FOOD VENDORS TERMS AND CONDITIONS
INSURANCE AND WAIVER
Please note that JapanFest's insurance only covers claims or suits made against JapanFest, Inc. by festival attendees, NOT festival participants such as vendors, performers, martial arts demonstrators, workshop leaders, exhibitors, etc. Any accident where a JapanFest participant (i.e. your organization) is not participatory, JapanFest's general liability insurance acts as primary coverage. This would include accidents such as a trips and falls, or displays, riggings, stage parts, signage that may fall and injure someone attending the event (this injured person must be a third party not in any way involved with the management of JapanFest). Any situation where someone attending is injured or incurs a medical condition whilst partaking in an exhibitor/vendor/performer sponsored event (this could be games, dances, demonstrations, or eating vendor prepared food) the participant's own general liability insurance acts as primary coverage and the JapanFest's general liability coverage acts as secondary (or excess) cover. Therefore, it is best for you to have your own insurance, especially if you are a vendor or exhibitor of breakable items, as we will not be able to cover any damages.
If you have insurance for the items you will be selling or displaying, the certificate should show JapanFest, Inc. as the certificate holder and, if possible, show JapanFest, Inc. as an additional insured respects JapanFest. Furthermore, all JapanFest participants are required to agree to the following Release and Waiver: For valuable consideration received (including the opportunity to participate in JapanFest), receipt of which is acknowledged, I (i) release each JapanFest Releasee from any Losses that the undersigned or any of its officers, directors, employees, agents, or affiliates may sustain in connection with its or their participation in or attendance at JapanFest and (ii) agree to indemnify, defend and hold each JapanFest Releasee harmless from and against any Losses that may be imposed upon or asserted against any JapanFest Releasee as a result of, or in connection with, (1) my (or any of my officers, directors, employees, agents or affiliates) participation in or attendance at JapanFest or (2) any action or inaction by my officers, directors, employees, agents or affiliates. I am aware of the hazards involved in such participation or attendance and agree to accept all risk of property damage and personal injury (including death) related to such hazards. When used herein, (A) "Loss" shall mean and include any loss, liability, obligation, damage, claim, lawsuit, injury (including death) cost or expense whatsoever (including attorneys' fees) and howsoever and whenever arising and (B) "JapanFest Release" shall mean and include JapanFest, Inc., the Consulate General of Japan, the Japanese Chamber of Commerce of Georgia and the Japan-America Society of Georgia and each of their respective officers, directors, trustees, employees, agents, affiliates and successors. This Release and Waiver is binding upon the undersigned's successors, heirs, and personal representatives. I agree, and it is my intent, to sign this record/document and affirmation by clicking the "Yes" box and electronically submitting this record/document to JapanFest. I understand that my signing and submitting this record/document in this fashion is the legal equivalent of having placed my handwritten signature on the submitted record/document and this affirmation.
RULES AND REGULATIONS
JapanFest is an annual celebration of Japanese culture designed to promote understanding between Japanese and Americans in the Southeast. All applying participants, including vendors and exhibitors, have to relate to and help promote Japan and Japanese cultures. If you would like to participate in promoting your organization and it doesn’t relate to Japan or Japanese cultures, we encourage you to be our sponsor. All vendors and exhibitors will receive 20 free tickets for people working in your booth. You may distribute these as you see fit, but if you need additional tickets, they must be purchased at $10.00 per ticket. Once your application has been processed and approved, we will email you mobile-tickets. We will not mail hard copy tickets. Each mobile-ticket has a unique barcode. No one will be admitted without a ticket.
