Countries & Regions

April 3, 2013
We start receiving applications for a booth exhibition at the 5th Tokyo International Conference on African Development (for short, TICAD V) held in Yokohama City, Kanagawa Prefecture, from 1st through 3rd June, 2013. Organizations such as the government, the government-related organizations, private companies, NGOs (civil society), international organizations, universities, research institutes who have an interest in this regard are kindly requested to fill in the attached registration form (Word / PDFPDF) and send it to the following contacts by email or fax, no later than 6:00PM Tuesday, 16th April, 2013. In case of fax transmission, a telephone call to confirm the receipt of your form is highly requested.

1. Purpose of calling for booth exhibition

TICAD is a policy forum where diverse stakeholders participate in and share their expertise in regard with African development. We provide diverse organizations participating in TICAD V with opportunities to present their activities toward African development.

2. Schedule for booth exhibition

(1) Thursday, 30th May for booth set up and preparation for exhibition

(2) Friday morning, 31st May to Monday noon, 3rd June for booth exhibition

(3) Monday afternoon, 3rd June for clearing up of booth, and all the articles to be removed by the end of the day.

※Schedule may shift depending on TICAD V main programs.

3. Location of booth exhibition and points of concern

(Pacifico Yokohama layout:

(1) Inside TICAD V venue (at Foyer on 1F, 2F, 3F and 5F in Pacifico Yokohama Conference Centre). ※ Since this area is accessed only by TICAD V participants such as the government and the international organization or equivalents invited by Secretariat for the TICAD V, booth exhibition will be intended only for TICAD V participants. Two numbers of ID card will be provided as maximum for the organizers to make presentations in TICAD V venue.

(2) Official side event venue (at Foyer of Annex Hall in Pacifico Yokohama)

(3) ※ This area is open to the public and more visitors can be expected. To be noted that private companies are not eligible to apply the venue above. Private companies will be accepted to apply for booth inside TICAD V venue (at Foyer on 1F, 2F, 3F and 5F in Pacifico Yokohama Conference Centre).

(4) Organizations which wish to set up a booth at TICAD V is kindly requested to choose either (1) inside TICAD V venue or (2) official side event venue on a registration form. In principle, one organization can occupy one booth, but we may make exceptions only when there is extra space left after application deadline.

4. Equipment and Cost of Booth set up (appendix 1PDF and 2PDF)

(1) Booth inside TICAD V venue (2 types)

a. U-shaped booth (3m (width) x 2m (depth) space)

b. 3m (width) x no depth space booth for panel exhibition

(2) Booth at Official side event venue (1 type)
U-shaped booth (3m (width) x 2m (depth) space)

(3) A standard booth is equipped with panels, electric power supply, lighting, 4 chairs (only for the U-shaped booth), 2 tables and 1 signboard of an organizer’s name.

(4) Expense around 30,000 Japanese Yen at maximum for one booth, including setting up and clearing up of booth exhibition, registration fee and electricity costs (in case of a standard booth) will be borne by an organizer. Actual costs of additional options for booth will be borne by an organizer.

(5) Third parties appointed by Ministry of Foreign Affairs will be in charge of booth management such as setup, clear-up and maintenance of booth, collection of expenses and arrangement of additional options, and a booth exhibiter will be in charge of articles management such as delivery, display, maintenance and clear-up of articles.

5. Criteria for approval of booth exhibition

(1) Foyer on 3F and 5F of Conference Centre
Qualifications for booth exhibition are as follows:

a. Contents of exhibition must agree with major themes of TICAD V.

b. Further understanding among heads of delegation of African countries is required for the contents of exhibition related to a project already under corporation with the Japanese government and organizations in regard with promotion in African development.

c. An organizer is to be mainly based in Japan (e.g. Japanese government, organizations related to the Japanese government, private Japanese companies, and Japanese NGOs or equivalents). International organizations having their main office or regional office in Japan are not qualified.

d. Exhibition will offer Japanese values.

(2) Foyer on 1F and 2F of Conference Centre and official side event venue

a. Contents of exhibition must agree with major themes of TICAD V.

b. An organizer is based in Japan.

(3) Disqualification for booth exhibition

a. Profit-oriented exhibition or exhibition with a poor public interest

b. Exhibition organized by a political, religious and other similar organization

c. Exhibition offensive to public order and morals

d. Exhibition which is considered as diplomatically inappropriate

e. Exhibition other than those which can be admitted as useful for introducing Japan or other countries, or contributing to international amity or foreign diplomacy of Japan.

6.Important Notices

(1) Qualification of a booth exhibition does not mean granting a subsidy for setting up a booth. No financial or physical support other than the equipment described in 4. above will be available.

(2) All the responsibilities as for holding a booth exhibition are to be borne by a booth organizer even though the booth exhibition is approved. The Ministry of Foreign Affairs and TICAD co-organizers will not take any responsibility for incidents such as accidents, injury, and property loss on booth exhibition.

(3) A booth exhibition will not always be guaranteed even when the booth exhibition meets criteria for approval. The criteria for approval of booth exhibition described in 5. above may be changed by the Secretariat for the TICAD V due to the result of receiving applications.

(4) A booth exhibition cannot necessarily be held at the desired location.

(5) Some booth exhibitions organized by TICAD co-organizers and Yokohama city are expected as well.

(6) Submitted documents will not be returned. An organizer is kindly requested to make a copy of the documents in advance if necessary.

(7) In case any modification is made, such as modification of an implementation plan or cancellation of the booth exhibition, the organizer should inform the Secretariat for the TICAD V about such modification immediately in writing.

(8) Even though a booth exhibition is approved, approval will be cancelled in such cases as false application and violation of criteria for approval are revealed or TICAD co-organizers consider disqualification is necessary.

7. After application

(1) Application will be accepted until at 6:00PM, Tuesday, 16th April, 2013. Through the screening process proceeded by the Review Committee of TICAD co-organizers, organizers for a booth exhibition will be selected. By Tuesday, 30th April, 2013, approved organizers for a booth exhibition will be notified.

(2) After notification, an exact location of the booth exhibition will be coordinated by third parties for official side events. The contact points of the third parties will be informed afterwards to booth exhibition organizers. The third parties are in charge of coordination in a booth management such as optional arrangement and overall payment as well as other various inquires.

(3) Objections to the result of approval for a booth exhibition and change in booth allocation will not be accepted.

8. Contacts

Public Relations and Side Event Team
Secretariat for the TICAD V
African Affairs Department
Middle Eastern and African Affairs Bureau
Ministry of Foreign Affairs

Address: 2-2-1, Kasumigaseki, Chiyoda-ku, Tokyo 100-8919
Telephone: 03-5501-8000 (extension : 4536, 4539, 2773)
Mail address:
Facsimile: 03-5501-8315

Back to Countries & Regions