Vendor Participation Guidelines

“The organizer ” refers to the official event operator of JAPAN Fes responsible for planning, communication, and enforcement of all event guidelines.

““The vendor” refers to any individual, business, or organization approved to operate a booth and conduct sales or promotional activities at JAPAN Fes.

Article 1: Scope and Purpose

These guidelines define the responsibilities and obligations of the vendor participating in JAPAN Fes ("the Event"). Although the Event is based in New York State, it may be held in various cities both within and outside the state. These guidelines apply regardless of the event location.

Article 2: Application and Approval

  1. The vendors must submit the designated application form provided by the organizer by the specified deadline. Submission does not guarantee participation.

  2. The organizer will review all applications and has sole discretion to approve or deny participation. Appeals will not be accepted. The vendor offering Japanese-themed menus will be given priority.

  3. Approved vendors must pay a $100 deposit within one week of receiving the approval notice. Failure to pay within this period will result in automatic disqualification. Late deposits will require resubmission and are not eligible for early bird pricing.

  4. The remaining balance of the participation fee must be paid no later than one month prior to the event.

  5. The $100 deposit is non-refundable under any circumstances if the vendor cancels for personal reasons.

  6. If a vendor cancels after confirmation, standard cancellation fees will apply.

Article 3: Event Schedule and Compliance

  1. Event hours, setup, and breakdown times may vary depending on the event. Detailed schedules will be provided within the application form and officially confirmed by the Organizer no later than one week before the event.

  2. As a general guideline, event operating hours are expected to be between 7 to 8 hours. Setup and breakdown times are typically scheduled for one hour before and one hour after the event, respectively.

  3. The vendor must strictly adhere to the final schedule provided by the organizer. A $300 late fee will apply if setup is not completed by the specified deadline.

  4. Booths must be staffed at all times during the event. Early teardown is strictly prohibited.

  5. The event will take place rain or shine. The vendor is responsible for preparing appropriate weather protection.

  6. Please note that for specific event times and procedures in each city, the schedule outlined in Appendix A shall take precedence.

Article 4: Booth Dimensions and Display Restrictions

  1. The vendor is required to bring their own tents, tables, chairs, water, and any other necessary supplies.

  2. The vendor must not exceed their assigned space or encroach upon neighboring booths or walkways.

  3. Standard booth dimensions are 10 feet by 10 feet. However, this may vary depending on the specific event. If any changes apply, the organizer will provide advance notice.

  4. The maximum banner size is 10 feet by 4 feet.

  5. Nobori flags or vertical banners must not exceed 6 feet in height and must be installed no higher than 13 feet from the ground.

  6. Contest vendors are permitted to use only one banner and offer one contest menu item.

Article 5. Mandatory and Prohibited Items

  1. Mandatory:

    1. Sale of Japan-related items

    2. Tasteful Japanese cultural items and clearly labeled Japanese menu items

    3. Cooperation in displaying the Japanese national flag and JAPAN Fes flag

  2. Prohibited:

    1. Counterfeit/imitation goods, alcohol, raw or improperly food, unauthorized speakers

    2. All products must be appropriate and of high quality. The organizer reserves the right to reject or remove any product deemed inappropriate.

    3. Multiple customer lines (only one line is allowed)

    4. Booth transfer or sharing among vendors

  3. Local rules and regulations specific to each city are outlined in Appendix A, and the Vendor is required to comply with them. Failure to follow these local requirements may result in disqualification from participation. 

Article 6: Required Documents

  1. The vendor must submit all required documents according to the event location no later than one month before the scheduled event date.

  2. Insurance-related documentation must be prepared and available by the day of the event.

  3. The vendor who fails to submit complete or timely documentation may be disqualified from participating in the event.

  4. Required Documents for the vendor, The vendor must submit the following to the Organizer. The specific documents required for each city are listed in Appendix B.

  5. Display or carry the requested permit and license on site and present it to the health inspector upon request.

Article 7: Safety and Sanitation Requirements

  1. The vendor must comply with all applicable health and safety regulations as required by local authorities.

  2. The use of sneeze guards or clear coverings to protect food from contamination is strongly recommended.

  3. Fire extinguishers are mandatory and must be placed inside each tent for accessibility and safety:

    1. An ABC-type extinguisher is required for all booths.

    2. A Class K extinguisher is required if using a deep fryer.

  4. The following actions are strictly prohibited:

    1. Use of metal propane hoses.

    2. Refueling generators during the event (prohibited by law).

    3. Using damaged electrical equipment

    4. Storing propane tanks improperly (e.g., without proper securing)

  5. If the organizer must intervene due to a vendor’s failure to meet safety requirements, a $150 emergency response fee will be charged.

