2017 Artist Rules & Regulations
San Japan Artist Alley Rules and Regulations – 2017 Edition
Location: The Artist Alley will be located at the Henry B. Gonzalez Convention Center within Exhibit Hall 4A taking place from Friday September 1st, 2017 to Sunday September 3rd, 2017.
Tables and Rates: The Artist Alley will consist of an upward of 155 6’ x 3’ tables released to the general public. The sale of these tables will be done by First-Come/First-Serve Jury system. Sign-up will take up a place on February 26th, 2017 which San Japan will use guidelines to determined who will be approved and offered an artist table. San Japan reserves the right to change the number of tables for guests and complimentary tables given at the discretion of the convention. To guarantee a table in the Artist Alley, artists must be approved and invoiced a table. There is no waiting list for artists. Tables may only be purchased by full-table increments.
Rates for Artist Alley will be $155 for a full 6′ table and will include ONE (1) Artist Alley convention badge. The Artist Alley badge will have the same access as an attendee. Individual Artists & Groups are limited to one full table. Artists who wish to share tables should register as a group. Registration for an Artist Alley table does include one membership in the convention or admission to it. Any additional badge Artist Alley badge will be $50 per badge (available up until July 10th, 2017, with a rate of $70 afterward) with a maximum purchase of up to 3 additional Artist badges. A maximum of 4 Artist Alley badges will be sold to all groups at each table.
Two chairs will be provided to each table. Additional chairs will only be provided based on the number of Artist Alley badges purchased for the table. San Japan will not be providing additional chairs on request beyond the number of Artist Alley badges purchased for a table. Only a maximum of 4 chairs total will be allocated per artist table
Electricity and Wi-Fi services will not be offered at San Japan to Artists located in the Artist Alley section. San Japan nor the convention center will provide tableclothes. Artists must make their own accommodations for internet and backup power source at their assigned table.
Artists may only share a table with one additional artist. All artists at a table provide validated Texas Sales Tax ID paperwork in person upon check-in. Artists found sharing a table without pre-approval will have their convention badges confiscated and removed from Artist Alley. A written violation will be issued to the purchaser of the Artist table.
Artists who purchase a table from San Japan must be at least 18 years old or older to purchase a table. If the Artist is a minor then the table may be purchased by a parent or guardian. The parent or guardian must be present at all times with the minor in Artist Alley. The parent or guardian must be the one who checks into Artist Alley. We will no longer allow minors under 18 to check into Artist Alley for their assigned table.
An Artist may only purchase one full increment 6′ table. Artists will not be allowed to purchase a table within Artist Alley and a vendor booth within the Dealer’s Room. A circumvention of attempting to purchase a second table will result in a refund of the second table and at the discretion of the San Japan Artist Alley Department may also forfeit the original table. Circumventing in purchasing a second table by using a DBA (“Does Business As“) will result in a refund along with a permanent ban from all future San Japan conventions.
Artists or Groups who have been issued notices that were written in person or by e-mail to not return to San Japan due to rules violation but still attempt to purchase a table will be refunded. Circumventing the notice by using a DBA then appearing at San Japan will result in a forfeit of payment and will be escorted off the premises by San Antonio Police. Any escorted artist that has been removed from the convention by the San Antonio Police that makes another appearance at San Japan will be arrested.
Artists will not be permitted to move the tables with another artist to create two artist tables to sell items. Joint tables will not be allowed even if the cooperating artists sell their wares on their own purchased tables. The tables must be individually separated. Artists who attempt to circumvent this by asking for a table request to be next to each then setup connecting displays will be removed from Artist Alley with the discretion of San Japan Artist Alley to be banned from all future San Japan conventions. All displays at a San Japan Artist Alley must be freestanding within its six-foot space and may not connect to any neighbor table. Poles or clips that attach to a neighboring table will not be allowed. Backdrops may not be jointly connected behind two tables. Artists who are caught with jointly connected backdrops will be asked to take it down, reduce to one 6′ table or the artist will be removed from the convention without refund.
