3. What to Know Before Registrations

For Outdoor Projects

Handling of Food and Drink

• All information about serving food and drink is in the "Instructions for Food and Drink Providers". Please be sure to refer to this if you plan to serve food or drink.

Handling of Alcohol

Contribution Fee for Projects with Alcohol Service

• Projects that provide alcohol will be asked to pay the portion of the costs necessary for the operation of the Alcohol Pass System. This fee is called the Contribution Fee for Projects with Alcohol Service.
• The cost is 3,100 yen per project.
• If you decide to cancel alcohol service, please contact the Committee via Inquriy before the "Confirmation of Request Results", which will be announced in late April.
  • Since the Contribution Fee for Projects with Alcohol Service is a fee to support the preparation of the Alcohol Pass, it will not be refunded under any circumstances after payment.
• Contribution Fee for Projects with Alcohol Service must be paid by bank transfer during the payment period, which is from April 29th (Tue.) to May 7th (Wed.).

Alcohol Pass System

• In order to avoid underage drinking and trouble caused by drinking, all projects with alcohol service are required to comply with the Alcohol Pass System.
• There are two types of Alcohol Pass: "Alcohol Pass for Alcohol Providers" and "Alcohol Pass for Visitors".
• The Alcohol Pass is a wristband.

Alcohol Pass for Alcohol Providers

• When serving alcohol to visitors, alcohol providers must always wear the "Alcohol Pass for Alcohol Providers".
  • If a project member is not wearing the "Alcohol Pass for Alcohol Providers", they may not provide alcohol to visitors.
• The "Alcohol Pass for Alcohol Providers" will be issued by the Committee at the 3rd Information Session after confirming the submission of the two types of Pledge of Handling Alcohol.

Alcohol Pass for Visitors

• "Alcohol Pass for Visitors" will be issued by the Committee at Information Centers on campus on the days of the Festival.
  • The "Alcohol Pass for Visitors" will be issued by wrapping it around the visitor's wrist after verifying their age with an identification card.
• The "Alcohol Pass for Visitors" will be invalid/expired when it is ripped off, given to others, the checkboxes on their Alcohol Pass are full, the visitor is intoxicated, or in any other cases where it is inappropriate to provide alcohol.
• When serving alcohol to visitors, please make sure that they are wearing a valid "Alcohol Pass for Visitors".
  • It is not permitted to serve alcohol to visitors who are not wearing a valid "Alcohol Pass for Visitors" or whose Alcohol Pass has expired. Please direct them to the nearest Information Center.
• Even if you are wearing the "Alcohol Pass for Alcohol Providers", you must wear the "Alcohol Pass for Visitors" when drinking alcohol yourself.

Pledge of Handling Alcohol

• At the 3rd Information Session, you will be asked submit the "Pledge of Handling Alcohol for Alcohol Providers" signed by all alcohol providers in your project, and the "Pledge of Handling Alcohol for Project Managers" signed and sealed by both the Main Manager and the Sub Manager.
• After confirming the submission of the pledge, the Committee will issue an "Alcohol Pass for Alcohol Providers" which is necessary for serving alcohol on the day of the May Festival.
  • If there are any deficiencies in your registrations or the Pledge of Handling Alcohol, you will not be allowed to serve alcohol on the day of the May Festival until the deficiencies are resolved.

Pledge of Handling Alcohol for Alcohol Providers

• The "Pledge of Handling Alcohol for Alcohol Providers", which will be handed out at the 2nd Information Session, must be signed by all project members that provide alcohol. Substitute signatures are not accepted.
  • The "Pledge of Handling Alcohol for Alcohol Providers" <https://system.gogatsusai.jp/98/ja/handout/session2/mf98-alcohol-for-provider> can also be downloaded from the home screen of the Web System.
  • Each pledge has space for 10 signatures. If your project has more members who will serve alcohol, please receive the necessary number of sheets.
  • Electronic signatures are also accepted. In this case, please be sure to submit the pledge online via Inquiry before the 3rd Information Session.
• All alcohol providers must sign the "Pledge of Handling Alcohol for Alcohol Providers" after reading and understnding the "The 98th May Festival/Guideline for Handling Alcohol".
• The "Alcohol Pass for Alcohol Providers" will be issued only for the number of people who have signed the pledge. It cannot be reissued or added after the 3rd Information Session. Please keep it in a safe place.
  • If the providers are not decided, all members of the project who might provide alcohol must sign the pledge.
• If a project manager plans to serve alcohol, they must sign both the "Pledge of Handling Alcohol for Alcohol Providers" and the "Pledge of Handling Alcohol for Project Managers".

