Fiscal Year 2014

Guidelines for Application for
the Japan World Exposition Commemorative Fund Grant(for overseas organizations)

Commemorative Organization for the Japan World Exposition (’70)

【Contents】
Guidelines for Primary Application for the JEC Fund Grant
1.
2.
3.
4.
5.
6.
7.
8.
9.

Projects qualifying for the JEC Fund Grant ......................................................................................................................... 2
Application .................................................................................................................................................................................... 2
Post-completion evaluation........................................................................................................................................................ 2
Total projected grant amount for FY 2014............................................................................................................................. 2Upper limits of the JEC Fund Grant....................................................................................................................................... 3
Organizations eligible for the JEC Fund Grant.................................................................................................................... 3
Acknowledgement of COJWE funding using the Expo ’70 logo or other means ......................................................... 3
Matters considered in the screening of applications............................................................................................................. 4
Coverage of the JEC Fund Grant............................................................................................................................................ 4(a) Project expenses to be covered by the JEC Fund Grant................................................................................................................ 4(b) Expense items to be covered by the JEC Fund Grant................................................................................................................... 5
10.
Project period ............................................................................................................................................................................... 8
11.
Number of applications permitted ........................................................................................................................................... 8
12.
Application procedures for the JEC Fund Grant................................................................................................................. 8
13.
Matters to be noted...................................................................................................................................................................... 8
14.
Others ............................................................................................................................................................................................. 8

Grant Application Forms
1. Project ....................................................................................................................................................................................................11
2. Contact Information ...........................................................................................................................................................................11
3. Profile of Applying Organization .................................................................................................................................................... 12
4. Source of Information on Grant...................................................................................................................................................... 13
5. Project Outline and Plan ................................................................................................................................................................... 13
7. Income Breakdown ............................................................................................................................................................................ 17
8. Expenditure Breakdown................................................................................................................................................................... 18

Instructions for Completing the Primary Grant Application Forms
1. Cover of Primary Grant Application ............................................................................................................................................. 19
2. Profile of Applying Organization .................................................................................................................................................... 20
3. Source of Information on Grant...................................................................................................................................................... 20
4. Project Outline and Plan ................................................................................................................................................................... 21
5. How to complete the Fund Allocation Table, Income Breakdown, and Expenditure Breakdown................................... 23
6. Attachments ......................................................................................................................................................................................... 27-1-

Guidelines for Primary Application for the JEC Fund Grant
In commemoration of the success of the Japan World Exposition of 1970, referred to below as “Expo ’70,” the theme of whichwas “Progress and Harmony for Mankind,” the aim of the Commemorative Organization for the Japan World Exposition (’70)(“COJWE”) is to convey the legacy and ideals of Expo ’70 to future generations. To achieve this aim, COJWE created a green
cultural park in the former site of Expo ’70. Furthermore, COJWE established a fund with the revenues of Expo ’70 and has used
the fund, to provide grants (JEC Fund Grants) to an approximate total of 4,300 projects since 1971, without relying on national
subsidies at all. These projects, which were designed to promote international mutual understanding or stage cultural events, wereconsidered appropriate for commemorating the success of Expo ’70, and the amount of the JEC Fund Grants offered during thisperiod totaled approximately 18.8 billion yen.
For fiscal year 2014, the JEC Fund Grants will continue to be awarded mainly to projects relating to the environment.
mportant information for FY 2014 JEC Grant Fund applicants
The Japanese government promulgated the Law to Dissolve the Commemorative Organization for the Japan World
Exposition (2013 Law No. 19) on May 24, 2013. Upon the enforcement of the law, the COJWE will be dissolved and its
grant program will be taken over by an entity to be designated as a succeeding organization under government ordinance.

1.

Projects qualifying for the JEC Fund Grant
Projects appropriate to commemorating the success of the Expo ’70 and contributing to public interest and international
understanding qualify for the JEC Fund Grant.
(1)
Projects contributing to international cultural exchange and enhancement of international goodwill(2)
International projects in the fields of academic study, education, social welfare, medical care, and hygiene andpublic health(3)International projects designed for natural and environmental conservation*Please note that the “projects appropriate to commemorating the success of the Expo ’70 and contributing to public interest”
refer to the projects that meet the “Eligible Project Conditions” on page 9.
The upper limit and coverage of the grant money are specified for each type of project. For details, please see “5. Upper
limits of the JEC Fund Grant” on page 2,, and “9. Coverage of the JEC Fund Grant” on page 4.

2.

Application
To apply for a grant, please read this document carefully and ensure that the required documentation and information havebeen provided. Note that if some required documents or information are not included, your application may be rejected.

3.

Post-completion evaluation
Upon completion of each project, COJWE carries out rigorous post-completion evaluation from a wide range of viewpoints
based on the project completion report submitted by the implementing organization. Using this evaluation, COJWE aims todetermine whether or not the project was completed appropriately and effectively as scheduled, and find out whether or not it
has resulted in any achievements beyond those originally planned, or any ripple effects. The results of the evaluation are usedby COJWE to improve its funding program, and made public to fulfill its accountability. Results of each evaluation are also
sent to the implementing organization to help them better carry out their project in the future.
In case an organization that implemented a project with the JEC Fund Grant in the past applies for the grant anew, the resultsof the post-completion evaluation of their past project are taken into consideration when considering their eligibility.
Evaluation procedures and results are shown on the official COJWE website.

4.

Total projected grant amount for FY 2014
Approximately ¥100 million (Estimated total for projects in Japan and overseas) (The grant money will be disbursed inJapanese yen.)
-2-

5.

