Tokyo Big Sight Conference Facility Manual Tokyo Big Sight Inc. 3-11-1 Ariake, Koto-ku, Tokyo, 135-0063 Tel: +81-3-5530-1111 Fax: +81-3-5530-1222 URL: http://www.bigsight.jp/ Sales Promotion Department Tel: +81-3-5530-1114 Sales Division 1 Tel: +81-3-5530-1326 Sales Division 2 Tel: +81-3-5530-1327 2005.10.1,000 K 2007.08.500 K - Pertial revision 2008.04.500 K - Pertial revision 2009.09.300 K - Pertial revision 2010.02.200 K - Pertial revision 2010.06.500 K - Pertial revision 2011.07.200 K - Pertial revision 2011.12.500 K - Pertial revision 2014.03.500 K - Pertial revision 2015.01.500 K - Pertial revision 2015.12.500 K - Pertial revision 2016.12.500 K - Pertial revision 2018.07.500 D - Pertial revision 2019.10.1000 D - Pertial revision INDEX Section 1 Guide and Notes on Conference Facility (3) Important Reminders .................................................. 10 Use (4) Areas Where Setup is Permitted ................................. 10 1 Arrangements and Application for Use .......................... 1 8 Communication Lines and Power Supply .................... 12 (1) Arrangements................................................................ 1 (1) Guide to Communication Lines ................................... 12 (2) Submission of Usage Plan ............................................ 1 (2) Power Supply .............................................................. 12 (3) Application to Related Authorities ................................. 1 9 Other ................................................................................ 13 2 Procedure on Event Day .................................................. 2 (1) Receiving/Sending Packages ..................................... 13 (1) Entry .............................................................................. 2 (2) Receiving Telephone Calls and Faxes ........................ 13 (2) Facilities, Equipment and Layout .................................. 2 (3) Lost and Found Articles .............................................. 14 (3) Adjusting the Temperature within the Conference (4) Preparations for Rain and Wet Weather ..................... 14 Room ............................................................................. 2 (5) Cloakroom ................................................................... 14 (4) Locking of the Rooms during the Time of Use .............. 2 (6) Waste Disposal ........................................................... 14 (5) Exit ................................................................................ 2 (7) Smoking ...................................................................... 14 (6) List of Contacts ............................................................. 2 (8) Photo/Video Shooting and News Gathering Activities 14 3 Food and Beverages ........................................................ 2 (9) Guide to In-Venue Facilities to Support Event (1) Areas where Food and Drinks are Permitted ................ 2 Management ............................................................... 14 (2) Important Reminders Concerning Consumption of Food and Beverages in the Conference Tower ............. 2 Section 2 Providing Participants with Access (3) Catering Service ........................................................... 3 Information (4) Other ............................................................................. 3 1 Official Facility Name and Contact Information ........... 15 ● List of Catering Services ...................................... 4 2 Access and Directions to the Venue ............................. 15 ● List of Establishments that Welcome Parties ....... 4 (1) Access to the Venue ................................................... 15 ● List of Box Lunch Services Accepting Reservations ........................................................ 5 (2) Signboards .................................................................. 15 (3) Directions to Facilities and Events .............................. 15 4 Setup .................................................................................. 5 (1) Permission for Setup..................................................... 5 3 Website Links .................................................................. 18 (2) Prohibition of Posters .................................................... 5 (3) Prohibition of Wallpaper (with glue) .............................. 5 Section 3 Accident and Fire Prevention, and (4) Setup of Panel Displays and Booths Emergency Response (small partitions) ............................................................ 5 (5) Electrical Outlets ........................................................... 5 1 Accident and Fire Prevention ........................................ 19 (1) Reminders When Using the Facilities for (6) Protection ...................................................................... 5 Conferences ................................................................ 19 (7) Drink Service ................................................................. 5 (2) Reminders When Using the Facilities for Purposes (8) Damage and Breakage ................................................. 5 Other than Conferences .............................................. 19 5 Carrying In and Out of Items ........................................... 6 2 Emergency Response .................................................... 20 (1) Application..................................................................... 6 (1) Emergency Hospitals .................................................. 20 (2) Carrying In and Out of Items ......................................... 6 (2) Fires and Other Emergencies ..................................... 20 6 Parking Stations and Areas, and the Central Terminal . 7 (3) List of Emergency Contacts ........................................ 20 (1) Parking Facilities ........................................................... 7 (4) Map of Emergency Exit Routes .................................. 20 (2) Central Terminal ............................................................ 9 7 Common Areas ................................................................. 9 (1) Conference Tower Common Areas ............................... 9 (2) Items Permitted for Setup in Common Areas.............. 10 Section 1 Guide and Notes on Conference Facility Use 1 Arrangements and Application for Use (1) Arrangements In addition to the representatives of Tokyo Big Sight’s Sales Promotion Division, conference support staff of Big Sight Services Corp. will support your use of conference rooms. Sales Promotion Department, Sales Promotion Division TEL: +81-3-5530-1114 Big Sight Services Corp. Conference Support Division TEL: +81-3-5530-1287 After receiving approval of an application for conference facility use, please make arrangements for the matters listed below. In the event that the Conference Facility Application Form or the start of arrangements is delayed, please be aware that we may not be able to fulfill requests regarding facilities, equipment and other logistics. Guide and schedule to conference facility use ∗∗If you would like to use more than one of Conference management system, conference room layout the 605– 608 conference rooms or use a Access to facilities, flow planning, signs, etc. combination of 103 and 104 or a Use of facilities and equipment; necessity for electrical work combination of 701 and 702,please notify and use of communication lines us with the room layout you would like. Carrying in equipment and devices from outside Due to the room partitioning system, the patterns below are the only layouts Food and beverages available for use. Use of parking facilities and terminals ∗∗Please be aware that room dividing work Participation of VIPs will not be conducted by Tokyo Big Sight Other matters related to use of the conference facilities staff within the time period that the facility is being used. Reception Reception Reception Reception Reception 605 607 605 607 605 + 606 + 607 + 608 605 + 606 607 + 608 607 + 608 605 + 606 606 608 606 608 ※ Permanent screen 103 701 + 702 702 701 103 + 104 104 Reception Reception * The scale of each of the meeting rooms differs. Please check actual sizes on the "Layout Guide of Conference Tower." (2) Submission of Usage Plan In the event that the use of facility falls into one of the following cases, please submit a usage plan. ● Audio, lighting, video systems or displays will be brought in from outside. ● Music or entertainment performance, sales of goods, or exhibition of paintings, products, etc. will be included. ● A large-scale conference including an international conference will be held. ● Submission of an application is required by Tokyo Big Sight. (3) Application to Related Authorities Application to the following relevant authorities may be required depending on the intended use of conference facilities. Also please refer to "Section 3 Accident and Fire Prevention, and Emergency Response" on page 19. Fire Department ...................... Fukagawa Fire Department, Ariake Fire Station (Event applications, applications for prohibited materials authorization) * Please also submit to Tokyo Big Sight the documents submitted to Fire Department. Police Department .................. Tokyo Wangan Police Station (Event applications) * Please also submit to Tokyo Big Sight the document submitted to Police Department. Public Health Center ............... Koto Ward Health Center (for application for approval of food and beverage tasting events or event) TEL: +81-3-3647-5882