The Performing Arts Center will open for all exhibitors and vendors at 7:00 am on both Saturday and Sunday. The main entrance (where the bridge is located) will not open until 10:00 am, so if you arrive early, please use the Performing Arts Center entrance. You must be completely set up by 9:30 am Saturday. The festival ends at 6:00 pm on Saturday and 5:00 pm on Sunday. All organizations should have completed their load-out by 7:00 pm on Sunday. Those who need to unload items using the loading dock must first check in at the Performing Arts Center entrance, where you will be given a loading pass to access the loading dock. On Sunday, you must obtain a new loading pass, even if you used one Saturday, as the colors will be different. Loading or unloading is permitted only through the loading dock. No loading or unloading is permitted through the front of the building. NO EXCEPTIONS. Please try to unload as quickly as possible out of courtesy to those waiting to use the loading dock. After unloading, please move your car to a parking space. Parking at Infinite Energy Center is free. No overnight RV parking is allowed. Each exhibitor must keep within the 10'x10' assigned space unless additional space has been purchased. It is not permitted to distribute pamphlets or other materials outside your booth. You may only give them to guests who actually come to you looking for information.
Participants are encouraged to decorate their areas to reflect the artistic nature of their work. If you have a sign or a banner with your organization's name on it, please bring it. Booths must be neat in appearance and not distract from neighboring displays. Each space must be left clean at the end of the day. The sale or distribution of food and beverages is strictly prohibited other than approved food vendors. Vendors are required to handle their own sales tax. Booths must be manned at all times and exhibit their items for the entire festival day. Exhibitors may not remove their items until the end of the festival day. Decorations, signs or banners may not be fastened to ceilings, painted on surfaces, columns, or decorative walls. Helium balloons are prohibited. No duct tape, scotch tape or mailing tape is allowed. Messy items such as confetti, glitter, candle wax, etc. are prohibited.
All items sold must be authentic Japanese items. The sale of non-Japanese items are prohibited. The sale of non-licensed and/or pirated merchandise is strictly prohibited. Any vendor found to be selling pirated merchandise will be banned from participating in JapanFest in future years.
Exhibitors and vendors are welcome to leave items inside the Infinite Energy Center on Saturday evening, but please do so at their own risk. JapanFest accepts no responsibility for any lost, damaged or stolen property.
If you have a booth at the ballroom where the performance stages are located, please be discreet about demonstrations at your booth while performances are occurring on either stage. Please refrain from making loud noises and sounds, and performing at your booth if any performances and/or demonstrations are taking place on stage. You are welcome to conduct demonstrations and performances at your booth when there are no performances taking place on stage. Anyone found posting, pasting, taping, or pinning material on convention property that is not an artist or vendor will be immediately removed from the convention grounds. Advertisements MAY NOT be placed anywhere other than your own booth area or MAY NOT be handed out in an open area.
We reserve the right to ask you to leave the convention and refuse to refund any fees if your behavior was to be judged inappropriate by our staff. JapanFest’s priority is attendees’ safety. The following acts disruptive behavior will not be tolerated: fighting/sparring (fake or real, including sword swinging), heckling, impeding traffic flow, offensive behavior, failure to observe basic hygiene, public inebriation (or similar intoxication), or any other failure to follow the rules. JapanFest can and will take action against any type of disruptive behavior, even beyond the behaviors mentioned. Attendees that cause these types of problems may be warned, asked to leave, or even face inquiries from the police (depending on severity).
NO SALES are permitted on the premises outside of your own booth space. JapanFest is a family friendly event and we have a no-tolerance policy for any inappropriate adult displays and products. You are not allowed to display any inappropriate items or products at your booth at any time before, during, and after festival hours. JapanFest staff reserves the right to remove such displays or products and any refusal results in you being disqualified from participating in this year’s event and in the future. No Sales of bladed products are allowed at JapanFest. If you wish to sell bladed products, you need prior permission from JapanFest and you must only present samples. You can only sell the products by taking orders. Actual products cannot be handed to the consumers at the festival. The samples have to be cased or sheathed at all times except when it is demonstrated by the seller. A consumer can not handle the samples. Booths must be manned at all times to manage the sample of products. JapanFest reserves the right to eject anyone from convention grounds at any time.
