3. Rules and Regulations

Definition of “Project” and “Project Manager”

  • The term “project” refers to each unit that participates in the festival via exhibitions, performances, offerings, workshops, etc.
  • For a project to participate in the May Festival, the project and the project manager must respectively satisfy “Participation Requirements” (企画出展要件) and “Manager Requirements” (企画責任者要件). Projects and project managers that do not satisfy the requirements are not allowed to participate.
    • Projects and project managers must continuously satisfy these requirements both before and after completing “Project Registration”.
  • After completing “Project Registration”, projects and project managers must respectively satisfy “Project Duties” (企画の義務) and “Manager Duties” (企画責任者の義務) .

Regulations on Participation

Participation Requirements

To participate in the May Festival, every project must:

  1. have two managers who satisfy Manager Requirements, which are stipulated separately.
  2. carry out self-organized activities by undergraduate, postgraduate or research students at the University of Tokyo, and make decisions regarding the project by students themselves.
  3. not aim at advertising commercial organizations such as companies, political/religious groups, or other external entities and individuals.
  4. not pursue profit.
  5. be recognized by the Committee to have clear intention to carry out the project.
Manager Requirements

Every project manager must:

  1. be an undergraduate, postgraduate or research student at the University of Tokyo from the point of registration of manager to the day of the May Festival.

※ In accordance with the prescribed procedure, every project manager is required to inform the Committee of the manager’s name/faculty/contact information and other necessary information, and to be able to present the manager’s student ID card or other identification upon request from the Committee.
2. not be a manager for another project.
3. be able to communicate smoothly with the Committee in Japanese or English.

Project Duties

Every project must:

  1. pay Participation Fee, Project Guarantee Deposit and other necessary fees.
  2. comply with the law.
  3. provide manpower for the operation of the May Festival when asked to.
  4. follow the instructions given by the Committee regarding the operation of the May Festival.
Manager Duties

Every project manager must:

  1. be aware of the content and progress of the project, and be responsible of carrying out the project.
  2. attend Information Sessions. At least one of the two managers must be present. If it is difficult for both managers to attend, the project must set up a substitute after notifying the Committee.
  3. complete all necessary registrations within the deadline in accordance with the Committee’s procedure.
  4. check inquiries from the Committee, and respond if necessary.
  5. disseminate information from the Committee to all project members if necessary, and ensure that project members comply with regulations and instructions from the Committee.
  6. always carry their cell phone during May Festival and be available at all times to respond to contacts from the Committee.
  7. be at the project place while project members prepare, carry out and put away the project during the May Festival. At least one of the two managers must be at the project place. Should both managers leave the project location, they must return as soon as possible when the Committee requests to do so.

Observed Projects

  • If the content of the project is considered to be likely to significantly violate regulations such as Autonomous Regulations, the Committee will designate the project as an Observed Project.
  • Besides the aforementioned “Project Duties” imposed on every project, projects designated as Observed Projects by the Committee must fulfill the following duties:
    • Respond to investigations by the Committee on the content of the project.
    • Pay an additional 10,000 yen as Observed Project Guarantee Deposit prior to the day of the May Festival.

Measures and Punishments

  • Projects must abide by the Autonomous Regulations established on a vote by the Projects, and the regulations established by the Committee.
  • If a project violates the regulations or causes other issues that are clearly socially unacceptable, the Committee may take necessary measures during the festival and/or impose punishments after the festival.
  • Not checking or not understanding Inquiry, the Web System, or the provided handouts including “Almighty in English” may cause your project to unintentionally violate the regulations, potentially being subject to Measures or Punishments.
    • Examples of actions that are subject to Measures and Punishments will be explained at the 3rd Information Session.
Measures

Measures during the festival refers to restrictions imposed by the Committee on projects in cases of violations, accidents or disasters. Measures are categorized into the following four types.

