JAPAN Fes Guideline: New York State

Addendum to JAPAN Fes Terms & Conditions 2026

Version NY-26 | Effective January 1, 2026

This New York State 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 York ("Event").

Where inconsistencies arise, the T&C shall prevail. This Guideline establishes operational, safety, sanitation, display, compliance, and promotional requirements specific to the New York region. Locality-specific requirements within New York 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 York.

  • 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 York

    • Host City: New York 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 York venue (entry/setup windows, event hours, and teardown deadlines), refer to Appendix A.

Article 4 — Booth Structure and Required Equipment

  • Vendors shall strictly comply with all rules and regulations set forth in Article 5 (Venue, Booth, and Operations) of the JAPAN Fes Terms & Conditions. In the event of any conflict, the stricter standard or the specific city regulations detailed in these City Guidelines shall prevail.

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

  • Vendor must ensure that all equipment is in good working condition and compliant with fire and electrical safety codes.

  • 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.

  • Unauthorized use of power sources (city outlets, neighboring booths, etc.) is strictly prohibited.

  • 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.

  • The TFSE permit must be posted at the booth. Failure to post the permit may result in immediate closure or legal action.

Article 5 — Food Safety and Public Health Requirements

Applicable to all Food Vendors.

  • Required Stations and Equipment

    • Hand-washing station with potable water, soap, and paper towels

    • Sneeze guards positioned between food and customers

    • Thermometers for monitoring food temperature

    • Approved coolers or refrigeration units

  • Food Handling Standards

    • Hot foods must be maintained at 140°F or above.

    • Cold foods must be held at 41°F or below.

    • All foods must be stored off the ground and protected from contamination.

    • Sampling must comply with state and local food-safety laws.

  • Required Permits

    • New York State Certificate of Authority

    • Temporary Food Service Establishment (TFSE) Permit, as required by the applicable county or municipality

    • Food Handler certifications for all employees handling food

    • Other municipal permits as required by the city or county

    • Locality-Specific Requirements: Certain New York counties impose stricter food-safety standards (e.g., handwashing-water temperature, cold-holding temperature, utensil-washing methods, allergen signage). Vendors must also comply with the requirements set forth in Appendix A for the applicable locality.

  • Enforcement:

    • 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

  • All vendors: Install an ABC fire extinguisher with a valid inspection tag inside the tent.

  • Deep fryers

    • Vendors using fryers must install a Class K fire extinguisher in addition to a Class ABC fire extinguisher.

    • Not allowed under tents; keep at least 16 inches (40 cm) from other equipment.

  • Portable cooking appliances: Keep away from the public.

  • Gas cylinders: Secure to prevent tipping.

  • Generators:

    • A special permit may be required by the local fire department (due to the use of gasoline in the generator).

    • Place 5 feet (1.5 m) from tents, protect from public access, and have a fire extinguisher. No extra fuel storage.

    • Generator fuel may not be refilled during Event operating hours.

  • Propane tanks must:

    • Be positioned upright and secured

    • Remain protected from heat sources

    • Use compliant hoses (metal hoses prohibited)

  • Damaged or modified electrical cords or devices are strictly prohibited.

  • Organizer and Fire Department officials may inspect equipment at any time.

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:

  • Certificate of Insurance (COI) naming the Organizer as Additional Insured

  • New York State Certificate of Authority

  • Food Permit / TFSE Permit (if applicable)

  • Food Handler certificates (if applicable)

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

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

  • Electrical request form (if applicable)

  • Any additional municipal documentation required by the city or county

  • Locality-Specific Documents: Additional documents required for each New York venue (e.g., county-issued TFSE permits) are listed in Appendix A.

  • 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.

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.

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, state, county, and municipal laws, including:

  • 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 York State 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 York 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 York 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.

A-1. Westchester County (New Rochelle & White Plains)

All vendors participating in Westchester County (New Rochelle&White Plains) events must strictly comply with the following locality-specific regulations in addition to the general NYS Guidelines.

■ Event Venues & Schedules

  • June 20th & August 15th

    • Event Hours: 1:00 PM – 9:00 PM

    • Setup / Entry Window: 11:00 AM – 12:45 PM

    • Teardown: Dismantling begins at 9:00 PM

    • Venue: Anderson Plaza

  • October 31st & December 5th

    • Event Hours: 10:00 AM – 6:00 PM

    • Setup / Entry Window: 8:00 AM – 9:45 AM

    • Teardown: Dismantling begins at 6:00 PM

    • Venue: Anderson Plaza

  • October 4th

    • Event Hours: 10:00 AM–6:00 PM

    • Setup / Entry Window: 8:00 AM – 9:45 AM

    • Teardown: Dismantling begins at 6:00 PM

    • Venue: Ridge Road Park, Pavilion B/ 287 Ridge Rd, Hartsdale, NY 10530

■ Westchester-Specific Health & Setup Requirements (Stricter than Article 5)

Westchester County enforces stricter food-handling and setup standards than the general guidelines. All food vendors must comply with the following:

  • Stricter Temperature Controls:

    • Cold Foods: Must be held at 4°C / 40°F or below (stricter than the standard 41°F).

