5. Registrations

Participation Procedures

※If you have any questions about the participation procedures, you can ask the Committee members directly at the Consultation Meeting for Participants held on February 12th (Wed.) and 17th (Mon.). Attending this consultation meeting is mandatory for participation using English in the May Festival.

Subsequent Procedures

Confirmation of Tentative Place and Time Allocation

• Based on “Request on Place and Time”, the Committee is planning to announce Tentative Place and Time Allocation on the home screen of the Web System. 
• After the announcement of Tentative Place and Time Allocation by the Committee, you can make objections to the allocated place and time. If you have any objections, please contact us via Inquiry.
• You can make objections from March 5th (Wed.) to March 8th (Sat.) 9:00 PM. After the deadline, no objections will be accepted.
• Please note that we may not be able to reflect your objections depending on coordination with other projects.

Attendance to the 2nd Information Session

• This session will provide information on registrations/requests/orders. Discussion on Place and Time Allocation will also take place, and at this time your Project Place and Time will be confirmed. 
• It is planned to be held in person at Komaba Campus.
• At least one project manager must attend the session.
• Project managers must bring their student ID cards for identification.
  • If, due to unavoidable circumstances, neither of the project managers can attend the session, please have a substitute project member attend the meeting.
  • In this case, please inform us of the name and student ID number of the substitute via Inquiry. In principle, the substitute needs to be an undergraduate, graduate, or a research student of the University of Tokyo.
• The session is expected to take about 2 hours.
• Starting time is subject to change. Further information will be provided via Inquiry.

Web System

Preface

• This year, the English version of the Web System will be put into use. When using the Web System, please switch to English by clicking the button at the top right of the login screen and other pages.

• You can enter registrations and Inquiries in English.
  

  • For sections where entries in Japanese, such as furigana, are required, please follow the instructions.

• You can access the Web System via this link <https://system.gogatsusai.jp/98>.
  

  • Make sure to be able to access the Web System anytime. We recommend that you add the page to your bookmarks.

• The home screen will contain the Information Session handouts and information for all projects. Anyone has access to these contents, so please share the posted information with project members if necessary.

• All necessary registrations and contacts with the Committee should be made via the Web System.

User Registration and Login

• The person who will be the project manager is required to complete “User Registration” first.
  ※ By completing “User Registration”, you will be considered to have agreed to “Privacy Policy” and “The Web System Terms of Use”.
• Once you have completed “User Registration”, you can log in to the Web System by entering your UTokyo Account Username (the 10-digit number) and password on the login page.

After You Logged in

Home Screen

• Information on Place and Time Allocation and the Information Sessions will be posted.
• You can access various features from this screen.

Project Details

• All registrations for carrying out your project must be done via the Web System.
• You can always review your registration from the submission page. Until the deadline, you can always make changes and resubmit.
• Please allow sufficient time for registrations.
• For items that are under consideration for the registration, you are allowed to send tentative contents or a phrase which indicates that the item is tentative, such as "undecided".
  • In this case, please be sure to complete and resubmit your registration by the deadline. If any tentative words such as "undecided" remain, the Committee will consider the registration as incomplete.
• Your registration will not be saved until you submit it. Also, if you do not submit for a long period of time or if the server is updated, your registration may not be submitted and may be deleted.
  • Please register/submit in a short period of time, or please make a copy of your registration contents when you take some time to register/submit.
  • We recommend that you make a draft when filling out the form.
• If you would like to change your registration contents after the deadline, please contact us via Inquiry.

User Invitation

• On the “Project Details” page, you can invite a person who has already completed “User Registration” as a Sub Manager or a viewing user.
  • You cannot invite someone who has not completed “User Registration” to be a Sub Manager or a viewing user.
• To invite a user, enter the UTokyo Account Username (the 10-digit number) of the invited person and select an invitation type.
• You can invite a Sub Manager when completing “Sub Manager Registration”.
  • “Sub Manager Registration” will be completed when the Sub Manager accepts the invitation.
• You can invite a viewing user when you want a project member, who is not a manager, to access the project’s information.
  • When the user accepts the invitation, they will be able to see the project’s Inquiry history or registrations as a viewing user.
  • A viewing user cannot send Inquries or fill in registrations.

Sending an Inquiry

• Please use the Inquiry on the Web System to contact the Committee.
• The Committee accepts Inquiries in English. The Committee will respond in English as well.
• You can send messages by logging into the Web System through your browser, going to the Inquiry page on the home screen, and selecting “Send Inquiry.”
• Files can be attached to Inquiry. However, there are limitations to the type and size of the files that can be attached. Check “Send Inquiry” on the Web System for more details.
  • When you want to send us a large file, please follow the procedures below.

