Fandom Meeting

Indie Artist Artist Alley Rules and Regulations

2025 Edition

San Japan Indie Artist Contract 2025

Location: The Artist Alley will be at the Henry B. Gonzalez Convention Center within Exhibit Hall 1 from Friday, August 29th, 2025, to Sunday, August 31st, 2025.

Tables and Rates: The Artist Alley will consist of upward of 12 10’ x 10’  booths released to the general public. A jury system will sell these tables. Sign-up will take place on May 15th, 2025. San Japan will use guidelines to determine who will be approved and offered an artist space after sign-up. San Japan reserves the right to change the number of tables for guests and complimentary tables given at the convention’s discretion. To guarantee a table in the Artist Alley, artists must be selected, approved, and invoiced for a table. There is no waiting list for artists. Tables may only be purchased by full-table increments.

Rates for Artist Alley will be $475 + tax + service fee for a full ten x ten with ONE 8-foot table and will include THREE (3) Artist Alley convention badges. The Artist Alley badge will have the same access as an attendee’s. Individual Artists and groups are limited to one complete table. No additional passes will be sold for this section.

Three chairs will be provided for each table. San Japan will not offer additional chairs on request beyond the number of Artist Alley badges purchased for a table. Only a maximum of three chairs will be allocated per artist’s table.

Electricity and Wi-Fi services will not be offered in San Japan to Artists located in the Artist Alley section, and neither San Japan nor the Convention Center will provide tablecloths. Artists must accommodate their internet and backup power sources at their assigned table.

Indie Artists may not share a table with an additional artist. 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’s table.

Artists purchasing a table from San Japan must be 18 or older. If the Artist is a minor, a parent or guardian may purchase the table. The parent or guardian must always be present with the minor in Artist Alley and 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 eight-foot table in a ten feet by ten feet space. Artists cannot buy a table within Artist Alley or a vendor booth within the Dealer’s Room. A circumvention of attempting to buy 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 purchasing a second table using a DBA (“Does Business As“) will result in a refund and a permanent ban from all future San Japan conventions. Artists who issue a chargeback for a refund will be issued a lifetime ban from San Japan.

Artists or groups who have been issued notices written in person or by e-mail not to return to San Japan due to rules violation but still attempt to purchase a table will be refunded. Circumventing the notice using a DBA and appearing in San Japan will result in a forfeit payment. San Antonio Police will escort it off the premises. Any escorted artist who has been removed from the convention by the San Antonio Police and makes another appearance in San Japan will be arrested for trespassing.

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 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 other and then setting up connecting displays will be removed from Artist Alley at the discretion of San Japan Artist Alley and be banned from all future San Japan conventions. All displays at a San Japan Artist Alley must be freestanding within its ten-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 caught with jointly connected backdrops will be asked to take it down, reduce it to one eight-foot table, or remove the artist from the convention without a refund.

Reserving a Table: A notice will be posted on the San Japan website and social networks once tables are available. Tables will be made available on the evening of May 15th, 2025. Once all tables have been purchased, a waiting list will not be enacted, and refunded tables will not be put up for sale.

Hours of Operation: Artists may occupy their tables to sell their wares from 10:00 AM on Friday, August 29th, 2025, until 5:00 PM on Sunday, August 31st, 2025. Artist Alley will close at 8:00 PM on Friday and Saturday of the current convention. Artists must remove all their material from the Artist Alley by 6:00 PM on Sunday, August 31st, 2025. 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 before setting up their tables in the Artist Alley. Artists may check in at 6:00 pm on Thursday, August 29th, 2025. Tables will be assigned to artists before their arrival. Artists who fail to check in by Saturday, August 30th, 2025, 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, August 28th, 2025, at 6:00 PM Central. Artists who arrive before then are not allowed to set up at their assigned table until they have been checked in. Artists who attempt to set up before 6:00 PM will be escorted from San Japan to the Convention Center premises, and they will not be allowed back until the Artist Alley department has properly checked them in.

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, you will risk having your badge revoked.

Only the purchaser of the Artist table may check in to an assigned table. If an artist wants a third-party check, they may do so if they have the original Tax ID paperwork. If a third party checks in, they may only sell the original artist’s artwork and are forbidden to sell it unless they submit a split table with a verified Texas sales tax ID.

Artists who check in must show a government-issued photo ID and a Tax ID to receive their badges and assignments. The only acceptable forms of Tax ID will be the Actual ID issued by the Texas Comptroller’s office or a photocopy of the issued tax ID.