Article 8: Clean-Up and Waste Disposal

  1. The vendor is responsible for keeping their booth area clean at all times and must restore it to its original condition upon departure. Food vendors are required to use a tarp.

  2. All waste must be properly disposed of in the designated areas. Trash must be sorted into black bags (for general waste) and transparent bags (for recyclables).

  3. Waste oil must be absorbed with newspaper or a similar material before disposal. Discarding leftover food or ingredients on the street is strictly prohibited.

  4. On-site cleanliness inspections may be conducted by the organizer. If the booth area or surrounding street is found to be inadequately cleaned, a $300 fine will be imposed.

  5. In the event that improper waste handling causes additional damage, fines, or penalties from local authorities, the vendor shall be held fully responsible for compensating any such losses.

Article 9: Operational Cooperation

  1. To ensure a unified cultural experience, vendors must prominently include Japanese-related items in their menu or products. This enables attendees to easily engage with Japanese culture and enhances the overall cohesion of the event.

  2. If the menu or products do not include Japanese-related items, the vendor is required to revise or update them according to the organizer’s instructions. Failure to comply may affect eligibility for participation in current and future events.

  3. The Vendor is encouraged to prepare sufficient quantities of Japanese-related products to meet customer demand and avoid frequent sellouts.

  4. The Vendor must comply with the Organizer’s ethics code. All products submitted for sale or display must be tasteful and culturally appropriate.

  5. The Organizer reserves the right to decline or remove any product deemed unsuitable or inappropriate at any time. The Vendor must follow all operational instructions provided by the Organizer. Unauthorized use of sound amplification, speaker systems, or any devices that interfere with event programming is prohibited.

  6. Only one customer line is permitted per booth. If more than 20 attendees are waiting, the Organizer will manage the line to maintain order. No more than five customer groups may wait simultaneously for order pickup.

  7. JAPAN Fes staff wearing official T-shirts must be served from behind the booth to avoid disrupting customer flow.

  8. For any questions or support during the event, the Vendor must contact the Organizer at the designated reception booth (Honbu).

Article 10: Publicity and Media Cooperation

  1. The vendor must cooperate with promotional activities, including social media and media coverage.

  2. The organizer may request one item for promotional use.

  3. The vendor who agreed to cooperate with influencer marketing is kindly requested to provide complimentary products (such as food or merchandise) to influencers or organizers invited by the event organizer.

    1. To ensure a smooth experience for all visitors, please hand over these items discreetly behind your booth or in an area that does not interfere with general visitor flow.

    2. Additionally, influencers wearing a VIP nameplate may require special treatment or hospitality, and we appreciate your support in providing such consideration when needed.

    3. Contest vendors are required to participate in influencer marketing.

  4. The vendor needs to cooperate in setting up the Japanese flag and JAPAN Fes flag with our team.

  5. The vendor is encouraged to display the Japanese national flag as a representation of cultural unity. The display of other national flags is generally discouraged. However, for the vendor whose concept blends Japanese and international elements (Wayo Secchu), the official Wayo Secchu logo provided by the organizer must be displayed in place of any national flag. This is mandatory for certified Wayo Secchu food in all cities except NYC and Paris, where it is a recommended standard.

Article 11: Menu and Sales

  1. Menus and prices must be submitted within one week of application. Any changes require organizer approval.

  2. The vendor is encouraged to include Japanese-related products. Menus that do not include such items must be revised. Failure to comply may affect future participation.

  3. The vendor must prepare sufficient inventory to avoid selling out.

Article 12: Sales Reporting

  1. Within the next day after the event, the vendor must submit the following:

    1. POS report (PDF, JPEG, or screenshot)

    2. Cash sales report (if applicable)

  2. Failure to submit will result in a $100 fine and may affect future participation.

  3. Repeated failure to report sales may result in permanent disqualification.

Article 13: Participation Fees

  1. The vendor must pay the fees designated by the Organizer.

  2. Commission is calculated based on the Vendor's submitted sales report after the event.

  3. If no sales report is submitted, the Organizer may estimate the amount and issue an invoice accordingly.

  4. Specific fee amounts and commission rates are provided in Appendix C.

  5. In case of any changes or updates, the amount listed on the invoice shall be considered the final applicable fee.

Article 14: Payment Terms

  1. The vendor must pay the full amount of their participation fee no later than one month before the event date. If the invoice is issued less than one month before the event, payment must be made within seven days of the invoice date or before the event, whichever comes first.

