AUTOMOTIVE ENGINEERING EXPOSITION 2025 YOKOHAMA/NAGOYA
Exhibitors’ Agreement (In-person exhibitions)

November 2024

Definition of Terminology:

The following terminology used in this Exhibitors’ Agreement is defined as described below.

1. (1) In-person expositions: this refers to either or both the AUTOMOTIVE ENGINEERING EXPOSITION 2025 YOKOHAMA or the AUTOMOTIVE ENGINEERING EXPOSITION 2025 NAGOYA.
2. (2)Online exposition: this refers to the AUTOMOTIVE ENGINEERING EXPOSITION 2025 ONLINE.
3. (3)Organizer: this refers to the Society of Automotive Engineers of Japan, Inc.
4. (4)Exhibitor: this refers to companies exhibiting at the in-person expositions.
5. (5)Exposition Management Coordinator: this refers to a company handling management work on behalf of Organizer.

Article 1: Purpose and Compliance with this Agreement

1. 1.The purpose of this Exhibitors’ Agreement is to define the rights and obligations between the organizer of the in-person expositions and the exhibitor and applies to any matters pertaining to the expositions.
2. 2.. In addition to this Exhibitors’ Agreement (In-person), exhibitions at the online exposition are also subject to a separate Exhibitors’ Agreement (Online).
3. 3.. When applying to carry out an exhibition and in the exhibition itself, the exhibitor agrees to comply with this Exhibitors’ Agreement and to any other exhibition rules described in materials issued by the organizer (such as the Exhibition Information, Exhibition Guidance, and the like).
4. 4.. If there are any differences between the contents of this Exhibitors’ Agreement and explanations about these expositions in the Exposition Guide, Exhibitor’s Manual, or any other exhibition rules, then this Exhibitors’ Agreement shall have precedence.

Article 2: Exposition Application Method and Application Deadlines

1. 1. A company wishing to exhibit at an exposition shall enter the required items on the exposition application forms for the in-person exposition, as well as for other events and the like planned by the organizer, and submit those forms to the organizer.
2. 2. A company wishing to exhibit at the in-person expositions shall also apply to participate in the online expositions.
3. 3.The application process for exhibitions is as follows. Companies wishing to exhibit must follow these steps:
   (1)Enter the required items on the exposition application forms after reading and agreeing to this Exhibitor’s Agreement.
   (2)A "Email Address Verification Email" will be sent to the registered primary contact's email address. Click the URL included in the email to complete the email address verification. (3)After email address verification, confirm the exhibitor's name and agreement to the regulations, and finalize the application by pressing the final confirmation button.
4. 4.The final deadlines for applications are as follows.
   The final deadlines for applications:
   Yokohama Exposition: January 10, 2025
   Nagoya Exposition: February 21, 2025
   
5. 5.Regardless of these dates in Item 4 of Article 2, the organizer may end the application period early if the available number of booths are filled.
6. 6.NAGOYA [Start-up Academia Pack] [Trial Pack] [Group Pack] [Chubu Branch Pack] If the purpose or conditions of each pack are not met, the exhibition may be declined.

Article 3: Establishment of Exhibition Contract

The timing at which an exhibition contract is established based on the exhibition application shall be the timing at which the exhibition confirmation email is sent by the Exposition Management Coordinator to the company wishing to exhibit at the exposition. The date described in the main body of this email shall be regarded as the date that the exhibition contract is concluded, at which timing the exhibitor becomes obligated to pay the exhibition booth fees and the fees for other events planned by the organizer.

Article 4: Management of User ID and Password

1. 1.The exhibitor shall be responsible for the appropriate management and storage of the user ID and password used for the exhibitor website. This information may not be sold to, purchased from, or otherwise transferred to a third party.
2. 2.The exhibitor shall be responsible for any damages caused by inappropriate management of the user ID or password, damages caused by malpractice when using this information, or damages caused by use of this information by a third party. The organizer shall not be held responsible for any such damages.
3. 3.If the user ID, password, or other information is leaked to a third party, or if it is possible that any such information may have been used by a third party, the exhibitor shall inform the organizer immediately and follow any instructions given by the organizer. In this event, the organizer may block the applicable user ID and password and shall not be held responsible for any damages consequently caused to the exhibitor.

Article 5: Setting up and Removal of Exhibits

1. 1.The exhibitor shall complete all work to set up and remove all exhibits during the time period specified in the Exhibitor’s Manual distributed by the organizer at Exhibitors’ Meeting for exhibitors (the meeting can be held online).
2. 2.Regardless of the content of Items 1 of Article 5, the exhibitor may, if an application for an extension to the setup time is accepted by the organizer, carry out work outside the specified period during hours to be specified separately after following the necessary procedures and submitting the necessary documentation. The Exposition Management Coordinator shall issue an invoice for an extension fee at a later date.

Article 6: Joint Exhibitions

1. 1.If, at the in-person expositions, two or more exhibiting companies share the same exhibition space, the exhibitor that concluded the contract shall be regarded as the representative exhibitor and the remaining exhibitor or exhibitors shall be regarded as joint exhibitors.
2. 2.The representative exhibitor shall provide notification of the name of the joint exhibitor or exhibitors by the date determined by the organizer.
3. 3.The representative exhibitor shall also pay the exhibition booth fees of the joint exhibitor or exhibitors.
4. 4.The representative exhibitor shall manage and notify the joint exhibitor or exhibitors of communications or distributed materials issued by the organizer.
5. 5.The organizer shall enter the name of the representative exhibitor as well as the names of the joint exhibitor or exhibitors on the list of exhibitors.

Article 7: Booth Allocation and Arrangement

1. 1. The organizer retains the right to determine the exhibition booth allocation and arrangement based on the past exhibition history of the exhibitor and the booth area entered in the application. The organizer also retains the right to change or re-arrange the booth area as necessary to enhance the effectiveness of the exposition.
2. 2.The organizer shall announce the booth arrangement at Exhibitors’ Meeting for exhibitors (the meeting can be held online).
* Exhibitors are not allowed to submit requests for changes in layout, etc., after the announcement.

