4. Registrations

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

List of Registrations

※ In the 2nd Consultation Meeting held on March 18th (Tue.) and 24th (Mon.), the Committee members will individually assist you with the registrations. All projects that receive English assistance are required to attend the meeting on one of the two dates.

• 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.

Registrations on Details of Your Project

Regstrations on Ordering Goods

Requests for Actions that Require the Committee’s Permission

Registrations about the Operation of the May Festival

Registrations about PR of Your Project

Additional Registrations

• Actions below need additional registrations and the Committee’s permission.
  • If you are planning to conduct any of the actions below, please consult the Committee via Inquiry. The Committee will check the contents of the action and help you with the registrations at the Consultation Meeting.

• Money transfer other than commercial transactions with visitors
  • This includes donations and fundraising.
• Collecting personal Information
• Vehicle entry
• Online Project Release

[3]Request on Handling Food and Drink

What to Register

• Menus of your food and drink service and their total number of servings
• Ingredients, arrival date of supply, preservation method, and cooking procedures
• Method of serving alcohol, amount of each serving, and alcohol content
  • This is only for projects with alcohol service.

Notes

• You cannot serve any other items not registered in this form.
  • All projects that serve food and drink, including projects that plan to serve items that are not intended to be consumed on spot, such as packaged snacks as prizes, must submit this registration.
• You cannot serve any food or drink that does not meet the standards described in “Instructions for Food and Drink Prividers”. Please refer to this section before submitting this registration.
• In “Instructions for Food and Drink Providers”, there are some examples of foods and recipes that meet the regulations on handling food and drink.
• Even if they meet the standards, if the Public Health Center does not allow the food or drink service of your project, you may have to change your items or cooking procedures.
• The Committee will make arrangements with the Public Health Center, so please do not contact them directly.
• Please do not order food and drink from suppliers until you are allowed to serve the food and drink in the "Confirmation of Request Results". The Committee will bear absolutely no responsibility for any disadvantages caused by ordering them before the Committee’s permission.

[4]Order on Goods Rental

What to Register

• Whether to use a tent
• The amount of each goods to rent through the Committee

Notes

• You can rent from two companies through the Committee: San-No Space & Rental (山王スペース&レンタル) and Duskin Rent-All (ダスキンレントオール).
• The rental of all goods will only be available between May 23rd (Fri) (the day before the festival) and 25th (Sun) (Day 2). You cannot receive your rented goods before May 23rd (Fri.) (the day before the festival).
• Please note that due to price fluctuations, prices are subject to change.
  • If there is a change in the price, the Committee will contact you via Inquiry as promptly as possible.
• Please refer to “Rental Guide” (レンタルガイド) (JP only) for more details about the goods, such as their size.
• If you will rent fire/heat-generating electric appliances or small generators through the Committee, we ask you to pay Rental Contiribution Fee to help cover the cost the Committee pays to suppliers.
  • This expense is estimated to be 500 -1000 yen per project, but this is subject to change.
  • The final cost will be announced around late April in the “Confirmation of Request Results”.
• The rental fee and the Rental Contribution Fee must be paid during the payment period, between April 29th (Tue) and May 7th (Wed).
• From San-No Space & Rental, you can rent goods listed in “Rental Guide”, including those not listed in this handout. Please refer to the guide for images and details.
  • From San-no Space & Rental, you can rent goods for the entire duration of the Festival, between May 23rd (Fri.) (the day before the Festival) and 25th (Sun.) (Day 2) for the price shown on the catalog.
  • If you wish to rent goods that are not listed in the "Rental Guide", please contact the Committee via Inquiry.
• From Duskin Rent-All, you can only rent goods that are listed on this handout.
• Stock for rental goods is limited. When we are out of stock, the Committee will contact you via Inquiry.
• You may not prepare fire extinguishers, heat insulating plates, LP gas, gas hoses, generators, and gas tanks on your own. Please rent them through the Committee.
• You will be asked to compensate for any broken or lost goods, regardless of the product’s prior deterioration. Please be careful as you may be asked to pay a high cost.