Upper limits of the JEC Fund Grant
The amount of the JEC Fund Grant is between ¥1,000,000 and ¥30,000,000, and should account for less than half of the total
project expenses applicable to the JEC Fund Grant, in principle. This means that each implementing organization is required
to cover more than half of the total project expenses with their own funds, excluding other public grants, etc.
Upper limit of the JEC Fund Grant is specified for each type of project as follows.
(1) Performance or exhibition:¥7,000,000(2) International conference:¥4,000,000(3) Purchase of books:¥3,000,000(4) Publication of books or film/TV program production, etc.
¥5,000,000(5) Invitation or dispatch of experts:¥5,000,000(6) Purchase of equipment for learning Japanese:¥8,000,000(7) Purchase of equipment other than equipment for learning Japanese: ¥15,000,000(8) Construction or enhancement of a facility:¥20,000,000(9) Project conducted for an objective for which the JEC Fund Grant makes an especially large contribution, e.g. exhibiting at
an international exhibition, etc.
¥30,000,000<Note> Even if the purpose of a project encompasses two or more of the above, the upper limit specified for only one of such
purposes will apply.
It should also be noted that the actual amount of the grant money may be lower than the upper limit specified above, if
deemed appropriate by COJWE as a result of examining the application.

6.

Organizations eligible for the JEC Fund Grant
Eligibility for application is granted to foreign national governments, local governments, and other organizations carrying out
projects contributing to public interest.
Notes: (1) It does not matter whether the applying organization has corporate status or not.
(2) Individuals and profit-making corporations cannot apply for the JEC Fund Grant.

7.

Acknowledgement of COJWE funding using the Expo ’70 logo or other means
To indicate that the project has been carried out with COJWE funding, make sure to show an “Acknowledgement of
COJWE funding” in at least one of the following listed as (1) to (3). If the acknowledgement is not shown without fair reason,
COJWE may reduce the amount of the grant money or withhold payment of the grant money.
(1) PR materials produced for the purpose of the project (such as posters, programs and leaflets) and deliverables of the
project (such as reports, books, video footage, DVDs and CD-ROMs)(2) Web pages(3) Information board (such as a signboard) of the project
The materials listed from (1) to (3) above bearing the acknowledgement of COJWE funding should be submitted to
COJWE, if possible. If not possible, send photos or the like that clearly show the acknowledgement, instead.
[Example]

This Grant is provided with the revenues of the Japan World Exposition (’70).
* The above example is valid at the time of the publication of the Guidelines for the current year.
Implementing organizations will be informed of changes, if any.

-3-

8.

Matters considered in the screening of applications
COJWE examines the applications in each category specified in the application form, considering the matters shown in thefollowing table.
For example, if you plan to communicate the achievements of the project widely to the public upon completion (through web
pages, public lectures or other means), it will be considered favorably in the screening process.
Starting with the projects in FY 2007, post-completion evaluations have been conducted as described in 3. above. For
applications from organizations who received JEC Fund Grants for projects in FY 2007 and subsequent years, the results ofthe evaluations of their past projects are taken into consideration when considering their eligibility.
Matters considered in the screening of applications
Environment-related projectNon-environment-related project(1) Importance of the project as a means of contributing to the (1) Importance of the project as a means of promoting
environment
international mutual understanding or culturalactivities○ Social need for the project○ Social need for the project○ Consistency with the purpose of COJWE for○ Ability to contribute to multi-cultural harmony andenvironmental preservation
cross-cultural understanding or to the development○ Cooperation and partnership with private organizationsof regional culture(2) Feasibility of the theme and implementation process of the project, etc.
○ Validity of the general plan, financial arrangements, schedule (and results of the post-completion evaluation of a past
project, if applicable)(3) The anticipated effects of the project on the public and the possibility of contributing to society, etc.
○ The possibility of the project for future development and growth, or for promoting development and growth of thearea associated with the project and thus contributing to the public interest○ The ability of the project to contribute to the nurturing of younger generations○ Communicating the achievements of the project widely to the public by providing information on web pages ororganizing public lectures(4) Novelty or difficulty of the projectNovelty
Novel approach toward environmental problems Innovativeness or originality of the activities
Difficulty Difficulty in implementing the project without COJWE funding, etc.

9.

Coverage of the JEC Fund Grant(a) Project expenses to be covered by the JEC Fund Grant
The JEC Fund Grant will cover expenses that arise from April 1, 2014 to March 31, 2015 and that fall under thefollowing categories:i) Expenses necessary for the implementation of the projects, excluding ordinary expenses such as personnel
expenses for secretariats.
ii) Expenses not covered by grants offered by any of the following organizations
A. Japanese government
B. Prefectural or municipal government in Japan
C. Other Japanese public organizations similar in nature to the organizations shown in A and B above.

-4-

(b) Expense items to be covered by the JEC Fund Grant
ExpenseCoverage

Printing andbinding
expenseExpenses necessary for producing and distributing printed matter, videos or the like, that carry an
acknowledgement of COJWE funding (referred to as “printed matter with an acknowledgement of
COJWE funding”)
Printed matter with an acknowledgement of COJWE funding includes ads placed in newspapers or
hanging posters in trains.
[Examples]
Leaflet, poster, ticket, program, DVD, CD-ROM, web pages, reports, and others* Expenses not covered by the JEC Fund Grant(1) Expenses for producing printed matter without an acknowledgement of COJWE funding or the like(2) Expenses for producing commemorative objects

Stage-related
expenseExpenses incurred in the installation and removal of stage settings and stage management including
personnel expenses are covered.
* As for event insurance premiums, the non-life insurance premiums for liability for damages offacilities and injuries, and event cancellation insurance premiums are also covered.
* If the implementing organization or its secretariat install and/or remove stage settings or do stage
management tasks by themselves, the expenses incurred in such tasks will not be covered.

Hall rent

The JEC Fund Grant covers hall rent necessary for implementation of the project.
* The grant covers the rent for the publicly announced project period only.
* If part of the hall rent is paid in advance during FY 2013, the JEC Fund Grant will also cover such
advance payment on condition that it is verified that the advance payment is part of the expenditure
incurred during the project period.
* Rent of a reception hall and food and drink expense incurred for social event(s) are not covered.

Equipment
rentalExpenses to rent equipment for use in the venue of the project are covered, which include: expenses tohire lighting and sound technicians.
* The grant covers the rent for the publicly-announced project period only.
* For purchase of equipment, please refer to the column below.

