JAPAN Fes Paris Vendor Guidelines

Organized by Jforward Europe SAS

1. Overview

JAPAN Fes Paris is an outdoor public street event held in central Paris celebrating Japanese food, culture, and creativity. The festival aims to create an immersive experience for locals and tourists through a curated selection of Japanese and Japan-inspired vendors.
All vendors are expected to comply with these guidelines, as well as all applicable French laws, municipal regulations, and public safety requirements.

2. Event Schedule & Access

Event Hours: 11:00 AM – 8:00 PM
Setup: 9:00 AM – 11:00 AM

  • Vehicles are permitted to enter the venue from 9:00 AM

  • All vehicles must vacate the area by 10:30 AM sharp

  • Each vehicle is limited to a 20-minute unloading time slot

Dismantling / Load-out: 8:00 PM – 10:00 PM

  • Vehicle entry resumes at 8:00 PM

  • Booths must be cleared entirely by 10:00 PM

Note: Vehicle circulation may be monitored or restricted by the Préfecture de Police de Paris or local authorities. Be prepared to present identification and confirmation of vendor status upon request.

3. Weather Contingency

This is a rain-or-shine event. Vendors must be equipped to operate under various weather conditions.

  • In case of rain, waterproof tent covers and sealed product containers are highly recommended.

  • For wind, sandbags, weights, or secure fastening systems are required to stabilize all structures and displays.

  • Local authorities may issue a “vigilance météo” alert. Organizers will notify vendors of any required safety adaptations or cancellations in extreme weather.

4. Booth Structure & Branding

Booth Dimensions: 3m x 3m (9㎡)
Permitted Structures:

  • Pop-up tents with stable frames

  • Weighted anchoring required for all tents

  • Fire-retardant certification (NF standard) may be requested

Display Rules:

  • Banners: max size 305cm x 122cm

  • Vertical flags (nobori): pole height up to 183cm (total height must be under 397cm from the ground)

  • The Japanese national flag must be placed above any commercial branding

  • Vendors in the contest category may only display one banner

Note: Vendors must provide all necessary materials (tent, tables, chairs, signage, lighting, etc.). Rental options may be available from the organizer with advance reservation.

5. Eligibility & Cultural Requirements

Eligible vendors must offer:

  • Products, services, or food items directly related to Japanese culture

  • Cross-cultural or "Wayo Setchu" (Japanese-Western fusion) concepts are welcomed, provided the Japanese influence is clear and visually prominent

Prohibited Products:

  • Non-approved items

  • Fake goods / counterfeit items

  • Alcohol and raw food products

  • Items unrelated to Japanese culture without written approval

6. Application & Approval Process

  • Submission of an application does not guarantee approval

  • Only pre-approved vendors and product lists are authorized to participate

  • All prices and product images must be clearly displayed

  • Vendors must submit for free one promotional item for JAPAN Fes’ official SNS use (photo-friendly product)

7. Required Documentation (Obligatory)

All documents must be valid at the time of the event and submitted in due time:

For Food Vendors (due at least 30 days before the event)

  • Recent KBIS (less than 3 months old).

  • Mobile Commerce License.

  • Valid ID card or passport of the legal representative.

  • Civil Liability Professional Insurance.

  • HACCP certification (Hazard Analysis and Critical Control Points training).


For Non-Food Vendors (due at least 7 days before the event)

  • Recent KBIS (less than 3 months old).

  • Mobile Commerce License. I

  • Valid ID card or passport of the legal representative.

  • Civil Liability Professional Insurance.

All documents must be submitted in PDF format via the official submission portal or by email.

8. Hygiene & Waste Management

Vendors are required to maintain a clean and hygienic space at all times.

  • All waste must be removed by the vendor unless municipal bins are specifically designated.

  • Waste oil must be absorbed into paper and disposed of off-site

  • No dumping of food, liquids, or grease onto the road

  • A fine of €500 (excl. tax) will be imposed for dirty booth areas or uncollected waste

  • Vendors must comply with Arrêté Sanitaire food handling regulations

  • All gas equipment must be certified for use in France and compatible with propane

  • Generator refueling during the event is possible.

  • A fire extinguisher must be installed in booths with frying equipment.

  • The English translation for your text is:

  • Generators: Prefectoral decree No. 01-16855 of October 29, 2001, regulates the use of noisy devices in public spaces in Paris, including generators. This decree aims to limit noise pollution and protect public tranquility by setting allowed noise thresholds, such as 85 decibels for generators used outdoors. Please therefore use silent generators or those that do not exceed 85 decibels.

9. Shared Conduct & Safety Standards

  • Do not obstruct walkways or other booths.

  • No sound equipment or music without written permission.

  • Only one customer line per booth is permitted.

  • No booth sharing, subletting, or transferring permitted.

  • Vendors must complete setup by 11:00 AM and remain open until 8:00 PM.

  • Any violations will result in a €150 (excl. tax) fine per incident.

10. Sales Reporting

Within 7 days after the event, vendors must submit:

  • POS records (excl. tax) (PDF, JPEG, or screenshot)

  • Cash sales details (excl. tax) (Excel or written summary)

Changes in product offerings must be approved in advance.

11. Payment Terms

  • The total participation fee consists of a flat rate of €500 (excl. tax) plus 5% of the vendor's total sales (excl. tax).

  • Deadline for Flat Rate Payment: The €500  (excl. tax) must be paid no later than 30 days before the event.

  • Deadline for Sales Commission Payment: The 5% sales commission   (excl. tax) must be paid within 14 days after the event ends.

  • Deposit: €100   (excl. tax) due within 7 days of receiving the invoice.

  • Final payment: due 30 days before the event.

  • Late payments may result in booth cancellation.

  • 13% surcharge applies to credit card payments made 3+ days past deadline.

  • Failure to submit payment or credit card info results in automatic cancellation.

  • Violations of hygiene/fire safety may incur a €500 (excl. tax) fine and full liability for damages.

12. Cancellation & Refund Policy

  • No refunds except in case of official weather alerts (issued by Météo-France or Ville de Paris)

  • Deposits are non-refundable under any circumstances.

  • Rental equipment cancellation:

    • Full refund if canceled 7+ days before the event

    • No refund if canceled within 6 days

    • Deposits remain non-refundable

13. Insurance & Legal Liability

All vendors are fully responsible for their staff, inventory, structures, and any rental items. The following insurance is required:

Professional Liability Insurance: At least €1,000,000 aggregate

14. Governing Law & Jurisdiction

This agreement shall be governed by the laws of France.
Any disputes shall be submitted to the exclusive jurisdiction of the courts located in Paris, France, including the Tribunal de Commerce de Paris for commercial matters.