Artists must use the Exhibit Hall Loading Dock on I37 Service Road. No exceptions will be made. The artists will be redirected to the proper loading area.

Cancellations: Artists have until July 25th, 2025, to cancel any table reservations or pre-ordered badges to receive a refund. Table cancellations received after July 25th, 2025, will not be refunded with any exceptions, including medical, weather, or catastrophic reasons. This includes the inability to contact San Japan. 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 email with a notice of canceling the table.

Artists’ Alley Table and Display Regulations: Artists cannot move their tables with another table to create two tables to sell items. Artists may not have displayed over ten ′ 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 to extend their display beyond the ten feet allocated. Table extensions will be strictly forbidden and will be shut down if caught. San Japan will allow pop-ups, back drapes, or signage behind the Artist tables. Back drapes must be within ten feet of the assigned table and may not overlap with an additional artist’s 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 cannot use personal table(s) to extend beyond 5 feet of their allocated space.

The area behind the table is approximately five feet. Personal and business belongings must remain in the designated table areas for safety reasons. Belongings must not block entrances to Artist table areas. Artists with items blocking walkways will be asked to move the items. An artist’s belongings may not cross into another assigned space. Failure to comply will result in a written warning of contract violation and require changes. This will be a one-strike policy; if you are caught again, San Japan will permanently ban you.

Artists may not display their work on another artist’s table. All art pieces are limited to the artist’s respective table. The only exceptions are approved table sharing, which the Artist must fill out within their application. Artist table-sharing submissions must be in by August 1st, 2025. Any artist who contacts San Japan after August 1st regarding table sharing will be denied.

Artists may not sell art by proxy for another artist who was not approved or cannot attend San Japan. All artist work on display or for sale must have been created by the artist(s) who has purchased the Artist’s table or jointly split the table. Even if the outside artist approves the proxy sale, we will not allow it to be sold in San Japan. Collaborations of an outside artist attempting to sell artwork will have the seller removed from the convention with a ban issued, and the agreed collaboration will be banned. Any artist who attempts circumvention will be issued a lifetime ban.

Any table split must provide a valid Texas Sales Tax ID. The table purchaser may send a representative to sell if they cannot appear in San Japan. The representative may check in with a copy of the purchaser’s Sales Tax ID. The representative may only sell the artwork of the original purchaser. The representative is forbidden to sell their artwork within San Japan if they do not provide their Texas Sales Tax ID and submit a table split request. Artists caught selling by proxy for multiple artists (2 or more non-approved artists) who are not in attendance will be placed on a lifetime ban list, even if the artist was permitted to collaborate.

Music at tables is permitted for personal use only and may not be used to attract customers. If San Japan receives a noise complaint that the music is too loud, it 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 two warnings will result in removal from Artist Alley and the forfeiture of all fees, with no refund.

Artist Sales: Artists caught selling merchandise outside of Artist Alley will have their convention badges confiscated and then be ejected from San Japan without a refund. Artists caught selling their artwork at multiple tables will be issued a lifetime ban.

Indie Artists may only be allowed to sell original artwork or similar media services to the public. Fan art is not permitted in the Indie Artist Section. The indie artist must own and create all creations for sale as their IP. Exact replication of a drawing, sculpture, plushie, etc., from a published anime, drawing, promotional material, digital media, manga, video game, or another form of licensed media is not allowed. Stickers, buttons, engraved items, and any other tangible item sold with infringing company logos, trademarked symbols, signature poses, or character recreation will not be tolerated in the Indie Artist Section of Artist Alley. Due to heavy disregard for tracing, poor modification, and lifting, pearler art, copyright cut-outs, and the splatter art style are barred within San Japan. Replica/duplicate of character design with Pearler sprite art will be considered tracing, which is not allowed. Artists are prohibited from selling retail and food items. This includes retail items that have been modified by less than 80%. Items may be inspected on-site by the Artist Alley department to ensure they comply with reasonable modifications. Modifications can not include removing, cutting, or reprinting a product directly from copyrighted printed media to place it on tangible, sellable items.

AI-generated artwork in which the artist can not prove that they created the piece with standard artist programs or tools will have the artist evicted without a refund. San Japan will be taking a zero-tolerance, zero-excuses policy on AI-generated artwork. San Japan will remove the artist from the premises for one AI-generated piece even if the artist created the rest of the portfolio.

San Japan Artist Alley reasonably expects artists to be the original creators of the items for sale. Booths found to have most products for sale at the San Japan table that are directly available without modification on Aliexpress, Temu, or other overseas mass-produced marketplaces will be asked to leave the premises.