A limited number of tables may be made available for sale on September 3rd, 2017 at 10:00 AM for any tables which have not be filled or checked-in. San Japan can not guarantee the availability of additional tables. These onsite tables will be $85 which will not include any Artist Alley badge. The Artist or Convention badge must be purchased separately. A valid Texas Sales Tax ID will be required to purchase these tables onsite. The purchaser on an onsite table will still be required to adhere and sign to the terms listed in this contract.
Reserving a Table: A notice will be posted on the San Japan website and social networks (Facebook) upon the availability of tables. Tables are to be made available on the early evening of February 26th, 2017. A waiting list will not be enacted once all tables have been purchased. Refunded tables will not be put up for sale.
Canceling a Table: Only the listed contact on the Artist Alley Registration can cancel the table. To cancel your table, use the contact form on the San Japan website. Table cancellations received after July 15th, 2017 will not be refunded. Table transfers are no longer offered. All tables canceled after June 15th th will only be issued a 50% refund.
Hours of Operation: Artists may occupy their tables to sell their wares starting at 9:30 AM on Friday, September 1st, 2017 until 5:30 PM on Sunday, September 4th, 2017. Artist Alley will close by no later than 9:30 PM on Friday and Saturday of the 2017 convention. Artists must remove all their material from the Artist Alley by 6:00 PM Sunday. Anything left behind will be thrown out or become the property of San Japan. San Japan reserves the right to change the hours of operation.
Artist Alley Check-In: Artists must check-in with the Artist Alley Coordinator prior to occupying their tables in the Artist Alley. Artists may check in at 5:00pm Thursday, September 1st, 2017. Tables will be assigned to artists. Artists who fail to check in by Saturday, September 3rd, 2017 after 10:00 AM, of the convention will forfeit their tables. Forfeited tables will not be refunded and may be used as the Artist Alley Coordinator sees fit.
The Artist Alley Check-In times will be open on Thursday, September 1st, 2017 at 5:00 PM CST. Artists who arrive at San Japan prior to this time will not be allowed to setup within their assigned table until they have been checked-in. Artists who attempt to set up before 5:00 PM will be escorted from San Japan along with the Convention Center premises at which they will not be allowed back until they have been properly checked-in by the Artist Alley department.
Artists will be issued their convention badges upon check-in. This badge must be visible at all times. Sharing convention badges is not allowed and if caught will risk having your badge revoked.
Only the purchaser of the Artist table may check-in to an assigned table. If an artist wants to have a 3rd party check in for them they must e-mail or contact Artist Alley for approval.
Artists who check in must show a government issued photo ID and Texas Sales Tax and Use ID in order to check in to receive their badges. The only acceptable forms of Tax ID will be the Actual ID issued by the Texas Comptrollers office or a photocopy of the issued tax ID. Electronic forms of the Tax ID will no longer be accepted.
Artists will be able only be able to load in and out through Exhibit Hall 4A Entrance and Exit. Artists are barred from using the Exhibit Hall Loading Dock located on I37 Service Road. There will not be any exceptions given for any artists for any reason to use the I37 service road loading dock. Artists attempting to use the loading dock will be denied entrance and redirected to the proper loading area.
Cancelations: Artists have until July 15th, 2017 to cancel any table reservations or pre-ordered badges to receive a refund. Table cancellations received after July 15th, 2017 will not be refunded. Table cancellations after June 15th, 2017 will only be issued a 50% refund of the total purchase price. Only the Purchaser of the Artist table may cancel the table. To cancel a table, a request with the original table purchase confirmation must be sent in and approved by Artist Alley using the San Japan website contact form. We must get the original confirmation e-mailed with a notice of canceling the table.