1. Upload the file to Google Drive
2. Manage access to the folder/file to make it viewable from a UTokyo ECCS Cloud Email account
3. Send the link of the folder/file via Inquiry

Receiving an Inquiry

• The Committee sends messages to projects via Inquiry. Please check your inbox for notificaiton emails frequently.
  • Replying to the notification email itself will not send an Inquiry. Always make sure to go to the Web System when replying to Inquiries.

Inquiry History

• Click “Inquiry” in the home screen of the Web System to see the Inquiry history.

Notes

• For security reasons, your session will be timed out in a certain period after you logged in.
• The Web System is designed for Google Chrome (for PC, latest version). Operation in other environments is not guaranteed.
  
  • Please do not use the Web System on smartphones.
• When using the Web System, do not open it in multiple tabs or windows.

Email

• The Web System may send notification emails to the email address registered in “User Registration”.

  • Please make sure that you can receive emails from the Committee’s domains (@gogatsusai.jp and @system.gogatsusai.jp).
  • If you do not receive the email, please check your spam folder.

• You can check your registered email address from “User Information” in the home screen.

  • Emails will be sent to the email address set as the notification email address. The ECCS Cloud Email address is used to set the password for “User Registration”. In addition, it is possible to set your ECCS Cloud Email address as your notification email address.

Other Ways to Contact Us

• If you have any trouble with Inquiry, please send an email to the Committee’s email address (contact[at]gogatsusai.jp). (Please replace [at] with @)
  
  • When doing so, please include the project ID, project name, group name, and the name of the manager in the email.
    
  • Please do not use iCloud email when sending emails to the Committee's email address because there have been defect reports.
• When you need assistance at the office or over the phone (03-5684-4594), please contact us via Inquiry. Main Office at Hongo is Room 6, 3rd Floor, Second Refectory (Dai-ni Shokudo) and Komaba Branch is Room 103, 1st Floor, Campus Plaza Bldg. A.
  • If the Committee has to make any urgent contact, we may call you from the phone number above.
  • If you would like to visit the office, be sure to make an appointment via Inquiry before your visit.

User Registration

• Two persons who will be the Main and Sub Managers must complete “User Registration”.
• The person who has not completed “User Registration” cannot be registered as Sub Manager.

User Registration　

• Please access the Web System via this URL <https://system.gogatsusai.jp/98/sign-up> to register your UTokyo Account Username (the 10-digit number) and password.
  ※By completing “User Registration”, you will be considered to have agreed to “Privacy Policy” and “The Web System Terms of Use”.

Account Activation

• An account activation link will be sent to your ECCS Cloud Email. Please activate your account within 24 hours.
  • After 24 hours, you will have to complete “User Registration” again to get a new link.

User Information Registration

• After activating your account, you will be able to log in to the Web System using your UTokyo Account Username (the 10-digit number) and password.
  • During your first login, you must complete “User Information Registration”.

• After completing “User Information Registration”, you will be able to access various features of the Web System.

Project Registration

• The person who completed “Project Registration” will be the Main Manager of your project.
• Completing “Project Registration” is only a part of the participation procedures. You will need to complete “Sub Manager Registration”, “Registration of Basic Project Information”, “Request on Place and Time” and “Registration of Bank Account”.

What to Register

• Project Style
  • If you would like to know about the available Project Styles, please refer to “The 98th May Festival” for more details.
• Name of your project
  • It is recommended that the project name is not longer than 30 single-byte characters, as each project gets limited space in the official brochure.
• Name of your organization
  • If your project is a class project, enter your enrolled year in "prefix", stream and class number in "organization name without prefix" (numbers of enrolled year and class number must be in single-byte, and the number of stream must be in Kanji).
  • Use a Capital i for streams (I, II, III) of your class.
  • If your project is a faculty or department projects, use "東京大学" in "prefix", and faculty or department name in "organization name without prefix".
  • If your organization belongs to larger groups such as "Athletic Foundation of the University of Tokyo", you must write the name of the larger organization for "Prefix" and write the rest of the name for "Organization name without prefix".
  • Class projects, facluty or department projects, and other projects whose organizations include prefixes "東大" or "東京大学" should follow the rules below.

