Program Guidelines

These are guidelines for a program in which the National Center for Art Research (“Center”) supports organizers of international exhibitions held outside Japan based on the below nature of support (“Program”) with the aim of enhancing the international activities of Japanese artists and contributing to the advancement of the international value of Japanese art (“Guidelines”).
1. Nature of Support
Aiming to raise the international reputation of Japanese artists, the Center will provide partial or full expense support to organizers of international art exhibitions held outside Japan such as Biennales and Triennales (“International Art Exhibitions” irrespective of the exhibition title) in which Japanese artists participate. The maximum amount of support per artist is 3.5 million Japanese yen. If multiple Japanese artists participate, the maximum amount of support is 7 million Japanese yen per International Art Exhibition.

2. Duration of Support
International Art Exhibitions that will begin between April 1, 2026 and March 31, 2027.

3. Eligible Projects
This program supports International Art Exhibitions that are held outside Japan with participation of Japanese artists and are widely recognized as having a strong international reach.
For the purposes of projects to be supported (“Projects”), the term “Japanese artists” refers to artists with strong ties to Japan and includes naturalized Japanese artists, deceased Japanese artists and artists who present outstanding artwork incorporating Japanese elements, irrespective of nationality or locations (“Artists”).
For the purpose of the projects, “International Art Exhibitions” refers to international art exhibitions, such as Biennales, Triennales or otherwise, that are scheduled to be recurring exhibitions, are open to the public and include the participation of artists from multiple countries and regions, irrespective of the frequency of the hosting of the exhibitions by the exhibition organizers. The following types of exhibitions listed in “Projects Not Eligible” are not eligible for the application of support funds.

Projects Not Eligible
A) Projects for which the International Art Exhibitions applied for are non-recurring exhibition/group exhibitions or travelling exhibitions/group exhibitions with the same contents held over multiple years and in multiple regions.
B) Projects for which the International Art Exhibitions applied for are for profit, such as those for the sale and purchase of artwork.
C) Projects for which the International Art Exhibitions applied for are held for the purpose of donating to a charitable organization, etc.
D) Projects for which the International Art Exhibitions applied for are for religious or political propaganda and advocacy.
E) Projects for which the International Art Exhibitions applied for are recognized to be related to money laundering, terrorism, anti-social forces, etc.

4. Application Eligibility
Organizers of International Art Exhibitions for the Projects held outside Japan with participation of Japanese artists defined in 3 of the Guidelines, who have established an independent secretariat system to decide and execute the decisions of organizations, has an accounting organization to conduct accounting and auditing by themselves, has held exhibitions and International Art Exhibitions of contemporary art in the past and can comply with “9. Obligations and Requests following Selection for Support” and other matters stated in the Guidelines are eligible to apply. Note that organizations and groups belonging to governments (administrative organs and other national organizations) cannot apply.
* As a general rule, the number of applications that can be submitted by the same applicant organization is only one per duration of support.
* Applications are accepted even if the participation of Japanese artists has not been finalized. However, if it is ultimately decided that No Japanese artists participate, the decision to support the organizers of the international art exhibition will be cancelled.
When Receiving Other Grants or Contributions
Applications may be accepted even if the Projects receive grants, subsidies, sponsorships, etc. from other public and private support organizations in Japan (government agencies, public corporations, incorporated administrative agencies, local governments, private enterprises, foundations, etc.). However, if the use of such grants, subsidies, sponsorships, etc. is limited to a specific expense item, it is prohibited to receive duplicate support funds from the Program for the same expense items.

5. Amount of Support Funds and Eligible Expense Items
Support funds are provided for a partial amount or the full amount of the following expense items.
* The maximum amount of support per artist is 3.5 million Japanese yen. If multiple Japanese artists participate in the same International Art Exhibition simultaneously, the maximum amount of support per International Art Exhibition is capped at 7 million Japanese yen. Note that taxpayers are asked to please follow the tax rules and procedures for tax payments applied to the applicant’s place of residence.

