Guidelines For Out-Of-State Vendors

Party A refers to the event organizer, and Party B refers to the vendor. The following information is included in the contract; however, this is not the full contract. Please read the entire contract before confirming your participation.

Important Notes

If you are applying as a food vendor for the Miami event, you are required to obtain a Florida Temporary Food License. (Details about the Florida Temporary Food License can be found in the vendor application form.)

Event Guidelines

Party B shall comply with and agree to the following guidelines:

Booth Changes & Layout Modifications

  1. If Party A requests booth changes or layout modifications due to venue constraints or safety reasons, Party B shall comply.

Booth Setup & Dismantling

  1. Setup and dismantling must be completed within the designated timeframe.

  2. Party B is solely responsible for setting up and dismantling their booth.

Management of Items Used at the Event

  1. All items used for the event, including rental equipment, artwork, and personal belongings, must be clearly labeled and managed by Party B.

  2. No items may be left in the booth after the event concludes.

Compliance with Event Venue Rules

  1. Party B must follow the terms of this contract and the event guidelines.

  2. During setup, operation, and dismantling, Party B must ensure the safety of visitors, neighboring booths, and aisles.

Loading & Unloading Rules

  1. If vehicles are used for loading and unloading, Party B must vacate the loading area promptly after completing these tasks.

Booth Operation Rules

  1. Setup, operation, and dismantling must be conducted within the designated booth location assigned by Party A.

  2. The use of audio equipment in the booth is prohibited unless explicitly permitted by Party A.

  3. While Party A will promote Party B’s products, Party A does not guarantee sales targets.

Event Schedule

  1. 10:00 AM – 10:30 AM: Entry into the venue and setup (entry outside this time is prohibited).

  2. 12:00 PM – 8:00 PM: Event hours (Miami).

  3. 8:00 PM: Dismantling begins.

Booth Specifications & Setup

  1. Booth size: 10 ft × 10 ft × 7.1 ft (3m × 3m × 2.1m).

  2. Provided items: Tent, table, and banner (provided by Party A).

  3. Banner design submission: Must be submitted during application or at least 30 days before the event (maximum size: 10 ft × 4 ft / 3m × 1.3m).

  4. Decorations: Managed by Party B (if sourcing locally, consultation with Party A is required in advance).

Queue Management

  1. Party A will only manage queues if more than 20 people are waiting.

  2. Party B must maintain a single queue for sales and ticket exchange, aiming to keep the wait under five groups at a time.

Adverse Weather & Event Cancellation

  1. Party B must prepare for adverse weather conditions and consult with Party A at least five days in advance if necessary.

  2. If the event is canceled due to government orders or natural disasters, the participation fee will be refunded.

Promotional Guidelines

  1. Displaying laminated product information at the booth enhances PR effectiveness.

  2. Providing takeout containers is encouraged, as many visitors may prefer takeaway.

  3. Engaging actively with visitors and international guests is recommended for customer acquisition.

Influencer & Sponsor Relations

  1. Party B shall provide complimentary products (food, items, etc.) to influencers invited by Party A.

  2. These items should be handed over discreetly behind the booth to avoid disrupting other visitors’ experiences.

  3. Influencers with VIP nameplates shall receive special treatment.

  4. Any products provided to event sponsors should be given free of charge behind the booth (VIP nameplate holders).

Sales & Consultant Fees Sales Permission

  1. Party B is allowed to sell products under the license provided by Party A.

Consultant Fee Calculation

  1. The consultant fee is calculated based on the net revenue (total sales amount minus consumption tax).

  2. Party A reserves the right to verify and adjust sales calculations if discrepancies arise.

  3. Payment will be made within 60 days after the event.

Handling of Transfer Fees

  1. Bank transfer fees and other transaction costs shall be equally split between Party A and Party B.

Cancellation Policy

  1. 61 days or more before the event → 100% refund.

  2. 31 to 60 days before the event → 50% refund.

  3. 30 days or less before the event → No refund.

Product Procurement & Rental Equipment

  1. Party B must submit details of the products, ingredients, and equipment they will use at least 60 days before the event.

  2. Party A will propose the best available ingredients and equipment, and Party B must comply with Party A’s proposal.

  3. Procurement from Japan is not guaranteed due to regulatory restrictions, so local sourcing may be necessary.

  4. If Party B damages or loses rental equipment, they must compensate for the loss.

Final Agreement

Party B acknowledges and agrees to all the terms outlined in this guideline before participating in the program