Promises and Understandings for Sponsors and Exhibitors

• To participate, you must agree to comply with various general laws, local ordinances, and the Tokyo Comic Convention Executive Committee's regulations on intellectual property management, SNS posting policies, and other terms and conditions.
• Consultation is required prior to the sale of event-limited and pre-sale merchandise, and we ask for clear communication regarding sales and queuing methods.
• If setting up a stage within the booth or selling products that require queuing, a 1-meter setback is needed for fire safety and visitor traffic flow. Details will be provided at the exhibitor briefing.
• Promotional activities outside of your booth (such as sampling) are prohibited.
• If visitors cannot be accommodated in the waiting area in front of the booth, we ask exhibitors to manage dispersal announcements and responses.
• For booth installation and performances, we request compliance with laws and ordinances related to fire prevention.
• Please thoroughly implement the 5S (sort, set in order, shine, standardize, sustain) within and around the booth.
• Volume levels should be regulated under each company’s responsibility.
• For vehicle use during loading and unloading, please observe road traffic laws and ensure no inconvenience is caused to others, with thorough awareness provided to each contractor.
• During loading and unloading, pay close attention to safety and theft/accident prevention. Restrictions apply to exhibits, loading, and surrounding areas.
• If exhibit items or decorative materials are left at the venue beyond the specified period, the organizer will dispose of them at their discretion, and the exhibitor will bear the cost of disposal.
• For exhibition contracts requiring sales information, we ask for the necessary data provision.
• Commercial photography without a press pass, creation of unauthorized staff passes, and unsolicited requests to the executive committee outside of partner benefits are prohibited.
• Resale of various passes and tickets is strictly forbidden. Reselling will result in strict measures.
• The contract date is considered the date the application is accepted, and until March 31, 2024, a cancellation fee of 30% (including tax) of the total plan fee will be charged. From April 1, 2024, the full amount (including tax) will be charged as a cancellation fee.
• Exhibitors must promptly compensate for any damages to the convention's buildings, facilities, or third parties caused by the negligence of their employees, agents, or assistants.
• If the convention is canceled due to the organizer's circumstances, the organizer will refund the prorated plan fee based on the remaining days of the event and will not be liable for any other responsibilities.
• The organizer will not be liable, directly or indirectly, for any damages suffered by the exhibitor due to force majeure.

For details on terms and operational procedures, please refer to the exhibitor briefing and the exhibitor manual.

Privacy Policy

Tokyo Comic Con Co., Ltd. (hereinafter referred to as "our company") recognizes the importance of laws relating to personal information (hereinafter referred to as "Personal Information Protection Law") and complies with them to protect the personal information of our customers, business partners, and employees, as well as all personal information handled by our company.
Furthermore, to actualize the policy outlined below, we declare our commitment to continuous improvement while staying aware of societal demands and changes in the business environment.

1. Compliance with Laws Related to Personal Information

Personal information refers to information about a living individual that can identify the specific individual by name, date of birth, or other descriptions contained in the information, or by personal identification codes.
Our company will comply with the Personal Information Protection Law and other applicable laws and norms related to the personal information we possess.

2. Implementation of Security Measures for Personal Information

Our company will properly manage personal information to prevent loss, destruction, tampering, leakage, and unauthorized access to personal information.

3. Proper Handling of Personal Information

1. When collecting personal information, we will inform you of the purpose of use and contact information.
2. Personal information will be used within the limits of the stated purposes.
3. We will not acquire personal information by deceit or other wrongful means.
4. We will not disclose or provide personal information to third parties without consent, except when it is necessary for outsourced work or other legitimate reasons.
5. We will establish procedures for requests to disclose personal information.
6. We will strive to respond sincerely and promptly to opinions, consultations, disclosures, corrections, suspension of use, etc., related to personal information.

4. Continuous Improvement of Personal Information Protection Efforts

We will establish and continuously improve regulations concerning personal information.

Disclosure Items Based on the Personal Information Protection Law

In accordance with the Personal Information Protection Law, we publicly announce the following matters:

１．Collection of Personal Information

Our company may collect personal information from customers to provide better services through surveys, sample distribution, various campaigns, ticket purchaser lists, and mail-order sales as necessary. When collecting, the scope of personal information will be limited to what is necessary to achieve the purpose, and will be collected by lawful and fair means. We will obtain the consent of customers when collecting personal information from sources other than the customers themselves.

２．Management and Protection of Personal Information

1. When managing customers' personal information, our company will appoint a manager responsible for proper management and strive to prevent external leakage. Furthermore, we will implement appropriate and reasonable security measures against the risk of unauthorized access, loss, destruction, and tampering, and work to protect customers' personal information.
2. Our company will strictly manage access to databases related to personal information, limiting those with access rights and preventing wrongful use even within the company.
3. Our company may outsource the handling of personal information to provide better services to customers. In such cases, we will select subcontractors (hereinafter referred to as "outsourcing contractors") recognized as properly handling personal information or group companies and establish necessary items in outsourcing contracts, such as personal information management, confidentiality, and prohibition of re-provision, and ensure appropriate management.

