JAPAN Fes Guideline: New Jersey

Addendum to JAPAN Fes Terms & Conditions 2026

Version NJ-26 | Effective January 1, 2026

This New Jersey Guideline ("Guideline") supplements the JAPAN Fes Terms & Conditions 2026 ("T&C") and applies to all vendors ("Vendor") participating in JAPAN Fes events located within the State of New Jersey ("Event").

Where inconsistencies arise, the T&C shall prevail. This Guideline establishes operational, safety, sanitation, display, compliance, and promotional requirements specific to the New Jersey region. Locality-specific requirements within New Jersey State are set forth in Appendix A.

Article 1 — Organizer

  • For purposes of this Guideline, the Organizer refers to the legal entity designated by Party A (Jforward Inc.) to administer, manage, operate, and enforce the rules of JAPAN Fes within New Jersey.

  • The Organizer retains full discretion and final authority regarding booth placement, safety directives, operational decisions, enforcement actions, and Event-related interpretations.

  • The Organizer may appoint staff, contractors, volunteers, public-safety officers, or third-party partners to act on its behalf. All directions issued by such authorized personnel shall be considered binding.

    • Organizer (legal entity): Team Japan Association or Aforward Inc.

    • Event Name: JAPAN Fes New Jersey

    • Host City: New Jersey State

Article 2 — Purpose and Scope

  • This Guideline provides the operational details and region-specific conditions that Vendors must comply with in addition to the T&C.

  • Vendor participation in the Event constitutes acceptance of both the T&C and this Guideline.

  • Vendor acknowledges that the Event is held in a public space and is therefore subject to municipal codes, public-safety requirements, and administrative permits that may change without prior notice. If changes are made, the Organizer will clearly indicate the date.

  • In the event of emergencies or unforeseen circumstances, the Organizer may issue directives that supersede this Guideline.

Article 3 — Schedule and On-Site Arrival (E = Event Day)

Unless otherwise stated in the final Event memo, the following timeline applies:

  • E−14 (14 Days Before Event)

    • All required documents, insurance certificates, menu submissions, and applicable permits must be submitted.

    • Failure to submit may result in forfeiture of participation.

  • E−3 to E−1: Organizer distributes the final Event package, including:

    • Site map

    • Load-in route

    • Booth assignment

    • Electrical allocation (if approved)

    • Municipal notices

  • Additional Conditions

    • Vendor must arrive during the designated check-in window to avoid traffic congestion and public-safety issues.

    • Early load-out or partial shutdown is prohibited unless expressly authorized by the Organizer or public-safety officials.

    • Any Vendor failing to complete setup by the required time may be denied participation without refund.

    • Locality-Specific Schedules: For the precise event-day timing of each New Jersey venue (entry/setup windows, event hours, and teardown deadlines), refer to Appendix A.

Article 4 — Booth Structure and Required Equipment

  • Unless otherwise assigned or provided by the Organizer, Vendors shall provide their own tent, tables, chairs, and all equipment necessary for outdoor service.

  • Vendors must ensure that all equipment is safe, clean, in good working condition, and compliant with applicable venue, fire, health, and electrical requirements.

  • Vendors must not use unauthorized power sources, including city outlets, neighboring booths, or other restricted sources.

  • Vendors must comply with all booth, tent, fire-safety, and equipment requirements listed in Appendix A and in the final Event memo.

Article 5 — Food Safety and Public Health Requirements

Applicable to all Food Vendors.

  • Food Vendors must comply with all applicable food-safety, sanitation, storage, temperature-control, and public-health requirements under federal, New Jersey state, county, municipal, park, and venue rules.

  • Food Vendors must maintain clean and sanitary booth conditions at all times and must protect all food from contamination.

  • All required food permits, health documents, and inspection-related materials must be prepared, submitted, posted, or carried as required by the applicable authority.

  • Detailed food-safety requirements, including temperature control, handwashing, hygiene, equipment cleaning, and permit requirements, are set forth in Appendix A.

  • The Organizer may suspend the sale of any item deemed unsafe, non-compliant, or inconsistent with the Event brand. Public-health officials may issue citations or mandate closure at their discretion.

Article 6 — Fire Safety, Propane, and Electrical Use

  • Vendors using cooking equipment, fryers, propane, generators, electrical equipment, open flame, or other heat-producing devices must comply with all applicable fire-safety requirements.

  • Vendors are responsible for obtaining any required fire, open-flame, propane, generator, or equipment-related permits before the Event.

  • All fire-safety equipment must be properly installed, accessible, and validly inspected where required.

  • Detailed fire-safety, propane, fuel, tent, food-truck, and public-clearance requirements are set forth in Appendix A.

  • The Organizer, venue representatives, park officials, and Fire Department officials may inspect Vendor equipment at any time. Non-compliant equipment may be removed or shut down immediately.