Goods for Tents

• If you are to use your own tents instead of renting through the Committee, please rent out curtains and tent weights as required.
  • Outdoor stalls with food and drink service need curatins on all four sides of the tent.
  • Curtains are also recommended for other outdoor projects for nighttime security.
• Different colors of tent roofs are assigned for each Outdoor Block.

Carts

• We strongly recommend that you rent cargo carts to carry your rented goods.
  • If your project has few members, or if you will rent many items or heavy ones, we recommend using cargo carts rather than push carts.
  • 10-12 people will be needed per tent to carry one without a pushcart.
  • No on-the-day additional requests for renting out extra push carts/cargo carts will be accepted during the Festival.

Equipment for Setup

• Outdoor projects with food and drink service are recommended to rent 3 tables.
  • If you will use coolers, we recommend that you rent tables in order to protect them from dirt and direct sunlight.
• For tables to place fire equipment or heat-generating electric appliances, we recommend that you rent Plywood table (wide) instead of Plywood table (single).

Fire Equipment Set

• Projects that use fire equipment must rent a fire extinguisher.
  • Fire extinguishers are not included in a fire equipment set.
• A fire equipment set includes propane gas more than enough for open hours on both days (18 hours), and also enough heat insulating plates.
• The usable time is only an indication and it may vary depending on factors such as heat intensity.
• All gas tanks have one port.

Propane Gas

• If you prepare fire equipment on your own instead of renting them through the Committee, please rent propane gas as needed.
  • You must not prepare propane gas on your own. You must rent it through the Committee.
• If you rent a fire equipment set, you are not required to rent propane gas separately.
• One rubber hose can be connected to one fire equipment.

Electric Appliances

• If you rent heat-generating electric appliances (such as popcorn machines, cotton candy machines and waffle machines), you must rent heat insulating plates.
  • Please rent at least the number of heat insulating plates listed in the table.
• If you use electric appliances outdoors, you must rent a small generator.

Sound Equipment

• If you use audio equipment outdoors, you must rent a small generator.

Small Generator

• If you will use electricity outside, you must rent a small generator.
• You must not prepare small generators or gasoline portable cans on your own. You must rent them through the Committee.
• If you use a generator, you must rent a fire extinguisher.
• Gasoline must be purchased at gas stations on your own on each morning of the days of the festival.
• The wattage of generators must be more than 10% larger than the total electric power consumption.

Fire Extinguishers and Heat Insulating Plates

• If you use fire equipment or small generators, you must rent a fire extinguisher.
  • If you are only using fire/heat-generating electric appliances , you do not need to rent a fire extinguisher.
• Projects using fire/heat-generating electric appliances must rent heat insulating plates.
  • Please rent enough heat insulating plates so that all parts of the table touching the fire/heat-generating electric appliances are protected.
  • Projects that are renting the fire equipment set do not need to rent out heat insulating plates separately, as they are included in the set.
• Fire extinguishers and heat insulating plates must not be prepared on your own. You must rent them through the Committee.

Panel Stand and Goods Related to Outdoor Monuments

• Panel stand may only be installed near your project place.
• If you are placing your outdoor structure such as panel stands and signboards outdoors, please submit the form “[13]Request on Outdoor Monuments” ([13]屋外構造物設置申請).
• You can rent tent weights through the Committee to use them as weights for your outdoor structure.
  • For one panel stand, signboard (single board), or signboard (twin board), you must rent two, three, or six weights respectively.
  • For more details, please refer to “[13]Request on Outdoor Monuments” ([13]屋外構造物設置申請).
• Panel Stands do not come with any panels.

Attached Type Panel Stand L

Coolers

• If the food and drink you handle needs to be kept cold during storage, you will need to prepare enough coolers.
• To use the cooler, you must prepare ice packs or ice separately.
  • You can purchase block ice through the Committee. Please submit the form "[5]Order on Purchasing Food and Items".

Others

• When stewing ingredients in a pot, you must empty the contents once every 2 hours. It is recommended to prepare more than 2 pots .