３．Use of Personal Information

1. The use of personal information collected by our company will be limited to the scope necessary for the collection purposes and will be conducted with due consideration not to infringe upon the rights of customers.
2. If customers provide personal information, our company may send information that we believe is of interest to customers via email or other methods. If customers do not wish to receive such information distribution, please contact us, and we will stop the distribution.
3. Purposes of Use of Personal Information
   The purposes of use of personal information are as follows:

Customer Information

1．For the operation, management, marketing, and sales promotion activities of our facilities.
2．Ticket purchaser lists (Tokyo Comic Convention Co., Ltd.).
3．Various membership information, etc.

Inquiry Information

For responding to customer requests, opinions, and inquiries made to our company.

Business Partner Information

For business negotiations and communications, order processing, billing, and payment operations.

Employee Information
(Including Tenant Employees)

For personnel labor management, work management, health management, and security management of employees.

Information Related to Job Applicants

For contacting job applicants and managing our company's recruitment operations.

４．Provision of Personal Information to Third Parties

Our company will not allow third parties other than outsourcing contractors to view or provide customers' personal information without the consent of the customer. However, if requested by law or by public institutions such as courts or police, we may disclose and provide personal information without the customer's consent.

５．Disclosure and Correction, etc., of Personal Information

1. e will disclose, correct, or delete personal information upon request from the individual concerned, within a reasonable scope. However, this does not apply if doing so could potentially harm the life, body, property, or other interests of other customers, or if it is determined that it would significantly hinder our business operations.
   In cases prescribed by law, we will respond appropriately based on the relevant legislation.
2. When a customer requests the correction or deletion of their personal information, we will promptly investigate. If there is a need for correction or deletion, we will do so without delay.

６．Internal System Development

1. In accordance with this privacy policy, we will develop internal regulations for the protection of personal information and provide clear guidelines for the handling of personal information to our officers and employees, striving to protect customer information.
2. We will establish a system to internally audit whether personal information is adequately protected.

７．Procedures for Disclosure, Correction, Suspension of Use, etc.

(1) Disclosure Requests

If you wish to request disclosure of personal data in our possession, please follow the procedures below.

(2) Method of Request

Please contact the inquiry desk specified when collecting personal information.

① Request Desk
For telephone requests (weekdays 10 am – 5 pm)
TEL: 03-3595-1411
Addressed to Personal Information Management Responsible
Request Desk for Postal Mailings 1-5-1 Yurakucho, Chiyoda-ku, Tokyo 100-0006
Hibiya Marine Building, Tokyo Comic Convention Co., Ltd.

② Disclosure Request Form
Please use our specified disclosure request form.

③ Identification Documents of the Individual
If the request is made by the individual, please enclose the following document to confirm your identity.
A copy of the residence certificate (excluding information on permanent domicile and family members), or certificate of items registered for foreign residents

④ Identification Documents for the Representative
If the request is made by a representative, please enclose the following documents to confirm the identity of both the individual and the representative.
Residence certificates for the individual and the representative (excluding information on permanent domicile and family members), or certificate of items registered for foreign residents
In addition to the above documents, please enclose one of the following documents to verify the authority of representation.

⑤ For agents by delegation, an affidavit with a seal registration certificate indicating that they are acting as a representative

⑥ For legal representatives, documents such as a family register extract proving that they are the legal representative
The residence certificate submitted should indicate the current address.
The documents provided for the confirmation of identity (such as the residence certificate) will be disposed of promptly and appropriately after responding.
Please note that we are unable to return any submitted documents such as residence certificates.
For residence certificates or family register extracts that include the place of domicile, please obscure or remove the section stating the place of domicile by blacking it out with a marker or cutting it out before sending.

(3) Notification Methods and Fees from Our Company

We will notify you by certified mail to the address listed on the residence certificate (or the representative's address in the case of a request made by a representative).
For each request, a fee of 839 yen (equivalent to the actual cost of certified mail) is required.
Please enclose postage stamps equivalent to 839 yen with your disclosure request.
The fee breakdown is 84 yen for postage, 435 yen for registered mail, and 320 yen for delivery certification.
If the fee is insufficient or not enclosed, we will inform you, but if payment is not made within the specified period, we will treat it as if there was no disclosure request.
Please note that if our notification documents are returned due to non-delivery, we will still consider the disclosure request completed.

(4) Cases Where Disclosure Cannot be Complied With

Please understand in advance that we may not be able to comply with a request for disclosure in the following cases.
In such cases, we will notify you by certified mail, stating that we cannot comply with the disclosure request and the reasons why.
Please note that the postage stamps you provided will be used for this notification.
① If the identity of the person or the representative cannot be confirmed
(e.g., if the current address differs from the address on the residence certificate)
② If there is a possibility of harming the life, body, property, or other rights and interests of the person or a third party
③ If there is a risk of significantly hindering the proper execution of our business operations
④ If it would result in a violation of other laws
⑤ If the personal information does not fall under the category of retained personal data (personal information that is not subject to disclosure under the law)
⑥ If the personal information is not readily searchable, such as in a database
⑦ If the personal information has already been disposed of or erased
(e.g., information on campaign winners is discarded within one year after the campaign ends, so it is not subject to disclosure requests after one year has passed)
⑧ If there are deficiencies in the contents of the disclosure request form
⑨ If the personal information subject to the disclosure request cannot be specified

(5) Requests for Correction, Suspension of Use

If you wish to request correction or suspension of use of the content of personal data in our custody, please follow the procedures below.

