been seen violating the rules. Any groups who break the rules will be denied participation from the next year onwards, in accordance with this agreement. 3 Report: You can refer to the guidelines about how to fill out the report form. (This report will be shown at the booth as an introduction of the activities of each group, so please make sure to submit it.) 2. Submission Deadline: February 15 th (Thu), Validation: For posted applications, we will accept them until 15 th February. For , please send it by the 15 th of February. 2 Applications after the dates above will not be accepted. How to apply: A: Come to the office directly. B: By regular mail C: By 13

14 Submission points A: Our office is inside the Tsukuba Innovation Plaza, next to Nova Hall, Azuma TEL: FAX: B: Postal Address for sending applications by regular mail: Tsukuba International Association (Application for the International Exchange Fair) , Azuma, Tsukuba, C: 3. Notification of application acceptance Our office will notify you of acceptance by within 5 days. In the case you receive no notification, please contact us. (If the number of applications exceeds 23 after we have checked them, we will decide by lottery) 4. Orientation and lottery *Participation is mandatory for all groups who apply. Date: March 25th (Sun) 2018, 2:00pm to 4:00pm Place: Tsukuba Innovation Plaza, Main Meeting Room (The same building of TIA office) There is no free parking so please use a pay parking lot around if you come by car. Content:(Planned) 1)Overall explanation of the Fair 2)Lottery to decide booths 3)Explanation of management of food-sales booths 4)Food sanitation management(including distribution of stool kits) Payment of registration fee We will collect the registration fee at this time. Please note that there will be no refund for any cancellations after the orientation. 5. Application for the Tsukuba Public Health Center check. Please see P16 for details. We will explain the details at the orientation. 6. Stool test. Some members who will participate on the Fair day need to do a stool test in advance. Please see P16 for details. 7. Submission of documents on vehicles that are allowed to move into the Fair area At the orientation, we will inform you of the documents you need to submit, and the deadline. 8. Food-sales booths Submission of the planned menu for each day At the orientation, we will inform you of the documents you need to submit, and the deadline. 14

15 9. Day of International Exchange Fair May 12 th (Sat) and 13 th (Sun), 2018 Access map for the office of the Tsukuba International Association 4-2 Lottery A. If a lottery needs to be held In the case that more than 23 groups have applied for participation by the deadline, we will hold a lottery at the orientation meeting. B. Priorities for groups and companies in the city In the case of a lottery, we will make groups and companies operating within Tsukuba City a priority. C. Priorities for groups and companies which did volunteer work through Tsukuba International Association In the case of a lottery, we will make groups and companies which did volunteer work through Tsukuba International Association within a year priority. 15

16 5. APPLICATION TO THE PUBLIC HEALTH CENTER. We will ask all applicants who will handle food to follow procedures at a Public Health Center in Tsukuba. Details will be explained at the orientation. 1.Criteria for the necessary procedures for each group Procedures each group should follow: Foods A: Groups only selling pre-packaged products. A. People in the food business who will prepare and cook food. B. Groups giving out free samples only. B. People in the food business who will sell Obento or ready made foods. For seasonal business permit applicants: A 8,200yen fee must be paid to the Public Health Center in Tsukuba. C. Groups selling prepared cooked food, or cooking. Please apply for a seasonal food business permit. * If you are in the business of selling food If for you more are than in 5 the days business between Apr.1 of selling food for more than 4 days between May.9, 2015, please apply for a sesonal Apr.1- May.11, 2018, please apply for seasonal permit. permit. Please register for a permit to handle foods. Please note that procedures might differ regardless of the diagram above, depending on your booth type. 2.Preparation of documents. The organizer will distribute necessary documents to each group, after checking which procedure is needed. 3.Stool test For public health safety, all the members who are going to handle foods on the Fair days need to take a stool test.(a result from the past 1 year is valid if you have taken a test recently.) For those who need to do the stool test, please apply at your closest Public Health Center. You can give your stool sample to the Public Health Center Tsukuba, basically on every Monday from 9:00-11:00. Stool kits will be handed out at the orientation. 16

17 6.Carrying Items in and out of the Fair Area At the International Exchange Fair, tents will be set up on the pedestrian deck. Therefore, if you need to carry your items closer to the tent, you are required to adhere to the following guidelines. (1)Bringing items to your tent/booth Date: (Planned) Bringing items in: 12th of May, 2018 (Sat) Time is not set yet. You can access your tent. 13th of May, 2018 (Sun) Time is not set yet. You can access your tent. Taking items out: 12th of May, 2018 (Sat) Time is not set yet. You can access your tent. 13th of May, 2018 (Sun) Time is not set yet. You can access your tent. We will be able to tell you the time at the orientation. However, the times might be changed due to unforeseen circumstances. Please follow any instructions that we give you. (2)Vehicles to be used for carrying items Vehicles: Only allowed light vehicles can enter the Fair area to transport items to your tent. For transport vehicles, only vehicles less than 2 tons of gross weight are accepted. We will explain the details at the orientation which will be held on 25 th of March (Sun). Gross Weight:The total weight of an entire vehicle loaded with the maximum load and the full capacity of passengers. 17