Pledge of Handling Alcohol for Project Managers

• Both the Main Manager and the Sub Manager must personally sign and seal the "Pledge of Handling Alcohol for Project Managers", which will be handed out at the 2nd Information Session. Substitute signatures are not accepted.
  • The “Pledge of Alcoholic Handling for Project Managers" <https://system.gogatsusai.jp/98/ja/handout/session2/mf98-alcohol-for-responsible> can also be downloaded from the home screen of the Web System.
  • Electronic signatures are also accepted. In this case, please be sure to submit the pledge online via Inquiry before the 3rd Information Session.
• Both the Main Manager and the Sub Manager must sign and seal the pledge after reading and understanding the "The 98th May Festival/Guidelines for Handling Alcohol".

English Translation

• We have prepared an English translation for the Pledge. However please note that this English version is not the official pledge paper. The document is only used for reference purposes.

Notes on Providing Alcohol

Alcohol to be Served

• Please make sure to submit a request to serve alcohol from the form "[3]Request on Handling Food and Drink".
• Cocktails are considered a Main Item and cannot be combined with other food items that require a cooking procedure. For details, please refer to Chapter 3 of the "Instructions for Food and Drink Providers".
  • Cocktails refer to alcohol product that are served with another beverage in the same container, such as soda or water.
• The amount of pure alcohol contained in the alcohol served at one time should be less than 15 grams.
  • If you cannot carry out the project if the amount of pure alcohol served at one time is less than 15 grams, please contact us via Inquiry.
  • The amount of pure alcohol is calculated as follows: Amount of alcohol served × Alcohol concentration (alcohol content/100) × 0.8 (specific grams of alcohol).

• When serving ready-made alcohol, the alcohol may be served in the can without being transferred to a cup if the amount of pure alcohol per can is 15 grams or less.
  • When serving alcohol in cans, be sure to open the can before serving.
• We may set restrictions on the ways to serve alcohol stronger than 10 percent.
• For products with alcohol content exceeding 20 percent, you must mix them with other non-alcoholic beverages and dilute them to 20 percent or less before serving.
  • Please note that the mixing process makes the beverage a Main Item, which means that you will not be able to serve other Main Items.
  • We recommend using dispensers or measuring cups to keep the alcohol content consistent.
• You may not serve alcohol online.

Providing Alcohol to Visitors

• When serving alcohol to visitors, please make sure they are wearing a valid "Alcohol Pass for Visitors".
  • It is not permitted to serve alcohol to visitors who are not wearing a valid "Alcohol Pass for Visitors" or whose Alcohol Pass has expired. Please direct them to the nearest Information Center.
• When serving alcohol, please put the number of checks determined by the Committee in the designated boxes on the "Alcohol Pass for Visitors".
  • The number of checks you need to put will be indicated on the "Confirmation of Request Results".
• Please be careful not to cause any trouble by serving alcohol.
• If you find a visitor or project member who is intoxicated, please report the situation to a Committee member nearby.

Caution on the Handling of Fire/Electric Appliances and Generators

The Safety Seminar on Safe Use of Fire Equipment

• The Safety Seminar on Safe Use of Fire for the safe use of fire equipment, heat-generating electric appliances and generators is scheduled to be held in the 3rd Information Session.
  • Projects that will use fire equipment, fire/heat-generating electric appliances or generators must attend the seminar.
  • You cannot use fire equipment, fire/heat-generating electric appliances and generators without attending the seminar.