[5]Order on Purchasing Food and Items

What to Register for Outdoor Projects

• The name and quantity of food and ice you wish to purchase (order separately for each days)
• The name and quantity of beverages, oil, containers, cardboard panels, and other goods wish to purchase (order for both days together)

Notes

• Please note the amount per unit for each product.
• Please note that prices are subject to change without notice due to price fluctuations and other factors.
  • If there is a change in the price, the Committee will contact you via Inquiry as swiftly as possible.
• The payment for the food and items must be done during the period for payment between April 29th (Tue) and May 7th (Wed).

Food

※In order to purchase food in this application, you must submit “[3]Request on Handling Food and Drink”.

• Please register the quantities you wish to purchase for each day separately.
• Food will be distributed on each morning of May 24th (Sat.) and May 25th (Sun) (Day 1 and Day 2).
• Food that require cold storage or whose package is already opened cannot be carried over to the next day for hygiene reasons.
• If there is a ◯ in the “Refrigeration” column, constant cold storage is required, and if there is a △, cold storage is needed after opening the package. For cold storage, you need a cooler and ice/ice packs.
  • You can rent coolers from the form “[4]Order on Goods Rental”. You can also purchase ice through this form.
• Beef skewers and pork skewers will be supplied from Setouchi Frozen Food Company (瀬戸内冷凍食品有限会社) https://setouchi-reitou.com/index.html, other ingredients from Miyakawa Company https://miyakawa2-co.net/index.htm.
• Amounts written in NOTES is only approximate.
• Even when you wish to purchase other items that are not listed below, the Committee will make the purchase to Setouchi and Miyakawa. In this case, refer to the URL above and register the item and its amount.

Drink and Oil

※In order to purchase food in this form, you also need to submit the form “[3]Request on Handling Food and Drink”.

• Please register the desired quantity for both days of the Festival together.
• Drink and oil for both days together will be distributed on the morning of May 24th (Sat.) (Day 1).
• You cannot purchase any alcohol through the Committee.
• Only unopened drink and oil can be carried over to the next day.
• The drink and oil are provided by The University of Tokyo Co-operative Society (東大生協) <https://www.utcoop.or.jp/>.
• Projects using oil must purchase oil absorption sheets from the “Other Items” section of the form.
  • Even if you do not need oil for cooking, if your cooking produces oil, you need to purchase this as well.

Ice

※In order to purchase rock ice in this form, you also need to submit the form “[3]Request on Handling Food and Drink”.

• Please register the desired quantity for each day.
• Using block ice is recommended for cold storage.
• Ice for each day will be distributed on the mornings of May 24th (Sat.) and 25th (Sun.) (Day 1 and Day 2).
• You can also buy ice from the Committee on the day of the festival. Details will be provided in the 3rd Information Session.
  • Please note that the number of ice sold on the day of the festival will be limited.
• Ice will be provided by Kikuchi Hyogyo Corporation.
• If you will use coolers rented through the Committee, see the table below for the approximate quantity of block ice you would need per day.

Containers

• Please register the desired numbe of containers for both days of the festival together.
• Containers for for both days together will be distributed on May 23rd (Fri.) (the day before the festival).
• Depending on the stock, the Committee may sell some containers on the day of the festival. Details will be provided in the 3rd Information Session.
  • Please note that the number of containers sold on the day of the festival will be limited.
• Please also note that the number of containers per unit differs depending on the type.
• Square, round, deep trays and food packs will be provided by Yokota Tohoku Corporation <https://www.yokota-co.jp>, and the paper cups by Jesco Corporation <https://www.jesco-net.co.jp/>.

※Dep tray does not include lids.

