JAPANFEST 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 respective of 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 be related to and help promote Japan and Japanese culture.  If you would like to participate in promoting your organization and it is not related to Japan or Japanese culture, we encourage you to be our sponsor.  Link to sponsor application.

All vendors and exhibitors will receive up to 10 free tickets per day for people working at 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 E-tickets. We will not mail hard copy tickets. Each e-ticket has a unique barcode and may only be used by one person. 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 stay 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.

  • 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.

 

BEHAVIOR

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 of 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).

 

PRODUCT SALES

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,

  1. You need prior permission from JapanFest and you must only present samples.

  2. You can only sell the products by taking orders.  Actual products cannot be handed to the consumers at the festival.

  3. 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.

  4. 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.

 

SAFETY

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 present 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.

EMERGENCY 

IEC is entrusted with the safety assurance of JapanFest visitors.  CSC security guards and police officers are present during the event to ensure the safety of the guests and help when needed. CSC security guards and police officers are stationed throughout the building during the event.

 

In case of fire or severe weather, Infinite Energy Center’s event coordinator, CSC security guards and police officers are trained to safely guide our guests and participants to safety. Please follow their lead and instruction.

Any incident resulting in injury or property damage MUST be reported to the JapanFest staff and Infinite Energy Center event coordinator. Please inform about the incident to the nearest police officers (in uniform), CSC security guards (in uniform), JapanFest staff (in colored shirts with "staff" on the back), JapanFest information center (First floor under the main entrance) or Infinite Energy Center concierge desk (behind the main entrance ticket booth).  All the staff mentioned above have a radio to communicate with the Infinite Energy Center’s event coordinators who are trained to take the necessary action according to the incident.  Please do not leave the festival area until the JapanFest staff or the IEC event coordinator meets with you.

Med techs are on-site during the event and they are capable of helping with any incident where their service is required.

There is also a building engineer on-site during the event.  They respond to calls as needed and help with building maintenance when necessary. If you encounter any problems that may need building engineers’ attention or services, please contact the nearest police officers (in uniform), CSC security guards (in uniform), JapanFest staff (in colored shirts with "staff" on the back), JapanFest information center (First floor under the main entrance) or Infinite Energy Center concierge desk (behind the main entrance ticket booth). 

ELECTRICITY

  • 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

Free and Paid Wireless Internet access is offered throughout Infinite Energy Center. Ensure that your wireless adapter is enabled and configured to access the wireless network. To access the Free Wifi, select “InfiniteEnergyCenterFree” from Wi-Fi networks. Then, check-in through Facebook.  For a stronger signal, connect to “InfiniteEnergyCenter”. Open your Internet browser and follow the prompts for payment and connection. Rates are $8.95 for 24 hours of access. 

 

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 the person within the 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 a 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.

Shipments must be labeled with the appropriate shipping information and labels.

Shipments 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.

Shipments 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

 

INJURIES

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 setup and take down periods. Should an incident occur, please contact the JapanFest Safety Coordinator or ask any JapanFest committee member (wearing colored 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

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

Smoking is not permitted in Infinite Energy Center at any time. The facility has designated outdoor smoking areas.

 

REFUNDS

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.

 
 
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