These terms and conditions are an agreement between the Japan Fair 2026 Committee, hereafter called Japan Fair, and Exhibitor/Vendor, to display and/or sell goods to visitors on June 27 and 28, 2026 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 approval to ensure alignment with the Asunaro/Japan Fair mission and a balanced mix of exhibitor categories and types. Application for Early Bird Exhibitor pricing is till January 31, 2026 or until sold out. Applications will be closed when all the spaces are reserved with payment.

• CONFIRMATION: The Japan Fair Office will send exhibitors/vendors a confirmation of their reserved booth space once participation is approved and payment is completed.

• EVENT TIME: The Fair is open to the public from 10:00 a.m. to 6:00 p.m. on Saturday, June 27 and from 10:00 a.m. to 5:00 p.m. on Sunday, June 28.

• PERTICIPATION REQUIREMENT: All Exhibitor/Vendor Booths must be physically attended by you and/or a representative member of your organization during the 2-day period. In the event of a no-show, the exhibitor will forfeit the right to apply for participation in the following year’s Japan Fair.

• 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.

• SALES REGULATIONS: Sales of merchandise or services are permitted only in Type A and Type B booths. Exhibitors or vendors wishing to sell items must receive approval from Japan Fair before engaging in any sales during the event.

• SETUP: Exhibitors and vendors may set up their booths on Friday, June 26, from 1:00 p.m. to 7:00 p.m., and on Saturday, June 27, from 8:00 a.m. to 10:00 a.m. All exhibitors and vendors must be ready to welcome visitors when the Fair opens at 10:00 a.m. on both Saturday and Sunday. A limited number of handcarts will be available at the venue. Exhibitors and vendors may not take down or clean up their booths until after the Fair closes on June 28.

• 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: Exhibitors and vendors may begin takedown at 5:00 p.m. on Sunday, June 28, and must finish by 7:00 p.m. Exhibitors and vendors are responsible for cleaning their booth area. Failure to do so may result in financial responsibility for cleanup charges assessed by the Meydenbauer Center. A limited number of handcarts will be available at the venue. Exhibitors and vendors should provide their own setup supplies, such as masking tape, etc.

• PARKING: Japan Fair will provide one parking voucher per booth on 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 included in the booth application are not provided by Japan Fair but may be rented from the event contractor, Fern Expo, via their portal site. (The link to the portal will be sent by Fern Expo.) Additional tables and chairs may also be rented on-site on the day of the event at the prices listed in the Exhibitor Welcome Packet. Japan Fair is not responsible for, nor does it have authority over, any additional booth materials rented beyond what is included in the Exhibitor/Vendor Booth Application. Exhibitors and vendors may also bring their own tables and chairs.

  • Wi-Fi:  Standard Wi-Fi connections are complimentary at Meydenbauer Center. For sales transactions, streaming, and other high-bandwidth needs, a stronger connection is available for purchase directly from the venue.

  • Power Usage: If your booth requires a power hookup, please indicate this 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 set up a power connection for your booth. Power hookup prices will increase after June 1.

• 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, and all fees and purchases are non-refundable. If Japan Fair is canceled and the event does not take place, a full refund will be issued.

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

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• FOOD & BEVERAGES: 

  • The Meydenbauer Center policy prohibits the consumption of outside food or beverages on site, except for items provided for sampling.

  • Exhibitors and vendors must have the necessary business licenses to sell or distribute food and beverage products or samples to the public.

  • Exhibitors or vendors wishing to sell or distribute food and beverage products or samples must receive approval from Japan Fair before the event.

• 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 the exclusive right to approve all food and beverage samples at booths.

  • The Exhibitor is responsible for food and beverage sampling and handling at the booth, including any required permits and procedures established by the health department.

    • Ref: Temporary food service business permit - King County, Washington​

  • Anyone distributing samples must have a valid food worker card as required by the King County Health Department. If offering alcohol samples, an alcohol server permit from the Washington State Liquor and Cannabis Board is 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 2026, 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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