Boothholders Wanted
Open 16, DECEMBER
Outdoor booth Registration Guide
The food stall area will be set up next to the indoor venue building and near the outdoor entertainment plaza. In the adjacent plaza, visitors can enjoy performances and outdoor activities.
Entry to the outdoor area is free for customers and your staff. The boothholder fee includes two entry tickets, meaning if you have more than two staff members, additional tickets will need to be purchased for them to enter the building. Outdoor toilets and tap water will be provided.
Outdoor vendor applications for the event are limited to 30 spots. After the deadline, those wishing to be on the waitlist can fill out the form.
【Vendor Space Allocation】
Visitors to Japan Fiesta's food stall area often expect to find Japanese cuisine. However, to satisfy the diverse tastes and preferences of many attendees, vendors are not limited to Japanese food.
Food stalls will be allocated in the following order:
① Sponsors
② First come, first served
Allocation starts from the vicinity of the main venue building and the lower rows (areas with less wind impact).
Please Refer to the image above.
【Vending Areas】
The outdoor vending area is divided into two sections:
Tent Food Stall Area: Includes power access
Food Van (Trailer) Food Stall Area: No electricity provided; vendors must bring their own generators if needed.
If your food van, including the tow bar, is over 7 meters, please consult with us in advance.
【Registration Process for Non-Sponsor General Vendors】
Purchase system will appear on the release date. For information on special vendor discounts, please refer to the "Special Vendor Discount Guide" below.
Complete registration preparations.
Purchase a boothholder fee through the online shopping system (GST will be added).
Keep a record of the 4-digit ORDER number from the auto confirmation email. *image below
Fill out the "Outdoor Food/Goods Stalls" registration form with 4-digit ORDER number and submit it.
Once all vendor spaces are filled, applications will close. A waiting list will be available for those still interested.
【Tent Provision】
We are grateful to the Japanese Society of Canterbury (JSC) for their kind assistance in providing tents for the tent food stalls.
The Japanese Society of Canterbury (JSC) will provide tents for the tent food stalls free of charge in the above order: The same priority order as the location.
After all JSC-owned tents are allocated, subsequent vendors must provide their own tents. Tents are essential for outdoor food stalls.
If you would like to rent a JSC tent, please make sure to purchase the deposit using the button below when you purchase booth fee. Setting up and taking it down is your duties, so please make sure to participate.
If you do not participate, part or all of your deposit will not be refunded.
Assist the day before the event: 20% refunded.
Assist on the event day: 80% refunded. (Around 7am for setup and 5pm for pack up)
Assist on both days: 100% refunded.
※if the gazebo is confirmed to be undamaged.
【Important Notes for Outdoor Tent Food Stall Vendors】
If JSC tents are damaged due to misuse or accidents, inform the event organizers promptly.
In case compensation or repairs are required for damage to the JSC tent, it will be discussed among the vendor, event organizers, and JSC separately from the terms and conditions stated.
Personal tents are not allowed in the lower area but can be set up in the upper area if they fit within the designated booth size. Please inform us via the message field in the form if you wish to bring your own tent.
Indoor booth Registration Guide
We provide indoor spaces where general goods and food (non-cooked food) can be sold, sampled, exhibited, and demonstrated.
The boothholder fee includes two entry tickets.
【Booth size】
Space : 2m x 4m
Table Size : 2 tables with chairs. 1.8m x 70cm each
【Allocation of Indoor Vending Spaces】
Due to the complex structure of the indoor booth area, we will allocate booth spaces based on the following priority criteria:
Purchasers of larger booth areas (2 booths)
Sponsors and special cultural exhibitors
Early registrants
Please note that the booth layout is significantly restricted, and we appreciate your understanding.
【Registration Process for Non-Sponsor General Vendors】
Purchase system will appear on the release date. For information on special vendor discounts, please refer to the "Special Vendor Discount Guide" below.
Complete registration preparations.
Purchase a boothholder fee through the online shopping system (GST will be added).
