Local Participants' Guidelines
Rain or Shine!
In case of rain: Bring a cover to protect your products from getting wet.
In case of wind:- Use a device to prevent your products from being blown away.
Event hours: 10AM - 6PM
Preparation time: 9AM - 10AM (Vehicles can be brought in between 9:00 AM and must be moved out by 9:30 AM)
Cleanup time: 6PM - 7PM (Vehicle access allowed from 6PM)
Booth size: 1 booth, 10 feet x 10 feet (3 meters x 3 meters)
Banner size: Maximum size 10 ft x 4 ft / Nobori: Maximum size 6 ft. Nobori must be displayed at a height of 13 feet or below from the ground (lower than the Japanese flag).
There may be a possibility of using only one banner per vendor if you are participation as a contest vendor.
Prohibited products: Fake, imitation, alcohol, and raw food
Promotion: Decorate your booth to make it easy for customers to understand your products, using items like product photos and prices, and impactful displays. It's important to make your offerings easily comprehensible to attract customers.
For food vendors, please send us these documents one month before the event you're applying for:
- NYS Certificate of Authority
- NYC Health Department Food Establishment License H25 (H15), FS Restaurant License, or Temporary Food Service Establishment Permit (TFSE)
- New York Food Handlers License
- Remember to bring a fire extinguisher and an original Qualifying Certificate in Food Protection.
For non-food vendors, please send us this document one week before the event:
- NYS Certificate of Authority
- Temporary Street Fair Vendor Permit
- Remember to bring the Temporary Street Fair Permit on the day of the event.
*If you cannot prepare the above licenses, please let us know. We will help you.
Garbage: Please carry your trash to the designated garbage area in the corner. Use black plastic bags for garbage and transparent plastic bags for recycling. For oil disposal, soak it up with newspaper or a similar material before discarding. Please do not dispose of any leftover ingredients or food on the streets. We kindly request that everyone takes their leftovers home with them.
If you rent anything other than tents, tables, chairs, and generators from JAPAN Fes, please come to the JAPAN Fes booth to pick them up and return them.
For the ramen contest vendor, only the equipment approved by the organizer can be used.
For Contest:
・The sale price will be uniformly set at $15.
・Contest participating stores are limited to one product per entry.
・Contest rules: The winner will not be determined by the number of sales, but by a popular vote by general customers. The announcement of the winner is scheduled for 6 PM on the second day.
・The voting rules for the contest have been chosen as the best method, and we do not accept requests from each store.
・Spreading the contest voting link is strictly prohibited. If any fraudulent activity is discovered, such as the distribution of the contest voting link on social media, rankings will be revoked.
・Regarding the announcement of the contest results, we keep it confidential as a rule, considering things like damage to the reputation of those who did not win the contest. Although the contest results are confidential, if you ask the organizer directly, we will verbally tell you the number of points (only for the top 3 teams).
・All contest participants are required to participate in influencer marketing.
TEAM JAPAN Fes REGULATION
All vendors must meet our specified requirements to be accepted.
The event organizing committee reserves the right to limit the number of vendors selling similar items or services.
All booths must bring all supplies required to operate for the day, including tables, tents, chairs, water, and other equipment. Food vendors must prepare a tent to operate. A rental option is available if needed.
At the end of the festival, vendors must fully clean up their area and dispose of any garbage in the available garbage dumps.
Vendors shall not use any sound amplification system, loudspeaker system, or anything that might interfere with sound activities on the event festival grounds without approval from organizers.
Vendors must be set up by 10:00 am, remain set up until 6:00 pm, and must be manned at all times. If the setup is not completed by 10:00, a late fee of $150 will be imposed.
On the morning of the event, please provide one product for SNS promotion.
A vendor application form does not guarantee vendor space at the event. It is a request only for participation and space, subject to our approval. We prioritize vendors offering Japanese menus.Please do not sell out of the Japan collaboration products as customers come to JAPAN Fes specifically for them. If they sell out repeatedly, it could result in the possibility of not being able to participate in the festival.
All vendors must follow an ethics code. Products requested to be sold or displayed must be tasteful. Vendor coordinators will use good judgment in reviewing and approving products. Event producers reserve the right to decline a product if deemed unsuitable or inappropriate. Street fest Management retains the right to remove products at any time.
You are only allowed to form one line for sales. All vendors are prohibited from forming two lines. Please cooperate with the management to ensure that the number of customers picking up goods does not exceed five groups.
All vendors need to cooperate in setting up the Japanese flag and JAPAN Fes flag with our team.
All booths are non-transferable.
After completing the application form, we will send you an invoice. Your application will be complete once you pay the $100 deposit fee within one week. If you delay the deposit payment, you must reapply, and the fee may change (e.g., early bird is already finished when you apply again). Please ensure you do not make late deposit payments. The remainder of the participation fee must be paid at least one month before the event date.
Cancellation Policy:
- Booth fee: No refunds unless the event is canceled by NYC due to a weather warning.
- Rental equipment fee: Full refunds for cancellations made seven days or more in advance of the event date. No refunds within six days of the event.
If you cancel on the day of the event, a penalty of $150 will be imposed. We kindly request your cooperation in creating the rules and regulations for the event.