Article 7 — Waste Disposal and Environmental Responsibilities

  • Vendors shall maintain cleanliness of their immediate area, including the customer line. *Waterproof floor covering (tarp) is required.

  • All garbage must be disposed of in designated locations; illegal dumping is grounds for removal.

  • Grease, oil, or liquid waste must not enter public drains.

  • Vendors must restore their area to its original condition. Excessive waste may result in additional cleaning charges.

  • Repeated violations may lead to suspension from future Events.

Article 8 — Required Documentation

All Vendors must provide:

  • COI naming the Organizer as Additional Insured

  • NJ Business Registration Certificate

  • TFSE Permit Application form and required documents

  • Open Flame Permit, if using open flame

  • Menu and pricing *All menu items and prices must be clearly displayed at the Tent.

  • Electrical request form, if applicable

  • Any county, park, or fire department documents required

  • Non-submission may result in denied entry without refund.

Article 9 — Branding, Flags, and Public Presentation

  • Vendors are encouraged to display Japanese national flags and JAPAN Fes flags to support the Event theme and visitor experience.

  • Any non-Japanese national flag, political emblem, or religious symbol requires prior written approval from the Organizer.

  • Unauthorized displays shall be removed immediately upon request.

  • All signage must be professional, clean, and consistent with a family-friendly event environment.

  • Use of sound-producing devices (speakers, microphones, instruments) requires Organizer approval.

  • Flag and Decoration Compliance: Vendors shall cooperate with the Organizer in the installation of the Japanese flag and JAPAN Fes flag on their tents. To maintain the cultural integrity of the festival, only the Japanese flag may be displayed; the use of flags from any other country requires prior written approval from the Organizer.

Article 10 — Customer Line and On-Site Operations

  • Only one customer line per Vendor is permitted.

  • Customer lines must not obstruct walkways, fire lanes, or neighboring booths.

  • Vendors shall cooperate with Organizer staff who may adjust line placement for safety or operational flow.

  • Mobile or roaming sales outside the booth are prohibited.

  • Vendor staff must conduct themselves professionally and courteously at all times.

Article 11 — Menu, Pricing, and Inventory Management

  • Vendor must submit finalized menus and pricing within 7 days of approval.

  • Menu changes require prior approval to maintain Event balance and safety compliance.

  • Vendor is expected to maintain sufficient inventory to meet customer demand throughout Event hours.

  • Price gouging or misleading pricing practices are prohibited.

  • Offer at least one item priced at $5 (Tax Excluded) or less to encourage first-time trials.

Article 12 — Sales Reporting

Within 3 days after the Event, Vendors should submit the following to the Organizer:

  • POS sales report

  • Cash sales totals

  • Sales Breakdown (Menu, Price and Quantity and Total amount )

  • Late submissions may result in penalties or exclusion from future Events.

Article 13 — Payment Obligations

  • Deposit

    • A deposit of $100 must be paid in advance.

    • The deposit will be deducted from the total participation fee.

    • The deposit invoice must be paid within 5 business days after it is issued.

    • For participants from outside the host country, securing a booth requires payment of half the quoted amount.

  • Vendor must maintain a valid credit card on file for payment processing.

  • Payments are subject to the late-fee structure described in the T&C.

  • Non-payment may result in removal from the Event without refund.

Article 14 — Cancellations and Refunds

  • Cancellations – vendors within the host country

    • Vendors participating from within the host country are not allowed to cancel for their own reasons.

    • In case of such cancellation, the deposit is non-refundable.

    • If the Vendor cancels on the day of the Event, a penalty of $500 will be charged.

  • Cancellations – vendors from Japan or outside the host country

    • After participation is confirmed, 10% of the total participation fee is non-refundable as an administration fee.

    • Subject to the above, refunds are as follows (bank transfer fees and related costs are borne by the Vendor):

      • 61 days or more before the Event: 90% refund

      • 31–60 days before the Event: 50% refund

      • Less than 30 days before the Event: no refund

  • Rental equipment

    • If the Vendor cancels rental equipment:

      • 7 days or more before the Event: 100% refund

      • 6 days to the day before the Event: no refund

  • Event cancellation by authorities or for safety reasons

    • The Organizer may cancel the Event based on government orders, safety concerns or similar reasons.

    • In such cases, participation fees will be refunded in accordance with policies decided by the Organizer for that Event.

  • Weather-related cancellations by Vendor

    • If a Vendor cancels only because of rain or light bad weather, no refund will be given.

Article 15 — Penalties and Financial Consequences

  • Any violation of this Guideline or the directives issued by the Organizer (including, but not limited to, failure to adhere to the schedule, booth boundary, waste disposal, or unauthorized use of resources) may result in enforcement action, including immediate removal from the Event without refund.