Keep a record of the 4-digit ORDER number from the auto confirmation email. *image below
Fill out the"Indoor General Booth" registration form with 4-digit ORDER number and submit it.
Once all vendor spaces are filled, applications will close. A waiting list will be available for those still interested.
Special Vendor Discount Guide
< Vendor Discounts and Cancellation Policy >
Japanese Society of Canterbury (JSC) Members （カンタベリー日本人会会員）
Members of the Japanese Society of Canterbury are eligible for a **50% discount** on the stall fee.
- Before proceeding with payment, please request a discount code from the JSC office.
- Enter the discount code during the payment process to apply the discount.
For Non-JSC Members
**Returning Participant Discount**
If you have participated in our event 3 or more times in the past, you are eligible for a **50% discount** on the stall fee.
**Popular Japanese Stall Discount:**
If your stall (menu) offers items popular in Japan, you may be eligible for a **maximum discount of $200** on the stall fee, subject to review. If you're Artist, it depends on your creations.
**Cultural Experience Discount:**
Companies or organizations that provide Japanese cultural experiences at their booths may be eligible for a **maximum discount of $400**, subject to review.
**How to Apply for Discounts:**
Eligible applicants will be issued discount codes after their application is reviewed. If you believe you qualify, please complete the form using the link below:
Enter the discount code during payment to receive your discount.
If a payment is made without using a discount code or due to being unaware of the discount policy, refunds will follow the rules outlined in the cancellation policy. If your discount code does't work, please make sure to contact us. If you purchase without using it, cancellation policy will apply.
**Cancellation Policy**
- 4 weeks before the event : 75% refund.
- 2 weeks before the event : 50% refund.
- Less than 2 weeks before the event : No refunds will be issued.
< Important Terms >
Refunds will not be provided under the following circumstances:
Poor sales, regardless of weather, location, or any other conditions.
Please review these policies & Terms and Conditions carefully before applying and making your payment.
After purchasing the stall section, the "Order Confirmed" sent automatically will be used in place of the receipt/tax invoice.
Below is an image of the "Order Confirmed", the 4-digit number indicated by the arrow is the reference number. Please Fill the Registration form which is located end of this page with this number.
Japan Fiesta EX 2025 Boothholder Registration Form
Japan Fiesta Boothholder Registration Terms and Conditions
By registering for a Japan Fiesta Boothholder, you are agreeing to abide by all these Terms and Conditions.
‘Boothholder’ means a company, individual or group and its/their staff and associates who book and run a booth or space at Japan Fiesta 2025.
Any Food stall holders - individuals, groups or companies cooking and/or selling any type of food at Japan Fiesta - will also be registered under ‘Japan Fiesta Boothholder’.
Make sure your booth set-up does not raise any health and safety issues. All Boothholders and associates must have read and understood ‘Japan Fiesta Health and Safety Plan’ which shall be provided prior to Japan Fiesta 2025.
Please keep your area as clean and tidy as possible. Be mindful of your neighbouring booths. Abusive or violent behaviour shall not be tolerated.
Please do not place items in front of, or otherwise block, the fire exits. Weapons, dangerous goods, drones and non-service animals are prohibited.
Drugs, alcohol, smoking and vaping are all forbidden at the venue at all times.
Absolutely no flames, naked or contained, are allowed. In case of fire, evacuation should be commenced. Please exit the building immediately using the nearest Fire Exit, and/or follow the fire warden’s and security staff’s instructions.
We recommend that you wear face covering and use hand sanitisers often. Other Covid related compliance shall be adopted as required at such times Government Covid regulations are changed. The need for full compliance with all Covid related requirements and any future changes must be understood and accepted by all Boothholders.
Japan Fiesta is a family-friendly event. Adult items are allowed providing those items do not breach NZ law or Censorship standards. You must ensure your displayed work is suitable for all ages.
Pirated goods and merchandise are not permitted at the event. Japan Fiesta NZ Committee reserves the right to remove such material and Boothholders from the event if there is reasonable doubt as to the authenticity of the product/s.
