Vendor Agreement for Japan Street Fair 2025
All participating vendors must comply fully with the terms and conditions outlined in this Agreement. Any breach of these terms may result in fines, disqualification from the Event, or prohibition from future events.
Japan Street Fair will be operated under a unique management structure distinct from the regular JAPAN Fes. All vendors are required to understand and strictly adhere to the provisions of this Agreement.
1. Participation Requirements
The Vendor shall comply with all terms and conditions set forth in this Agreement.
Violations may result in a $1,000 fine and disqualification from current or future events.
2. Event Details
Weather: Rain or shine
Date and Time: May 10, 2025, from 11:00 AM to 5:00 PM
Setup Time: 9:00 AM to 11:00 AM (vehicle re-entry permitted from 9:00 AM/vehicles must exit by 10:00 AM)
Dismantling Time: 5:00 PM to 6:30 PM (vehicle re-entry permitted from 5:00 PM)
Delivery Route: Columbus Ave side
The Vendor delivers the vehicle from the Columbus Ave side. Aforward will send you a delivery permit in advance.
The Vendor prints it out and places it in front of the vehicle's windshield. (It may be checked when entering the street.)
Once the delivery is complete, The Venfor promptly removes the vehicle from the street.
The Vendor ensures that it fully withdraws from 72nd Street by the load-out time.
The Vendor must be noted that parking is not allowed on 72nd Street.
3. Booth Requirements
Booth Size: 10 ft x 10 ft
Banner Size Limit: 10 ft x 4 ft
Flagpole Height Limit: 6 ft (no higher than 13 ft from the ground)
Vendors must bring their own tents, tables, chairs, water, and necessary supplies
Booth transfer is prohibited
4. Mandatory and Prohibited Items
Mandatory:
Sale of Japan-related items
Tasteful Japanese cultural items and clearly labeled Japanese menu items
Cooperation in displaying the Japanese national flag and JAPAN Fes flag
Prohibited:
Counterfeit/imitation goods, alcohol, raw food, unauthorized speakers
Multiple customer lines (only one line is allowed)
Booth transfer or sharing among vendors
5. Required Documents and Preparation (Due by April 17, 2025)
NYS Certificate of Authority
NYC Health Department Permit (H25 or H15)
Food Handler’s License
G23 License (if using propane)
Certificate of Insurance (min. $1,000,000 per incident, $2,000,000 aggregate)
6. Health and Safety Compliance
Use of sneeze guards and adherence to health regulations is mandatory
Metal propane hoses and generator refueling are prohibited
Fire extinguishers must be placed inside the tents to ensure fire safety.
7. Sales and Reporting
Any changes must be approved in advance by Aforward
Submit POS data (PDF, JPEG, screenshot) and cash collection info by May 17, 2025
8. Payment Terms
Payment for rental equipment is due by May 3. Cancellations 7 days or more in advance will be fully refunded; no refund for cancellations within 6 days of the Event.
Invoices will be issued after sales reporting. Payment must be made within one week of invoice receipt, and no later than May 31.
Late payments incur a 10% fee; credit card payments made 3 days late will incur a 13% surcharge
Cancellation on the day of the Event will result in a $1,000 penalty
In addition to the above, failure to comply with the guidelines set forth by the Health Department or Fire Department may result in a fine of $1,000. Furthermore, should any actual damages arise from such non-compliance, the responsible party shall be liable for full compensation of the resulting losses.
9. Waste Management
Vendors are responsible for cleaning their booth area and disposing of all waste upon departure
On-site inspections may be conducted by the organizer
In the event that the street is soiled due to inadequate cleaning, a fine of $1,000 shall be imposed. Furthermore, should any actual damages arise as a result of penalties or sanctions imposed by the authorities, the responsible party shall be held liable for full compensation of such damages.
10. Insurance and Liability
Vendor shall be fully responsible for its staff, inventory, equipment, booth space, and any rented items
Insurance: Vendor, at its own expense, shall maintain insurance with financially sound and reputable insurers, including but not limited to:
Commercial General Liability Insurance: Minimum $1,000,000 per occurrence, $2,000,000 aggregate, including bodily injury, property damage, product and completed operations, and advertising liability, with contractual liability coverage for Aforward.
Workers’ Compensation Insurance: At least the minimum required by applicable law.
Vendor shall name Aforward as an additional insured and provide a Certificate of Insurance to Aforward (37-39 CRESCENT ST, LONG ISLAND CITY, NY 11101).
11. Additional Conditions
Booth setup must remain within the assigned area
Do not obstruct walkways or neighboring booths
Vendors must comply with all relevant laws and regulations
Application does not guarantee participation; subject to approval
The organizer reserves the right to reject or remove inappropriate products
12. Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of New York. Any disputes shall be subject to the exclusive jurisdiction of the courts located in the State of New York
13. 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.
Vendors must install sneeze guards and prepare other health-related equipment in compliance with local health regulations.
At the end of the festival, vendors must fully clean up their area and dispose of any garbage in the available garbage dumps.
Organizers may conduct on-site inspections regarding waste management compliance.
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 11:00 am, remain set up until 5:00 pm, and must be manned at all times. If the setup is not completed by 11:00, a late fee of $1,000 will be imposed. .
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. Failure to submit the required documents by April 17th shall result in cancellation of participation. The organizer shall not be liable for any reimbursement or compensation, regardless of any costs incurred by the participant in preparation for the event.
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.
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 $1000 will be imposed. We kindly request your cooperation in creating the rules and regulations for the event.
Menu and Price
Please submit all menus and prices before April 17th in 2025. 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.
Please Provide Information on Procurement Traceability and Preparation Locations.
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 10:00, 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 (Reception booth).
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.