    • Hot Foods: Must be maintained at 60°C / 140°F or above.

  • Handwashing Facilities:

    • Must be equipped with warm water (43°C / 110°F or higher), soap, and paper towels.

    • Must be placed near the food preparation/service area. A portable handwashing setup with running water (pump-operated water tank) is acceptable. Frequent handwashing is mandatory even when wearing gloves.

  • Utensil Washing:

    • Requires either a three-compartment sink (wash, rinse, sanitize) or an approved sanitizing solution (e.g., 1 teaspoon of bleach per 1 gallon of water). Food-contact surfaces must be washed, sanitized, and air-dried.

  • Charcoal Safety: Any booth utilizing charcoal cooking must bring and use a metal can for the safe removal/disposal of the charcoal.

  • Wastewater & Waste Management:

    • All wastewater must be collected in a wastewater tank and disposed of at a designated sanitary facility. Do not dump wastewater on the ground or street.

    • Trash must be kept in lidded garbage containers and emptied regularly.

■ Key Health Inspection Focus Areas

County health inspectors will focus on functional warm-water handwashing stations, strict food temperature controls (Cold: ≤4°C/40°F, Hot: ≥60°C/140°F), general booth sanitation, proper wastewater/trash containment, and visible allergen notification signage. Critical violations must be corrected immediately on-site.

■ Required Documents

  • Food Vendors:

    1. NYS Certificate of Authority

    2. Westchester County TFSE Permit (Must be applied for in advance. Click here for the New Rochelle Folder).

    3. Note: On event days, vendors must display or carry the physical permit and present it to the inspector upon request.

  • Non-Food / Merchandise Vendors:

    1. NYS Certificate of Authority

A-2. Albany County (Albany)

All vendors participating in Albany County events must strictly comply with the following locality-specific regulations in addition to the general NYS Guidelines.

■ Event Venues & Schedules

  • September 20th (Sunday): Lincoln Park

    • Address: 228 Eagle St, Albany, NY 12202

    • Set-up Time: 9:00 AM – 11:50 AM

    • Event Time: 12:00 PM – 8:00 PM

    • Break Down Time: 8:00 PM – 10:00 PM

  • October 16th (Friday): Empire State Plaza

    • Address: Empire State Plaza, 263 Madison Ave, Albany, NY 12210

    • Set-up Time: 7:00 AM – 9:50 AM

    • Event Time: 10:00 AM – 6:00 PM

    • Break Down Time: 6:00 PM – 8:00 PM

■ Albany County Health Permit (TFSE) Requirements

In addition to the standard NYS requirements, all food vendors must obtain a Temporary Food Service Establishment (TFSE) Permit from the Albany County Health Department.

  • Deadline: Submit your completed application and all documents at least 2 weeks prior to the event.

  • Fee:$30 per booth (A separate application form and fee are required for each individual booth).

  • Submission Process (Email):

    • Email all completed documents directly to Ms. Marianne at Marianne.Stone@albanycountyny.gov.

    • You must CC: matsuri@japanfes.com when submitting.

  • Payment Process (Mail or Drop-off):

    • Payment must be made via Money Order payable to "Albany County Health Department".

    • Send or deliver your payment to:　Environmental Health Services / Albany County Health Department175 Green Street, Albany, NY 12202

■ Required Documents (Per Vendor)

In addition to the NYS Certificate of Authority, the county health department strictly requires:

  1. Completed TFSE Application Form (Must be applied for in advance.Click here for the Albany Folder.)

  2. Menu List (Items not approved in your application cannot be sold on-site).

  3. Commissary Information (Details of where your food is prepared and stored).

  4. NYS Workers' Compensation & Disability Certificates:

    • Submit forms C-105.2 (Workers' Comp) and DB-120.1 (Disability).

    • If you have no employees: You must submit Form CE-200 (Certificate of Attestation of Exemption) instead.

■ Key Local Inspection Focus Areas (On-Site Rules)

Albany County health inspectors are particularly strict about the following setups. Ensure your booth is fully compliant before Market Hours:

  • Permit Display: Your approved permit must be displayed in a location clearly visible to customers and inspectors at all times.

  • Handwashing Station: A fully operational handwashing setup must be prepared within your booth, including a clean water dispenser, soap, paper towels, and a dedicated wastewater collection bucket.

  • Food Protection & Storage: Keep all prepared food covered. All food, beverages, and utensils must be stored at least 6 inches off the ground.

  • Strict No-Dumping Policy: Do not dump cooking water, gray water, ice, oil, or food waste on park grass, streets, or public drains.

  • Staff Hygiene: Staff must wear clean clothing and hair restraints (hats, hairnets, or bandanas). Smoking or vaping while handling food is strictly prohibited.

A-3. [Additional New York Venues]

Additional New York venues will be appended here as they are confirmed. Until then, vendors at non-listed New York venues shall comply with Articles 1–18 of this Guideline, the applicable T&C, and any on-site instructions issued by the Organizer.