Cardboard Panels

• You can receive cardboard panels for crafting outdoor structures prior to the festival at either Komaba or Hongo Campus.
  • This also applies to the Stall Secoration Set for tents.
• If you receive cardboard panels at Komaba Campus, we recommend that you hand them in to the Committee after you finish making the panel.
  • "Handing in" refers to handing in your structures to the Committee so that the Committee carries them to Hongo Campus.
  • If you hand in at Komaba, the Committee will carry them to Hongo Campus before the festival.
• You can receive the ordered cardboard panels from the Committee and hand in the completed panel to the Committee during May 7th (Wed.) - May 9th (Fri.) and May 12th (Mon.) - May 16th (Fri.) respectively.
  • In case of any changes to the dates, the Committee will contact you via Inquiry.
• The products included in the stall decoration set besides the cardboard panels as well as the cardboard panels you handed in to the Committee will be distributed on May 23rd (Fri) (the day before the Festival).
• If you are carrying out your project under a tent outdoors, it is strongly recommended that you purchase the stall decoration set.
• Please refer to “How To Create Tent Decorations”, released on the home screen of the Web System at the end of April, for steps to follow on creating the tent decorations.
• If you are using cardboard panels for your signs, you can use the Panel Stands listed on “[4]Order on Goods Rental”.
• The cardboard panel provided will be from Earth Cardboard Corporation <https://www.bestcarton.jp/>.

Other Items

• If your project serves food and drink, you must purchase a fire resistant sheet even if you will not use fire equipment.
• For projects using oil, you must also purchase oil absorption sheets.
• The goods for both days will be distributed together on May 23rd (Fri.) (the day before the Festival).

Distribution of Items on the Day Before the May Festival

• If you are picking up fire resistant sheets, oil absorption sheets, containers, or cardboard panels on May 23rd (Fri) (the day before the Festival), please request the time you wish to receive your products. Based on the request, the Committee will tell you the time period during which each project can pick up their goods.
• On May 23rd (Fri.) (the day before the Festival), the distribution of fire resistant sheets, oil absorption sheets and containers will be organised between 1:30 PM - 3:30 PM, and the distribution of cardboard panels between 1:00 PM - 5:00 PM.
  • More information including the location of item distribution will be provided at the 3rd Information Session.

[6]Request on Bring-In Fire/Heat-Generating Electric Appliances

• “Heat-generating electric appliances” is electric equipment that generate heat constantly (cotton candy machines, popcorn machines, etc.).
  • Those who apply to the cases below do not have to complete this request
  • If you are renting out fire/heat-generating electric equipments through the Committee
  • If you are preparing your own fire ignition tools such as Chakaman
    • Please note that if you wish to use gas burners, even if they are used as ignition tools, you must complete this request and also contact us via Inquiry.
  • If you are using a laptops, electric instruments, etc.

What to Register

• Name, number, size, purpose of the use of fire/heat-generating electric equipments
• The name and quantity of fuel you are bringing in

Notes

• Please also refer to “Caution on the Handling of Fire/Electric Appliances and Generators”.
• The use of fire/heat-generating electric equipment without a request is not allowed.
• If you are using fire equipment or heat-generating electric equipment, please rent a fire extinguisher and sufficient number of heat insulating plates.
  • Please rent enough heat insulating plates so that they can completely cover all sides of the table touching the fire/heat-generating electric appliances.
  • For more detailed information, please refer to “Caution on the Handling of Fire/Electric Appliances and Generators”.
• Fire extinguishers, heat insulating plates, LPG, gas hoses, generators, and gas tanks must not be prepared on your own.
  • Please rent them through the Committee via ”[4]Order on Goods Rental”.

[8]Request on Commercial Transaction

• Commercial transaction refers to actions receiving money from visitors in exchange for the content of the project such as goods or services. Purchase-based crowdfunding is also included in commercial transaction.

What to Register

• The relation to the content of your project
  • Fill in the purpose of the commercial transaction and the relation to the content of your project.
• The content of the commercial transaction
  • Fill in the name, the price, and the sales unit of the goods or services you sell, and whether you will lower the price.
  • If you will conduct online sales, please also indicate the payment method, the name of the external service to be used, and the handling fee.

Notes

• If you engage in any unauthorized commercial transaction, you may be subject to Measures and Punishments such as suspension of your project.

Period

• All commercial transactions must be conducted only during the open hours for visitors.

