These terms and conditions are an agreement between the Japan Fair 2025 Committee, hereafter called Japan Fair, and Exhibitor/Vendor, to display and/or sell goods to visitors on July 12th and 13th, 2025 at the Meydenbauer Center at 11100 NE 6th St. Bellevue, WA.

ASUNARO d.b.a. Japan Fair is a 501(c)(3) non-profit organization.

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• APPLICATION PROCESS: Applications will be reviewed on a first-come-first-serve basis. Participation is subject to the approval of Japan Fair based on the Asunaro/Japan Fair mission. Exhibitors/Vendors who have a desire to sell must receive approval from Japan Fair to engage in any sales during the event. Application for Early Bird Exhibitor pricing is till January 31, 2025 or until sold out. Applications will be closed when all the spaces are reserved with payment.

• CONFIRMATION: The Japan Fair office sends exhibitors/vendors a confirmation of their reserved booth space once the application process and payment are completed.

• EVENT TIME: The Fair is open to the public from 10:00 a.m. to 6:00 p.m. on Saturday, July 12 and from 10:00 a.m. to 5:00 p.m. on Sunday, July 13. All Exhibitor/Vendor Booths must be physically attended by you and/or a representative member of your organization during the 2-day period.

• BOOTH GUIDELINE: Japan Fair is an all-age event. We do not accept any displays or products that can be deemed nudity (implied or actual), drug paraphernalia, offensive, rude, or vulgar.

• BOOTH SPACE: Japan Fair will provide Exhibitor/Vendor a booth space with included materials as indicated on the application. Space allocation/location of booths will be made by the Japan Fair. Corner booth requests are available for a limited number.

• SETUP: Exhibitors/Vendors may set up their booths on Friday, July 11th from 1:00 p.m. to 7:00 p.m., and Saturday, July 12th from 8:00 a.m. to 10:00 a.m. Exhibitors/Vendors must be ready and open for visitors when the Fair opens at 10:00 a.m. on both Saturday and Sunday. A limited quantity of handcarts is available at the venue. Exhibitor/Vendor shall not take down and clean up until after the close of the Fair on July 13th, 2025.

• SHIPPING AND MATERIAL HANDLING: Exhibitors/Vendors may ship their materials directly to the venue before the event day, and from the venue after the event. Instructions can be found on the portal site of the Event Contractor, Fern Expo.

• TAKEDOWN: Exhibitor/Vendor may start takedown at 5:00 p.m. on Sunday, July 13th and must finish by 7:00 p.m. Exhibitor/Vendor is responsible for cleanup of the booth area. Failure to do so may leave Exhibitor/Vendor financially responsible for cleanup charge to the Japan Fair by the Meydenbauer Center. A limited quantity of handcarts is available at the venue. Exhibitor/Vendor should provide own setup supplies, masking tape, etc.

• PARKING: Japan Fair will provide one parking voucher per booth on the setup day, Friday. Each exhibitor is responsible for parking on the event days, Saturday and Sunday.

• UTILITIES: 

  • Tables/Chairs/Booth Add-Ons: Additional tables, chairs, and other booth add-ons beyond what is outlined in the booth application are not provided by Japan Fair but may be rented from the Event Contractor, Fern Expo on their portal site. (The link to the portal site will be sent from Fern Expo.) Additional tables and chairs may be rented on site on the day of the event, for the prices outlined in the Exhibitor Welcome Packet. Japan Fair has no authority over or responsibility for any additional booth materials rented beyond what is outlined in the Exhibitor/Vendor Booth Application. Exhibitor/Vendor may also bring tables and chairs for your booth.

  • Wi-Fi:  Standard Wi-Fi connections are complimentary at Meydenbauer Center. Stronger connection is available for purchase.

  • Power Usage: If your booth requires a power hookup, please indicate this need on your booth application form. Power hookups may also be purchased on the day of the event. Please see a Japan Fair Information Booth attendant to purchase and setup a power connection for your booth. Power Drop price will increase after June 1st.

• FIRE AND SAFETY: All Exhibitors/Vendors are required to comply with fire and life safety regulations of the city, county, and state. DISPLAYS/MERCHANDISE WILL BE KEPT WITHIN BOOTH AND/OR TABLE AREA. Do not extend stands, furniture or goods beyond the ends of tables or aisles. The Japan Fair reserves the right to terminate this contract immediately if Exhibitor/Vendor is not in compliance with said regulations. It is Exhibitor/Vendor’s responsibility to conduct a safe operation.

• REFUND POLICY: All sales are final. All purchases are non-refundable. If your application is rejected by Japan Fair, a full refund will be issued. In the event that Japan Fair is canceled, and the event does not happen, a full refund will be issued.

• ANIMALS: No animals are allowed except trained service animals at this venue.

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• FOOD & BEVERAGES: 

  • The Meydenbauer Center policy prohibits outside food or beverages from being consumed on site, except those provided for sampling.

  • Exhibitors/Vendors must have business licenses to sell/distribute the food and beverage products/samples to the public.

• Food/Beverage Sales at Booth

  • ​The packaged items of food and beverage cannot be consumed on site.

• Food/Beverage Samples at Booth

  • Japan Fair has a sole right to approve food and beverage samples at booths. 

  • ​People passing out samples must have a food worker card as required by the King County Health Dept. If offering samples of alcohol, alcohol server permits from the Washington State Liquor Control Board are required. 

  • Food and Beverage Accepted for Sampling:

    • Prepackaged, non-perishable foods: Foods that are factory-sealed and do not need temperature control, such as chips, candies, or bottled drinks.

    • Baked goods without perishable ingredients: Cookies, bread, or pastries without cream fillings, custards, or meat.

    • Dry goods: Crackers, nuts, dried fruit, or trail mixes that are prepackaged.

    • Whole, uncut fruits and vegetables: Produce that has not been cut, peeled, or processed in any way.

    • Prepackaged, non-perishable beverages: Sealed bottled or canned drinks like soda, water, juice, or energy drinks that are factory-packaged and don’t require refrigeration.

    • Commercially prepared coffee or tea: If it is served without cream, milk, or other perishable ingredients, brewed coffee or tea might not require a permit, depending on how it's prepared and stored.

• Sample Sizes: 

  • Sample sizes are limited to 1-ounce portions of food. 

  • For non-alcoholic beverages portion sizes are limited to 2 oz. However, for wine/sake/beer, etc. portion sizes are limited to 1 oz. portions. 

  • For liquor samples, portion sizes are limited to ½ oz. pours.​​​​

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RELEASE AGREEMENT: In consideration of the granting of permission to participate in the Japan Fair 2025, I the undersigned, intending to hereby legally bind myself, personal representatives, and all volunteers and agents of the organization I represent, agree to waive, discharge, and release any and all rights and claims for injuries, losses, and damages against the Meydenbauer Center, the Japan Fair, their officers, employees, thereof, any such claim and that I am fully insured and bonded. The terms and conditions are subject to change. Changes will be notified by email as necessary.

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