  2. Late Payments:

    1. 10% late fee for overdue payments

    2. 13% additional fee for credit card payments made more than 3 days late

  3. Failure to provide credit card information will result in forfeiture of participation rights.

Article 15: Cancellations and Refunds

  1. Participation fees and Deposit are non-refundable unless the event is officially canceled due to safety or weather conditions as determined by local government authorities or property owners.

  2. Equipment rental cancellations:

    1. Full refund for cancellations made at least 7 days prior

    2. No refunds for cancellations made within 6 days

  3. Cancellations on the day of the event will result in a $300 penalty.

Article 16: Liability and Insurance

  1. The vendor is responsible for managing their staff, equipment, products, and cash. All vendors are required to obtain and maintain appropriate liability insurance for the duration of the event.

  2. The organizer is not liable for any injury, theft, loss, or damage occurring during the event.

  3. The vendor and the staff are fully responsible for their own belongings.

  4. The organizer bears no liability for losses due to cancellations or postponements caused by force majeure.

Article 17: Governing Law and Jurisdiction

These guidelines are governed by the laws of the State of New York. All legal disputes related to the Event shall be subject to the exclusive jurisdiction of the courts located in the State of New York.


Appendix A: Local Rules

[Westchester County: New Rochelle]

Event Schedule:

  • 10:00 AM – 11:45 AM: Entry into the venue and setup (entry outside this time is prohibited, All vendors must complete unloading by 10:30 a.m. and promptly move their vehicles outside the venue to ensure smooth event operations and safety.)

  • 12:00 PM – 8:00 PM: Event hours.

  • 8:00 PM : Dismantling begins. (All vendors must complete booth takedown and clean-up by 9:45 p.m. Ensure the space is clean and all belongings are removed.)

  • Food Vendor Setup Requirements：

    • Safety

      • Any site using charcoal must have a metal can for safe removal of the charcoal.

    • Handwashing Facilities

      • Required: A handwashing station with warm water (43°C / 110°F or higher), soap, and paper towels.

      • Location: Must be near the food preparation and service area.

      • Alternatives: A portable handwashing setup with running water (pump-operated water tank is acceptable). Note: Frequent handwashing is required, even when gloves are worn.

    • Utensil Washing

      • Required: Either a three-compartment sink (wash, rinse, sanitize), or a sanitizing solution (e.g., 1 teaspoon of bleach per 1 gallon of water).

      • Maintenance: Regularly wash and sanitize food-contact surfaces (e.g., cutting boards, knives). Allow to air dry using paper towels or clean surfaces.

    • Wastewater and Trash Disposal

      • Wastewater: Must be collected in a wastewater tank and disposed of at a designated sanitary facility. Do not dump on the ground.

      • Trash: Use lidded garbage containers and empty them regularly to prevent pest attraction.

    • Key Focus Areas During Health Inspections

      • Functional hand washing station (with warm water, soap, paper towels).

      • Proper food temperature control (Cold: ≤ 4°C / 40°F, Hot: ≥ 60°C / 140°F).

      • Clean and sanitary environment (free of pests or contamination).

      • Food worker hygiene (frequent handwashing, gloves, hairnets/hats/bandanas).

      • Proper wastewater and trash management.

      • Visible allergen notification signage.

      • Violations:

        • Critical violations must be corrected immediately.

        • Non-critical violations must be corrected before reinspection.

    • Other Mandatory Requirements

  • Food: Must be sourced from approved suppliers; prevent cross-contamination; maintain proper temperatures.

  • Employees: Must not work when ill.

  • Single-Use Items: Food must be served in eco-friendly containers; plastic utensils and straws should be provided only upon request.

Appendix B: Required Documents

[Westchester County: New Rochelle]

Food

  • NYS Certificate of Authority

  • Westchester County TFSE (Temporary Food Service Establishment Permit)

    • TFSE Permit Application and Display

      • Application: Apply for a Temporary Food Service Establishment (TFSE) Permit in advance. New Rochelle TFSE guideline

      • Event Day: Display or carry the permit on site and present it to the health inspector upon request.

Non-Food/Merchandise

  • NYS Certificate of Authority

Appendix C: Participation Fee

[Westchester County: New Rochelle]

  • June-21st-2025:

    Food & Non-Food(Merchandise)

      • JAPANESE

        • Booth Fee: $0    ($100 Deposit is required to pay)

        • Sales commission: 20%

      • Wayo Secchu

        • Booth Fee: $0   ($100 Deposit is required to pay)

        • Sales commission: 25%

    Note:

    • A $100 deposit is required after submitting the application.

    • The deposit will be deducted from the final participation fee. However, the deposit is non-refundable in the event of cancellation.