Request

• When completing this request, clearly show that it meets the standards above. The request that does not meet the standards will not be accepted.
• If you wish to engage in commercial transactions that involve fund-raising, please contact a Committee member.
  • Commercial transactions that involve fund-raising include purchase-based crowdfunding or sales where the purchaser can voluntarily add an extra amount to the original price (e.g. sales in the platform BOOTH).
• If you wish to collect personal information along with the commercial transaction, please contact the Committee.

Early-bird Tickets

• We strongly recommend that you do not create or sell early-bird tickets.
• If you become unable to provide goods or services to the holder of an early-bird ticket for any reason, please be sure to provide a refund.
• The Committee is not responsible for any problems that may occur regarding early-bird tickets.
• In principle, it is not permitted to sell out goods and services only with early-bird tickets prior to the day of the May Festival.
• When creating an early-bird ticket, please be sure to include the following information on early-bird tickets.

Payment Methods

• If you are considering using a payment method other than cash, please contact us via Inquiry.
• Due to the possibility of significant gains regardless of intent due to large fluctuations in rates, and the potential for problems with visitors due to instability in price fluctuations, etc., in principle, payments in virtual currencies and payments in non-Japanese yen are prohibited.

Change of Price

• To prevent troubles, and as the purpose of the commercial transaction is limited to recovering the expenses of your project, you must not sell goods or services at a higher price than you have requested.
• You can reduce the price of goods or services by requesting in advance. If you will lower the price based on a certain condition, such as the result of a game, participation must be at the discretion of the visitor,

Admission Fee

• Admission fee refers to the money that visitors pay in order to enter the project place, not for an exchange for goods or services.
• Commercial transactions that can be regarded as admission fee will not be permitted.
• Recover necessary expenses not by admission fee but by fund-raising or the commercial transaction such as selling goods or services.

Other Notes

• You cannot receive money from visitors by any ways other than commercial transactions, donations, or fund-raisings.  
• You must comply with the law on commercial transactions.

[11]Request on Actions Related to External Entities

• “External Entities" refers to all groups and individuals other than the organization carrying out the project, such as extramural groups. “Actions related to external entities" refers to any involvement with such external entities in carrying out the project.
• Examples of such activities include:

• Inviting a person who is not a member of the organization carrying out the project
• Receiving goods assistance from external entities
• Posting an introduction in return for the assistance or invitation

What to Register

• Invitation
  • If you are inviting external entities, please describe the need and details.
• Assistance
  • If you will be receiving assistance from an external entity, please describe the need for such assistance and provide details.
• Manifestation
  • If you are planning a manifestation of an external entity, please indicate the need for such an invitation and provide details.

Notes

• If an unauthorized actions related to external entities is conducted, or if the project managers is not present at the project place while the external entity is being invited or manifested, the activity may be subject to Measures or Punishments, including suspension of your project.
• We may record or videotape the actions related to external entities being performed on the day of the May Festival.
  • By submitting this request, you are considered to have agreed to this point.
  • Unless requested by the university or other organizations, the Committee will not provide any recordings or videotapes outside of the Committee.
• The Committee will not bear any responsibility for any disadvantage to the person who is planned to be invited due to Measures such as suspension of the project or other factors.

Requests

• Please submit this application in a manner that clearly demonstrates that the screening standards above are met. Actions related to external entities that do not meet the screening standards will not be approved.
• Please submit this application even if you are promoting actions related to external entities by other projects participating in the May Festival.
  • It is not necessary to submit this application when promoting other projects in a manner that does not involve the manifestation of the person or sponsor who is planned to be invited, etc..
• If you wish to manifest an external entity as the recipient of a donation, please submit “[9]Request on Donations" ("[9]募金行為申請") instead of this application, and contact us via Inquiry. In doing so, please also refer to “Manifestation" below.

Invitations

• The inviting project shall be responsible for the behavior of the person(s) it plans to invite.
  • When inviting a prominent person, such as for a lecture, please provide a detailed description of the route of travel for reasons of safety and traffic line management.
  • If the person you intend to invite will enter and leave the campus by vehicle, please contact us via Inquiry.