Article 8: Payment of Exhibition Booth Fees

1. 1.After the exhibition contract is concluded based on Article 3, The Exposition Management Coordinator shall issue an invoice for the exhibition booth fees. The exhibitor shall transfer the exhibition booth fees to the designated bank by the following payment deadlines. The exhibitor shall be responsible for any fees required for making such bank transfers.
   Payment deadlines for Exhibition Space Fees:
   Yokohama Exposition: April 30, 2025, Wednesday
   Nagoya Exposition: May 30, 2025, Friday
2. 2.If payment is not received from the exhibitor by the deadline, and the organizer deems that the payment is egregiously delayed, the organizer retains the right to cancel the exhibition application made by the exhibitor.
3. 3.The exhibition booth fees apply to the space only and does not include fees for work to set up basic decorations (such as walls or exhibition stands) or electrical work.
4. 4.Payment of any fees that occur after each deadline shall be made by transfer to the designated bank by the end of the month following the date that the fees occurred. The Exhibitor shall be responsible for any fees required for making such bank transfers.

Article 9: Withdrawal from exposition, booth size reduction, and cancellation/change fees

1. 1.If, after an exhibition contract is concluded, the exhibitor decides to withdraw from an exposition or to reduce the area of its booth by its own volition, the exhibitor shall notify the Exposition Management Coordinator in writing.
2. 2.The exhibitor shall pay the organizer the following cancellation/change fees as necessary in accordance with the date that the organizer is notified as described in Item 1 of Article 9. Consumption tax shall be added to these cancellation/change fees.
   ①If an exhibitor withdraws from both the real and the online expositions, that exhibitor is required to pay the cancellation fees for both types of expositions.
   Yokohama and Online Exposition (STAGE 1):
   Between January 11, and February 11, 2025= 50% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition.
   On or after February 12, 2025= 100% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition.
   Nagoya and Online Exposition (STAGE 2):
   Between February 22, and March 25, 2025= 50% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition
   On or after March 26, 2025= 100% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition.
   ② If an exhibitor withdraws from the in-person expositions and decides to participate in the online expositions only, that exhibitor is required to pay the cancellation fees for the in-person expositions and the change fees for the online expositions.
   Cancellation fees for in-person expositions:
   Yokohama Exposition:　Between January 11 and February 11, 2025, = 50% of the exhibition space fees
   　　　　　　　On or after February 12, 2025, etc., after the announcement., = 100% of the exhibition space fees
   Nagoya Exposition:Between February 22 and March 25, 2025, = 50% of the exhibition space fees
   　　　　　　　On or after March 26, 2025= 100% of the exhibition space fees
   Change in the exhibition fee for online exhibitions:
   The Online Exhibition Rules and Regulations, Item 4-1 of Article 10 will be applied and the exhibition fee for the Online Exhibition will be changed.
3. 3.After an exhibition contract to participate in both in-person expositions and the online exposition is concluded, the exhibitor may not decide of its own volition to withdraw from the online exposition only
4. 4.If an exhibition contract for the Yokohama exposition is concluded on or after January 11, 2025, cancellation/change fees shall be generated from the date that the contract is concluded.
5. 5.If an exhibition contract for the Nagoya exposition is concluded on or after February 22, 2025, cancellation/change fees shall be generated from the date that the contract is concluded.
6. 6. If the exhibitor decides to withdraw or reduce the size of its booth after paying some or all of the exhibition booth fees, the cancellation/change fees defined in Item 2 of Article 9 shall be appropriated from the fees that have been paid. If a balance of these fees remains after such appropriation, the organizer shall return that balance to the exhibitor.

Article 10: Changes or Cancellation of an Exposition

1. 1.The organizer may decide to close an exposition early, delay the opening of an exposition, reduce the scale of an exposition, move the venue of an exposition, or cancel an exposition for the following reasons.
   (1) Due to an act of God, disaster (including fire), or terrorism
   (2) Due to the spread of an infectious disease
   (3) Due to another cause beyond the control of the organizer
2. 2.The organizer may cancel an exposition if the organizer deems that the intention or purpose of the exposition may be difficult to fulfill based on predictions of the exposition scale, exposition content, number of visitors, or the like.
3. 3.The organizer shall not be obligated to compensate for any damage stemming from Items 1 or 2 of Article 10, and the exhibitor shall waive any right to demand compensation for damages from the organizer.
4. 4.If the organizer decides to change the date or to cancel an exposition based on Items 1 and 2 of Article 10, the organizer shall charge any necessary expenses, including preparatory expenses, incurred for the holding of said exposition. At the timing of the conclusion of the exhibition contract based on Article 3, the exhibitor agrees to pay the organizer any necessary expenses, including preparatory expenses, if the organizer decides to change the date or to cancel an exposition. This payment shall be made in accordance with an accounting report detailing the necessary expenses as audited and recognized by a certified public accountant requested by the organizer to create such a report.
5. 5.The exhibition booth fees and necessary expenses incurred if the organizer changes the date or cancels an exposition based on Item 1 of Article 10 shall be as follows.
   (1) If, at the timing of the decision to change the date or to cancel an exposition, the exhibitor has completed payment of the exhibition booth fees for the in-person expositions or the exhibition fee for the online exposition, the necessary expenses, including preparatory expenses, shall be subtracted from the exhibition booth fees, and the balance shall be returned.
   (2) If, at the timing of the decision to change the date or to cancel an exposition, the exhibitor has completed payment of the exhibition booth fees for the in-person expositions only and the exhibition fee for the online exposition has not been paid, the necessary expenses, including preparatory expenses, shall be subtracted from the exhibition booth fees, and the balance shall be appropriated to the exhibition fee for the online exposition. If a balance of these fees remains after such appropriation, the organizer shall return that balance to the exhibitor. If the appropriated amount does not account for the full sum of the exhibition fee for the online exposition, the exhibitor shall pay that difference.
   (3) If, at the timing of the decision to change the date or to cancel an exposition, the exhibitor has not completed payment of the exhibition booth fees for the in-person expositions, the Exposition Management Coordinator shall issue an invoice for the necessary expenses, including preparatory expenses. The exhibitor shall pay these expenses by the determined deadline.
   (4) If the exhibitor does not pay the necessary expenses, including preparatory expenses, by the deadline, the organizer may refuse to accept applications from the exhibitor for any subsequent expositions or exhibitions.
6. 6. If the organizer cancels the exposition after the exhibitor has withdrawn from the exposition, the exhibitor shall pay the organizer the cancellation fees based on Item 2 of Article 9 above and shall bear responsibility for any bank transfer fees.