If you will be displaying items that have moving parts, sharp blades, sharp edges, etc., please make certain that the appropriate safety guards are in place. Consider placing these types of items in areas of your exhibit that are not easily reached by small children. Appropriate personnel should be presented with such items at all time. Be aware that you are responsible for assisting with the safety of your exhibits. If you have questions or concerns, please feel free to contact any JapanFest staff members for assistance.
WEAPONRY SPECIFIC RULES
JapanFest has a clear NO WEAPONS policy that will be enforced. Regardless if it is sheathed, holstered or peacebound. This includes (but is not limited to): firearms, knives, bludgeons, stun guns, brass knuckles, bows strung with tense string/capable of firing, bullets, grenades, landmines etc. JapanFest reserves the right to eject anyone from convention grounds at any time.
In case of emergency, please inform: security guards, JapanFest staff (in red shirts with staff on the back), JapanFest information center or Infinite Energy Center concierge desk
For those exhibitors requiring electricity, you will have access to 20-amp 120-volt 1-phase outlet. You must provide any electrical extension cords that are needed in your exhibit area. Electrical extension cords should be heavy-duty types with a 3-wire grounded connection. The cords used at JapanFest should be UL-approved devices and properly rated to the devices they will be used with. Extension cords must be in good condition and covered with the proper insulation. Any cords found to be frayed, spliced or damaged will not be permitted. Extension cords used with individual displays should be secured so they do not become a trip hazard around your display. Use extension cords of the appropriate length for the items contained at your display. Please use tape or cable ties to secure the extension cords. Nails or tacks can damage the insulation of the cords. Please be sure to bring materials to secure cords with you during setup!
WIRELESS INTERNET ACCESS
Wireless Internet access is offered throughout Infinite Energy Center. Ensure that your wireless adapter is enabled and configured to access the wireless network. Your computer will alert you of the "gc" wireless network when you are in the coverage area. Select to connect to the "gc" network. You may see multiple listings for the "gc" network; please select the one with the strongest signal. Open your Internet browser and follow the prompts for payment and connection. Rates are $8.95 for 24 hours of access. If you experience technical difficulties, please call 1-800-216-8856.
DISPLAY OF VEHICLES
Vehicles with gasoline engines may be displayed with a maximum of two (2) gallons of gas remaining in the tank. A locking gas cap must be installed or the tank must be adequately sealed with tape or in some other appropriate manner. All battery cables must be disconnected and taped to avoid potential sparks.
SHIPPING ITEMS TO INFINITE ENERGY CENTER
You may ship items you will use at JapanFest directly to Infinite Energy Center if you wish. Infinite Energy Center will not accept items more than 48 hours in advance of the festival. All items must have the following information on the label:
Name of show: JapanFest
Date of Show: September 21-22, 2019
Name of Vendor
Name of person within company that will be accepting/signing for the shipment upon their arrival.
All shipments need to be picked up at the Infinite Energy Center Security office on the back dock of the Convention Center. Items will not be delivered to a booth /vendor without proper signature from the exhibitor. The following rules apply when shipping items out at the end of the festival:
The item must be completely packaged by the exhibitor.
Shipment must be labeled with the appropriate shipping information and labels.
Shipment must be called in by the exhibitor for pick-up.
A Shipping Request Form must be filled out by the exhibitor and left with the shipment. This form can be obtained from the security office.
Shipment must be brought (by the exhibitor) to the security office to store until picked up.
All shipments must be picked up within 48 hours of the end of the show.
Infinite Energy Center Shipping Address: 6400 Sugarloaf Parkway, Duluth, GA 30096.
Infinite Energy Center Shipping & Receiving Department Phone Number: 770-813-7582
Any incident resulting in injury or property damage MUST be reported to the JapanFest Safety Coordinator. This includes any incident that occurs during the festival itself or during the set up and take down periods. Should an incident occur, please contact the JapanFest Safety Coordinator or ask any JapanFest committee member (wearing red T-shirts during JapanFest) or volunteer to notify the Safety Coordinator. Please do not leave the festival area until the JapanFest Safety Coordinator or a JapanFest committee member meets with you.