Manifestation

• All items related to external entities that will be visible to visitors (handouts, postings, slides, videos, installations, etc., hereinafter referred to as “manifestations") must be submitted by 9:00 PM on April 11th (Fri.).
  • When submitting, please upload the manifestation to Google Drive, manage access to the file/folder to make it viewable from an UTokyo ECCS Cloud Email account, and send the shared link to the file/folder via Inquiry.
  • If you are unable to submit by the deadline, please contact us via Inquiry.
  • If you submit videos, it is also acceptable to submit only the video summary and the portion containing the external entities's manifestation.
• If the manifestation does not meet the screening standards, we may ask you to revise it. Therefore, if you have any concerns, we recommend that you consult with the Committee via Inquiry before finalizing your manifestation.
• Failure to submit manifestations may result in denial of permission for actions related to external entities.
• For lecture-style projects, etc., a script may be requested to confirm the parts that refer to external entities. We recommend that you plan accordingly.
• If you receive goods or money from an external entity in exchange for an exhibition, you may be asked to submit an income and expenditure report. Please save receipts and other relevant documents.
• If you wish to make a manifestation of an external entity on a social networking site or other media in a manner related to the May Festival prior to the day of the May Festival, please contact us via Inquiry. Please do not engage in such activities without the permission of the Committee.

[13]Request on Outdoor Monuments

※All monuments to be installed outside the tent are subject to this request.

What to Register

• Type/size/description of the monument
• Ways of stabilizing monuments
• Desired location of monuments
• Number of outdoor monuments/their hand-ins

Notes

• Unpermitted outdoor monuments may be removed without prior notice.
• You do not need to submit this request for monuments that will be supported by hand at all times, such as hand-held signs.
• The Project ID and phone number of the manager must be written on the monuments.
  • These statements may be on the back of the monument.

Panel Stands and Signboards

• The use of a panel stand is recommended since the panels can be installed simply by attaching them.
  • For information on renting panel stands, see "[4]Order on Goods Rental", and for the purchase of cardboard panels, please refer to "[5]Order on Purchasing Food and Items".
• We do not recommend the installation of signboards as it takes time to assemble and the production work using wood can only be done at Komaba Campus.
• A signboard (one-page sign) refers to a standing sign made of plywood measuring 1,820mm x 910mm x 2.3mm. A signboard (2-panel sign) refers to a sign made by lining up two similar plywood boards.
• When creating a signboard, please be sure to refer to the “How to Install Outdoor Monuments," which will be available on the Web System in late April.
• Wood waste will be disposed of when removing the signboard.
  • Apply for the wood to be disposed at in the form "[18]Request on Garbage Disposal".

Weights

• The weight of tent weights required to secure various monuments is as follows.

• You may rent tent weights through the Committee as a weight for outdoor monuments.
  • Please refer to "[4]Request on Goods Rental" for more details.
  • You may also use the tent weights you possess or have purchased.
• If you are considering installing monuments with special shapes and are unsure of the required amount of tent weights, please contact us via Inquiry.

Desired location of monuments

• Refer to “Campus Map" to register the desired location of monuments.
• Please submit this application even if you wish to install monuments in the immediate vicinity of your project place.
• As a general rule, panel stands may only be installed in the immediate vicinity of the project place.
• For safety reasons, outdoor projects are not allowed to install a signboard immediately next to the project place.
• Based on this application, the Committee will assign locations for installation. Due to overlap of requests, visitor flow management, or other reasons, it may not be possible to assign the location as requested. Please note this in advance

Hand-Ins

• Projects can temporarily hand in structures they made to the Committee and have the Committee transport them.
• Plywood, rafters, and cardboard panels may be handed in.
• No application is required for the hand-in of cardboard panels.
• For projects that have requested a hand-in, you are asked to register the receiving date in “Confirmation of Request Results and Objections".
• If you are making your structures on the Komaba Campus, we recommend that you do not transport your monument to the Hongo Campus by public transportation, but instead hand them in to the Committee.