  • Confiscation of Prohibited Items
    • Supplies that are prohibited or violate the standard are subject to confiscation by the Committee.
    • The Committee may not return the confiscated supplies back to the projects.
  • Suspension of Violations
    • The Committee will halt actions by projects that violate the regulations or can be dangerous.
  • Suspension of the Project
    • In case where a project has significantly violated the regulations, committed extremely dangerous actions, or caused other serious issues, the Committee will temporarily suspend the project itself.
  • Discontinuance of the Project
    • In the event of a violation serious enough to become an obstacle to the stable operation of the 98th May Festival or the following May Festivals, the Committee will ban the project from the 98th May Festival.
Punishments

Punishments after the festival refers to penalties imposed by the Committee upon violations of the regulations or socially unacceptable issues during the May Festival. Punishments are categorized into the following seven types.

  • Publicizing the Violation
    • The Committee will announce the specific violation via “Almighty vol. 4”, which will be published after the May Festival.
  • Warning
    • The Committee will notify the project orally and in writing that there has been a violation and will require that the project make improvements.
  • Apology Paper
    • The project will be required to submit a document including necessary statements, such as its understanding regarding the violation and its measures to prevent violations in the following May Festivals.
  • Confiscation of Project Guarantee Deposit
    • The Committee will confiscate Project Guarantee Deposit (10,000 yen) from the project.
    • If the project had been designated as an Observed Project, the Observed Project Guarantee Deposit will also be confiscated.
  • Suggestion of Observation
    • The Committee will suggest that, should a project that can be considered the same as the one in question participate in the next May Festival, the next year’s Committee designate it as an Observed Project.
  • Suggestion of Penalty
    • The Committee will suggest that, if the same group participates in the next May Festival, the next year’s Committee give it disadvantages in opportunities such as Place and Time Allocation.
  • Suggestion of Ban
    • The Committee will suggest that the next year’s Committee ban the participation of the same group.

Autonomous Regulations

  • Autonomous Regulations is a set of rules devised by the students involved in the May Festival, and is established in order to guarantee the operational independence of the May Festival.
  • The Article 10 of the Constitution of May Festival Standing Committee states that Autonomous Regulations must be established upon agreement among the Committee and the projects participating in the May Festival.

Procedure

Autonomous.png

The First Draft of Autonomous Regulations for the 98th May Festival (第98回五月祭自主規律原案)

  1. All projects will autonomously be led by students at the University of Tokyo.
  2. Project members and the Committee shall take proper precautions to prevent accidents.
  3. Project members and the Committee shall preserve the campus facilities and environment, and restore them to their original states immediately after the festival.
  4. Any behavior that disturbs others, including visitors and neighbors of the campus, is prohibited.
  5. Project members and the Committee should respect the right of all participants to carry out projects smoothly and not disturb other projects.
  6. Any behavior that is against public order or morality is prohibited.
  7. Any behavior that profits certain political groups, religions or religious groups is prohibited.
  8. Any political or religious recruiting is prohibited.
  9. Any behavior of advertising companies or certain external entities and individuals is prohibited.
  10. Projects will not seek profit.
  11. Projects will be exhibited for free.
  12. Project members and the Committee shall fulfill their responsibility for the operation of May Festival.

Fees for Participation

  • All projects are required to pay Project Guarantee Deposit and Participation Fee.
  • In addition, stage projects are required to pay Stage Project Fee, alcohol-serving projects are required to pay Alcohol Pass Fee, and projects that rent goods through the Committee are required to pay Rental Contribution Fee.
  • If you order the rental or purchase of goods through the Committee, you will also be required to pay the fees according to your order.
  • The payments are scheduled to be made by bank transfer, between April 29th (Tue.) and May 7th (Wed.). Further information will be announced in the 2nd Information Session.

Project Guarantee Deposit

  • The Committee will collect Project Guarantee Deposits from all projects. This is to ensure that participants appropriately carry out their projects and follow rules such as the Autonomous Regulations and instructions from the Committee.
  • The Project Guarantee Deposit is 10,000 yen for all projects.
    • Projects designated as Observed Projects by the Committee are required to pay an additional 10,000 yen as Observed Project Guarantee Deposit.
  • After the 98th May Festival, all deposits will be refunded to projects that have conducted and finished operating without any problems.
  • In cases where a project has caused a problem, such as failing to satisfy its duties, the Committee may either not refund Project Guarantee Deposit, or delay the refund.