Artists may not use the copyright, brand names, or trademark names of anime series on the products sold or apply the copyright/trademark names to their merchandise.

Artists must check the IDs of any attendee when selling any adult artwork. All artwork of an adult nature must be placed discretely and cannot be visible to the public. Artists will be responsible for checking if the buyer is at least 18 years old by checking for their legal government-issued ID. The failure to check for ID will be removed from Artist Alley. Any artists caught selling adult artwork to attendees under 18 will be immediately expelled, and no refunds will be 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, end all sales, and then have the items in question removed from the premises during the duration of San Japan. Artists who become confrontational on this decision or do not comply will be ejected from San Japan.

The state of Texas considers for-profit raffles a form of gambling (Reference) and, therefore, prohibits them. Only charity raffles may be held, and the Artist must provide the proper 501(c) paperwork and be approved by San Japan before the convention. Non-approved raffles will not be allowed on-site.

Attempting to circumvent additional sales of infringing items after being given a written notice will result in an immediate ejection from the convention.

Volunteers: A limited number of volunteers will be on-site throughout the convention, providing water and assistance. They will wear a San Japan-issued volunteer badge; some may wear identifying shirts.

Volunteers act as liaisons of the San Japan Artist Alley and will enforce this Artist Alley contract. Upon notification of a spot of a rule violation, volunteers will apply for enforcement on behalf of the Artist Alley contract. The severity of the infraction may cause a removal from the convention without any appeal allowed. There is no on-site mediation to counter disputes. All decisions by authorized San Japan officials will be final and upheld by San Japan’s upper management.

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 return to their table within 10 minutes, the volunteer will leave and continue with other volunteer-related duties. The artist is responsible for finding someone to look after their table should they need to go for more than the allotted time. San Japan will not be responsible for any shrink or loss incurred when the Artist has stepped away from their table.

Volunteers will not be available to aid the Artist’s load-in or load-out. Artists will be responsible for arranging their own assistance before arriving in San Japan.

Exceptions Fee: Any artist who requests an exception after missing a posted deadline and giving multiple sufficient updates on cut-off dates who ask for an ‘exception’ will be charged a $100 fee. This rate will be applied to the invoice.  The fee must be paid before executing an exception.

Promotional Rights: The artist grants San Japan the right to list the Artist’s name in our advertising, in 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 no limit on the number of prints sold in San Japan. A limit may be put in place if a copyright holder deems that the sale of a print has become excessive. Prints must not be replicas or tracings from any manga or anime series.

Notice of Violation and Disciplinary Measures: If an Artist is found to violate 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 comply with the Artist Alley contract. Depending on the violation, the time allotment may be increased. In such cases, the Artist must comply with the designated time limit. Failure to correct a breach immediately, within the designated time limit, or a repeat of a previous violation will result in confiscating the badge(s) and forfeiting the Artist’s table without a refund.

A zero-tolerance policy will be in place for certain violations. Suppose an Artist is found to be in violation a second time, regardless of whether they corrected the previous violations. In that case, their badges will be confiscated, and their tables will be forfeited 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 issuance.

Gross violations, such as AI artwork for sale and art theft, will remove the artist from the convention without written notice.

Security: Artists are responsible for securing their works and materials when not 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. All artists must have the appropriate paperwork arranged with the Texas Comptroller’s Office when tables go up for sale at San Japan. Upon check-in at San Japan for their Artist Alley table, the artist must show the proper paperwork to obtain a Texas Sales Tax ID. San Japan will not allow any artist to set up within the convention without showing the appropriate 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 and active Texas ID number. The Texas Comptroller’s Office website will verify all sales tax IDs. If the Texas ID number is listed as INACTIVE or INVALID, the Artist’s application will be denied. San Japan will not contact the artist about their invalid Sales Tax ID. Once a refund has been issued upon request for a table, the artist will not have another opportunity to purchase another table for the convention year.

Incorporation of Rules and Regulations: Any matters about Artist Alley that are not explicitly 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, are incorporated herein by reference, and shall have the full force and effect as if such laws and regulations were fully set forth herein. Artists shall observe and abide by additional regulations by Artist Alley as soon as they are communicated. This contract states the entire agreement between the parties concerning the subject matter.

Indemnification: The artist indemnifies and agrees to hold San Japan and any members, officers, directors, staff, and/or employees blameless for any damages caused by the Artist or his/her property, agents, representatives, employees, or consultants. The artist further agrees to hold San Japan and any members, officers, directors, staff, and/or employees blameless if the Artist’s property is stolen.