Equipmentpurchase

The JEC Fund Grant can be used to purchase equipment which contributes to the purpose of the project,
and will be maintained by the implementing organization (not individuals or third parties) after the
project is over. The equipment should carry an indication that the project was implemented withCOJWE funding (referred to as “an acknowledgement of COJWE funding” in the rest of this table).
Expenses for producing plates on which to show an acknowledgement of COJWE funding are also
covered.
[Example] Purchase of equipment for Japanese language education at a foreign university* Expenses not covered by the JEC Fund Grant(1) Cost of equipment purchased for the purpose of handling office work of the secretariat(2) Cost of equipment owned individually(3) Cost of equipment owned or maintained by a third party other than the implementing organization(4) Cost of equipment that does not carry an acknowledgement of COJWE funding.

Book purchase The JEC Fund Grant can be used to purchase books relating to Japan to achieve the purpose of the
project, which will be maintained by the implementing organization (not individuals or third parties)
after the project is over. The books should carry an acknowledgement of COJWE funding. Expenses for
producing stickers and plates on which to print an acknowledgement of COJWE funding are also
covered by the JEC Fund Grant.

-5-

* Expenses not covered by the JEC Fund Grant(1) Cost of books not relating to Japan(2) Cost of books purchased for the purpose of office work of the secretariat(3) Cost of books owned individually(4) Cost of books owned or maintained by a third party other than the implementing organization(5) Cost of books without an acknowledgement of COJWE funding
Equipment
transportation

Expenses to transport equipment necessary for the project are covered, including customs clearance costand insurance fees.
* Expenses incurred in the transportation of equipment by vehicle owned by a member of theimplementing organization or its secretariat, including fuel expenses and road tolls, are not covered.

Travel expense(1) Where the project is carried out in a location outside Japan, expenses incurred by individuals
living in Japan, including foreign nationals, to travel to the country visited immediately after
leaving Japan, and from the country last visited before returning to Japan, either by air or sea, will
be covered. (Travel expense between the airport or port of entry/departure and the project site isincluded.)(2) Where the project involving personnel invitation or dispatch is carried out in Japan, expenses
incurred by the invited or dispatched person living outside Japan, including Japanese living
abroad, to travel from the country visited immediately prior to visiting Japan, and to the country
visited immediately after leaving Japan, either by air or sea, will be covered. (Travel expense
between the airport or port of entry/departure and the project site is included.)(3) Calculation of expenses
The JEC Fund Grant covers expenses for outward and homeward journeys to and/or from Japan
within the upper limits shown below. The excess amount above these limits should be paid
individually.
(Upper limits of one-way journey)
Asia (Commonwealth of Independent States countries included.): ¥ 50,000
Europe (Commonwealth of Independent States countries excluded.), Oceania, North America:¥100,000South America, Africa: ¥150,000
If you are not sure in which category the location of the project falls, please inquire at the local
Japanese embassy or consulate general.
<Examples>(1) In the case of traveling between France and Japan:¥100,000 (one-way travel expense applied to “Europe”) x 2 = ¥200,000(2) In the case of traveling to Japan from France on outward journey and to Germany from Japan on
return journey:¥100,000 (one-way travel expense applied to “Europe”) x 2 = ¥200,000(3) In the case of traveling to Japan from France on outward journey and to China from Japan on
return journey:¥100,000 (one-way travel expense applied to “Europe”) + ¥ 50,000 (one-way travel expense
applied to “Asia”) = ¥150,000* Travel expenses not covered by the JEC Fund Grant(1) Taxi fare(2) Travel expenses between countries other than Japan(3) Public transportation fare whose exact amounts cannot be verified(4) Travel expenses incurred by accompanying persons(5) Travel expense incurred during or after the project (or closing ceremony) for the purpose ofsightseeing

Domestic
travel expense(1) Where the project is carried out in two or more states, provinces, or cities outside Japan, expenses
incurred by project participants living in Japan, including foreign nationals, to travel to suchlocations either by air, sea, chartered bus, rented car, or public transportation will be covered.
(2) Where the project is carried out in two or more prefectures in Japan, expenses incurred by project
participants living outside Japan, including Japanese living abroad, to travel to such locations
either by air, sea, chartered bus, rented car, or public transportation will be covered.

-6-

[Conditions of coverage]
The following conditions are applied to payment of domestic travel expenses.
(1) Expenses to travel by air, sea, chartered bus, and rented car are covered by the JEC Fund Grant
only when such expenses are paid to the company offering such transport service or to the travel
agency.
(2) Expenses to travel by public transportation are covered, which are paid to the company offeringsuch transport service or to the travel agency. In this case, a fare list or other document evidencing
the amount of fare should be presented.
[Upper limits](1) In the case of traveling by air, the JEC Fund Grant will cover the amount up to the economy-classairfare.
(2) In the case of traveling by railway, the JEC Fund Grant will cover train fare, reserved seat fees,and express fees, but not green seat (first class) fees of the Shinkansen line.
* Expenses not covered by the JEC Fund Grant(1) Taxi fare(2) Travel expenses between countries other than Japan(3) Public transportation fare whose exact amounts cannot be verified(4) Travel expenses incurred by accompanying persons(5) Travel expenses incurred during or after the project (or closing ceremony) for the purpose ofsightseeing
Accommodation
expenseThe following conditions are applied to expenses paid to a travel agency or hotel by the implementing
organization. Expenses in excess of the upper limits shown below are not covered by the JEC Fund
Grant.
(1) Where the project is carried out outside Japan, accommodation expenses in an amount notexceeding ¥18,000 per night per person for individuals living in Japan, including foreign
nationals, will be covered.
(2) Where the project is carried out in Japan, accommodation expenses in an amount not exceeding¥18,000 per night per person for individuals living outside Japan, including Japanese living
abroad, will be covered.
* Number of nights covered:
The JEC Fund Grant covers accommodations of the day immediately preceding the implementation of
the project and of the day of the implementation only.
* Expenses not covered by the JEC Fund Grant(1) Accommodation expenses incurred by accompanying persons(2) Food and drink expense (Not applicable if meal and drink expenses are included inaccommodation expense.)(3) Communication charges

Interpreter’s
fees

Fees for interpreter’s service are covered only to the extent necessary for implementation of the project.
* Cost of interpretation service undertaken by a member of the implementing organization is notcovered.

