Terms of Service

1. Introduction

Welcome to Booth Japan. These Terms of Service govern your access to and use of our website and the services we provide.

Booth Japan supports businesses and organisations participating in exhibitions, trade shows, and business events in Japan. Our services may include exhibition planning and management, booth design and production, on-site staffing, interpretation and connectivity, freight and import coordination, equipment rental, and related exhibition support services.

In these Terms of Service, “Booth Japan,” “we,” “our,” and “us” refer to the business operating this website. “You” and “your” refer to any individual, business, or organisation accessing our website or using our services.

By accessing our website, you agree to these terms to the extent they apply to your use of the website. Specific services may be subject to separate quotations, proposals, contracts, booking confirmations, or other written agreements.

If you do not agree with these terms, please discontinue use of our website.

2. About Our Services

Booth Japan provides information and support for businesses planning to exhibit in Japan.

Depending on the project and the services agreed upon, we may assist with:

• Exhibition selection, planning, and coordination.
• Booth design, construction, production, and installation.
• Exhibition furniture, equipment, and technology.
• On-site personnel, interpreters, and event support.
• Freight, shipping, import coordination, and logistics.
• Connectivity, utilities, and technical requirements.
• Other services agreed upon for a specific exhibition project.

The availability and scope of services depend on the exhibition, venue regulations, project requirements, supplier availability, applicable laws, and the terms of the relevant quotation or agreement.

Information published on our website is provided for general informational purposes. It does not constitute a binding offer to provide any particular service unless expressly stated otherwise in a written agreement.

3. Eligibility and Business Use

Our services are primarily intended for businesses, companies, professional exhibitors, and organisations participating in exhibitions and trade events.

By using our services, you confirm that:

• You have the legal capacity to enter into the relevant agreement.
• If acting on behalf of a company or organisation, you are authorised to represent that entity.
• The information you provide is accurate and complete to the best of your knowledge.
• You will use our website and services for lawful purposes.

We reserve the right to decline an enquiry or service request where we reasonably consider it inappropriate, unlawful, impractical, or inconsistent with our business operations.

4. Enquiries and Quotations

You may contact us through our website or other communication channels to discuss your exhibition requirements or request a quotation.

Submitting an enquiry does not automatically create a contractual relationship or guarantee that we can provide the requested services.

Any quotation or proposal we issue may specify the scope of work, pricing, currency, taxes, payment schedule, project timeline, exclusions, assumptions, and validity period.

Unless otherwise stated in writing:

• Quotations are subject to confirmation of the project requirements and supplier availability.
• Prices may change if your requirements change or additional work becomes necessary.
• Estimates are not final commitments unless accepted and confirmed in writing.
• A project is considered confirmed only when the required acceptance, deposit, purchase order, or other agreed conditions have been satisfied.

If a quotation contains terms that differ from these website terms, the specific written agreement will take precedence for the relevant project to the extent of any inconsistency.

5. Bookings and Project Confirmation

Certain exhibition services require advance planning, reservations, production arrangements, supplier commitments, or venue approvals.

A booking or project will be considered confirmed according to the conditions specified in the applicable quotation, proposal, booking confirmation, or contract.

Before confirmation, we may need additional information, including exhibition dates, venue details, booth specifications, delivery requirements, company information, technical drawings, or other project documentation.

You are responsible for reviewing the relevant project details and confirming that they accurately reflect your requirements before approving the work.

Where a third-party provider is involved, the service may also be subject to that provider’s booking conditions, availability, and operational requirements.

6. Pricing, Payments, and Taxes

Prices and payment terms will be communicated in the relevant quotation, proposal, invoice, or written agreement.

Depending on the project, charges may include service fees, design costs, production expenses, equipment rental, transportation, installation, staffing, venue-related charges, taxes, and third-party supplier costs.

Unless otherwise agreed in writing:

• Payment must be made according to the deadlines specified in the invoice or agreement.
• Deposits or advance payments may be required before work begins or third-party services are reserved.
• Additional work outside the agreed scope may incur additional charges.
• Applicable taxes, duties, customs charges, bank fees, and other expenses will be handled as specified in the relevant agreement or as required by law.

If a payment is overdue, we may, where legally permitted and subject to the applicable agreement, suspend work, delay delivery, or withhold further services until the outstanding amount is resolved.

Any cancellation charges, late-payment interest, or other additional fees will apply only where permitted by law and provided for in the relevant agreement.

7. Changes to Project Requirements

Exhibition projects may involve changes to booth dimensions, design, branding, equipment, staffing, schedules, shipping arrangements, or venue requirements.

You should notify us as early as possible if you need to change an approved project specification.

Changes may affect costs, delivery schedules, production feasibility, supplier availability, and the scope of our services.