Participation Fee

  • The fee will be used to support the operation of the 98th May Festival.
  • Projects that engage in commercial transactions are required to pay 11,000 yen. Other projects are required to pay 6,000 yen.
    • The term “commercial transactions” refers to receiving cash from visitors in exchange for goods or services that the project provides.

Stage Project Fee

  • Each stage project is required to bear some of the costs associated with the stage and equipment they use.
  • For more details, please ask the Committee members, or contact us via Inquiry.

Alcohol Pass Fee

  • Projects that serve alcoholic drinks are required to bear a portion of the costs for operating ”Alcohol Pass System.”
  • The fee is expected to be around 4,000 - 5,000 yen per project, but is subject to change. The conclusive fee will be announced in the 2nd information Session.
  • For more details, please refer to “Alcohol Pass Fee”.

Rental Contribution Fee

  • Projects that rent goods through the Committee are required to bear a portion of the costs for the on-site service fees for vendors on the day of the May Festival.
  • The amount is expected to be around 500 yen - 1,000 yen per project, but is subject to change. The finalized fee will be announced in the “Confirmation of Application Results” in late April.

Temporary Staff Unit System

  • The Committee will ask projects to send a project member that conducts duties necessary for the operation of the May Festival. The staff is called Temporary Staff.
    • Further information will be announced in the 2nd Information Session.
  • Only on-campus projects are required to follow this system. The system does not apply to online projects.

Actions That Require Registration or Request to the Committee

  • In Registrations, the Committee will be asking projects to apply information in the following.
    • Please note that the following matters are tentative, and are subject to change.
  • Further information on registration procedures and standards will be announced in the 2nd Information Session.

Actions That Require the Committee’s Permission

  • For activities related to your project at the May Festival, the following actions and related advertisements require prior permission from the Committee.
  • In general, the following actions and related advertisements are prohibited until the 2nd Information Session.
    • If you have no choice but to carry out these actions and related advertisements before the 2nd Information Session, please contact us via Inquiry.
Action Related to External Entities　
  • An external entity refers to any organization or individual other than the project organizing entity.
  • Advertising such entities (e.g. advertisements in return for support) may not be permitted.
    • If you are currently considering acts related to external entities, especially those involving off-campus entities, please contact us in advance via Inquiry.
Receiving Money from Visitors
  • This refers to the action of receiving money from visitors, such as commercial transactions, donations, or fundraising campaigns.
  • Commercial transactions and fundraising campaigns are only allowed if they are intended to cover the necessary expenses for carrying out the project; other purposes are not permitted.
  • Depending on the style of the transaction, the exchange of money may not be permitted, such as admission fees.
Collecting Personal Information of Visitors
  • This refers to collecting personal information of visitors in the form of pre-registration or surveys and other methods.
Other Actions That Require the Committee’s Permission
  • Projects which perform the actions below will need to register the respective information.
  • Vehicle entry into the campus
    • Number of vehicles, time, and route of entry
  • Installation of outdoor structures such as signboards and poster stands
    • Location, number, and type of structures
  • Bring-in of fire equipment and electrical appliances that generate heat
    • Type, number, and size of equipment or appliance

Details on Carrying Out the Project

Details on Handling Food and Drink
Details Regarding Online Projects
  • Online Projects are required to register details such as the overview of the project and any external services they use.
Details on Operation of the May Festival
  • Projects need to register details such as what type of garbage they will dispose of, and when they can send Temporary Staff.
Details on Advertisement
  • Projects need to register their project icon, description, and open hours of the project.
  • These information will be featured in the official brochure and on the official website.

Details on Goods Orders

Goods Rented Through the Committee
  • Projects wishing to rent goods through the Committee are required to submit a registration.
  • If your project uses tents or cooking tools, we strongly recommend renting them through the Committee.
Goods Bought Through the Committee
  • Projects wishing to purchase items through the Committee are required to submit a registration.
  • Projects are able to buy food, ice and other items through the Committee.