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 5 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

  • Participation Fees

    • Food (Japanese): 20% of total sales　 (excl. tax)

    • Food (Fusion / Japanese-Western): 25% of total sales HT  (excl. tax)

    • Non-food: 20% of total sales  (excl. tax)

    • PR Booth: €100 HT flat fee  (excl. tax)

    • The above sales commission must be paid within 14 days after the event ends.

  • Deposit:

    • A €100 deposit (excl. tax) is required within 7 days of receiving the invoice.

    • If the deposit is not confirmed by 30 days before the event, your participation may be unilaterally canceled by the organizer.

  • Additional Terms

    • Late payments may result in booth cancellation.

    • A 13% surcharge applies to credit card payments made 3 or more days after the payment deadline.

    • Failure to submit payment or credit card information will result in automatic cancellation.

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

12. Cancellation & Refund Policy

  • The deposit is non-refundable under any circumstances if the vendor cancels their participation.

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

  • If the organizer cancels the vendor’s participation due to internal or government-related reasons, the deposit will be refunded.

  • However, if the vendor's declared information is found to be clearly false or at fault, the deposit will not be refunded, even if the cancellation is initiated by the organizer.

  • Rental Equipment Cancellation

  • Full refund if canceled 7 or more days before the event

  • No refund if canceled within 6 days of the event

  • The rental fee remains non-refundable in all cases

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.