JRRF 2026 Exhibitor Guidelines
First draft: October 23, 2025 / Revised: January 17, 2026
For general visitors👉Visitor Guidelines
This guide is a rulebook for exhibitors, aiming to clearly present the necessary rules and regulations for everyone to have a comfortable and enjoyable time, without being as rigid as formal terms and conditions. We value sharing a space where creativity and interaction can be enjoyed to the fullest with all of you.
*This guide is for individual exhibitors, non-profit organizations, and educational institutions. Corporate sponsors will enter into separate agreements via DocuSign.
These are the absolute minimum rules for that purpose. We ask for your understanding and cooperation with the following.
Table of Contents
0. Event Overview
Event Name：
Japan RepRap Festival 2026 (hereinafter "the Event")
Venue：
Tokyo Ryutsu Center (TRC) Second Exhibition Hall E
Dates：
May 30 (Sat) - 31 (Sun), 2026
*Set-up will be in the early morning of the 30th. Please follow the organizer's instructions for detailed times.
Organizer：
JRRF Organizing Committee (hereinafter "the Organizer")
1. Fundamental Principles (Safety, Fairness, Consideration)
Safety：
Prioritize the prevention of falls, drops, electric shocks, burns, and crowding accidents.
Fairness：
Respect intellectual property, personal information, portrait rights, and labeling rules.
Consideration：
Be mindful of your surroundings, including volume, odors, language, and space occupation.
2. Application & Payment (for Exhibitors)
Application：
Via the designated form. Agreement that you are not an anti-social force is required.
Arrangement：
The number of tables is not guaranteed (subject to adjustment, lottery, and layout changes depending on the application status).
Payment Deadline：
2026/2/28 (Bank transfer only, with the exhibitor bearing the handling fees. For overseas participants, other payment methods besides bank transfer will be available.)
Confirmation of payment constitutes confirmation of exhibition and securing of space.
Billing：
The Organizer is not a qualified invoice issuer (cannot issue invoices). Receipts can be issued (please contact us separately if you require one).
Non-payment：
If payment cannot be confirmed by the deadline, you will not be able to exhibit.
3. Cancellations & Refunds
Exhibitor cancellation：
Until Jan 31, 2026: Refund minus bank transfer fee.
After Feb 28, 2026: No refund.
Visitor tickets：
Non-refundable after purchase. No partial refunds for unused days on two-day tickets.
Force majeure：
In case of natural disasters, epidemics, power outages, transport issues, government orders, or venue problems, the event may be canceled, shortened, or resized. Refunds (if any) will be determined by the Organizer based on actual expenses and preparation status.
4. Exhibition Category & Sales
Categories：
Individual / Non-profit / Corporate.
Sales：
Declare at the time of application (a prescribed additional fee will be charged).
Payment：
We recommend preparing for electronic payments in advance (e.g., Square, etc.). Please handle the screening and terminal preparation yourself.
5. Venue Operation Timeline
Venue Hours：
9:00–18:00 (Operations including setup, exhibition, and teardown must follow the Organizer's instructions).
Early Teardown：
To ensure that visitors can enjoy the event fairly, please continue your exhibition until the closing time as a general rule. If you need to leave early due to unavoidable circumstances, please contact the organizers in advance.
Extension Costs：
If extra charges are incurred for exceeding the venue hours due to delays by a specific exhibitor, the actual costs will be borne by that exhibitor.
6. Loading/Unloading & Parking
Setup Day (Day Before)：
May 29 (Fri) is the setup day. If you wish to bring in your items the day before, please use this day. Details such as arrival time slots and vehicle routes will be updated later.
Event Day Setup：
May 30 (Sat) 9:00-12:00 is also available as setup time.
Methods：
Please complete the necessary procedures for advance shipping / day-before carry-in (public transportation/private car/truck) / same-day carry-in (public transportation/private car/truck).
Advance Shipping Notes：
When shipping items to the venue, please ensure they arrive within the time designated by the organizers (prepaid shipping only). Also, please clearly write your booth number in large letters on the package.
Shipping from Overseas：
If you are shipping from overseas, please contact the organizers in advance.
Parking：
Please use the paid parking at TRC at your own expense.
Teardown：
Please carry out teardown promptly. After completing your own booth, please also cooperate with the teardown of the surrounding area and the management.
Aisle Clearance：
Please be mindful of a layout that does not block evacuation routes, emergency exits, fire-fighting equipment, and air conditioning intakes.
7. Safety Measures (Exhibits, Equipment, Demonstrations)
Exhibits：
Securely fix items, cover sharp parts, take measures to prevent accidental ingestion of small parts, and prevent electric shock and falls.
Dangerous Equipment：
High temperatures, lasers, blades, and other dangerous moving machinery require prior application and approval, as well as measures such as enclosures, fire extinguishers, and monitoring personnel.
Special Exhibits：
If you have any exhibits that you think may fall into this category, please consult with the Organizer in advance.
8. Power Supply & Wiring
Power Usage：
Please declare your estimated power consumption (actual measurement during continuous use). Inrush current can be excluded.
High Power：
If your power consumption is high, you may be asked to pay for the actual cost of electricity usage, a dedicated power supply, or trunk line construction.
Equipment：
Only use extension cords and portable power supplies that are PSE compliant. Avoid using multiple taps, and ensure wiring is properly covered and protected.
Charging：
Unattended charging is prohibited (please ensure that batteries and other items are charged under supervision).
9. Fire, Hazardous Materials, Resins, Sprays
Declaration：
Bringing in flammable liquids, resins, aerosols, etc. requires declaration of type, quantity, and management method, and compliance with fire safety procedures, so please consult with the Organizer.
