Local Participants' Guidelines

Weather Precautions

  1. In case of rain: Bring a cover to protect your products from getting wet.

  2. In case of strong wind: Take measures to secure your products and prevent them from being blown away.

Event Hours and Setup/Breakdown Schedule

  1. Event Hours: 12:00 PM - 8:00 PM

  2. Setup Time: 10:00 AM - 12:00 PM (Setup is allowed from 10:00 AM, but must be completed by 11:45 AM)

  3. Breakdown Time: 8:00 PM - 10:00 PM (Breakdown operations allowed from 8:00 PM)

Booth and Decorations

  1. Booth Size: 1 booth, 10 feet × 10 feet (3 meters × 3 meters)

  2. Banner Size: Maximum 10 feet × 4 feet

  3. Nobori Flag Size: Maximum 6 feet (must be displayed at a height of 13 feet or lower, below the Japanese flag)

Prohibited Items

  1. Fake or counterfeit products

  2. Alcohol

  3. Raw food

Promotions

  1. Decorate your booth in a way that makes it easy for customers to understand your products using product photos, price displays, and impactful visuals.

Required Documents for Food Vendors (Submit to JAPAN Fes by Friday, March 7, 2025)

  1. Food License: FDACS (Florida Department of Agriculture and Consumer Services) or DOH (Department of Health)

  2. Vendors without a license may obtain one after passing an on-site health inspection on the event day and begin operations immediately.

  3. Food license number for each vendor (if already obtained)

  4. Type of food to be served

  5. Business owner's name

  6. Booth name

  7. Booth manager’s name, phone number, and email

  8. Business address

  9. Propane or Generator: Use or Not use/ which one or both

  10. A flame spread certificate for any tents being used (must meet NFPA 701 standards)

Fire Department Guidelines:

  1. Deep fryers: Not allowed under tents; keep at least 16 inches (40 cm) from other equipment.

  2. Portable cooking appliances: Keep away from the public.

  3. Gas cylinders: Secure to prevent tipping.

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

  5. Open-flame cooking: Keep 10 feet (3 m) from buildings and have a fire extinguisher.

  6. there will be no buildings so we should remove that part, and add a ABC class extinguisher which is not expired

Food Vendor Setup Requirements：

The following setup requirements must be met for all food vendors at the event:

  1. Overhead protection for food handling areas (e.g., tent or trailer).

  2. Handwashing station with soap and disposable paper towels.

  3. Disposable gloves for food handling.

  4. Three-compartment sink or equivalent for washing, rinsing, and sanitizing.

  5. Adequate portable water for handwashing and cleaning equipment.

  6. Refrigeration or sufficient ice to keep cold food at 41°F (5°C) or below throughout the day.

  7. Hot food holding setup to maintain food at 135°F (57°C) or above (e.g., steam tables, Sternos, chafing dishes, etc.).

  8. Sneeze guards or plastic wrap to protect displayed food from contamination.

  9. Fire extinguishers: A minimum 2A10BC fire extinguisher is required, and if using a fryer, a K-Class fire extinguisher is mandatory.

Waste Disposal

  1. Dispose of waste in designated garbage areas.

  2. Use black bags for garbage and transparent bags for recyclables.

  3. Oil disposal: Absorb oil with newspaper or similar material before discarding.

  4. Discarding food ingredients or waste on-site is strictly prohibited. Take any leftover food home.

Rental Equipment Pickup/Return

  1. If renting anything other than tents, tables, chairs, and generators, please pick up and return them at the JAPAN Fes booth.

TEAM JAPAN Regulations

  1. Vendors must meet all specified requirements.

  2. The number of vendors selling similar products/services may be limited.

  3. Vendors must bring their own tables, tents, chairs, water, and other necessary supplies.

  4. Booth setup must be completed by 11:45 AM (a $300 late fee will be charged for delays).

  5. Provide one product for SNS promotion at the start of the event.

  6. Vendors must offer Japanese-related menu items.

  7. Prepare sufficient stock to prevent sellouts (repeated sellouts may result in future participation restrictions).

  8. Submit a POS sales report (PDF, JPEG, JPG, screenshot) along with cash transaction records (failure to submit will incur a $100 penalty).

  9. Booths must remain within the 10×10 ft boundary.

  10. Only one sales line is allowed (multiple lines are prohibited).

  11. Each booth must display the Japanese flag and JAPAN Fes flag (provided by JAPAN Fes).

  12. Booth transfers are prohibited.

Payment Regulations

  1. Pay the $100 deposit within one week of application (late payments require reapplication).

  2. Remaining balance must be paid at least one month before the event.

Late Payment Fees

  1. 10% late fee after the deadline

  2. 13% credit card fee if payment is made three days after the deadline

Cancellation Policy

  1. Booth fees: No refunds unless the event is canceled due to a weather warning from City of Miami.

  2. Rental equipment cancellations: Full refund if canceled at least seven days before the event; no refunds within six days.

  3. Same-day cancellation: $300 penalty applies.

Safety Regulations

  1. Fire Extinguishers: Must have the appropriate type (K-class extinguisher required for deep fryers).

  2. Propane Hoses: Metal hoses are prohibited for outdoor events.

  3. Generator Refueling: Prohibited during the event.

  4. If emergency arrangements are needed due to inadequate safety measures, a $150 emergency response fee may apply.

Operational Guidelines

  1. The event site is for drop-offs only. Vehicles must leave by 10:30 AM.

  2. JAPAN Fes staff (wearing official T-shirts) may purchase from behind booths.

  3. If lines exceed 20 people, line management staff will be deployed. Contact the operations team if needed.

This event will be operated under the laws of Florida, and all vendors must comply with these guidelines.