[18]Request on Garbage Disposal

What to Register

• Whether there will be garbage disposal or not
• The types, amount, and desired time of garbage collection

Garbage Sorting Category

• Please complete this request in accordance with the garbage sorting category.
• If your project disposes of garbage that is not specified in the garbage sorting category, please register it as special garbage.

Notes

• In principle, we will not collect garbage that is not registered in this request.

• Your project is required to bring home any garbage that the Committee cannot collect.

• If you find out that your project will dispose of garbage anew after the deadline, please contact us via Inquiry as soon as possible.

• The Committee will collect visitors’ garbage. You do not need to complete this request for visitors’ garbage.

• Please make sure to apply for the disposal of “food waste" for any project that involves cooking.

  • A project involving food preparation in this application refers to providing food and drink that are not individually packaged or other than ready-made beverages, among the activities applied for in "[3]Request on Handling Food and Drink".

• All projects that have purchased a stall decoration set from "[5]Order on Purchasing Food and Items" must register the following.

• Vinyl and plastic
• Unburnable Garbage (tape, etc.)
• Cardboard

• If you produce Signboards, etc., be sure to apply for “wood" emissions.
• If you sort the garbage inappropriately, we may ask your project members to resort them.
• If you do not know the sorting category of your garbage, please register them as "sorting items unknown" in this request. We will contact you later via Inquiry.
• For smooth communication, we strongly recommend that you specify in this request the type of garbage for which sorting items are unclear.

Garbage Collection

• On Day 1, garbage from all projects will be accepted until 4:30 PM, and will not be accepted from 4:30 PM to 5:00 PM. On Day 1 from 5:00 PM to 7:30 PM, only garbage from projects that will be cooking will be collected. Each cooking project will designate a time when they can dispose of their trash, so please apply for the time you prefer.
• On Day 2, garbage from all projects will be collected throughout the day.

Cooking Oil

• Please register this if you will provide fried food.
  • Please absorb oil discharged from non-fried food in cooking paper or the like, and dispose of it as burnable garbage.
• We recommend projects using cooking oil to register burnable garbage as well in case of cooking oil spills, etc.

Garbage Bag

• We will distribute garbage bags based on this registration on the day of the May Festival.
  • If you run out of garbage bags, we will distribute additional bags. We will explain details at the 3rd Information Session.
• We may not collect garbage in bags other than those distributed by the Committee.
• Please separate bags for every garbage sorting category.

[19]Request on Temporary Staff Dispatch

Main Registration Contents

• Hours you are able/unable to dispatch Temporary Staff
• Conditions of people you can provide as Temporary Staff
• The persons’ gender
• Whether or not they can do physical labor
• Whether or not they can communicate in Japanese.

Temporary Staff System

• We ask projects to provide the manpower necessary for the festival’s operations. We call this manpower “Temporary Staff".
• The Temporary Staff does not necessarily have to be the project managers.
• The duties include assistance in Garbage Stations, installation of signboards, etc.

Achieving Units

• Units in the Temporary Staff system calculates “one project member working for 1 hour" as equivalent to “one unit".
• In principle, we ask one project to provide one unit.
  • It is not allowed to dispatch multiple people so that the hours of work will be under 1 hour.

Standby Duties

• Due to language difficulties, projects that need English support will not be assigned to Standby Duties.
• A Standby Duty is a four-hour standby position that is available for work whenever there is a contact from the Committee.
• The following four conditions must be met in order to receive credit for the Standby Duty.

• When 4 hours have passed without a call for the work.
• 1 hour has passed since you are requested the work as an emergency.
• When the requested urgent work has been completed.
• When 4 hours have elapsed since the start of the standby for the Standby Duty, even if it is in the middle of the work requested urgently

Dispatch Exemption

• Cleanup Responsible Project for the outdoor blocks and the Agriculture Athletic Field is exempt from dispatching.

  • Please refer to ”Cleaning Check System” for more details.

• Projects that are eligible for exemption from dispatch must also submit this application.

Notes

• You may not be assigned to your desired time.
• If you fail to provide Temporary Staff, you may be subject to Punishments.

