1. Upcoming Procedures

Schedule to the May Festival

• The schedule is subject to change, depending on changes in the social circumstances. In case the schedule changes, we will inform you via Inquiry.
  

The 2nd Consultation Meeting

Date and Place

• May 18th (Tue.) 2:00 PM - 6:00 PM
  • Room 83, B1F, Engineering Bldg. 8, Hongo Campus
• May 24th (Mon.) 2:00 PM - 6:00 PM
  • Room 1101, 1F, Bldg. 11, Komaba Campus

※The deadline for all the registrations is March 26th (Wed.) 9:00 PM.

• Please start the procedure with ample time, considering that you may need time to review the project contents or registrations before and after the Consultation Meeting.

Overview

• All projects that receive English assistance must attend this meeting.
• Committee members will help you complete the registrations and answer your questions. Please feel free to ask anything.
• Here are some questions you can ask:

• What did other projects do in the past?
• What do I need to prepare, and by when?
• What do I need to rent or buy, and by when?
• How do I use the Web System?

• All project members can attend the meeting.
  • Please make sure to attend the meeting all at once.
  • Other than Consultation Meeting, we are accepting questions and consultations anytime at Inquiry.

How to Participate

• Please make a reservation from this link <https://forms.gle/8oLmavrYbEX6CLAA6> so that we can grasp the approximate number of attending projects and the your questions in advance.
  • As soon as the date and time are confirmed, we will contact you via Inquiry.
• Please be sure to bring your own computer (not just your phone).

Deadline of Registrations

• You need to register detailed information on your project.
  • Please refer to “4. Registrations.” for details.
• You will have to consider the content of your project in detail and complete many complicated registrations. Please allow enough time to complete your registrations.
  • You can review your registrations and edit them anytime until the deadline.
• We recommend that you begin registrations early. For undecided parts, you can write a tentative decision or words like "undecided" and submit them to save your drafts.
  • In this case, please finalize your decision and update your answer before the deadline. Answers that include temporary words like “not decided yet” will be considered incomplete.
• If you fail to complete the registrations by the deadline, it may affect your projects, including the risk of having actions that require the Committee's approval denied.
  • Registrations that include temporary answers like “not decided yet” will be considered incomplete.
  • If you cannot decide the content of your registration by the deadline, please contact the Committee via Inquiry as soon as possible.

Contacts Regarding Your Registered Contents

• The Committee may contact you via Inquiry to ask questions about what you have registered. Please make sure that you are available to respond to messages from the Committee at all times.
  • When the Committee contacts you, we may set a response deadline. Please note that if you cannot respond by the deadline, you may have trouble in carrying out your projects such as having actions that require the Committee's permission denied.
  • The Committee may also contact you on the phone.
• Please make sure that emails from the Web System do not arrive in your spam folder.
  • Make sure that the emails from the Committee domains (@gogatsusai.jp and @system.gogatsusai.jp) are not assigned to your spam folder.
• Ask all questions regarding your project directly to the Committee, not to the university or government office.

Project Cancellation

• If you would like to cancel your project, please contact us via Inquiry.
• Project cancellation is an irreversible procedure, so once your project is canceled, it cannot be carried out again.
• If you cancel your project after the deadline, you will still be required to fulfill duties such as Payment to the Committee, Cleaning Check and providing Temporary Staff.

Registration of Student Information

• In order to verify the student information for the 2025 academic year, we will check both managers' student IDs.
• Register your student ID photo, student ID number and faculty from “Registration of Student Information” on the Web System.
  • Please upload a photo of the entire student ID card, not just the face photo section.
  • Register a student ID that is valid on the day of the May Festival.
  • If your faculty will change with the start of the new academic year, please register new student ID photo, student ID number and faculty.
• If “Registration of Student Information” for both project managers is incomplete, the Committee may not distribute important documents necessary for your project, and your project may not be allowed to be carried out in the May Festival. Please make sure to complete “Registration of Student Information” within the period.
  • If you are not able to receive the student ID card for the 2025 academic year, please contact us via Inquiry.

Change of Managers

• If you would like to change project managers, please follow the steps below.

• As a rule, changes after the deadline are not approved. If you wish to change the project manager after the deadline, please contact us via Inquiry.