Artists’ Alley Table and Display Regulations: Artists will not be permitted to move their tables with another table to create two tables to sell items. Artists may not have displays over 9′ high from the top of the table. Artists may not use convention center property or structures for display or signage. Artists may not rearrange a table for the purpose to extend their display beyond the 6′ allocated to their table. Table extensions will be strictly forbidden and will be shutdown if caught. San Japan will allow pop-ups, back drapes, or signage behind the Artist tables. Back drapes must be within the 6′ assigned table and may not overlap with an additional artist table. Grid Wall to form a walk-in mini-store or boutique is strictly forbidden. Grid Wall may only be used behind the table. Displays may not extend beyond the allotted table space of 6 feet even if a neighboring table is vacant or there is an opening to allow artists to enter and exit. Artists will not be allowed to use personal table(s) to extend beyond 6 feet of their allocated assigned space.
The area behind the table is approximately three to four feet. For safety purposes personal and business belongings must remain in designated table area. Belongings must not block entrances to Artist table areas. Artist with items blocking walkways will be asked to move the items Artists belongings may not cross into another Artists space. The failure to comply will result in a written warning of contract violation and will be required to make changes. This will be a one-strike policy as caught once again will be a permanent ban from San Japan.
Artists may not display their work on another artist’s table. All art pieces are limited to the artists respective table. The only exceptions are limited to approved table sharing which the Artist must notify the Artist Alley department. Artists may not sell by proxy for another artist who was not approved or unable to attend San Japan. All artist work on display or for sale must have been created by the artist(s) who has purchased the Artist table or jointly split the table.
Music at tables is permitted for personal use only and may not be used for the intent of attracting customers. If San Japan receives a noise complaint that the music was too loud then San Japan reserves the right to turn it off which will be permanent for the rest of the convention. Non-compliance will have further ramifications; failure to comply with more than three warnings will result in the removal from and Artist Alley along with the forfeiture of all fees with no refund.
Artist Sales: Artists caught selling merchandise outside of Artist Alley will have their badges confiscated then ejected from San Japan without a refund.
Artists may only be allowed to sell original fan/artwork or similar art services to the public. Fan art must not be an exact replication drawing, sculpture, plushie, etc. from a published anime, manga, video game, or other form of licensed media. Stickers, buttons, pearler beard sprite art, engraved items and any other tangible item sold with infringing company logos, trademarked symbols, signature pose or character recreation without evident artist deviation, and copyright icons will not be tolerated in the Artist Alley. Replica/duplicate of character design with pearler sprite art will be considered tracing which will not be allowed. Artists are prohibited from selling retail and food items. This includes retail items that have been modified by less than 50%. Items may be inspected on-site by the Artist Alley department to ensure they are compliant with having a reasonable amount of modifications.
To adhere to convention distributor requests, Artists may no longer use copyright, brand names or trademark names of anime series names on the products which is sold or apply the copyright / trademark names to their merchandise.
Artists must check IDs of any attendee when selling any adult artwork. All artwork of adult nature must be placed discretely and can not be visible to the public. Artists will be response to check they buyer is at least 18 years old by checking for their a legal government-issued ID. The failure to check for ID will be removed from the Artist Alley. Any artists caught selling adult artwork to attendees under the age 18 will result in an immediate expulsion with no refunds given.
On-site industry representatives of an anime distribution company may issue a verbal grievance on any item sold in Artist Alley at their own decision if it is viewed as a potential copyright or trademark violation. San Japan will then issue a written warning notice. The Artist must immediately comply, make necessary corrections, have it taken down from display and ending all sales then have the items in question removed from the premise during the duration of San Japan. Artists who become confrontational on this decision or do not comply risk ejection from San Japan.
Raffles of any type that are for profit are considered as a form of gambling by the state of Texas (Reference) and is therefore not permitted. Only charity raffles may be held and the Artist must provide the proper 501(c) non-profit papers, and must be approved by San Japan prior to the convention. Non-approved raffles will not be allowed on-site.
Attempting to circumvent with additional sales of infringing items after being given a written notice will be an immediate ejection from the convention.
Volunteers: A limited number of Volunteers will be onsite throughout the duration of the convention, providing water and assistance. They will be wearing a San Japan issued volunteer badge and some may be wearing identifying shirts.
Volunteers act as liaisons of the San Japan Artist Alley and will enforce this Artist Alley contract. Upon notification or spotting of a rule violation volunteers will issue a written violation warnings on the the behalf of the Artist Alley contract.