Translation
fees

Translation fees incurred in producing printed materials with an acknowledgement of COJWE funding
and reference materials necessary for implementation of the project are covered.
* Cost of translation service undertaken by a member of the implementing organization is not covered.

Constructionorenhancement
cost

Expenses for survey, design, transportation of materials, and construction are covered, as well as
expenses for producing plates on which to show an acknowledgement of COJWE funding.

* The JEC Fund Grant also covers interpreter’s fees, travel, domestic travel, and accommodation expenses incurred bypersons accompanying physically challenged persons as well as Braille translation fees, subject to the conditions shown
above.
-7-

* The JEC Fund Grant will not cover expenses for: secretariat personnel; agency service; office consumables; food anddrinks consumed during reception; production and purchase of commemorative objects; expenses paid to individuals forwhich tax withholding paperwork is not carried out, and reserve funding.
<Note> If you receive, or are going to receive, grants from other organizations, such grants should be allocated to “expenses
not applicable to JEC Fund Grant” in both of the following cases. Please refer to page 25.
(i) If use of grant money is specified, please allocate such a grant to the specified purpose in the budget item
classified as “expenses not applicable to JEC Fund Grant.”(ii) If no purpose is specified, please allocate such a grant to the appropriate budget item classified as “expenses notapplicable to JEC Fund Grant.”
10. Project period
Between April 1, 2014 and March 31, 2015
11. Number of applications permitted
Only one application (for one project) is allowed per implementing organization.
12. Application procedures for the JEC Fund Grant(1) Documents to be submitted for application should be filled out in Japanese.
(2) Document size
Documents to be submitted for application should be A4-sized.
(3) Number of documents to be submitted
One copy of each Grant Application form together with one copy of each attachment should be submitted.
(4) Application period
Applications will be accepted between August 30, 2013 and September 30, 2013. (Application should be received by theJapanese embassy or consulate general in your country/region during this period.)<Note> Applications not submitted within the period cannot be accepted under any circumstances.
(5) Where to submit
Applications should be submitted to the Japanese embassy or consulate in your country/region.
(6) Notice of results
All of the applicants will be notified of the results in writing in March 2014.
13. Matters to be noted(1) Grant money is paid to the implementing organization only after the implementing organization has completed the project,paid the project expenses, and submitted a project completion report to COJWE, which COJWE will examine to finallydetermine the amount of the grant money. This means that the implementing organization is required to temporarily pay the
project expenses out of its pocket. It should be also noted that the amount of the grant money paid to the implementing
organization may be less than the originally agreed amount, because the amount is calculated based on the actual expenses
the implementing organization has paid for the project.
(2) You can download application forms from the COJWE website. Your local Japanese embassy or consulate general can
provide the URL. You may opt to produce the forms on your own in the prescribed formats.
(3) When making an application under the category of “the construction or enhancement of a facility,” please attach acompletion drawing etc.
(4) COJWE will not be involved in the project or debt guarantee in any manner.
(5) Each implementing organization is required to cooperate in a post-completion evaluation concerning the project (conductedin the form of an interview, questionnaire, etc.) upon the completion of the project.
(6) Application forms are used for the purpose of screening, and should be prepared with the utmost care so that all necessary
information is correctly provided. You cannot change any of the information contained in the forms or replace the forms withrevised ones once you have submitted the forms.

14. Others-8-(1) Disclosure of project information(i) Once a project is accepted for COJWE funding, the name, outline, and grant amount, as well as the name of theimplementing organization, will be shown on the official COJWE website.
(ii) COJWE will disclose application forms received from applying organizations when required to do so under the Act on
Access to Information Held by Administrative Organs (2001 Law No. 140), excluding information that is legally
exempt from disclosure under the same law.
(2) Personal information protection
COJWE will comply with the Act on the Protection of Personal Information Held by Administrative Organs (2003 Law No.
59) and ensure appropriate protection and management of personal information under the same law when handling suchinformation.
Eligible Project Conditions(a) A project that is conducted in a well-planned, appropriate manner and for which grant money is expected to create
positive effects.
(b) A project that will not benefit a limited number of individuals.
(c) A project that is somewhat associated with Japan.
(d) A project whose implementing organization is not regarded as an investor in any third party project.
(e) A project whose implementing organization will not donate the properties obtained through the JEC Fund Grant to
any third party.
(f) A project that is not conducted as part of the current business of the implementing organization (such as constructionof a school building, purchase of a lot, opening of university or educational courses, etc.)(g) A project that will not benefit only limited part of the region if it is aimed at sister-city exchange.
(h) A project whose implementing organization applies for grant money of an amount which is more than 5% of the total
budget(i) A project whose purpose is not to commemorate the establishment of the implementing organization, such as ananniversary event or the installation of a monument.
(j) A project whose purpose is not to conduct research for the sake of research.
(k) A project that is not planned for religious or political activities.
(l) A project whose purpose is not to establish a fund.
(m) A project that is not implemented personally.
(n) A project in which the resulting properties will not come into private possession, if it is planned for the construction orenhancement of a facility.

-9-

○ Schedule from Application through Disbursement-10-September XX, 2013
To Mr. Akio Nakai
Chief Director
Commemorative Organization for the Japan World Exposition (’70)

Address of the applying organization: 〒Name of the applying organization:(Abbreviation)
Title and name of the representative person:

Application for the Japan World Exposition Commemorative Fund Grant for Fiscal Year 2014

We are applying for the JEC Fund Grant for implementation of the following project, and hereby submit the documents required
for the application.

1. Project

Project name

(Provide a project name that expresses project attributes in simple terms, and avoid
technical or academic expressions.)