A) Exhibition and Installation Costs
* Expenses for the preparation of exhibiting artwork are covered.
* Venue construction costs, setup/removal personnel costs (In cases of Artists who take part in the setup/removal process, Artists are excluded from receiving setup/removal personnel costs), spatial configuration costs, etc. are also eligible.
B) Artwork Transportation Costs
* The cost of transporting artwork between Artists’ residence or the sites where artwork is preserved, and the sites of International Art Exhibitions is eligible.
* Transportation insurance premiums and transportation crate preparation costs are also eligible.
C) Recording, Photography and Catalog Production Expenses
* Expenses for recording and photographing the artwork and producing catalogs for exhibitions (only the parts pertaining to Artists) are eligible.
* Translation, editing, design, printing and distribution costs (only the parts pertaining to Artists) are also eligible.
D) Travel Expenses for Research and Setup/removal
* Travelers include Artists, assistants, specialists, etc.
* When using flights, support funds are provided for discounted round-trip economy class airfare using the shortest route between the travelers’ residences and International Art Exhibition sites.
* When applicants decide to leave or return to a city other than their place of residence, as a general rule, the cost of travel expenses cannot be paid in full. Please consult with the Center in advance.
* Applicants are not allowed to apply with a schedule that is significantly different from the schedule required for setup/removal.
* Accommodation expenses will be paid within the limits of common sense in consideration of prices and other conditions at the International Art Exhibition site.
* For other important points of note, please check the [Attachment] Supplementary Information on Handling Expenses, which will be displayed before submitting this form.
E) Advertising and Promotion Expenses
* Expenses related to publicity for Projects, such as publication in media (only the parts pertaining to Artists) are eligible.
* Applicants are required to specify the types of media and methods of promotion in case their publicity/advertisement plans are primarily focused on Artists rather than the International Art Exhibition as a whole.
F) Other Expenditures Deemed Appropriate by the Center as Prescribed in 6 of the Guidelines
* Consumables less than 100,000 Japanese yen including tax per item are covered.
* Applicants who wish to receive support for expense items that do not fall under any of the above are asked to specify the details and reaso
Expense Items Ineligible for Support
Expense items that fall under the following cannot be accounted for