Any damage done by the Boothholder to the booth area and the venue during Japan Fiesta 2025, any associated repair costs, and consequential financial loss to the venue management/Japan Fiesta NZ Committee, are your responsibility. If you see any pre-existing damage such as scratches and dents, please tell us before you set-up.
Any extra or related Food Registration cost required by city council to set-up and run your Boothholder booth to cook and/or sell any type of food are your responsibility.
Japan Fiesta NZ Committee reserves the right to refuse/remove any signage, advertising or displays in any event area, including Boothholder’s booths, if it is in conflict with the commercial interests of Japan Fiesta NZ Committee/Japan Daisuki Ltd and/or venue management, or poses any risk to the general public, is offensive in any way or for any other legitimate critical reason as decided by venue management/Japan Fiesta NZ Committee.
Limitation of Liability
Japan Fiesta NZ Committee/Japan Daisuki Ltd will not be liable for any failure to perform their obligations under this Agreement where such failure is caused by events beyond their reasonable control.
While care is taken to keep Boothholders’ property safe, the Japan Fiesta NZ Committee takes no responsibility for lost, stolen or damaged property during set-up or on event day. Any transactions made between Boothholders and customers are entirely the responsibility of said parties, not the Japan Fiesta NZ Committee.
Without limiting any exclusion of Japan Fiesta NZ Committee/Japan Daisuki Ltd’s liability under the Agreement, their maximum aggregate liability under or in connection with this Contract shall not exceed the total amount payable by the Licensee in respect of the Event Licence provided pursuant to this Contract.
Japan Fiesta NZ Committee/Japan Daisuki Ltd will not be liable for any loss of profits or any consequential, indirect or special loss, damage or injury of any kind whatsoever suffered by the Licensee arising directly or indirectly from any breach of any of their obligations arising under or in connection with this Contract or from any cancellation of this Agreement or from any negligence, misrepresentation or other act or omission on the part of the venue management, its employees, agents or contractors.
The Japan Fiesta NZ Committee shall not be held responsible for any Copyright and/or Trademark infringements made by Boothholders, anyone sharing their Table, or anyone they may sell items on behalf of. Any legal action that may result from copyright and/or trademark infringement is the sole responsibility of the Boothholders. By Registering as a Boothholder you agree to legally indemnify The Japan Fiesta NZ Committee and Anime New Zealand against any such legal action.
Cancellation Policy
**Refund Policy (Priority Clause)**
- Cancellations made **4 weeks before the event**: 75% refund.
- Cancellations made **2 weeks before the event**: 50% refund.
- Cancellations made **less than 2 weeks before the event**: No refunds will be issued.
**Important Terms**
- Refunds will not be provided for any reason related to **poor sales**, regardless of weather, location, or other conditions.
- **Participation fees** are non-refundable beyond the terms outlined in the refund policy. Refunds for **sponsorship fees** will follow the terms outlined in the sponsorship agreement.
**Covid-19 Postponement Policy**
If Japan Fiesta 2025 cannot proceed due to Covid-19 restrictions, the event will be postponed, and a new date will be announced at the time of cancellation.
- All registrations will remain valid for the new date.
- If the new date is not suitable for you, a refund request must be submitted within **two weeks** of the postponement announcement.
- Refunds for postponements will be processed in accordance with the refund policy above.
Please ensure you understand and agree to these terms before completing your registration or payment.
By registering you agree to receive emails about Japan Fiesta 2025 and collateral information.
Breaches of the above requirements may result in a Boothholder Registration being cancelled. In that case, no refund for registration fees will be provided. If the Japan Fiesta NZ Committee cancels the Boothholder Registrations under this clause it shall not be liable to pay the Boothholder any compensation for loss or damage and will have no further legal obligations with respect to them.
If you make a payment without using a discount code or are unaware of the discount policy, refunds cannot be issued afterward. The same policy applies in case of cancellations.
The Japan Fiesta NZ Committee, represented by Japan Daisuki Ltd. All rights reserved. All decisions are final.