Amount of grant

thousand yen

Purpose of the project

2. Contact Information

Person in charge

Position

TelephoneCountry code () – long-distance code () – dialing code () – number ()

FaxCountry code () – long-distance code () – dialing code () – number ()

TelephoneCountry code () – long-distance code () – dialing code () – number ()

FaxCountry code () – long-distance code () – dialing code () – number (

)

Email
Assistant to the person in
chargeContact
persons

Name

Position
Name

Email

-11-

3. Profile of Applying Organization
Pronunciation
Name of the applying organization(abbreviation)

Corporate status□ Yes

Date ofestablishment

Year

Address
Website URL〒

Pronunciation
Name of the representative person

□No
Month

(pertinent (competent) authority:

)
TEL
FAX

http://

Purpose of
establishment

History

Past
achievements

Yes□ No□* If yes, indicate the fiscal year when the grant was awarded, the amount of the grant money, and theHave you been outline of the project implemented with the grant.
awarded the JEC (Fiscal year:
Amount of the grant money:yen)
Fund Grant in Outline of the project:
the past?

* Please attach the articles of incorporation, bylaws, company rules, annual report, and other documents showing
financial conditions of the applying organization.
* If an applying organization has an official website available, please print out the organization’s profile,
management policy, board members’ list and other relevant information shown on the website, and attach theprinted copies.
* Describe the purpose of establishment, history, and past achievements both briefly and specifically. (It should be notedthat description like “see the attached articles of incorporation” is treated as if no information were given.)-12-

4. Source of Information on Grant (Check as many as apply.)□Official COJWE website □Japanese embassy or consulate general□Other ()

5. Project Outline and Plan

Check the applicable box
Project category□ Environment-related project□ Non-environment-related project

Check one box only
Environment-related project

Project purpose

Project type

Subtitle

Non-environment-related project□ To promote international cultural□ To promote international cultural
exchange and international goodwill
exchange and international goodwill□ To contribute to the development of □ To contribute to the development of
academic study, education, social
academic study, education, social
welfare, medical care, and hygiene
welfare, medical care, and hygieneand public health on an international
and public health on an international
scale
scale
□ To contribute to the conservation ofnature and the environment
Check one box only
□Performance or exhibition □International conference □Purchase of books□Publication of books or film/TV program production, etc.
□Invitation or dispatch of experts□Purchase of equipment for learning Japanese□Purchase of equipment other than equipment for learning Japanese□Construction of enhancement of a facility□Project conducted for an objective for which the JEC Fund Grant makes anespecially large contribution, e.g. exhibiting at an international exhibition, etc.
(Specify the subtitle if your project is environment-related. The subtitle shouldbe the one that clearly shows how your project is related to the environment.)(Provide an outline of the project in specific, simple terms. Explain themeanings of technical or academic terms, if any, in an easy-to-understandmanner.)Project outline-13-

(Please indicate the necessity and novelty of the project in specific, simple
terms. If the project is environment-related, also specify how it is associatedwith the environment.)[Necessity][Novelty]
Project period

From: Year ( ). Month ( ). Day ( )To: Year ( ). Month ( ). Day ( )Venue
Schedule

Number of participants:_____(domestic: _____; foreign: _____)

No. of expected participants andfees

Number of participating countries: _____(Names of participating countries:)* Indicate the number of participating countries including Japan.
If a participation fee is required, specify the amount.
Participation fee:
yen
No.
of
attendees:_____
No. of expected attendees andfees (in case of a performance or If an admission fee is required, specify the amount.
exhibition)
Admission fee:
yen
Plan

Public participation (Yes/No)□Yes□No (Reason:

Scheduled date of completion

Date: Year ()). Month (). Day ()□Programs (copies) □Abstracts (copies)□Proceedings (copies) □Posters (copies)Printed matter□Brochures(
copies)□Leaflets(
copies)carrying an
acknowledgement□Tickets ( pieces) □DVDs, CD-ROMs (discs)
Policy onof
COJWE□Website□Signboards(
locations)
popularizing
funding
project□Illustrated books ( copies) □Site information boards (impact in□Name plates ( pieces) □Others ()
society
Date: Year ( ). Month ( ). Day ( )Venue:
Public lectures
Theme:
Number of participants: _____PR planlocations)

Is it possible to distribute COJWE leaflets or other materials at the project’s venue?
□Yes (Indicate the number of copies:) □No
Is it possible to show COJWE PR videos at the project’s venue?
□Yes □No-14-

Website URL

Expected effect of the project uponcompletion

Plan and measures to use the project’s
outcomeReason for applying for the JEC Fund
Grant

Note: If there is not enough space, you may enlarge the frame.

-15-6. Fund Allocation Table

Fund Allocation Table(1) Expenses covered by JEC Fund Grant
Expenditure

Spendingbudget *1

Breakdown of income budget (*2)

Incomebudget *2(JP\)

Breakdown of spending budget(*1)

JEC Fund
Grant

Expenditure breakdown 1
Expenditure breakdown 2Expenditure breakdown 3
Expenditure breakdown 4
Subtotal

00(2) Expenses not covered by JEC Fund Grant
IncomeSpendingbudget *2
Expenditurebudget *1

Breakdown of income budget (*2)
Other grants
0
0
0
0
0
0
0

Project expenses notapplicable to JEC Fund Grant

0

Subtotal

0

0

Total

0

0

Breakdownof incomebudget (*2)

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

(1)＋(2)0

IncomeIncomeIncomeIncomebreakdown 1 breakdown 2 breakdown 3 breakdown 4-16-

7. Income Breakdown
Income Breakdown 1
Budget item

Breakdown

－

Total

Income Breakdown 2
Budget item－

Amount¥Breakdown

－

Total

Income Breakdown 4
Budget item¥

Breakdown

Total

Income Breakdown 3
Budget item

AmountAmount¥Breakdown

－

Total

-17-

Amount¥8. Expenditure Breakdown
Expenditure Breakdown 1
Budget item

Breakdown

Total

－

Expenditure Breakdown 2
Budget item

Breakdown

Total

－

Expenditure Breakdown 3
Budget item

Breakdown

Total

－

Expenditure Breakdown 4
Budget item

Breakdown

Total

－

Amount¥Amount¥Amount¥Amount¥Note: If the project involves both personnel invitation and dispatch, and/or both domestic and foreign operations, specify eachamount separately in the “Breakdown” column.
Note: Please make sure that the printing and binding expenses are consistent with the information given in the “printed mattercarrying an acknowledgement of COJWE funding” column on page 14.