Volunteers may watch over an Artist’s table for situations such as bathroom breaks for no longer than 10 minutes. If an Artist does not arrive back at their table with in the 10 minutes, the volunteer will leave the table and continue with other volunteer related duties. It is the responsibility of the Artist to find someone to look after their table should they need to leave for more than the allotted time. San Japan will not be responsible for any shrink or loss incurred during the times the Artist has stepped away from their table.
Volunteers will not be available to aid in Artist load in or load out for any reasons at all. Artists will be responsible to arrange their own assistance prior to arriving at San Japan.
Promotional Rights: Artist grants San Japan the right to list Artist’s name in our advertising, all publications and on our website and link to the Artist’s website. San Japan grants the same reciprocal right to the Artist.
Prints: There is currently no limit on the number prints that may be sold at San Japan. A limit may be put in place if a copyright holder deems if the sale of a print has become excessive. Prints must not be replicas or tracings from any manga or anime series.
Notice of Contract Violation(s) and Disciplinary Measures: If an Artist is found to be in violation of the San Japan Artist Alley contract they will be issued a written warning instructing them to correct the violation depending on the offense. Artists must correct the violation immediately to become compliant with the Artist Alley contract. Depending on the violation the time allotment may be increased. In such cases the Artist must become compliant within the designated time limit. Failure to correct a violation immediately, within the designated time limit, or a repeat of a previous violation, will result in having badge(s) confiscated and forfeiting the Artist table without a refund.
A “3 strikes and you’re out” policy will be in place for minor violations. If an Artist is found to be in violation a third time, regardless if they corrected the previous violations, will have their badges confiscated and their tables will become forfeit without a refund. Depending on the severity of the violation(s), San Japan reserves the right to ban the Artist from selling in the San Japan Artist Alley and/or Dealer’s Room for future San Japan events. The length and permanence of the ban will be determined at the time of the issuance.
Security: Artists are responsible for securing their own works and material when not present at their tables. San Japan is not responsible for the loss or damage to the material and works of Artists.
Taxation: At the convention location, in downtown San Antonio, the applicable state sales tax rate is 8.25%. Artists are responsible for paying state sales tax and keeping proper records of such. All artists must have the proper paperwork already arranged with the Texas Comptroller Office when tables go up for sale at San Japan. The artist must show the proper paperwork in obtaining a Texas Sales Tax ID upon check-in at San Japan for their Artist Alley table. San Japan will not allow any artist to setup within the convention without showing the proper verification of a Texas Sales Tax ID in person as per state law.
When applying for an Artist Table the Texas Sales Tax ID must be a valid active Texas ID number. All Sales Tax IDs will be verified by the Texas Comptrollers Office website. If the Texas ID number is listed as INACTIVE or INVALID then the Artist will have their application denied. San Japan will not contact the artist about their invalid Sales Tax ID. Once a refund has been issued on a table the artist will not receive another opportunity to purchase another table for the convention year.
Incorporation of Rules and Regulations: Any and all matters pertaining to Artist Alley and not specifically covered by the terms and conditions of this contract shall be subject to determination by San Japan in its sole discretion. San Japan may adopt rules or regulations from time to time governing such matters and may amend or revoke them at any time, upon reasonable notice to the Artist.
Any such rules and regulations are an integral part of this contract and are incorporated herein by reference and shall have the full force and effect as if such rules and regulations are fully set forth herein. Artists shall observe and abide by additional regulations made by Artist Alley as soon as these additional rules or regulations are communicated to the Artist. This contract states the entire agreement between the parties with respect to the subject matter hereof.
Indemnification: Artist indemnifies and agrees to hold San Japan and any members, officers, directors, staff and/or employees thereof blameless for any and all damages caused by the Artist or his/her property, agents, representatives, employees, or consultants. Artist further agrees to hold San Japan and any members, officers, directors, staff and/or employees thereof blameless in case of theft of Artist’s property.
Contacts: Any questions or concerns can be directed to the Artist Alley Coordinator using the contact form.