○Fees for Artists, per diem, etc. ○Secretariat operating expenses ○Venue expenses ○Cost of purchasing software, etc. ○Expenses related to tour conductors, guides, doctors, etc. ○ Expenses related to Artists’ families (excluding case where they are acting as an assistant) ○Travel document preparation fees ○Visa acquisition expenses ○Travel agency fees ○Gasoline and other fuel expenses ○Rental of privately-owned vehicles for Artists, etc. ○Management fees ○Various types of insurance including overseas accident insurance and personal property insurance (excluding “B) Artwork Transportation Costs” under “5. Amount of Support Funds and Eligible Expense Items” of the Guidelines) ○Expenses related to receptions and parties ○After-party expenses ○Expenses related to food and drink ○Cost of commemorative goods ○Office supply expenses, miscellaneous expenses, reserve expenses and negotiation expenses ○COD fees, bank transfer fees and other handling fees ○Expenses related to exhibitions in countries and regions that do not have diplomatic relations with Japan (*When applying for a project related to Taiwan, please consult in advance.) ○Expenses for which other Japanese grants, etc. were separately received. ○Cost of purchasing equipment, materials, etc. that are durable for 1 year or more or are worth 100,000 Japanese yen or more including tax per item ○Other expenses determined by the Selection Committee as prescribed in 6 of the Guidelines as being ineligible for support.
6. Application, Selection and Payment Process
(A) Please fill out the required items on the online application form exclusively designated for the Program, which you can access by clicking the “I agree” button at the bottom of this page, please submit your application form together with supporting documents, including budget plan, the most recent income and expenditure statement for the Project. If the Artist does not have Japanese nationality, please specify the relationship between the Artist and Japan in the application form. Application form and supporting documents must be written in English. Documents in other languages should either be translated into English or submitted with a summary written in English. The Center will send you an "Application Receipt Confirmation Email" within 3 business days after the Center confirms receipt of your documents. Please be sure to confirm the email.
(B) The Center carefully reviews the contents of applications and hosts Selection Committee meetings that invite outside members to evaluate the Projects. Applicants will be notified of the selection results by September 30, 2025, irrespective of whether they were selected.
* The Center will not answer any inquiries about the selection results and/or the details of the selection.
(C) As a general rule, support funds are paid to the organizer of International Art Exhibitions after receipt of an invoice submitted following the complete finalization of expenses. If the exhibition period extends across the fiscal year of the Center (April to March of the following year), the support funds will be disbursed over two fiscal years. In such cases, the organizer shall submit the receipts of an invoice for expenses incurred up to March 31 to the Center by mid-April, and the funds will be paid accordingly.
Applicants who request an advanced payment before the opening date of the exhibition are required to specify the items and requested amounts at the time of applications. Once selected, the organizer is required to submit an official estimate, based on which payment will be made approximately 1-2 months before the opening of the exhibition (advanced payment may not be available depending on the exhibition schedule). Advanced payment can only be made for expenses incurred within the Center’s fiscal year. If the exhibition period spans multiple fiscal years, a separate application for advance payment must be submitted for each fiscal year.
While the grant is, in principle, paid to the organizer of the international exhibition. However, with regard to expenses related to the exhibition and installation of works, transportation of works, and travel, upon the applicant’s request, if there are justifiable reasons for determining that payment directly to the artist is more appropriate than payment to the organizer, the grant may, as an exceptional measure, be paid directly to the artist. Please indicate that at the time of application if applicable.
* Even for eligible expense items, receipts or other documents serving as proof of payment must be submitted to process payment. Please bear in mind that payment cannot be made without these required documents, including cases of lost documents.
7. Selection Policy
The Selection Committee organized by the Center makes a comprehensive evaluation based on the following points, and the Director of the National Center for Art Research will make the final decision whether to select or reject applications. Note that if the Selection Committee members take any part in International Art Exhibitions for which applications were submitted to the Center, those Committee members shall not be involved in the selection process.

Regarding Project Entities and International Exhibitions
A) Project feasibility: A stable operational structure and financial condition can be confirmed.
B) Appropriateness of budget planning: The scale of Projects is appropriate in regard to their budget and schedule.
C) Uniqueness and innovation of exhibition theme and curation: Projects aim to create new value through art that echoes the ideals of society today.
D) Regional Diversity and Emerging Initiatives: In addition to regional diversity, the exhibition demonstrates innovative approaches in its organizational framework, including originality in the structure of the international exhibition and unique efforts in collaboration with local communities.

Regarding Artists
A) Artists have a track record of past activities that can be highly evaluated and are expected to play an active role on the international stage in the future.
B) Artists excel in terms of expression techniques and concepts and are a driving force in the contemporary art scene in Japan.
C) The timeliness of support provided is recognized as a milestone or turning point for Artists.

8. Revision of Support Amount and Revocation of Support following Post-Selection Changes
After Projects have been selected, if any changes arise to the contents of the application or if any circumstances affect the implementation of Projects, please contact the Center immediately while the issues are still under review, before making a final decision. The Center will decide whether to accept the changes, after confirming with the Selection Committee if necessary. Depending on the nature of the changes, the amount of support funds may be modified, or support may be canceled thereafter. The support may also be revoked if any misconduct is identified. The Center may likewise revoke the support if any irregularities in the application are confirmed.
If the organizer is required to return all or part of the support funds due to the changes or cancellation, an additional charge calculated at the annual rate of 3.0% on the amount to be return, corresponding to the number of days from the date of which repayment is instructed until the date of payment, must be paid to the Center. Furthermore, if repayment is not made by the designated due date, a delinquency charge calculated at an annual rate of 3.0% on the unpaid amount (including the additional charge), corresponding to the number of days from the day following the due date until the date of payment, must be paid to the Center.