Article 11: Cancellation of Exhibition Application or Exhibition Contract by the Organizer

1. 1.The organizer retains the right to decide whether the exhibitor meets the intention or purpose of the in-person expositions. If the organizer deems that the exhibitor does not meet the intention or purpose of the in-person expositions, the organizer may refuse an application or cancel an exhibition contract. In this event, the organizer shall not disclose any of the judgment criteria, evidence, or reasons for such a decision. If such a decision is made, the organizer shall bear absolutely no responsibility for fees paid by a company wishing to exhibit at the exposition or the exhibitor and shall not be held responsible for any other matters. It should be noted that this item refers to the following cases.
   (1) If the Organizer deems that the details of the exhibition application contain an issue or falsehood.
   (2) If the organizer deems that the exhibits or the intention or details of the exhibition run contrary to the intention of the exposition.
   (3) If the exhibition or an exhibit of the exhibitor is being contested by a third party, and the organizer deems that such contest may have an adverse effect on the operation of the exposition.
   (4) If a complaint or the like has been levied against an exposition in the past from a visitor, another exhibitor, or a third party,and a similar complaint may be levied again.
   (5) If the organizer deems that the exhibitor has already violated this Exhibitors’ Agreement.
   (6) If the organizer deems that an exhibition is unsuitable for an exposition for any other reason.
2. 2. If the exhibition contract with the exhibitor is cancelled by the organizer based on Item 1 of Article 11, the exhibitor shall pay the organizer the cancellation fees in accordance with Item 2 of Article 9 above, and shall bear responsibility for any bank transfer fees.

Article 12: Disclaimers and Scope of Responsibility for Exhibitions

1. 1.As necessary, the organizer shall arrange security personnel in the venue for the purpose of helping to prevent the occurrence of disasters (including fire), theft, accidents, terrorism, the spread of infectious disease, and any other form of hazardous situation (hereafter described as “accidents and the like”). At the same time, the exhibitor shall also bear responsibility for working to prevent these hazardous situations and for ensuring safety.
2. 2.The organizer may apply or order the exhibitor to perform necessary measures to prevent accidents or the like, including stopping or restricting work, under the expense of the exhibitor. The exhibitor shall comply with such measures or orders without objection.
3. 3.The organizer shall bear absolutely no responsibility for damages incurred by the exhibitor, parties entrusted to perform work for the exhibitor, parties working with the exhibitor, or parties cooperating with the exhibitor due to a disaster (including fire), theft, or any other accident caused by the negligence of the exhibitor, party entrusted to perform work for the exhibitor, party working with the exhibitor, or party cooperating with the exhibitor.
4. 4.In the event that damages are incurred by the organizer or a third party, including visitors to the exposition, due to a disaster (including fire), theft, or any other accident caused by the negligence of the exhibitor, party entrusted to perform work for the exhibitor, party working with the exhibitor, or party cooperating with the exhibitor, the exhibitor shall bear responsibility for immediately and fully compensating for that damage.
5. 5. The organizer shall bear absolutely no responsibility for accidents and the like unless the accident or the like is attributable to the organizer.

Article 13: Restrictions upon Exhibitions

1. 1.The maximum height of exhibits and decorations shall be 3.0 meters. Any exhibits and decorations that exceed this restriction are prohibited, unless recognized by the organizer as necessary. If the organizer recognizes the necessity for an exhibit or decoration exceeding this restriction, the organizer shall order procedures to prevent accidents regarding the preparatory work for such an exhibit or decoration that is performed by the exhibitor and may restrict or stop such work from taking place.
2. 2.The exhibitor shall ensure that a person that can explain the exhibits is present in the exhibition booth. This person shall be responsible for managing the exhibits and dealing with visitors to the booth.
3. 3.The exhibitor must not carry out any actions that may inconvenience visitors or neighboring booths, such as the exhibition of items using raucous electrical decorations, the use of raucous acoustic systems, the application of excess illumination to exhibits, the display of exhibits that emit abnormal odors, and so on. In addition, all acoustic systems shall be provided with a function capable of restricting the volume of the system.
4. 4.The exhibitor shall limit the distribution of literature or samples to within the booth belonging to the exhibitor. In addition, the maximum value of any novelty or the like distributed by the exhibitor shall be within 500 yen per item.
5. 5.Demonstrations by the exhibitor shall be carried out within the booth belonging to the exhibitor.
6. 6.The exhibitor must not exhibit in a manner that protrudes into the aisles, or carry out any actions that might impede or obstruct a neighboring booth.
7. 7.During the exposition, the exhibitor must not carry out any activities that might run counter to the purpose of the exposition.
8. 8.If the organizer deems that the actions of the exhibitor are an inconvenience to visitors or a neighboring booth, the organizer may restrict or stop such actions. If deemed necessary by the organizer, the organizer may refuse subsequent exhibition applications from the exhibitor.
9. 9.The organizer retains the right to take photographs of the exposition.

Article 14: Maintenance of Confidentiality

Unless written permission has been obtained from the organizer, the exhibitor shall handle any non-public information related to the in-person expositions that has been designated as confidential by the organizer to the exhibitor, as confidential.

Article 15: Interpretation and Revisions of the Exhibitors’ Agreement

1. 1.The expositions are supplemented by initiatives to promote the exchange of technical information announced via Technical Presentations, forum, symposiums, and the like, as hosted by the organizer. Therefore, the organizer shall interpret this Exhibitors’ Agreement in the appropriate manner so that the expositions can be conducted in accordance with the activity policy of the organizer. In addition, the organizer retains the right to revise this Exhibitors’ Agreement without advance notification.
2. 2.If the organizer revises this Exhibitors’ Agreement in accordance with the previous item, the exhibitor shall comply with the revised Agreement.

Article 16: Agreed Jurisdiction

In the event of a suit related to transactions based on this Exhibitors’ Agreement, it is agreed that resolution shall be made in the jurisdiction of the court and venue of the organizer or in a region specified by the organizer. In this event, such resolution shall be carried out in accordance with the laws of Japan, and any relevant rules, including this Exhibitors’ Agreement shall be defined based on the Japanese language.

