San Japan 2013 Artist Alley Rules and Regulations
(Updated On: 03/21/2013)
Location: The Artist Alley will be located at the HBG Convention Center within Exhibit Hall A.
Tables and Rates: The Artist Alley will consist of an upward of 85 6’ x 3’ tables released to the general public. 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, Artist must purchase a table upon availability and pre-register for the convention. Artists may configure their table(s) as they see fit so long as it does not interfere with others and/or violate fire codes. Tables may only be purchased by full-table increments. Tables will be on a first-come/first-paid basis.
Rates for Artist Alley will be $110 for a full 6′ table and one convention badge. 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 $35 per badge with a maximum purchase of up to 3 additional Artist badges.
Artists or sellers without a convention badge will not be allowed to sell at their Artist Alley table. A maximum of one table will only be allocated to each artist. Artists will not be permitted to move the tables with another artist to create two tables to sell items. Artists will not be allowed to purchase a table within Artist Alley and in the Dealer’s Room. Any artist who attempts to circumvent this rule by using a DBA (“Does Business As”) will be issued a refund and will not allowed to setup within Artist Alley.
Electricity will not be offered at San Japan to Artists located in the Artist Alley section. Artists must make their own accommodations.
Reserving a Table: A notice will be posted on the San Japan website and social networks (Facebook/Twitter) upon the availability of tables. Tables are to be made available on the evening of April 19th, 2013. A waiting list will not be enacted once all tables have been purchased. If any artist drops out then tables will be made available on July 15th, 2013.
Canceling a Table: Only the listed contact on the Artist Alley Registration can cancel the table. To cancel your table, send an email to the Artist Alley Coordinator (email@example.com). Table cancellations received after July 15th, 2013 will not be refunded. Table transfers may happen up until August 9th, 2013.
Hours of Operation: Artists may occupy their tables starting at 8am on Friday, August 16th until 5pm on Sunday, August 18th, 2013. The tables are in an open area, so the Artists can occupy them as long as they want in-between opening and closing up until the HBG Convention Center closes at 11:45pm of that day. Artists must remove all their material from the Artist Alley by 6pm 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 8:00pm Thursday, August 15th, 2013. Tables will be assigned to artists. Artists who fail to check in by 11am Saturday, August 16th, of the convention will forfeit their tables. Forfeited tables will not be refunded and may be used as the Artist Alley Coordinator sees fit.
Appropriate Sales: Artists may only sell their own work, fan art or services in the Artist Alley. Artists may not sell commercial merchandise at their table, unless it is their own work (see Fan Art below). Artists must check IDs of persons to ensure they are 18 years or older before allowing them to peruse or buy adult material. Artists will ensure any such works are discretely shown. The acceptability of displays of adult material is at the sole discretion of the Artist Alley Coordinator; failure to comply with warnings will result in removal from Artist Alley and forfeiture of all fees.
Promotional Rights: Artist grants San Japan the right to list Artist’s name in our advertising and on our website and link to the Artist’s website. San Japan grants the same reciprocal right to the Artist.
Music & Noise: Artist may play music at a moderate reasonable level but it may not be for the intention to attract customers to the table. If San Japan receives a complaint that the music was too loud then San Japan reserves the right to turn it off and it will be permanent for the rest of the convention. Non-compliance will have further ramification; failure to comply with more than three warnings will result in removal from Artist Alley and forfeiture of all fees.
Fan Art: Artists may be allowed to sell original fan art work to the public. Fan art must not be an exact replication drawing from a published anime or manga. Artists may be notified by San Japan to remove any infringing copyright art work if notified by the respective copyright holder. Upon notification of a request to remove infringing artwork, artists must obligate in removing the requested artwork or risk expulsion and removal from artist alley for the duration of the convention. Stickers, buttons or perler bead sprite art with infringing company logos or blatant trademarks will not be tolerated with the immediate risk of forfeit of artist table, convention badges and expulsion from the convention. San Japan reserves the right change this policy at any time that is necessary or requested by the original copyright holder.
Prints: There is currently no limit on the number prints that may be sold at San Japan. Prints must not be replicas or tracings from any manga or anime series.
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 8.125%. 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 by the time San Japan begins. 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. A DBA (“Does Business As”) Tax ID will be allowed.
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 to 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 (firstname.lastname@example.org).