Notes　　　　　　　　

• If you would like to carry out your project in multiple project styles among “Outdoor Project”, “Indoor Project” and “Stage Project”, please contact us via Inquiry before the deadline.
  • If you would like to release your project online during your project on campus, you are not required to contact us via Inquiry.
• To standardize the notation, the Committee may edit your project and organization name.
• Special characters (those not registered in Adobe-Japan1-3) may not be displayed properly. Please do not use them.
• If your project or organization name includes alphabets and numbers, use single-byte characters.
• For Furigana project and organization names, do not use symbols or alphabets, and only use Furigana. -For English project and organization names, do not just write in just alphabet (eg. Gogatsusai), write in English (eg. May Festival). -First letters in English words below must be capitalized.
  • first and last words
  • words that are connected by a hyphen
  • words other than "articles, prepositions, coordinate conjunctions, and to-infinitive"
• If you would like to cancel your project after “Project Registration”, please contact us via Inquiry. Once your project is canceled, it cannot be carried out again.
• If you would like to change the projects mangers of your project, please contact us via Inquiry.

Sub Manager Registration

Invitation of Sub Manager

• After completing the “Project Registration”, you will be able to “Invite a Sub Manager” from the “Project Details”.
• The Main Manager is required to register the Sub Manager’s name and UTokyo Account Username (10-digit number), change the invitation type to Sub Manager and make an invitation to the Sub Manager.
• The Sub Manager is required to complete the “User Registration” in advance.

Acceptance of Sub Manager Invitation

• Acceptance of the invitation can be made from the “You are invited as the Sub Manager” section in the home screen.
• If there is an unknown invitation, please reject the invitation.

Notes　　　　　　　　　

• The Main Manager is not permitted to make any changes to the contents of “Project Registration”, submission of “Registration of Basic Project Information” and “Place and Time Request”, or make other registrations/requests/orders until your Sub Manager accepts the Sub Manager Invitation.
• If you have any problems with the invitation of  Sub Manager , you may correspond to the following:

• the Sub Manager has not completed the “User Registration”
• the Sub Manager has already become a project manager for another project

• If you do not correspond to any of the above, and yet cannot complete your invitation, please contact us via Inquiry.

Registration of Basic Project Information

• Completing “Registration of Basic Project Information” is only a part of participation procedures; you also need to complete the "Request on Place and Time" and "Registration of Bank Account".
  ※Online projects do not need to complete the "Request on Place and Time".

Main Registration Contents

• Description of the project
• Description of the organization
• Questionnaire on the First Draft of Autonomous Regulations
  • The content you fill in will not affect your project adversely on the issuing of Tentative Place and Time Allocation.

Notes　　　

• If you would like to release your project online during your project on campus, you are not required to contact us via Inquiry.

Request on Place and Time

What to Register　

• Place and time you wish to carry out your project on campus
• Requirements on your Project Place on the campus

Notes　　　　

• Due to the limitation of the project places available, the Committee may not be able to fully meet your request.

• Incomplete registration or overdue registrations can lead to disadvantages in the Tentative Place and Time Allocation.

  • Please note in advance that the Committee may not be able to allocate your project to the requested place and time, and you may have to wait for other projects to be canceled.

• Please refer to “4. Planning Your Project” for the flow of how your project place is confirmed.

  • In particular, most projects need to attend the Discussion on Place and Time Allocation. If you are subject to it, please be sure to attend the discussion in-person. Projects that need to attend will be notified via Inquiry.

• To register the project contents and Project Place and Time for Outdoor Projects, please refer to “Outdoor Projects”.

  • Please refer to “Outdoor Map” and plan your project place.

• If you want to serve food and drink, please refer to “Before Deciding What Food and Drink to Serve” to decide and register your food and drink items.

Registration of Bank Account

• This is a registration for refunds of Project Guarantee Deposit or the like by bank transfer.
• We are planning to make bank transfers in late July based on the registered bank account information.
  • Please note that the timing of refunds is tentative and may be subject to change.

What to Register　　

• Financial institution of the bank account to receive refunds
• Account type, account number, name

Notes　　　　　

• If you have a Sumitomo Mitsui Banking or Bank of Mitsubishi UFJ account, please register that account if possible. If you do not have any of these accounts, please register your current account.
• Please be careful not to register incorrect information about your bank account, especially the account number.
  • We will bear absolutely no responsibility for any defect in refunds caused by misregistration.
• If it is difficult for you to receive refunds by bank transfer, please contact us via Inquiry for face-to-face refunds, etc.

Vote

• Please vote whether you agree with the Draft of Autonomous Regulations and the Financial Statement of the 97th May Festival through the “Vote” section in “Registrations/Requests/Orders” on the Web System.
  ※Your vote will not affect the Tentative Place and Time Allocation.