AUTOMOTIVE ENGINEERING EXPOSITION 2025 ONLINE
Exhibitors’ Agreement (Online)

November 2024

Definition of Terminology:

The following terminology used in this Exhibitors’ Agreement is defined as described below.

1. (1) Online exposition: this refers to the AUTOMOTIVE ENGINEERING EXPOSITION 2025 ONLINE.
2. (2) In-person expositions: this refers to either or both the AUTOMOTIVE ENGINEERING EXPOSITION 2025 YOKOHAMA or the AUTOMOTIVE ENGINEERING EXPOSITION 2025 NAGOYA.
3. (3) Organizer: this refers to the Society of Automotive Engineers of Japan, Inc.
4. (4) Exhibitor: this refers to companies exhibiting at the online exposition (including companies also exhibiting at the AUTOMOTIVE ENGINEERING EXPOSITION 2025 YOKOHAMA or AUTOMOTIVE ENGINEERING EXPOSITION 2025 NAGOYA)
5. (5)Exhibitor pages: this refers to pages describing information about products and the like exhibited by the exhibitor at the online exposition.
6. (6) Posted data: this refers to all data posted for the online exposition, including on the exhibitor pages.
7. (7) Exposition Management Coordinator: this refers to a company handling management work on behalf of Organizer.

Article 1: Purpose and Compliance with this Agreement

1. 1.The purpose of this Exhibitors’ Agreement is to define the rights and obligations between the organizer of the online exposition and the exhibitor, and applies to any matters pertaining to the expositions.
2. 2.In addition to this Exhibitors’ Agreement, if the exhibitor is exhibiting at both the online exposition and the in-person expositions, the Exhibitors’ Agreement defined separately for the in-person expositions shall also be applicable.
3. 3.When applying to carry out an exhibition and in the exhibition itself, the exhibitor agrees to comply with this Exhibitors’ Agreement and to any other exhibition rules described in materials issued by the organizer (such as the Exhibition Information, Exhibition Guidance, and the like).
4. 4.If there are any differences between the contents of this Exhibitors’ Agreement and explanations about these expositions in the Exhibition Information, Exhibition Guidance, or any other exhibition rules, then this Exhibitors’ Agreement shall have precedence.

Article 2: Definition of Exhibition at the Online Exposition

The online exposition is divided into two stages in accordance with the holding of the in-person expositions at Yokohama and Nagoya. Stage 1 is scheduled to be held between May 14 and June 4, 2025, and stage 2 is scheduled to be held between July 9 and July 30, 2025. The action of exhibiting at the online exposition is defined as follows.

1. (1)When the exhibitor exhibits at the Yokohama exposition: the exhibitor may only exhibit during stage 1 of the online exposition.
2. (2)When the exhibitor exhibits at the Nagoya exposition: the exhibitor may only exhibit during stage 2 of the online exposition.
3. (3)When the exhibitor exhibits at both the Yokohama and Nagoya expositions: the exhibitor may exhibit during both stage 1 and stage 2 of the online exposition*.
4. (4)When the exhibitor exhibits at the online exposition only: the exhibitor may exhibit during both stage 1 and stage 2 of the online exposition.

* If the exhibitor exhibits at both expositions in accordance with item 3 of Article 2, the exhibitor may exhibit during both stage 1 and stage 2 of the online exposition after paying the exhibition fee for either stage.

Article 3: Exhibition Application Method

1. 1.A company wishing to exhibit at an exposition shall enter the required items on the exposition application forms for the online exposition, as well as for other events and the like planned by the organizer and submit those forms to the organizer.
2. 2.The application process for exhibitions is as follows. Companies wishing to exhibit must follow these steps:
   (1) Enter the required items on the exposition application forms after reading and agreeing to this Exhibitor’s Agreement.
   (2) A "Email Address Verification Email" will be sent to the registered primary contact's email address. Click the URL included in the email to complete the email address verification.
   (3) After email address verification, confirm the exhibitor's name and agreement to the regulations, and finalize the application by pressing the final confirmation button.
3. 3.The organizer may end the application period without advance notification.

Article 4: Establishment of Exhibition Contract

The timing at which an exhibition contract is established based on the exhibition application shall be the timing at which the exhibition confirmation email is sent by the Exposition Management Coordinator to the company wishing to exhibit at the exposition. The date described in the main body of this email shall be regarded as the date that the exhibition contract is concluded, at which timing the exhibitor becomes obligated to pay the exhibition fees and the fees for other events planned by the organizer.

Article 5: Management of User ID and Password

1. 1.The exhibitor shall be responsible for the appropriate management and storage of the user ID and password used for the exhibitor website. This information may not be sold to, purchased from, or otherwise transferred to a third party.
2. 2.The exhibitor shall be responsible for any damages caused by inappropriate management of the user ID or password, damages caused by malpractice when using this information, or damages caused by use of this information by a third party. The organizer shall not be held responsible for any such damages.
3. 3.If the user ID, password, or other information is leaked to a third party, or if it is possible that any such information may have been used by a third party, the exhibitor shall inform the organizer immediately and follow any instructions given by the organizer. In this event, the organizer may block the applicable user ID and password, and shall not be held responsible for any damages consequently caused to the exhibitor.

Article 6: Information to be published in the online exhibition

Exhibitors cannot include links in any of the content published. Public information such as exhibitions and lectures must be completed within the online exhibition, and the inclusion of URLs or QR codes is prohibited. The exhibitor is not allowed to include links in an

Article 7: Rules and Changes to Information Posted at the Exposition

1. 1.The exhibitor shall complete registration of all information required for the exposition based on the plan selected by the exhibitor (including options) during the time period specified in the Exhibition Guidance distributed by the organizer at Exhibitors’ Meeting for exhibitors (the meeting can be held online).
2. 2.If the exhibitor wishes to change any registered details, the corresponding information shall be revised without delay by the method determined by the organizer.
3. 3.If the organizer deems that the content of posted data violates this Exhibitors’ Agreement, the corresponding information may be deleted by the organizer.
4. 4.The exhibitor is responsible for the backing up and the like of posted data required to create the exhibitor pages in the exposition. The organizer shall not be held responsible for any damages incurred by the exhibitor when data is changed or revised.