We will communicate material changes and any associated costs for your approval where reasonably practicable. Additional work will be handled in accordance with the applicable quotation or written agreement.

Changes requested after production, ordering, shipping, or other commitments have been made may result in additional charges or may no longer be feasible.

8. Client Responsibilities

To enable us to deliver services effectively, you agree to:

• Provide accurate, complete, and timely project information.
• Supply logos, artwork, brand guidelines, technical specifications, and other required materials by the agreed deadlines.
• Review and approve designs, drawings, quotations, and production details promptly.
• Obtain any approvals, permissions, licences, or documents that are your responsibility.
• Ensure that the content, trademarks, images, and other materials you supply may lawfully be used for the intended purposes.
• Provide accurate shipping, customs, delivery, and contact information where relevant.
• Comply with applicable laws, venue rules, exhibition regulations, and reasonable safety requirements.
• Make payments when due under the relevant agreement.

Delays or additional costs arising from incomplete information, late approvals, inaccurate instructions, or other matters within your control may affect the project timeline and charges, subject to the applicable agreement.

9. Booth Design, Production, and Installation

Booth design and production services may be subject to venue specifications, exhibition organiser requirements, technical limitations, safety standards, and local regulations.

Designs, drawings, dimensions, colours, materials, finishes, and visual representations are intended to communicate the proposed project. Actual results may vary within reasonable production tolerances, particularly where materials, printing, lighting, manufacturing processes, or venue conditions affect the finished result.

We will use reasonable care to deliver the agreed specifications. Material deviations from an approved design or specification will be addressed in accordance with the applicable agreement and applicable law.

You are responsible for reviewing and approving final designs, artwork, branding, measurements, and other project details before production begins.

Installation and dismantling schedules may depend on exhibition organiser access windows, venue permissions, contractor availability, and other operational conditions.

10. Third-Party Suppliers and External Services

Some services may be delivered by independent third-party suppliers, including booth builders, equipment rental companies, freight providers, transport operators, exhibition organisers, venues, interpreters, and technical contractors.

We may coordinate these services as part of an agreed project.

Where a third party provides a service directly under its own contract, that service may be subject to the third party’s terms, conditions, cancellation policies, and limitations.

We will take reasonable care when coordinating third-party services within our agreed scope. However, we cannot guarantee the independent performance, availability, or operational decisions of third parties.

Our responsibilities in relation to third-party services will be determined by the applicable agreement and mandatory law. Nothing in these Terms of Service excludes any liability that we are legally required to accept.

11. Freight, Shipping, and Customs

Where freight, shipping, delivery, or import coordination is included in a project, the arrangements will be subject to the agreed scope of service and the relevant carrier, customs, and logistics requirements.

Shipping and delivery schedules are estimates unless expressly confirmed as guaranteed in writing.

Delays may arise from customs inspections, documentation issues, carrier disruptions, weather, transport restrictions, port congestion, or other circumstances outside our reasonable control.

You are responsible for providing accurate shipment details and any documents, declarations, licences, or information required from you under the applicable arrangements.

Responsibility for shipping costs, customs duties, import taxes, insurance, loss, damage, and other transport-related matters will be specified in the relevant agreement and applicable carrier or logistics terms.

Nothing in this section removes any statutory obligations or liability that applies to us under applicable law.

12. Equipment Rental

Equipment rental, furniture, technology, and other rental items may be subject to separate rental terms provided with the relevant quotation or booking.

These terms may specify the rental period, permitted use, delivery and collection arrangements, installation requirements, deposits, damage charges, and responsibilities for loss or damage.

You must use rented equipment appropriately and follow any applicable operating and safety instructions.

You must notify us promptly of any equipment malfunction, damage, or missing items. Additional charges may apply where provided for in the relevant agreement and permitted by law.

Availability, delivery, installation, and collection are subject to the confirmed booking and relevant operational conditions.

13. Intellectual Property

Unless otherwise agreed in writing, the intellectual property rights in our website and its original content, including text, graphics, branding, design elements, and other materials created by or for Booth Japan, remain with their respective owners.

You may access and use our website for legitimate business and informational purposes. You must not reproduce, distribute, modify, republish, sell, or commercially exploit our website content without the necessary permission, except where permitted by law.

You retain ownership of the intellectual property rights you own in materials you provide to us, including your company name, logos, trademarks, and approved artwork.

You grant us permission to use those materials only as reasonably necessary to prepare proposals and deliver the agreed services, subject to any additional rights or restrictions agreed in writing.

Ownership and permitted use of custom booth designs, drawings, project files, photographs, and other deliverables will be governed by the applicable quotation or written agreement.