Storage：
Use fire-resistant or secondary containers, ensure separation, and prevent spills.
Open Flames：
Strictly prohibited. Heat guns and other heating equipment are also generally not allowed (except where prescribed procedures are in place).
Demonstrations：
Demonstrations involving odors, dust, or smoke are generally not allowed. If necessary, a decision will be made after prior consultation.
10. Sound, Vibration, Light
Volume：
Amplification and machine operating sounds should be within a reasonable range. Please adjust so as not to disturb conversations at neighboring booths.
Light Effects：
Strobes, lasers, etc. must comply with safety standards. Please be considerate of the vision and health of the audience.
11. Sales, Sampling, Lotteries
Display：
To avoid trouble, we recommend clearly displaying prices, return policies, and whether or not there is a warranty.
Food & Beverages：
In principle, exhibitors are not allowed to provide or sell food and beverages (with the exception of food and beverage businesses invited by the Organizer).
Giveaways & Lotteries：
Please apply in advance so that we can take measures to prevent dangerous crowding.
Prohibited：
Unauthorized surveys, list collection, scouting, photography, live streaming, and interviews are not permitted. (Possible with the Organizer's permission).
Promotional Materials：
Individual booths are spaces designed for displaying and selling personal works and creations. Displaying or posting corporate promotional materials (banners, posters, flyers, etc.) is prohibited at individual booths, even for sponsor companies. Those wishing to exhibit as a company are requested to participate as sponsors.
12. Photography & SNS (Strictly Enforced)
Booth Display：
Please display Photography Allowed/Not Allowed and SNS Posting Allowed/Not Allowed in a clearly visible location.
Compliance：
Participants must follow the posted signs. If you are unsure, please be sure to ask before taking photos.
Live Streaming：
Only the organizers and organizer-approved media are permitted to live stream. Unauthorized streaming by exhibitors or visitors is not allowed.
Portrait Rights：
Please obtain prior permission from the individual before posting anything that could identify a person. Alternatively, please mosaic their faces.
Troubles：
Any problems arising from photography or posting should be resolved at the responsibility of the parties involved.
13. Intellectual Property & Content
Principle：
Ensure that all exhibits, sales items, and distributed materials do not infringe on third-party rights.
Licensed Works：
Official licenses or proof of permission may be requested for copyrighted or derivative works.
Free Data：
When displaying or selling items printed from free or open data, please credit the original creator.
Giveaways：
If you receive a work or giveaway, share your appreciation on social media — ideally with a link to the original model or data source.
14. Personal Information & Marketing
Usage：
Personal information collected for the Event will only be used for shipping, sponsorship, payment, and logistics.
Surveys：
On-site surveys are prohibited, including those by sponsors. Only "sticker-voting boards" are allowed.
Email：
Email updates related to JRRF may be sent to addresses registered at this or past events. You may unsubscribe via the link at the bottom of the email.
Important Notices：
Important announcements will also be posted on X (Twitter). Please whitelist [email protected] to ensure delivery.
15. Communication & Conduct
Policy：
JRRF does not tolerate any form of harassment. These rules apply in all contexts, including during sessions, at the venue, at after-parties, and online (e.g., X/Twitter). They must be followed regardless of intent — deliberate or accidental.
Purpose：
These rules exist to protect a safe and enjoyable space for everyone.
Scope：
Applies to presentations, talks, after-parties, online discussions (X/Twitter), and all other event-related contexts.
Online：
If disagreements arise online, please remain calm at the event. If you absolutely must have a cage match or a dramatic showdown, please take it outside the venue. (The organizers accept no responsibility for any epic battles)
Reconciliation：
Think of this festival as a chance for reconciliation and understanding.
Examples of Prohibited Behavior
- Mocking or insulting others based on gender, race, nationality, age, appearance, disability, religion, or sexuality.
- Stalking, threatening, persistent photography or filming, or any form of harassment.
- Disparaging others' creations, exhibits, ideas, or values.
- Interrupting presentations or shouting intentionally.
- (※ Even if not listed here, any action that the organizers determine prevents other participants from feeling safe may be treated as harassment.)
If You Are Warned / If You Feel Unsafe
- Stop the behavior immediately, even if you believe you are right.
- Inform a nearby staff member or contact the JRRF help desk. Reports are welcome whether the issue concerns yourself or others.
We Ask Everyone To
- Treat those in front of you with respect.
- When in doubt, ask first.
- If someone seems troubled, notify staff and help one another.
※ Even when a report or consultation is received, we will not immediately assume a violation. The organizers will respond after confirming the situation.
16. Violations & Enforcement
Immediate Action：
The Organizer may order immediate cessation of problematic behavior.
Removal：
Exhibitors who do not comply may be removed from the venue and barred from future participation.
Future Events：
Participation in future events may be denied if necessary.
Refunds：
No refunds will be issued in such cases.
Instructions：
Please follow staff instructions promptly.
Finally
Japan RepRap Festival is a unique time shared by people who love making, creating, and 3D printing. People from many backgrounds come together — some to teach, some to learn, some simply to share their passion. If we share the same "love of making," then gender, nationality, or career don't matter. Here, everyone is equal. Take the opportunity to reach out — even in a language you're not fluent in. Japanese, English, Chinese — it doesn't matter if it's only a greeting. Sincere curiosity always connects people. A small act of courage may lead to new friendships and discoveries. Bring your MakerChip to spark conversations and enjoy JRRF to the fullest. Let's make these two days unforgettable — together.