Pets are not permitted anywhere inside the festival area due to Health Department regulations. We must strictly enforce this policy due to the food sales associated with JapanFest.
Smoking is not permitted in Infinite Energy Center at any time. The facility has designated outdoor smoking areas.
An application is a commitment to attend JapanFest. No refunds will be made for cancellation. JapanFest Inc. does not guarantee application acceptance to any organization. In the event your application is not accepted by the organizing committee, a full refund of the required advance space rental and electrical fee (when applicable) will be refunded.
CANCELLATION OF JAPANFEST
JapanFest reserves the right to cancel or postpone the festival due to unforeseen circumstances.
Additional Terms & Conditions for JapanFest Food Vendors
Food Vendors are required to pay food vendor fee ($725 for JASG/JCCG members & $950 for non-members) upon applying to participate at JapanFest 2019 by July,5, 2019
Food Vendors may only sell Japanese food and beverage products (menus must be approved by JapanFest, the Infinite Energy Center, and/or the IEC’s official catering company Proof of the Pudding)
Food Vendors are required to obtain a Temporary Food Service License from the Gwinnett County Department of Environmental Health Services (a $125 application fee will be collected payable to the Gwinnett Environmental Health Services and food inspections will be conducted by food inspectors in the morning of Saturday, September 21, 2019)
Food Vendors are asked to pay a $100 cleaning/damage deposit upon registering for the festival. If there no cleaning/damage fees (and/or other food-related fees) are assessed by the Infinite Energy Center or Proof of the Pudding, the deposit in its entirety will be returned after the festival. If a cleaning/damage fees (and/or other food-related fees) are assessed by the Infinite Energy Center or Proof of the Pudding, the restaurant(s) responsible will be responsible for those charges. If restaurants at fault are not able to be determined, an equal amount from each participating food vendor’s collected deposit will be used to pay for these charges. Any remaining amount (if any) will be returned to the vendor. If cleaning/damage fees (and/or other food-related fees) exceed the amount collected from food vendor deposits, additional fees will be asses to each vendor.
Food Vendors must ensure preparation methods/processes meet health codes and safety regulations set forth by Gwinnett County Department of Environmental Health Services
Food vendors are responsible to adhere to all rules and regulations of the Gwinnett County Fire Department, Gwinnett County Department of Environmental Health Services, Infinite Energy Center, Proof of the Pudding, and/or JapanFest.
Indoor and outdoor vendors may have different booth space and distinct rules and regulations but each vendor must follow and obey all guidelines given to them in writing and instructions given verbally.
Each food vendor must keep within the assigned exhibitor space unless additional space has been purchased. Each vendor space is not fully guaranteed and may slightly vary due to unforeseen changes and modifications necessitated by the Gwinnett County Fire Department, Gwinnett County Department of Environmental Health Services, Infinite Energy Center, Proof of the Pudding, and/or JapanFest before and/or during the festival
Food vendor participation includes vendor booth space, up to 6 tables, and 4 chairs. Additional equipment and arrangements may incur additional fees from the Infinite Energy Center, Proof of the Pudding, and/or JapanFest
All equipment rental, kitchen rental, electricity, and any other arrangements that need to be made with the Gwinnett County Department of Environmental Health Services, Infinite Energy Center, Proof of the Pudding, and JapanFest, must be made and confirmed at least 30 days before the festival. Any additions or changes made to the original requests can be considered but will not be guaranteed
Food Vendors are required to order or provide all necessary cooking equipment and food/beverage serving materials (equipment ordered through JapanFest will be delivered by Friday, September 20, 2019)
Food Vendors will be invoiced for any outstanding charges for equipment, delivery, electricity usage, and other incurred expenses minus dollar value of total collected food coupons after JapanFest (invoice must be paid upon receipt)
Food Vendors are responsible for paying Sales Tax on total sales (same as if selling in your restaurant)