Payment
①No fee will be charged if payment is made by the due date.
②A late fee of 10% will be charged for payments made after the due date.
③Credit cards will be charged with a 13% fee if payment is made 3 days after the due date.
Failure to provide credit card information will result in the cancellation of your spot.
④Vendors who have applied for the next event but have not made the payment will not be permitted to participate. Please note that deposits will not be refunded in case of rule violations.
Menu and Price
Please submit all menus and prices within 1 week. If you have already submitted, you do not need to submit again unless there are changes. Any changes to the menu require approval from JAPAN Fes.
Japan flag
We kindly request that only the Japanese flag be displayed at this event, as it represents our commitment to showcasing Japanese culture. In line with our festival's ethos of embracing both traditional and contemporary aspects, we appreciate your understanding that our aim is to create a harmonious blend of Japanese and international influences. The use of flags from other countries is not permitted to maintain the authenticity and cultural integrity of the festival.
As part of the decoration for JAPAN Fes, there is a possibility that we may display the Japanese flag on the tents. We kindly request your cooperation in supporting this effort.
Japanese item
To ensure a unified experience, vendors are kindly requested to prominently feature their Japanese-related items in their menu. This will help customers easily identify and enjoy the variety of Japanese products available, enhancing the overall cultural experience.
Please update your menu to include any Japanese items that are currently not listed, ensuring a comprehensive overview of the event's diverse Japanese-inspired products. Non-compliance with this guideline may affect future event participation.
Vendors are also encouraged to prepare an ample quantity of their Japanese-related items to meet the demand of festival attendees and prevent disappointment from sold-out items.
Fire Extinguishers & Propane hoses
Please have the appropriate fire extinguisher accordingly. If you are using a deep flyer, you need to have a class K fire extinguisher. If you are using propane, it is illegal to use metallic hoses at an outdoor event.
Additionally, please be aware that refilling generators at outdoor events is also prohibited by law. Please comply with these regulations to maintain a safe environment. If there is a lack of appropriate digestion equipment and emergency arrangements need to be made by the event organizers to ensure smooth operations, an emergency response fee of $150 will be charged.
Road In
Please note that the road in is designated for drop-off purposes only. After 9:30, it will no longer be possible to use this area for drop-offs. We kindly request that you do not park in this area for more than 20 minutes to ensure smooth event logistics and a punctual start at 10 o'clock. Your cooperation is greatly appreciated.
Vendor Line Control
If there are more than 20 people, we will send our team members to control the line. If you require line control and our team members are not present, please reach out to our team for assistance.
JAPAN Fes Staff
If our staff members are wearing JAPAN Fes T-shirts, please allow them to buy from the back of the booth. Our team members have specific tasks to attend to, so please do not seek assistance without our permission. If you need help, please come to Honbu (JAPAN Fes reception booth).
Contest
All contest participants are required to participate in influencer marketing. Only one item for the contest will be sold at the specified vendor price.
Assigned space size should not be exceeded. Vendors must ensure that their booth and displays fit within the designated 10 feet x 10 feet (3 meters x 3 meters) area.
Walkways and neighboring booth spaces should not be infringed upon. Vendors should maintain clear pathways for attendees to navigate the event and ensure that their setup does not encroach on adjacent booths.
Compliance with applicable statutes, laws, ordinances, and regulations is required. Vendors must adhere to all relevant rules and regulations set forth by local authorities and comply with any permits or licenses necessary for their operations.
Vendor assumes liability for any rental equipment or infrastructure rented from JAPAN Fes. Vendors are responsible for the proper use and care of any equipment or infrastructure they rent from JAPAN Fes and will be held liable for any damages or loss incurred.
Vendors should completely clean their vending area prior to departure. It is the responsibility of each vendor to clean their booth space and dispose of any garbage in the designated areas before leaving the event.
Vendors should assume responsibility for the safety and insurance of their own staff, space, equipment, and inventory. It is the vendor's responsibility to ensure the safety of their personnel, booth space, equipment, and inventory. Vendors should have appropriate insurance coverage in place.
Vendor releases JAPAN Fes from liability for any injury incurred at the event and agrees to indemnify and hold harmless JAPAN Fes. Vendors acknowledge and accept that they participate in the event at their own risk, and they release JAPAN Fes from any liability for injuries or damages that may occur during the event.
Vendor assumes all risks for loss, theft, damage, liability, injury, cost, or expense during the event. Vendors are responsible for any losses, thefts, damages, liabilities, injuries, costs, or expenses incurred during the event and should take appropriate measures to mitigate these risks.
Vendor and its personnel are solely responsible for personal property. Vendors and their personnel are responsible for the security and safety of their personal belongings and property brought to the event.
In the event of cancellation or postponement due to unforeseen circumstances, JAPAN Fes shall have no liability to the vendor. If the event is canceled or postponed due to unforeseen circumstances, JAPAN Fes will not be held liable for any losses or damages incurred by vendors.
This Agreement is binding and governed by the laws of the State of New York. This agreement is legally binding and is governed by the laws of the State of New York. Any disputes or legal matters arising from this agreement will be subject to the jurisdiction of the courts in the State of New York.