  • In addition to the specific penalties listed in Article 14 (Cancellations), a general administrative penalty of $300 may be levied by the Organizer for any breach of this Guideline deemed non-critical but requiring enforcement action, such as late submission of required reports (Article 12).

Article 16 — Liability, Indemnification, and Insurance

  • Vendor is solely responsible for its staff, equipment, merchandise, cash, and personal property.

  • The Organizer is not liable for injury, theft, loss, or damage unless caused by gross negligence.

  • Vendor agrees to indemnify and hold harmless the Organizer from claims arising out of Vendor's activities, equipment, employees, or products.

  • Vendor must carry liability insurance meeting minimum coverage standards required for the Event.

Article 17 — Compliance with Laws

Vendors must comply with all applicable federal, New Jersey state, county, municipal, park, and public-safety laws:

  • Health codes

  • Fire and safety regulations

  • Noise ordinances

  • Licensing requirements

  • Public-right-of-way rules

  • Failure to comply may result in immediate removal.

Article 18 — Rule Hierarchy and Amendments

The order of precedence is:

  • Individual written agreements

  • JAPAN Fes Terms & Conditions 2026

  • This New Jersey Guideline (including Appendix A)

  • On-site instructions

The Organizer may update or amend this Guideline at any time to reflect operational needs, municipal requirements, or safety considerations. If changes are made, the Organizer will clearly indicate the date.

Appendix A — New Jersey State Locality-Specific Rules

This Appendix supplements Articles 1–18 of this Guideline and sets forth operational, schedule, food-safety, and documentation requirements specific to each New Jersey venue. Where this Appendix imposes stricter or more specific requirements than the main body, the Appendix shall prevail for the applicable locality. The Organizer may add or amend locality entries from time to time; the latest version posted by the Organizer applies.

  • Event Schedule：

    • Act 1st (Overpeck County Park)

      • 10:00 AM – 12:00 PM: Entry into the venue and setup

      • 12:00 PM – 8:00 PM: Event hours

      • 8:00 PM : Dismantling begins. (All vendors must complete booth takedown and clean-up by 7:45 p.m. Ensure the space is clean and all belongings are removed.)

    • Oct 17th (Montgomery Street btwn Hudson st and Greene st/ both rane)

      • 8:00 AM – 10:00 AM: Entry into the venue and setup

      • 10:00 AM – 6:00 PM: Event hours

      • 6:00 PM : Dismantling begins. (All vendors must complete booth takedown and clean-up by 7:45 p.m. Ensure the space is clean and all belongings are removed.)

  • Food & Drink Vendor Setup

    • Food Temperature

      • Cold food: ≤ 41°F

      • Hot food: ≥ 135°F

      • Reheat to 165°F

      • Probe thermometer & fridge thermometer on site

      • Keep enough ice

    • Hygiene

      • Handwash station with soap & paper towels

      • No bare-hand contact (use gloves/tongs)

      • Change gloves between tasks

      • Hair restraint required

      • Sick workers may not participate

    • Equipment & Cleaning

      • Separate utensils for raw/ready-to-eat food

      • Serving ice kept separate from storage ice

      • Use scoop, keep ice in clean container

      • Wash → Rinse → Sanitize (3-bucket method allowed)

      • Store all food/utensils off the ground

      • Use disposable items where possible

    • Important matters

      • Open Frame Permit: Apply online at Fire Solutions. Fee $54 (no cash). Permit required before the event.

      • TFSE Application fee: $75/ per permit

      • Extinguishers: At least 1–2 Class ABC (2A rating or higher) extinguishers per tent. Class K extinguisher required for oil/fryer cooking.

      • Propane & Fuel: Secure tanks, keep outside tents. Annual inspection required. No damaged/rusted tanks or taped hoses. Only approved lighter fluid allowed. Sterno warmers must have covers and be tip-proof.

      • All tent fabrics, including sidewalls, must meet NFPA 701 standards, with a label showing this compliance. Tents must be weighted with a minimum of 40 lb per leg; stakes may be prohibited depending on municipality.

      • Tents/Canopies: No cooking or fryers inside tents. Tent fabric must be fire-retardant. Keep 20 ft clear of trash and combustibles.

      • Food Trucks: Must have an exhaust hood and automatic fire suppression system.

      • Public Safety: Keep 5 ft clearance from the public with barriers. Exits and aisles must stay open.

      • Please review the Open Flame Permit Application Guidelines, the TFSE Application Form, and the sample Certificate of Insurance (COI) at the link :NJ Event folder

  • Deadline for TFSE and Cooking Permit Application Submissions:

    • For the Aug 1st event: by Jul 15th

    • For the Oct 17th event: by October 2nd

  • All vendor

    • Certificate of Insurance (The COI sample and guidance form can be found in the NJ Event folder for your reference.)

    • NJ Business Registration Certificate

  • Food & Drink

    • TFSE Permit Application form and required documents

    • Open Flame Permit (Open flame cooking vendors)