Confirmation of Request Results and Objections

• You will be able to view "Confirmation of Request Results" on the Web System from April 28th (Mon.).
  • The Committee will notify you via Inquiry when this is released.
• For projects that need to have their requests permitted, the Committee's status of approval will be displayed in the "Confirmation of Request Results". Only activities approved by the Committee may take place on the day of the Festival.
• All projects shall confirm that their information is registered correctly. Please register whether you have an objection, and if you do, inform of the objection via Inquiry.
  • You must raise all objections in this period. Overdue objections will not be accepted.
• Once you have informed of your objection via Inquiry, you will not be able to change or add to them. Please inform of all objections at once.
• The payment period to the Committee starts on April 29th (Tue.). If you pay the required fee to the Committee without informing of any objections, we will consider that you do not have any objections to any of the request results.
  • The Committee will bear absolutely no responsibility for any issues caused by making payments without confirming the request results.

Payment to the Committee

• Please do not make payments out of this period. Otherwise, the Committee may not be able to confirm your payment.
• If you cannot make payments during the period, please contact us via Inquiry.

On Paying to the Committee

• Payment to the Committee must be made by bank transfer. Cash payments are not accepted.
  • Check the business days and hours of financial institutions before making the payment.
• If the payment is not completed within this period, the rental or purchase of items through the Committee may be cancelled, or we may cancel your project, assuming that the manager no longer wishes to carry out the project.
• You are not approved to carry out your project until the payment is completed.
• After the 3rd Information Session, we will issue receipts to projects whose payments have been confirmed.
  • The receipt address will be the name registered in "Registration of Bank Account”.

Amount of Payment

• The amount of payment will be announced in “Confirmation of Request Results” from April 28th (Mon.).
• Make sure that you do not have any objections to the "Confirmation of Request Results" before making the payment.
  • If you pay the required fee to the Committee without informing of any objections, we will consider that you do not have any objections to any of the request results.
• If you inform of an objection, the amount of payment may change. Please do not make the payment until the Committee contacts you back.
  • The Committee will bear absolutely no responsibility for any issues caused by making the payment before the final payment amount is determined.

Notes

• The transfer fee must be paid from the project's side.
  • Please contact the financial institution for the amount of transfer fee.
• Please enter [Project ID + Project manager’s name (either the Main Manager or the Sub Manager)] as the sender (Example: 001サツキメイ).
  • Otherwise, the Committee may not identify your project as the account name of group often starts with “The University of Tokyo” and the following characters are hidden due to the limited number of characters of the name of sender in the passbook.
• Please keep your transfer statements with you until the end of the May Festival.
  • If the Committee cannot confirm the transfer although you have completed the payment, we have to confirm the transfer statement. If we cannot confirm the statement, you might need to make the payment again.
  • Since a statement is not issued when using internet banking, the Committee may ask for confirmation such as an email with an electronic signature sent by the financial institution after the transfer is completed.
• Please take extra caution when entering the account number, the amount of your payment, and the name of the sender. If we cannot confirm your payment due to your mistakes in the name of the payer or the amount of money, we may ask you to make the payment again.
• There may be a maximum transfer limit per day. Please check in advance to ensure that you can complete the payment within the period.

How to Review Your Payment

• You can review whether you have completed your payment from "Confirmation of Request Results" on the Web System.
  • It may take 2 to 3 days to be updated.
  • It may take more than 3 days to be updated especially during Golden Week.
• If you have made a payment before the deadline but do not receive a confirmation of payment for more than 3 days, please contact us via Inquiry.

The 3rd Information Session

※The content is the same on both days. Please attend on either of the dates.

Overview

• The Committee will go over the schedule and precautions of the day of the May Festival, and give you documents that you will need on the day of the festival.

  • We will hold a seminar on how to sort garbage on the days of the May Festival.
  • We will also hold seminars on important matters such as how to handle fire equipment or precautions on food and drink service.

• The 3rd Information Session will be held in-person. Either the Main Manager or the Sub Manager needs to attend the session. Please bring your student ID card for identification.

  • If neither of the managers cannot attend the session, please appoint a substitute who has a good understanding of the project, and inform us of the substitute's name and student ID number via Inquiry in advance. The substitute must bring a photo or a copy of either the Main Manager’s or the Sub Manager’s student ID card.
  • The substitute must be an undergraduate, a graduate or a research student of the University of Tokyo.
  • Some of the important documents are only distributed to the project managers. If a substitute attends the session, a project manager must come to the Committee office at Hongo Campus to receive the important documents later.

• The session is expected to take about 1.5 to 2 hours.

  • Please note that the duration of the session may vary for each project, since we will hold different seminars depending on the project's style and contents.