The Draft of Autonomous Regulation (自主規律案)

• The Committee will publish the Draft of Autonomous Regulation based on the questionnaire in “Registration of Basic Project Information”, and publish it Februrary 20th (Thu.) on the Web System.
• Please refer to Autonomous Regulations for the process of establishing Autonomous Regulations.

Financial Statement of the 97th May Festival

• The Committee will report the Financial Statement of the 97th May Festival<https://system.gogatsusai.jp/98/handout/session1/mf98-financial-statement> based on Article 12, Term 3 of the Constitution of May Festival Standing Committee.

Request on Outdoor Advertisement and Performance

What to Register　　　

• Large-scale advertisement and performance
  • Desired date, time, place, route, and number of people
  • Contents
• Measures in case of rain

Notes　　　　　　

• You may change your registration information from the end of the 2nd Information Session until 9:00 PM on March 17th (Mon.), after finalizing Place and Time Allocation at the "Discussion on Place and Time Allocation," which will be held at the 2nd Information Session.
  • The project manager will be able to change the date, time, and location of the event upon finalizing Place and Time Allocation schedule, as well as change details related to the execution of your project, such as measures in case of rain.
  • New requests cannot be submitted during this period.
• Substantial changes in the content or number of people for advertisement and performance may not be approved after the deadline. As a rule, these details must be finalized and submitted by the deadline of February 18th (Tue.) 9:00 PM.
• If you are uncertain whether you need to submit this request, please contact us via Inquiry.

Advertisement Activities

• Please submit this request if you wish to carry out large-scale advertisement that may block the street.
• Please submit this request if you advertise your project for more than six people. If you advertise your project with about two or three people, you do not need to submit this request.
  • However, even with a small number of people, advertisement while wearing a costume may attract an excessive number of visitors and obstruct traffic, therefore please submit this request.
• If you wish to advertise in any other special way, please submit this request.

Performance

• Please submit this request if you are planning to conduct a performance such as parading around the campus or a large-scale performance held outside of the allocated Project Place.
• If you wish to conduct a performance in your assigned Outdoor Block, you are not required to submit this request.
  • Please select "Outdoor" as the project style in the “Project Registration”, and register the desired Outdoor Block in the "Request on Place and Time".
• Please note that you may not be able to perform as you requested depending on arrangements with other projects.

Application for Advertisement by the Committee

What to Register　　　　

• The description of project
• Points you would like to promote
• Photos and documents that describe the project
• Desired date and time for the second screening

Outline

• Advertisement by the Committee is a system under which the Committee selects projects that it judges to make a significant contribution to the value of the May Festival and advertises them through the official PR media of the Committee (official social media / official website / official brochure).
• There are two categories for the advertisement: Advanced Adverisement and Basic Advertisement.
  • In the application phase, these two categories are treated equally.
  • The names of the two categories are tentative, and the names used for PR to visitors are subject to change.
• Any project style is eligible to apply. However, please make sure that you meet the application requirements below when submitting your registration.
  • Last year, we received 88 applications, of which 33 were selected for advertisement by the Committee.
• The Committee may advertise the selected projects in the following ways. Please note that the types of advertising media may increase or decrease.

• Introductory postings on the official social media (official Instagram and official X)
• Advertisement on special pages within the official website
• Advertisement on the official brochure and the special page (for Advanced Advertisement only.)

Application Requirements

Please make sure that you meet all of the following requirements.

Screening Criteria

• To select Projects Advertised by the Committee, we will screen projects on the following criteria. We will make a comprehensive judgement based on this criteria, using the registered information on the form, interview details, and your reference materials. Please note that it is not necessary to satisfy all of the items to apply.

• Projects judged to be comprehensively excellent in the screening criteria will be selected for Advanced Advertisement.
• Projects that are not selected for Advanced Advertisement but are judged to enhance the value of the May Festival through PR will be selected for Basic Advertisement.
• There is no distinction between Advanced Advertisemen and Basic Advertisement at the screening phase.
• The result of the selection will be announced by Inquiry whether the project is “selected for Advanced Advertisement , “selected for Basic Advertisement” or “not selected”.

Notes　　　　　　　

• If multiple projects from the same organization apply for the advertisement by the Committee, please be sure to submit each project separately.
• Screening and advertisement will be conducted independently for each project, not for each organization.
• Please note that, depending on the content and form of the project, the media, means, and frequency of PR may vary among projects selected for the Advertisement by the Committee.
• The Committee will create a post to introduce the project based on the content of the interview with the project and the application.

Screening Process