Changes in Amount of Support Following Advanced Payment
If support funds already paid with the condition of being an advanced payment amount exceed the finalized amount of expenses, the excess amount must be refunded to the Center in accordance with the Center’s instructions. If the organizer is required to return all or part of the support funds due to the changes or cancellation, an additional charge calculated at the annual rate of 3.0% on the amount to be return, corresponding to the number of days from the date of which repayment is instructed until the date of payment, must be paid to the Center. Further
9. Disclosure of Information Related to Selection
A) Overviews of selected International Art Exhibitions will be published on the Center's website. Information that includes participating artists and artwork may be disclosed over the Center's various social media accounts, in its reports, and so forth.
B) When a request for disclosure is made pursuant to the “Act on Access to Information Held by Incorporated Administrative Agencies, etc.” (Act No. 140 of 2001, Japan), the submitted application will be disclosed except for the non-disclosure information provided for in the same Act.
10. Obligations and Request following Selection for Support
A) In catalogs, websites, social media, posters, on-site signs, it must be clearly indicated that support funds under this Program were received, and the logo provided by the Center must be placed in accordance with the manual of logo usage guideline. Additionally, please provide advertising images of selected projects and each artist for the Center’s public relations activities. The Center may ask applicants to cooperate with inspections and surveys that it conducts.
B) Within two months after the end of the exhibition period, applicants must submit a results report (any format acceptable) that includes an overview of the Project, outcomes, and photographs. Results reports should include an accounting report pertaining to supported expenses and documents serving as proof of payment (invoices and bank transfer particulars or receipts).
C) Please provide the Center with two copies of catalogs for supported Projects.
D) In the event of misconduct related to the receipt or use of support funds, measures such as cancellation of the grant of support funds, an order to refund them (including additional fees and late fees) and other measures such as suspension of application eligibility for a certain period of time may be taken. In some cases, criminal penalties may be imposed.

11. Handling of Personal Information
A) In accordance with the “Act on the Protection of Personal Information” (Act No. 57 of 2003) and the “National Museum of Art Regulations on the Protection of Personal Information”, the National Museum of Art manages personal information stated in application documents responsibly and appropriately and collects, uses and manages that information for the purposes specified in the following items.
B) The purpose of using the personal information stated in application documents is as follows.
i) To review whether to select Projects for support.
ii) To conduct post-evaluations of Projects and the Program.
iii) To have the Center's Program personnel to contact applicants.
iv) To disclose Projects and the Program on the Center's website and various social media accounts, in reports, etc.
v) To operate various events related to Projects and the Program.
vi) To utilize in initiatives such as the building of databases at the Center.
vii) To provide notification regarding other National Museum of Art projects.
viii) To serve as a reference for future policy planning.
ix) For other matters incidental to the above.
C) For information on efforts by the National Museum of Art to protect personal information, please visit the following website. (Japanese only)
https://www.artmuseums.go.jp/corporate_info/rule
12. Matters to Bear in Mind
A) The content and conditions of the decision to grant support funds may be changed or cancelled if the Selection Committee determines that there is a material change in the facts on which that decision was based, such as facts concerning application eligibility listed in 4 of the Guidelines or facts falling under the grounds listed in 6 of the Guidelines.
B) If International Art Exhibitions are cancelled due to natural disasters, epidemics (such as COVID-19), war, military conflict or another force majeure, or if Artists are unable to participate in International Art Exhibitions, the content and conditions of the decision to grant support funds may be changed or cancelled.
C) From the standpoint of preventing serious accidents, the Center asks that applicants collect appropriate information, take necessary safety measures, and thoroughly check the safety of artwork when exhibiting it.

13. Governing Law and Court of Jurisdiction
A) The Guidelines are governed by and construed in accordance with Japanese law.
B) All disputes concerning the Program and the Guidelines shall be settled in the Tokyo District Court as the court of first instance with exclusive jurisdiction.

14. Upload Destination for Application Form
https://www.surveymonkey.com/r/NCAR2026-1
*The link leads to this page. Application form follows below.

Question Title

If you agree to the terms and conditions of this program guidelines as written above, please check the "I Agree." button and click "Next" to submit your application. You will be redirected to the application page.
*Please download the budget breakdown template here.

 
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