[20]Registration of Information for PR

※The Registration of Information for PR will be released around March 18th (Tue.) 12:00 PM. We will contact you via Inquiry as soon as the information is released.

What to Register

• Change of the project name
  • To change the project name that you registered in “Project Registration” before, please fill in the new project name.
• Profile picture
  • The registered image will be used in “Project Introduction” on the Official Brochure, “Project Search Page” and “Project Detail Page” on the Official Website, etc.
• Project category
  • The project category selected in this registration will be on the Official Brochure and Website. This will also be used when we decide the category your project corresponds to in the “May Fes. Award”, where the popular projects will be chosen on the day of the May Festival.
• Place and Time for carrying out the project
  • Please register the place and time where you will actually open your project to the public among the allocated place and time.
• Matters to be notified to visitors
• Media relations
  • Please choose what measures you will take against interviews related to the May Festival from groups other than the Committee.
• Project PR by the Committee

Notes

• If you change the registration contents after the deadline, the change may not be reflected on our media.
• Images to be registered for project icons must be square in JPEG, PNG, or GIF format.
• Please do not use an image with extremely low resolution or extremely large data size or an unauthorized image owned by a third person as your profile picture.
• For projects to be published online, please contact us via Inquiry.

Response to Media Interviews

• The Committee will manage all media coverages regarding the May Festival. If you get media coverage related to the May Festival, please contact us via Inquiry in advance, regardless of whether it is during the May Festival or not.
• The interviewer is requested to give enough consideration to the personal information and portrait rights of the project members and visitors. In principle, the content of the interview should be limited to the May Festival and the project.
• Even if you register your project as non-interviewable, you may be accidentally filmed during filming on the campus.
• Please inform the members of your project in advance whether or not your project may be interviewed.

Project Guidance

• We are considering placing an information board (A4) prepared by the Committee at the tent of each project.
  • The purpose is to clearly display the project's location so visitors can find it easily without getting lost.
• When installing them, we ensure that the information board do not obstruct the tent decorations.
• We are considering the following design for the information board to be installed.
• There will be no English writings.

Official Brochure Preview

• We plan to release a preview of all projects’ “Project introduction” page in the official brochure around March 28th (Fri.).
• In principle, outdoor projects will not be listed in the “Project Introduction,” and therefore print images will not be published. Only the name of the project, the name of the organization, and an outline of the project will be published in the “List of Outdoor Projects” section. Please understand this in advance.
• Please check the contents and layout from the “Official Brochure Preview” of the Web System, and register any errors or corrections. We will contact you later with Inquiry for more details.
• Please register for only a brief introduction of the project “[21] Registration of Information for Official Website”.

[21]Registration of Information for the Official Website

What to Register

• Whether to promote in English

• Project brief introduction

  • It will be displayed on the "Project Search Page" on the official website as shown below.

• Project detailed introduction and organization introduction

• Project introduction image

• Keywords used when searched on the Official Website

• Social media accounts/websites

Notes

• If you choose not to promote in English, your project’s information will be displayed in Japanese on the English version of the official website.
  • The explanation above is for Japanese projects.
• The project brief introduction will be used not only on the “Project Search Page” of the official website, but also in the “Project Introduction” of the official brochure.
• Please do not use an image with extremely low resolution or extremely large data size or an unauthorized image owned by a third person as your profile picture.
• The Committee may correct small mistakes on the registered social media links or keywords that are clearly unrelated to the project with the Committee's decision.
• The information on this registration can be changed after the release of “Project Detail Page” on the official website until the day of the May Festival.
  • The “Project Detail Page” will be available in early May. As soon as it is released, we will contact you via Inquiry.
  • However, if you wish to change the content of the brief introduction of the project after the deadline of registrations, it may not be possible to reflect the changes in the “Project Introduction” on the official brochure due to brochure submission reasons.

Markdown

• You can use Markdown in your project detailed introduction.
  • Markdown allows you to create headings and bold text by using the symbols below.
• The appearance of the Markdown can be seen in real time in the preview that appears next to the entry column.