14. Website Use and Prohibited Conduct

You agree not to:

• Use our website for unlawful, fraudulent, or misleading purposes.
• Attempt to gain unauthorised access to our systems, accounts, or data.
• Interfere with website security, availability, or normal operation.
• Introduce malicious software, harmful code, or other disruptive material.
• Use automated tools to extract website content in a manner that violates applicable law or our rights.
• Copy or misuse our intellectual property without permission.
• Submit false, misleading, or unauthorised information through our website.

We may restrict access to the website where reasonably necessary to protect our systems, users, business, or legal rights.

15. Website Information and Availability

We aim to keep our website accurate, useful, and available. However, information about exhibitions, venues, services, suppliers, schedules, and requirements may change.

We do not guarantee that all website information is complete, current, error-free, or suitable for every project.

We may update, modify, suspend, or remove website content or functionality when reasonably necessary.

To the extent permitted by law, our website is provided on an “as available” basis. This does not exclude any statutory guarantees or rights that cannot lawfully be excluded.

16. Cancellations and Refunds

Cancellation rights, refund eligibility, rescheduling, and cancellation charges depend on the service purchased, the stage of the project, third-party commitments, and the terms of the relevant agreement.

Some exhibition services involve advance production, custom manufacturing, non-refundable supplier bookings, rental reservations, shipping commitments, or other costs incurred before an event.

If you wish to cancel or reschedule a project, you must notify us in writing as soon as possible.

We will assess the request in accordance with the agreed cancellation terms and applicable law. Any refund or deduction will be determined by the relevant agreement, services already performed, costs properly incurred, and any mandatory legal rights.

Nothing in this section limits any refund, cancellation, or other rights that cannot legally be excluded.

17. Limitation of Liability

To the extent permitted by applicable law, Booth Japan will not be liable for indirect or consequential losses arising from the use of our website or services, such as loss of anticipated profits, business opportunities, or goodwill, where such losses are legally excludable.

Our liability for a particular project will be governed by the relevant written agreement and applicable law.

Nothing in these Terms of Service excludes or limits liability where such exclusion or limitation is prohibited by law, including liability for fraud, fraudulent misrepresentation, or other liabilities that cannot legally be excluded or limited.

We do not guarantee exhibition attendance, visitor numbers, sales, leads, commercial success, or any particular return on investment from participating in an exhibition.

Where our services depend on external parties, venue access, exhibition organiser decisions, or other factors outside our reasonable control, the applicable agreement and mandatory law will determine the allocation of responsibility.

18. Force Majeure

Neither party will be responsible for a delay or failure to perform its obligations to the extent caused by circumstances beyond its reasonable control, subject to applicable law and the terms of the relevant agreement.

Such circumstances may include natural disasters, severe weather, epidemics, war, terrorism, civil unrest, government restrictions, transport disruptions, labour disputes, venue closures, utility failures, or cancellation or postponement of an exhibition by its organiser.

The affected party should notify the other party as soon as reasonably practicable and take reasonable steps to reduce the impact.

Any consequences for payments, rescheduling, cancellation, or refunds will be determined by the applicable agreement and mandatory law.

19. Privacy and Data Protection

Your use of our website and our handling of personal information are also governed by our Privacy Policy.

We may process contact details, business information, enquiry content, and project information as necessary to respond to enquiries, prepare quotations, manage business relationships, and deliver services.

Please review our Privacy Policy for further information about the information we collect, how we use it, the circumstances in which we share it, and the rights available to you.

20. Links to Third-Party Websites

Our website may contain links to external websites operated by third parties, including exhibition organisers, venues, service providers, and business partners.

These links are provided for convenience and informational purposes. We do not control third-party websites and are not responsible for their content, availability, security, or privacy practices.

Accessing a third-party website is at your own discretion and may be subject to that website’s separate terms and policies.

21. Governing Law and Disputes

These Terms of Service and any dispute arising from the use of our website or services will be governed by the laws specified in the applicable written agreement, subject to any mandatory legal requirements.

Where no separate agreement addresses governing law or dispute resolution, the applicable law and competent courts will be determined in accordance with the relevant legal rules.

Before these terms are published, Booth Japan should specify its registered business jurisdiction and intended governing law and dispute-resolution arrangements. Any chosen jurisdiction must be appropriate for the business and enforceable under applicable law.

22. Changes to These Terms

We may revise these Terms of Service from time to time to reflect changes in our services, website, business operations, or legal obligations.

The updated version will be published on this page with a revised “Last Updated” date.

Changes will apply to future website use from the date stated, subject to applicable law. Changes to an existing project or contract will be handled in accordance with the relevant agreement and any required consent.

We encourage you to review these terms periodically.

23. Contact Us

If you have questions about these Terms of Service, our website, or our exhibition support services, please contact us.

Booth Japan
Email: support@boothjapan.com
Website: boothjapan.com