Article 8: Intellectual Property Rights and Assignment of Rights

1. 1.The organizer shall retain the legal rights to items posted by the exhibitor as soon as the information to be posted on the exhibitor pages is submitted by the exhibitor. In addition, when such information is submitted by the exhibitor, the organizer shall regard the submission as a declaration guaranteeing that the information to be posted does not infringe the rights of a third party.
2. 2.The exhibitor shall agree not to exercise the moral right of the author with respect to the organizer or parties to whom the rights have been passed onto or granted by the organizer.
3. 3.The rights to copyrighted material and the like submitted by the exhibitor for posting on the exhibitor pages shall be reserved to the exhibitor or a third party to whom the rights have been granted by the exhibitor. However, the organizer may use, alter, or the like such material for the purpose of running, advertising, or the like the online exposition.
4. 4.In the event that the exhibitor posts or cites copyrighted material, marks, service marks, designs, displays, or the like containing the intellectual property rights of a third party (such as copyright, trademark rights, design rights, and the like) at the online exposition, including the exhibitor pages, the exhibitor is required, under the responsibility of the exhibitor, to obtain a license for the corresponding intellectual property rights. The organizer shall not be held responsible for obtaining such licensing rights.
5. 5.In the event of a conflict related to the intellectual property rights or other rights of a third party pertaining to the posted data, such conflict shall be resolved entirely under the responsibility of the exhibitor, who shall also bear any costs related to such resolution. The organizer shall not be held responsible for any infringement of the rights of a third party. In the event that damages are incurred by the organizer or a third party, including visitors to the exposition, related to such conflict, the exhibitor shall bear the cost of all damages incurred by the organizer (including any rational attorney’s fees).

Article 9: Prohibited Actions

The organizer prohibits the exhibitor from performing the following actions during the online exposition.

1. (1)Actions that violate laws or regulations or actions associated with criminal offences.
2. (2)Fraud or threatening behavior affecting the organizer, another user of the exposition, or a third party (such actions do not have to be performed at the online exposition itself).
3. (3)Actions that run contrary to public policy or actions that might do so, or actions that promote such outcomes.
4. (4)Actions that infringe the intellectual property rights, portrait rights, privacy rights, good name, or other rights or interests of the organizer or a third party, including visitors to the online exposition (such actions do not have to be performed at the online exposition itself).
5. (5)Actions that impose an excess load on the network, systems, or the like of the online exposition.
6. (6)Actions that might impede the management of the online exposition, or actions that might prejudice the trust, good name, or the like of the organizer.
7. (7)Improper access to the network, systems, or the like of the online exposition, or actions attempting to gain such access.
8. (8)Actions that impersonate a third party.
9. (9)Actions involving the improper use of an IP address, account, user ID, password, or the like.
10. (10)During the course of the online exposition, actions involving the posting of information deemed by the organizer to correspond to one of the following categories on the exhibitor pages or the transmission of such information to the organizer or a third party, including visitors to the online exposition.
    - Information that includes excessive violent or cruel expressions
    - Information that includes computer viruses or other detrimental computer programs
    - Information that includes expressions prejudicial to the good name or trust of the organizer, another user of the exposition, or a third party
    - Information that includes expressions likely to promote discrimination
    - Information requesting the dissemination of information to third parties, such as chain mails or the like
    - Information that includes expressions that discomfort another person
11. (11)Actions that involve or might involve the sale, purchase, or assignment of personal information belonging to another exhibitor at the online exposition or a third party, including visitors.
12. (12)Actions that violate laws related to preventing the transfer of the proceeds of asset or money laundering, or any other criminal ventures.
13. (13)Actions involving endorsements, advertising, soliciting, or sales in the online exposition that have not been permitted in advance by the organizer.
14. (14)Improper use of information on other exhibitors at the online expositions
15. (15)Actions involving the provision of information at the online exposition that is non-factual or may be non-factual.
16. (16)Actions that are disadvantageous, damaging, or discomforting for the organizer, another exhibitor at the online exposition or a third party, including visitors.
17. (17)Actions that infringe the rules pertaining to the online exposition defined by the organizer.

Article 10: Payment of Exhibition Fees

1. 1.After the exhibition contract is concluded based on Article 4, The Exposition Management Coordinator shall issue an invoice for the exhibition fee. The exhibitor shall transfer the exhibition booth fees to the designated bank by the following payment deadlines. The exhibitor shall be responsible for any fees required for making such bank transfers.
   Payment deadlines for Exhibition Fee :
   Online Exposition only : April 30, 2025
   Online Exposition Stage 1 : April 30, 2025
   Online Exposition Stage 1・2 : April 30, 2025
   Online Exposition Stage 2 : May 30, 2025
2. 2.If payment is not received from the exhibitor by the deadline, and the organizer deems that the payment is egregiously delayed, the organizer retains the right to cancel the exhibition application made by the exhibitor.
3. 3.The exhibition fee includes the fee for posting information on the exhibitor pages at the online exposition. It does not include fees for creating images, videos, catalogs, and the like deemed necessary for the exposition.
4. 4.Payment of any fees that occur after each deadline shall be made by transfer to the designated bank by the end of the month following the date that the fees occurred. The exhibitor shall be responsible for any fees required for making such bank transfers.