-18-

Instructions for Completing the Primary Grant Application Forms
1. Cover of Primary Grant Application(1) Date
Please fill in the form and specify the date when the form is sent.
(2) Information about the applying organization(i) Address of the applying organization
Please enter the address of the organization carrying out the project.
If the address of the applying organization is a university, please enter the names of the university and the department.
(ii) Name of the applying organization
Please enter the name of the organization carrying out the project.
If the applicant is a voluntary group, please be sure to enter the name of the voluntary group, not the name of thecompany or other organization to which the representative of the group belongs. If the applying organization is named
as an abbreviation, please specify the abbreviation.
(iii) Title and name of the representative person
Please enter the title of the representative person, such as Chairman and Committee Chairman, together with his or her
name. If the applicant is a voluntary group, please be careful not to enter the title of the representative in his workplace(such as professor).
Example(I)
Address: 〒XXX-XXXXXXX Prefecture, XXX City, XXXXX
Name of the applying organization: XXX Corporation(Abbreviation)
Title and name of the representative person: Chairman of Board of Trustees XXXXX(II)
Address: 〒XXX-XXXXXXX Prefecture, XXX City, XXXXXXXX University, XXX Faculty, XXX Department, XXX Course, Class of Professor XXX
Name of the applying organization: XXX Organizing Committee(Abbreviation)
ABCD2014 Organizing Committee
Title and name of the representative person: Chairman of Organizing Committee XXXXX(3) Project name, etc.
(i) Project name
Please specify the name of the project carried out by the applying organization.
Provide a project name that expresses project attributes in simple terms, and avoid technical or academic expressions.
If the project name is an abbreviation (represented by initials) or in a non-Japanese language, please describe themeaning by spelling out the abbreviation, or attach a Japanese translation.
It should be noted that the name of the organizing committee or other relevant organization is the name of the applying
organization, and is not accepted as the project name.
(ii) Amount of grant
Please specify the amount of the JEC Fund Grant shown in the Fund Allocation Table.
(iii) Purpose of the project
Please briefly describe the purpose of the project, significance of the project, and effect of the grant.
(iv) Contact persons
Please specify the names and contact information of the contact persons (person in charge and assistant to the person in
charge).
-19-

2. Profile of Applying Organization
Pronunciation
Name of the applying organization(abbreviation)
XXX Corporation
Corporate status□ Yes

Date ofestablishment

Year

Address
Website URL

Pronunciation
Name of the representative person
Chairman of Board of Trustees
XXXXX

□No
Month

(pertinent (competent) authority:〒
XXX Prefecture, XXX City, XXXXX

)
TEL
FAX

http://
Please indicate the purpose of establishing the organization.

Purpose of
applying
organization

Please indicate how the organization has undergone transition since its establishment.

History(Example)
Established in (year). Started xxx operation in (year). Merged with xxx in (year).

Please indicate major activities undertaken so far.

Past
achievements

Yes□ No□* If yes, indicate the fiscal year when the grant was awarded, the amount of the grant money, and theHave you been
awarded the JEC outline of the project implemented with the grant.
(Fiscal year:
Amount of the grant:yen)Fund Grant in
the past?
Outline of the project:* Please attach the articles of incorporation, bylaws, company rules, annual report, and other documents showing
financial conditions of the applying organization.
* If an applying organization has an official website available, please print out the organization’s profile, management
policy, board members’ list and other relevant information shown on the website, and attach the printed copies.
* Describe the purpose of establishment, history, and past achievements both briefly and specifically. (It should be notedthat description like “see the attached articles of incorporation” is treated as if no information were given.)
3. Source of Information on Grant
Please indicate how you found out about the call for grant applications. (Check as many as apply).
-20-

4. Project Outline and Plan
(1) Project name and other information
Please fill out all the fields in this form following the instructions shown below.
Required information

Instructions

Project category

Check the applicable box

Project purpose

Check one box only

Project type

Check one box only

Subtitle(Specify the subtitle if your project is environment-related. The subtitle
should be the one that clearly shows how your project is related to theenvironment.)(Provide an outline of the project in specific, simple terms. Explain themeanings of technical or academic terms, if any, in an easy-to-understandmanner.)Project outline

Project period

Venue
Plan

Schedule(Please indicate the necessity and novelty of the project in specific, simple
terms. If the project is environment-related, also specify how it is associatedwith the environment.)
Please indicate the publicly-announced period of the project (the period
shown in posters, leaflets, etc.), specifying the month and the date (dates).
If the performance or exhibition will be held in two or more locations
successively, please specify the first day of the first performance/exhibition
and the final day of the last performance/exhibition.
* To be eligible for the JEC Fund Grant for FY 2013, theperformance/exhibition should be held between April 1, 2014 andMarch 31, 2015.
Please specify the prefecture, city, and venue where the project will takeplace, following the example shown below.
<Example> XXX Hall (in XXX City, XXX Prefecture)
XXX University (in XXX City, XXX Prefecture)
Please specify the day-to-day schedule of the project, including dates for
set-up and removal of stage settings in the manner shown below.
<Example> XXX Hall(Month and day): Registration and Opening Ceremony(Month and day): Conference(Month and day): Conference and Closing Ceremony
XXX University(Month and day): Registration and Opening Ceremony(Month and day): Conference(Month and day): Conference and Closing Ceremony-21-

No. of expected participants andfees

Please specify the number of participants (both from Japan and fromoverseas), and the number and names of the countries of persons visiting
Japan for the project.
<Example>
700 participants (400 from Japan, 300 from overseas)
No. of participating countries: Four (Japan, U.S., China, France)
If a participation fee is required, specify the amount for each category. If not
required, just leave the space blank.
<Example>
Participation fee: 20,000 yen for members; 10,000 yen for students
In the case of a performance or exhibition, indicate the expected number ofattendees.