Notes on the Use of Fire Equipment

• As a general rule, fire equipment should be rented through the Committee from the form "[4]Order on Goods Rental".
• If you wish to bring in your own fire equipment instead of renting it through the Committee, please contact the Committee via Inquiry or in the 2nd Consultation Meeting.
  • You may not bring in your own propane gas that you did not rent through the Committee.
• If you will use fire equipment, you must rent fire extinguishers and heat insulating plates through the Committee from the form "[4]Order on Goods Rental".
  • Please rent enough heat insulating plates so that all parts of the table touching the fire equipment are protected.
  • The fire equipment set includes enough heat insulating plates to protect the table.
  • The size of one heat insulating plate is 30cm×60cm.
• You need to prepare your own ignition tools (e.g. a lighter) for igniting the fire equipment. For bringing in ignition tools, you are not required to submit the form "[6]Request on Bring-In Fire/Heat-Generating Electric Appliances" (火気器具・発熱電気機器持込申請).
  • However, if you are considering using a gas burner, be sure to contact us via Inquiry even if it will be used for ignition.
• To get rid of ash, please bring your own bowl or a bucket.

Notes on Heat-Generating Electric Appliances

• "Heat-generating electric appliances" refers to electric appliances (e.g. popcorn machines, etc.) that constantly emit heat.
  • Laptops, electric musical instruments, electric pots and microwave ovens are not regarded as heat-generating electric appliances.
• If you prepare heat-generating electric appliances on your own instead of renting them through the Committee, please fill out the form "[6]Request on Bring-In Fire/Heat-Generating Electric Appliances" (火気器具・発熱電気機器持込申請).
• When using heat-generating electric appliances, you must rent heat insulating plates through the Committee from the form "[4]Order on Goods Rental".
  • Please rent enough heat insulating plates so that all parts of the table touching the electric appliance are protected.
  • The size of the heat insulating plate is 30cm×60cm.

Note on Generators

• If you plan to use electric appliances outdoors, you will need to rent a small generator.
• Projects that did not request the use of electricity in "Request on Place and Time" may not be approved of using electric appliances.
  • If you wish to use electricity but did not request the use of electricity, please contact us via Inquiry.
• If you will rent a small generator, please purchase gasoline on the morning of each day of the May Festival at a gas station.
  • We will introduce gas stations near Hongo and Yayoi Campuses in the 3rd Information Session.
• If you will rent a small generator, please be sure to rent a fire extinguisher.

Use of Official Image Data of the May Festival

General Information

• The May Festival official mascot "Little May", the University of Tokyo Hongo/Yayoi Campus Maps, and the May Festival theme logo produced and published by the Committee are referred to as the "May Festival Official Image Data". These may be used for publicity and information purposes.
• When using these data, please follow the "Policies and Guidelines for Use of May Festival Official Image Data" in "Almighty vol. 2 in English".
• The campus map is changed every year based on construction status and other factors. Please do not use campus maps from previous years, as they do not accurately reflect this year's conditions.

Publication and Distribution

• The University of Tokyo Hongo/Yayoi Campus Map is available from the home page on the Web System <https://system.gogatsusai.jp/98/ja/handout/session2/mf98-campus-map>.
• Data of Little May and the theme logo will be given to projects that wish to use them. If your project wishes to use them, please contact the Committee via Inquiry. When doing so, please state the purpose of use and describe it with an image if possible.

May Fes. Awards

• May Fes. Awards is the competition for the best projects in the May Festival based on the visitors’ votes and evaluations.
• The projects with the best evaluations will take the stage in the "Finale", and will be awarded May Fes. Awards.
• Details on how to vote and announcement of results will be given in the 3rd Information Session.
• To participate in the May Fes. Awards, register your participation in "[20]Registration of Project Information for PR".

Categories

• Participating projects will be categorized into the six categories below, based on the information registered in "[20]Registration of Project Information for PR".

• Performances
• Academics
• Activities
• Foods
• Exhibits
• Freshman

• The categorization of each project will be announced in "Confirmation of Request Results".
• Only the freshman category can be entered in duplicate with other categories.
• A group cannot be awarded in more than two categories, even if the group runs multiple projects.
  • If a group ranks in multiple categories, it will be awarded in the category where it is ranked higher.
  • e.g. If a group runs two projects, and one of them ranks 1st place in Academics and the other ranks 3rd place in Activities, the group will only be awarded for the former project as 1st place in Academics.
• In each of the categories, prizes will be given to the top three projects after the festival.
  • Some of the prizes from last year included hotel tickets and restaurant coupons.