(6) Method of Request

Please contact the inquiry desk specified when collecting personal information.

① Requests from the Individual
For requests made by the individual, please contact us by phone, mail, etc. Also, please provide the address, name, and phone number given when we collected your personal information to verify your identity.

② Requests from a Representative
For requests made by a representative, we will only accept them via mail. Please enclose the following documents with your postal mail:
Documents describing the individual's address, name, phone number, and the content of the request for correction/suspension, etc. (format is free)
Residence certificates of the individual and the representative (excluding information on permanent domicile and family members), or certificate of items registered for foreign residents
In addition to the above documents, please enclose one of the following documents to verify the authority of representation.
For agents by delegation, an affidavit with a seal registration certificate indicating that they are acting as a representative
For legal representatives, documents such as a family register extract proving that they are the legal representative
The documents provided for the confirmation of identity (such as the residence certificate) will be disposed of promptly and appropriately after responding.
Please note that we are unable to return any submitted documents such as residence certificates.
For residence certificates or family register extracts that include the place of domicile, please obscure or remove the section stating the place of domicile by blacking it out with a marker or cutting it out before sending.

(7) Notification Methods and Fees from Our Company

We will notify the individual or representative by phone, mail, etc.
There is no charge for this service.

(8) Cases Where Correction, Suspension of Use, etc. Cannot be Complied With

Please understand in advance that there may be cases where we cannot comply with requests for correction or suspension of use, etc.
In such cases, we will notify you.
① If the identity of the person or the representative cannot be confirmed
② If it is not necessary to make a correction, etc., considering the purpose of use
(e.g., we cannot comply with corrections to the age due to aging for campaign winners, as the purpose of use is for the delivery of prizes)
③ If the claim that there is an error is not correct
④ If the subject of the correction, etc. is not factual information but rather evaluative information
⑤ If a request for suspension, etc. is made for reasons other than violations of restrictions on purpose of use, proper acquisition, or limitations on third-party provision
⑥ If the indication of a violation of restrictions on purpose of use, proper acquisition, or limitations on third-party provision is not correct
⑦ If it is difficult to perform suspension, etc., and alternative measures necessary to protect the rights and interests of the individual are taken
⑧ If the personal information is not considered personal data held (personal information that is not subject to correction or suspension of use under the law)
⑨ If the personal information is not in a readily searchable state like in a database
⑩ If the personal information has already been discarded or erased
⑪ If there are deficiencies in the request for correction or suspension of use
⑫ If the personal information subject to the request for correction or suspension of use cannot be specified

８．Revision

We will review the contents of this policy as appropriate and strive for improvement. The contents of this policy may be changed except for matters with specific provisions in laws or other stipulations in this policy. Changes to the privacy policy will take effect when notified to the users by our prescribed method or when posted on our website.

Pledge of Intellectual Property Rights Protection

In exhibiting at Osaka Comic Convention 2024 (hereinafter referred to as "the Event"), our company pledges the following to Tokyo Comic Convention Co., Ltd.:

1. We guarantee that all sales, displays, booth decorations, and all other activities (collectively referred to as "Exhibited Items") conducted by us at the Event will comply with laws and regulations and will not infringe upon the copyrights, publicity rights, or any intellectual property rights owned by third parties.
2. We guarantee that if we handle Exhibited Items related to content owned by third parties at the Event, we will only deal with officially licensed merchandise of the respective third parties.
3. We guarantee that if our officers, employees (including contract workers, dispatched workers, part-timers, etc., hereinafter the same), performers at our booth events, and other related parties (collectively referred to as "Our Related Parties") engage in cosplay related to content owned by third parties, the costumes and props used for such cosplay will only be officially licensed merchandise or items for which prior consent for use has been obtained from the respective third parties.
4. If our company or your company receives a claim from a third party regarding the infringement of intellectual property rights or other rights in relation to Exhibited Items at the Event, our company will negotiate or conduct litigation with the third party, and if your company is sued, we will provide all necessary support at our own expense upon request.
5. We will compensate your company for all damages (including but not limited to lost profits, attorney's fees, and amounts to be paid to third parties due to claims made under the previous item) that arise from or are related to our Exhibited Items infringing on the intellectual property rights or other rights of third parties.
6. We will ensure that Our Related Parties do not photograph exhibitions, booth decorations, etc., where photography is prohibited at the Event.
7. We will comply with other rules, regulations, and instructions set by your company.
8. We will thoroughly enforce the matters of each of the above items to Our Related Parties involved in the Event.
9. We understand that if our company or Our Related Parties violate this pledge, your company may subject us to actions such as warnings, orders to change activities, suspension of exhibition at the Event, immediate expulsion from the Event venue, and prohibition of entry, and we agree to abide by the decisions made by your company.