Article 11: Withdrawal from exposition and cancellation/change fees

1. 1.If the exhibitor is participating in the online exposition only and the exhibitor decides of its own volition to withdraw from the exposition after the exhibition contract is concluded, the exhibitor shall notify the Exposition Management Coordinator in writing.
2. 2.The exhibitor shall pay the organizer the following cancellation fees as necessary in accordance with the date at which the organizer is notified as described in Item 2 of Article 10. Consumption tax shall be added to these cancellation fees.
   On or after March 12, 2025, = 100% of the exhibition fees
   If the exhibition contract is concluded on or after March 12, 2025, cancellation/change fees shall be generated from the date that the contract is concluded.
3. 3.After an exhibition contract to participate in both the online exposition and in-person expositions is concluded, the exhibitor may not decide of its own volition to withdraw from the online exposition only.
4. 4.If, after an exhibition contract to participate in both the online and in-person expositions is concluded, the exhibitor decides of its own volition to withdraw from the in-person expositions and exhibits at the online expositions only, the exhibitor shall pay the organizer the change fees for the online expositions and the cancellation fees for the in-person expositions. These change/cancellation fees do not include consumption tax.
   ① Exhibition fees for online exhibitions will change as follows
   

   EXHIBITION PLAN	Corporate members (Including tax)	non-members (Including tax)
   PREMIUM PLAN	¥ 1,045,000	¥ 1,155,000
   STANDARD PLAN	¥ 715,000	¥ 825,000
   LIGHT PLAN	Change to the STANDARD PLAN or PREMIUM PLAN.
   ECONOMY PLAN	Change to the STANDARD PLAN or PREMIUM PLAN

   The LIGHT PLAN and ECONOMY PLAN are limited plans applicable when exhibiting at both the online and in-person expositions. If, after an exhibition contract is concluded in accordance with the LIGHT PLAN or ECONOMY PLAN, the exhibitor withdraws from the in-person expositions based on Item 4 of Article 10, the procedure to change the contracted plan to the STANDARD PLAN or PREMIUM PLAN must be carried out. In this event, the exhibitor shall carry out the procedure using the form to change plans on the dedicated exhibitor website.
   ② If an exhibitor withdraws from the in-person expositions and decides to participate in the online expositions only, that exhibitor is required to pay the cancellation fees based on the Exhibitors’ Agreement for the in-person expositions (Article 9, Item 2).
   Cancellation fees for in-person expositions:
   Yokohama Exposition : Between January 11 and February 11, 2025, = 50% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition.
   On or after February 12, 2025, = 100% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition
   Nagoya Exposition : Between February 22, and March 25, 2025, = 50% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition
   On or after March 26, 2025, = 100% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition
5. 5.5. If, after an exhibition contract to participate in both the online exposition and in-person expositions is concluded, the exhibitor decides of its own volition to withdraw from both the online exposition and the in-person expositions, the exhibitor shall pay the organizer the following cancellation fees as necessary in accordance with the date at which the organizer is notified. Consumption tax shall be added to these cancellation fees.
   Yokohama and Online Exposition (STAGE 1):
   Between January 11 and February 11, 2025, = 50% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition
   On or after February 12, 2025, = 100% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition%
   Nagoya and Online Exposition (STAGE 2):
   Between February 22 and March 25, 2025, = 50% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition
   On or after March 26, 2025, = 100% of the overall costs including the exhibition space fees and exhibition fees for Online Exposition
6. 6.If the exhibitor decides to withdraw after paying some or all of the exhibition fees, the cancellation fees defined in Item 2, 4 and 5 of Article 10 shall be appropriated from the fees that have been paid. If a balance of these fees remains after such appropriation, the organizer shall return that balance to the exhibitor.
7. 7.If the exhibitor has not used a part or all of the online exposition services provided by the conclusion of exhibition contract, the organizer will not give the exhibitor a discount or return any of the exhibition fees.

Article 12: Addition of or Withdrawal from Exhibition stage and Cancellation Fee

1. 1.If the exhibitor wishes to exhibit at an additional stage of the online expositions in accordance with the exhibition descriptions provided in Items (1) or (2) of Article 2, the exhibitor may exhibit at both stages 1 and 2 of the online expositions by paying an additional fee of 165,000 yen (including tax) per company. However, in the event that an exhibition stage is added, the exhibition plan shall remain in accordance with the details of the plan agreed upon when the exhibition contract was originally concluded. Exhibitors are not permitted to exhibit under different exhibition plans for each stage. In addition, the exhibitor may not add an exhibition stage under the ECONOMY PLAN.
2. 2.If the exhibitor adds an exhibition stage for the online exposition based on Item 1 of Article 11, the exhibitor shall carry out the necessary procedure using the form to change plans on the dedicated exhibitor website.
3. 3.If, after adding an exhibition stage in accordance with Item 2 of Article 11, the exhibitor withdraws from an exposition by its own volition, the exhibitor shall notify the Exposition Management Coordinator in writing.
4. 4.The exhibitor shall pay the organizer the following cancellation fee as necessary in accordance with the date at which the organizer is notified as described in Item 3 of Article 11. Consumption tax shall be added to these cancellation fees.
   On or after March 12, 2025, = 100% of the additional exhibition stage fee%
5. 5.If the exhibitor decides to withdraw after paying some or all of the additional exhibition stage fee, the cancellation fee defined in Item 4 of Article 11 shall be appropriated from the fees that have been paid. If a balance of these fees remains after such appropriation, the organizer shall return that balance to the exhibitor.

Article 13: Exhibitor Seminar Application Method, Application Deadlines, Withdrawal Applications, and Cancellation Fees

1. 1.To apply to hold an exhibitor seminar, the Exhibitor shall carry out the necessary procedures itself using the appropriate form on the personal exhibitor page.
2. 2.The final deadlines for exhibitor seminar applications are as follows.
   Stage 1 (online exhibitor seminars + in-person live seminars)：Friday, January 31, 2025
   Stage 2 (online exhibitor seminars + in-person live seminars)：Friday, February 21, 2025
3. 3.If, after applying for an optional function, the exhibitor withdraws the application by its own volition, the exhibitor shall notify the organizer in writing.
   Between March 13 and April 14, 2025, = 50% of the corresponding optional function fees
   On or after April 15, 2025, = 100% of the corresponding optional function fees
4. 4.The exhibitor shall pay the organizer the following cancellation fee as necessary in accordance with the date at which the organizer is notified as described in Item 3 of Article 13.
   
   Stage 1:
   Between January 11 and February 11, 2025: 50% of exhibitor seminar fee
   After February 12, 2025: 100% of exhibitor seminar fee
   Stage 2:
   Between February 22 and March 25, 2025: 50% of exhibitor seminar fee
   After March 26, 2025: 100% of exhibitor seminar fee
   Online Only Exhibition:
   After March 12, 2025: 100% of exhibitor seminar fee
   
5. 5.5. If the exhibitor decides to withdraw an application after paying some or all of the exhibitor seminar fee, the cancellation fees defined in Item 5 of Article 12 shall be appropriated from the fees that have been paid. If a balance of these fees remains after such appropriation, the organizer shall return that balance to the exhibitor.