No. of expected attendees andfees

Public participation (Yes/No)

Scheduled date of completion

If an admission fee is required, specify the amount for each category. If not
required, just leave the space blank.
<Example>
Admission fee: 1,000 yen for adults; 500 yen for elementary school pupils
If the project will be open to the public without any restrictions on
admission, check “Yes”. If it is intended only for a limited group such asuniversities and institutions of a specific field, check “No.” In the latter case,please give detailed information about the restriction.
Please indicate the date for which the last payment of expenses covered by
the JEC Fund Grant is scheduled.

Printed mattercarrying an
Policy on
Check the printed matter that carry the acknowledgement of COJWE
acknowledgement
popularizing
Funding and indicate the number of copies.
of COJWE
project
funding (Yes/No)
impact in
Note the theme of the course as well as the date/time and venue. Alsosociety
Public lecturesindicate the number of expected participants.
Please specify how many copies of leaflets and posters are to be distributed
and to whom. Also, if there are plans to distribute materials to newspapers,
PR plantelevision stations, magazines, etc., please indicate when, how many times,
etc.
Website URL

Expected effect of the project uponcompletion

Plan and measures to use the project’s
outcomeReason for applying for the JEC FundGrant

If a website about the project is available, please show its URL. If the
opening of such a website is scheduled, please enter “To be opened around(month).”Please specify details of any social benefit that the project is expected tohave (including ripple effects) both during and subsequent toimplementation. (Please give any measurable effect(s) that can beverified.)
Especially, if your project is environment-related, please specify thepossible effect of the project on the environment.
Please indicate to what extent the project is expected to produce positive
ripple effects. Also, specify how you are going to make the ripple effects
more meaningful.
Please specify why you have applied for the JEC Fund Grant.

* Please give specific and easy-to-understand descriptions about “project outline (in particular, necessity and novelty),”“expected effect of the project upon completion,” “plan and measures to use the project’s outcome,” and “reason for
applying for the JEC Fund Grant”, because such descriptions provide the basic data for examining applications. If there is
not enough space, you may enlarge the frame.
-22-5. Fund Allocation Table, Income Breakdown, and Expenditure Breakdown[How to complete the form](1) Sample form
The Fund Allocation Table shows which income source covers which budget item. Applicants are required to fill in the “Expenditure” and “Spending budget” columns first, and thenindicate the income source to be applied to each of these budget items. Please show grants from other organizations, if any, in the column of “expenses not covered by JEC Fund Grant” to avoid confusion
with the JEC Fund Grant. This form may be printed in black and white.
Samples of the completed forms for an international conference (upper limit of the JEC Fund Grant: 4,000,000 yen) are shown below.
Sample 1: Fund Allocation Table
Specify the expense items covered by the JEC Fund Grant shown from p.3 to p.6.

Fund Allocation Table(1) Expenses covered by JEC Fund Grant
Expenditure
Printing and binding costs
Hall rent
Travel expense
Accommodation expense

Subtotal

Spendingbudget *1
2,000,000
7,000,000
3,000,000
1,980,000
13,980,000

Breakdown of income budget (*2)

Incomebudget *2

JEC Fund
Grant

Conference costs
Secretariat costs

500,000
1,800,000
1,000,000(JP\)

Breakdown of spending budget(*1)

Participation fees Sponsorship fees

Expenditure breakdown 1
Expenditure breakdown 2Expenditure breakdown 3
Expenditure breakdown 413,980,000

4,000,000

4,480,000

2,500,000

3,000,000

This amount should be the same as the total income budget*2.

(2) Expenses not covered by JEC Fund Grant
IncomeSpendingbudget *2
Expenditurebudget *1
Communication and transportation costs

Own funds

Breakdown of income budget (*2)
Own funds

500,000
1,800,000
1,000,000
0000500,000
300,000
1,000,000

Project expenses notapplicable to JEC Fund Grant

500,000

500,000

500,000

Subtotal

3,800,000

3,800,000

2,300,000

Total

17,780,000

17,780,000

Breakdownof incomebudget (*2)

0Participation fees Sponsorship fees

01,000,000
00001,000,000

Other grants
XXX Foundation
500,0000

500,00000

0500,000000This amount should be the same as the total income budget*2.

(1)＋(2)4,000,000

6,780,000

3,500,000

3,000,000

Incomebreakdown 1

Incomebreakdown 2

Incomebreakdown 3-23-Incomebreakdown 4This amount should be
the total amount of (1)expenses covered by
the JEC Fund Grant
and (2) expenses notcovered by the JEC
Fund Grant.

Sample 2: Income Breakdown
Income Breakdown
Income Breakdown 1
Budget item
Own funds

BreakdownAmount
6,780,000－¥6,780,000

Reserve fund

Total
Income Breakdown 2
Budget item
Participation fees

Breakdown$250 x ¥100 x 100 participants$200 x ¥100 x 50 participants－¥3,500,000

BreakdownAmount

Total
Income Breakdown 3
Budget item
Sponsorship fees

Amount2,500,000
1,000,000$10,000 x ¥100 x 3 sponsoring organizations

3,000,000

Total

－

¥3,000,000

Income Breakdown 4
Budget item

BreakdownAmountOther grants

Grant of XXX Foundation

500,000

Total－¥500,000

Sample 3: Expenditure Breakdown
Expenditure Breakdown
Expenditure Breakdown 1
Budget item
Printing and binding
expenses

Breakdown
Leaflet: $1 x ¥100 x 10,000 copies

1,000,000

Program: $10 x ¥100 x 500 copies

500,000

Poster: $2.5 x ¥100 x 2,000 copies

Expenditure Breakdown 2
Budget item

¥2,000,000

BreakdownAmount7,000,000$7,000 x ¥100 x 10 days

Total
Expenditure Breakdown 3
Budget item－

¥7,000,000

BreakdownAmountAsia $500 x ¥100 x 2 x 11 persons
Travel expense

1,100,000

Six persons come from Asia and return to North America($500 x ¥100 + $1,000 x ¥100) x 6 persons
Europe $1,000 x ¥100 x 2 x 5 person

Total

500,000－

Total

Hall rent

Amount－900,000
1,000,000¥3,000,000-24-Expenditure Breakdown 4
Budget item
Accommodation
expenseBreakdown$180 x ¥100 x 20 persons x 3 nights

1,080,000$100 x ¥100 x 25 persons x 3 nights

750,000$50 x ¥100 x 10 persons x 3 nights
Total

Amount－150,000¥1,980,000(2) Instructions for filling in the income and expenditure columns in the Fund Allocation Table(i)
The names and categories of expense items in the sample form above are shown for reference purposes only. You
may use your own expense item names and categories to fill in the form based on your project budget.
(ii)
Please specify which income sources are applied to which spending budgets. This information is required for each
expenditure item for “expenses not covered by JEC Fund Grant” and for the subtotal of the spending budget for“expenses covered by JEC Fund Grant”.
(iii) “Other grants” should be allocated to “project expenses not applicable to JEC Fund Grant.”(iv) Budget amount should be indicated in Japanese yen.
(v)
Please make sure that the total income amount is equal to the total expenditure amount. You are therefore required tobring the difference in amount between total income and total expenditure to zero by adjusting the amount of “ownfunds” or that of “project expenses not applicable to JEC Fund Grant.”(vi) The same amount should be entered in the “total spending budget” and “total income budget” (■ sections).
(vii) The amount of the “JEC Fund Grant” (■ section) should be less than half of the subtotal of the “project expenses
applicable to JEC Fund Grant” (■ section). The amount of the “JEC Fund Grant” shown in the above sample is¥4,000,000, which is the upper limit applied to an international conference.
(viii) Do not enter any income, including balance brought forward.
(3) Income(i)
JEC Fund Grant
The subtotal amount of the “JEC Fund Grant” should account for less than half of the subtotal of the “project expenses
applicable to JEC Fund Grant.”(ii)
Own funds
If you have your own funds that can be allocated to the project, please indicate the amount of such funds, provided thatsuch funds should be distinguished from the following incomes:(a) Participation fees(b) Sponsorship fees(c) Company or personal donation(d) Other grants(iii) Participation fees
If income is generated from admission fees or participation/registration fees, please indicate the amount.
(iv) Sponsorship fees
If income is generated or expected to be generated from sponsorship fees or personal donation, please indicate the amount.
(v)
Other grants (Please refer to page 8.)
Please specify the name of the organization to which you have applied or are going to apply for a grant other than
COJWE.
“Other grants” refer to grants offered by the Japanese national government, prefectual governments, municipal
governments, and other public bodies similar in nature to these governments.

-25-

(4) Expenditure(i)
Please be aware of the distinction between “project expenses applicable to JEC Fund Grant” and “project expenses
not applicable to JEC Fund Grant” shown above when filling in each column.
(ii) Please attach the Expenditure Breakdown form to give detailed information on the “project expenses applicable to
JEC Fund Grant.”(iii) Expenditure Breakdown(a) Travel expense
Please note that the upper limit of travel expenses covered by JEC Fund Grant varies depending on the region of
departure and the destination of the return trip. Please refer to the following example to complete the form.
(Example) Eleven persons come from and return to Asia, six persons come from Asia and return to North America,
and five persons come from and return to Europe.

Expenditure Breakdown 3
Budget item

Travel expense

Breakdown
Asia $500 x ¥100 x 2 x 11 persons
Six persons come from Asia and return to North America

Amount1,100,000($500 x ¥100 + $1,000 x ¥100) x 6 persons

900,000

Europe $1,000 x ¥100 x 2 x 5 person
Total

1,000,000¥3,000,000(b) Accommodation expense
Please note that up to ¥18,000 is covered by the JEC Fund Grant per night. Please refer to the following example tocomplete the form.
(Example) ¥18,000, ¥10,000 and ¥5,000 rooms are reserved for 20, 25 and 10 persons respectively for three nights.
Expenditure Breakdown 4
Budget item
Accommodation expense
Total

Breakdown$180 × ¥100 × 20 persons ×3 nights$100 × ¥100 × 25 persons ×3 nights$50 × ¥100 × 10 persons ×3 nights－

Amount
1,080,000
750,000
150,000¥1,980,000

If “project expenses not applicable to JEC Fund Grant” include any of the following expenses, each category of such
expenses should be distinguished from other expenses and shown in an independent column. While the sample form
has columns for “secretariat costs,” you may use different terms for such expenses as far as such terms can clearly
indicate the nature of the expense, which falls into one of the following categories.
(a) Expenses for secretariat personnel and agency services(b) Expenses to purchase equipment for secretariat(v) Contingency reserve may be included in the “expenditure” column only if it is intended to cover unexpected
expenses that may arise during the implementation of the project for this year. If you include in the “expenditure” thereserve intended to cover expense for a future project, the amount of the JEC Fund Grant to be awarded will be
reduced.
(vi) If the project involves both personnel invitation and dispatch, specify each amount separately in the “Breakdown”
column of the “Expenditure Breakdown” form as “budget for personnel invitation” and “budget for personnel
dispatch.”(vii) If the project involves both domestic and foreign operations, specify each amount separately in the “Breakdown” and“Amount” columns of the “Expenditure Breakdown” form.
(viii) If there are other budget items than those shown in the sample forms, please indicate such items.
(iv)

-26-

6. Attachmentsi)
Articles of incorporation, bylaws, company rules and other documents showing financial conditions of the applying
organization.
ii)
Documents showing the outline of the activities of the applying organization(Example: Brochures showing the activities, leaflets of past undertakings, newspaper articles, etc.)
Printed copies of profile, management policy, board members’ list and other relevant information of the applying
organization shown on its official website.
iii)

Completion drawings etc., when making an application under the category of “the construction or enhancement of a
facility”

Note: Please avoid attaching materials that are too thick or too large.

-27-

Fund Section, General Affairs Department
Commemorative Organization for the Japan World Exposition
1-1 Senri Banpakukoen, Suita, Osaka 565-0826
Phone: +81-6-6876-5581
Facsimile: +81-6-6877-3338