Article 14: Change of Exhibition Plan

If the exhibitor changes its exhibition plan to a higher level plan than the plan agreed upon when the exhibition contract was originally concluded, the exhibitor shall carry out the necessary procedure using the form to change plans on the dedicated exhibitor website. It shall be noted that exhibitors may not change plans to a lower level plan than the plan agreed upon when the exhibition contract was originally concluded.

Article 15: Handling of Visitor Data

1. 1.The visitor data (CSV data) that can be downloaded from the exhibitor pages contains personal information. This data should be handled in the strictest confidence.
2. 2.Exhibitors should post the privacy policy of their company and contact information for inquiries on the exhibitor pages. Requests from visitors to that contact address to disclose or delete personal information should be acted upon without delay. If the Exposition Management Coordinator is notified by a visitor that an exhibitor has disregarded a request from the visitor to disclose or delete personal information, the Exposition Management Coordinator will delete the account of the online exposition exhibitor.
3. 3.The organizer or Exposition Management Coordinator shall not be held responsible if an exhibitor leak collected personal information of a visitor either intentionally or by error.
4. 4.The use of personal information other than for the purpose of improving, enabling the smooth operation, or the like of the online exposition, including the provision of more effective services to visitors, is prohibited.
5. 5.Visitor data shall include the accounts of parties relevant to the organizer and the Exposition Management Coordinator.

Article 16: Changes or Cancellation of the Online Exposition

1. 1.The organizer may decide to close an exposition early, delay the opening of an exposition, reduce the scale of an exposition, or cancel an exposition for the following reasons.
   (1) Due to an act of God, disaster (including fire), or terrorism
   (2) Due to the spread of an infectious disease
   (3) To carry out an urgent inspection or maintenance work of computers or systems involved in providing the online exposition
   (4) Due to another cause beyond the control of the organizer if an accident has occurred that stops said computers, a communication circuit, or the like
2. 2.The organizer may cancel an exposition if the organizer deems that the intention or purpose of the exposition may be difficult to fulfill based on predictions of the exposition scale, exposition content, number of visitors, or the like.
3. 3.The organizer shall not be obligated to compensate for any damage stemming from Items 1 or 2 of Article 15, and the exhibitor shall waive any right to demand compensation for damages from the organizer.
4. 4.If the organizer decides to change the date or to cancel an exposition based on Items 1 and 2 of Article 15, the organizer shall charge any necessary expenses, including preparatory expenses, incurred for the holding of said exposition. At the timing of the conclusion of the exhibition contract based on Article 4, the exhibitor agrees to pay the organizer any necessary expenses, including preparatory expenses, if the organizer decides to change the date or to cancel an exposition. This payment shall be made in accordance with an accounting report detailing the necessary expenses as audited and recognized by a certified public accountant requested by the organizer to create such a report.
5. 5.The exhibition fees and necessary expenses incurred if the organizer changes the date or cancels an exposition based on Items 1 and 2 of Article 15 shall be as follows.
   (1) If, at the timing of the decision to change the date or to cancel an exposition, the exhibitor has completed payment of the exhibition fees, the necessary expenses, including preparatory expenses, shall be subtracted from the exhibition fees, and the balance shall be returned.
   (2) If, at the timing of the decision to change the date or to cancel an exposition, the exhibitor has not completed payment of the exhibition fees, the Exposition Management Coordinator shall issue an invoice for the necessary expenses, including preparatory expenses. The exhibitor shall pay these expenses by the determined deadline.
   (3) If the exhibitor does not pay the necessary expenses, including preparatory expenses, by the deadline, the organizer may refuse to accept applications from the exhibitor for any subsequent expositions or exhibitions.
6. 6.If the organizer cancels the exposition after the exhibitor has withdrawn from the exposition, the exhibitor shall pay the organizer the cancellation fees based on Item 3 of Article 10 above and shall bear responsibility for any bank transfer fees.

Article 17: Changes or Cancellation of the In-person expositions

If, after an exhibition contract to participate in both the online exposition and in-person expositions is concluded, the organizer cancels the in-person expositions based on the Exhibitors’ Agreement for the in-person expositions (Article 10, Item 1), the rules up to the Exhibitors’ Agreement for the in-person expositions (Article 10, Item 5) shall be applied.

Article 18: Cancellation of Exhibition Application or Exhibition Contract by the Organizer

1. 1.The organizer retains the right to decide whether the exhibitor meets the intention or purpose of the online exposition. If the organizer deems that the exhibitor does not meet the intention or purpose of the online exposition, the organizer may refuse an application or cancel an exhibition contract. In this event, the organizer shall not disclose any of the judgment criteria, evidence, or reasons for such a decision. If such a decision is made, the organizer shall bear absolutely no responsibility for fees paid by a company wishing to exhibit at the exposition or the exhibitor and shall not be held responsible for any other matters. It should be noted that this item refers to the following cases.
   (1) If the organizer deems that the details of the exhibition application contain an issue or falsehood.
   (2) If the organizer deems that the exhibits or the intention or details of the exhibition run contrary to the intention of the exposition.
   (3) If the exhibition or an exhibit of the exhibitor is being contested by a third party, and the organizer deems that such contest may have an adverse effect on the operation of the exposition.
   (4) If a complaint or the like has been levied against an exposition in the past from a visitor, another exhibitor, or a third party, and a similar complaint may be levied again.
   (5) If the organizer deems that the exhibitor has already violated this Exhibitors’ Agreement.
   (6) If the organizer deems that an exhibition is unsuitable for an exposition for any other reason.
2. 2.If the exhibition contract with the exhibitor is cancelled by the organizer based on Item 1 of Article 17, the exhibitor shall pay the organizer the cancellation fees in accordance with Item 3 of Article 10.

Article 19: Disclaimers and Scope of Responsibility for Exhibitions

1. 1.The organizer shall bear no responsibility if the purpose, objective, or effect targeted by the exhibitor in participating in the online exposition is not realized.
2. 2.The organizer will endeavor to prevent issues and the like in the systems required to hold the online exposition. However, the organizer cannot absolutely guarantee that the exhibitor will not incur damages due to computer viruses or other detrimental programs when participating in the exposition.
3. 3.The organizer cannot absolutely guarantee the operation of devices, software, and the like used when the exhibitor participates in the online exposition.
4. 4.The organizer shall bear no responsibility for compensating the exhibitor in the following cases.
   - Interruptions, stoppages, terminations, non-availability, or changes to the provision of the online exposition carried out by the organizer
   - Deletion or loss of posted data, information, or the like submitted by the exhibitor
   - Loss of the exhibitor’s registration
   - Loss of registered data, or breakdown or damage to devices due to use by the online exposition
   - Any other damages incurred by the exhibitor pertaining to the online exposition
   
5. 5.The organizer may apply or order the exhibitor to perform necessary measures to prevent conflict or the like with another exhibitor or a third party, including visitors, such as restricting posted data, under the expense of the exhibitor. The exhibitor shall comply with such measures or orders without objection.
6. 6.The organizer shall bear absolutely no responsibility for damages incurred by the exhibitor, parties entrusted to perform work for the exhibitor, parties working with the exhibitor, or parties cooperating with the exhibitor due to conflict or the like caused by the negligence of the exhibitor, party entrusted to perform work for the exhibitor, party working with the exhibitor, or party cooperating with the exhibitor.
7. 7.In the event that damages are incurred by the organizer or a third party, including visitors to the exposition, due to a conflict or the like caused by the negligence of the exhibitor, party entrusted to perform work for the exhibitor, party working with the exhibitor, or party cooperating with the exhibitor, the exhibitor shall bear responsibility for immediately and fully compensating for that damage.
8. 8.The organizer shall bear absolutely no responsibility for conflicts or the like, unless that contest is attributable to the organizer.
9. 9.Even if the organizer bears some responsibility toward the exhibitor caused by the online exposition, the organizer shall not bear responsibility for compensating the exhibitor beyond the total sum of the exhibition fees described in the exhibition contract.

Article 20: Maintenance of Confidentiality

Unless written permission has been obtained from the organizer, the exhibitor shall handle any non-public information related to the online exposition that has been designated as confidential by the organizer to the exhibitor, as confidential.

Article 21: Interpretation and Revisions of the Exhibitors’ Agreement

1. 1.The expositions are supplemented by initiatives to promote the exchange of technical information announced via Technical Presentations, forum, symposiums, and the like, as hosted by the organizer. Therefore, the organizer shall interpret this Exhibitors’ Agreement in the appropriate manner so that the expositions can be conducted in accordance with the activity policy of the organizer. In addition, the organizer retains the right to revise this Exhibitors’ Agreement without advance notification.
2. 2.If the organizer revises this Exhibitors’ Agreement in accordance with the previous item, the exhibitor shall comply with the revised Agreement.

Article 22: Agreed Jurisdiction

In the event of a suit related to transactions based on this Exhibitors’ Agreement, it is agreed that resolution shall be made in the jurisdiction of the court and venue of the organizer or in a region specified by the organizer. In this event, such resolution shall be carried out in accordance with the laws of Japan, and any relevant rules, including this Exhibitors’ Agreement shall be defined based on the Japanese language.

Handling of personal information

Taiseisha Ltd. (hereinafter referred to as “Exposition Management Coordinator”) shall handle all information such as names, addresses, working locations, telephone numbers, and the like (hereinafter referred to as “personal information”) obtained from exhibitors during consigned administrative work for the AUTOMOTIVE ENGINEERING EXPOSITION 2025 YOKOHAMA and AUTOMOTIVE ENGINEERING EXPOSITION 2025 NAGOYA (i.e., the in-person expositions) and the AUTOMOTIVE ENGINEERING EXPOSITION 2025 ONLINE (i.e., the online exposition) organized by the Society of Automotive Engineers of Japan, Inc. (i.e., the organizer) as follows.

1. 1.Use of Personal Information
   Personal information obtained by the Exposition Management Coordinator shall be used for the following purposes.
   (1) To confirm the qualifications of exhibitors and to ensure proper registration.
   (2) To distribute exposition materials.
   (3) To charge exposition fees and confirm payment.
   (4) Necessary confirmations and notifications to exhibitors related to the holding of the expositions.
   (5) To communicate and notify any other matters from the organizer.
2. 2.Entrustment of Work
   In the event that personal information collected or received by the Exposition Management Coordinator is entrusted to a related company or the like, the Exposition Management Coordinator shall endeavor to prevent leakage of information from that company or resubmission of such information by means of a non-disclosure agreement or other rigorous management or supervision measures.
3. 3.Provision to Third Parties
   Personal information obtained by the Exposition Management Coordinator shall not be provided to a third party except in the following cases.
   (1) When agreement is received in advance from the person concerned.
   (2) When provision is required by laws or regulations.
   (3) When the provision of such personal information is required for the protection of human life, the body, or property, and in which it is difficult to obtain the consent of the individual.
   (4) When the provision of such personal information is specially required to improve public health or promote the healthy upbringing of an infant, and in which it is difficult to obtain the consent of the individual.
   (5) When the provision of such personal information is required to cooperate with a state institution, a local public body, or an individual or entity entrusted by said institution or body in executing affairs prescribed by laws or regulations, and in which obtaining the consent of the individual may impede the execution of said affairs.
4. 4.Portrait Rights
   Materials, including personal portrait rights obtained photographically by the Exposition Office, shall be defined as video images, photographic images, and the like of exhibit contents or of administrative and exposition-related staff (including members of staff of cooperating companies), and may be used for public relations or advertising activities by the organizer, media, or relevant parties.
5. 5.Disclosure, Revision, Cease of Utilization, and Disposal of Personal Information
   Requests to disclose, revise, or cease the utilization of personal information registered during an exhibition application shall be notified to the Exposition Management Coordinator. It should be noted that this personal information shall be appropriately disposed of once a fixed period has elapsed after the end of the exposition.

● The Personal Information Protection Rules and Privacy Policy of the Society of Automotive Engineers of Japan, Inc. may be viewed at the following locations.
Personal Information Protection Rules：https://www.jsae.or.jp/files_publish/page/456/46.pdf
Privacy Policyhttps://www.jsae.or.jp/public/incorporation/privacy/