Contacts: If you have any questions or concerns, you can direct them to the Artist Alley Coordinator using the contact form or email artist@san-japan.org.

Artist Alley Rules and Regulations

2025 Edition

ARTIST ALLEY RULES AND REGULATIONS 2025 EDITION

Location: The Artist Alley will be at the Henry B. Gonzalez Convention Center within Exhibit Hall 1 from Friday, August 29th, 2025, to Sunday, August 31st, 2025.

Tables and Rates: The Artist Alley Fan Art Table selection will comprise 260 6 ’ x 30″ tables released to the general public. The sale of these tables will be done using a lottery system. Sign-up will take place on April 12th, 2025. San Japan will use guidelines to determine who will be approved and offered an artist table after the lottery. San Japan reserves the right to change the number of tables for guests, and complimentary tables are given at their discretion. To guarantee a table in the Artist Alley, artists must be selected, approved, and invoiced for a table. There is no waiting list for artists. Tables may only be purchased by full-table increments.

Rates for Artist Alley will be $275 + service fee for a full six ′ table, including 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 complete table. Artists who wish to share tables should register as a group. Registration for an Artist Alley table includes one convention membership or admission. Any additional Artist Alley badge will be $90 until August 1st, then $100 at the convention only, with a maximum purchase of up to 3 additional Artist Alley badges total per table.

Two chairs will be provided for each table. Additional chairs will be provided based on the number of Artist Alley badges purchased for the table. San Japan will not offer additional chairs on request beyond the number of Artist Alley badges purchased for a table. Only a maximum of four chairs will be allocated per artist’s table.

Electricity and Wi-Fi services will not be offered to Artists in the Artist Alley section in San Japan. San Japan nor the Convention Center will provide tablecloths. Artists must accommodate the internet and backup power source at their assigned table.

Artists may share a table with only one additional Artist. All artists at a table must 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 buy a table. If the Artist is a minor, then the table may be purchased by a parent or guardian. The parent or guardian must always be present 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 six-foot table. Artists cannot buy a table within Artist Alley or a vendor booth within the Dealer’s Room. A circumvention of attempting to buy 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 purchasing a second table using a DBA “Does Business As”) will result in a refund and a permanent ban from all future San Japan conventions. Artists who issue a chargeback for a refund will be issued a lifetime ban from San Japan.

Artists or groups who have been issued notices written in person or by email not to return to San Japan due to a rules violation but still attempt to purchase a table will be refunded. Circumventing the notice using a DBA and appearing in San Japan will result in a forfeit payment. San Antonio Police will escort it off the premises. Any escorted artist who has been removed from the convention by the San Antonio Police and makes another appearance in San Japan will be arrested for trespassing.

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 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 other and then setting up connecting displays will be removed from Artist Alley at the discretion of San Japan Artist Alley and will be banned from all future San Japan conventions. All displays at a San Japan Artist Alley must be freestanding within their six-foot space and may not connect to any neighboring table. Poles or clips that attach to a neighboring table will not be allowed. Backdrops may not be jointly connected behind two tables. Artists caught with jointly connected backdrops will be asked to take it down, reduce it to one six ′ table, or remove the Artist from the convention without refund.

A limited number of tables may be made available for sale on Saturday, August 29th, at 10:00 AM for any tables that have not been filled or checked in. San Japan can not guarantee the availability of additional tables. These onsite tables will cost $175 and 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 buy these tables onsite. The purchaser on an onsite table will still be required to adhere to and sign the terms listed in this contract.

Reserving a Table: A notice will be posted on the San Japan website and social networks once tables are available. Tables will be available on the evening of April 12th, 2025. Once all tables have been purchased, a waiting list will not be enacted. Refunded tables will not be put up for sale.

Hours of Operation: Artists may occupy their tables to sell their wares from 11:00 AM on Friday, August 29th, 2025, until 5:00 PM on Sunday, August 31st, 2025. Artist Alley will close at 9:00 PM on Friday and Saturday of the current convention. Artists must remove all their material from the Artist Alley by 6:00 PM on Sunday, August 31st, 2025. 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 before setting up their tables in the Artist Alley. Artists may check in at 6:00 pm on Thursday, August 28th, 2025. Tables will be assigned to artists before their arrival. Artists who fail to check in by Saturday, August 30th, 2025, 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, August 28th, 2025, at 6:00 PM Central. Artists who arrive before then are not allowed to set up at their assigned table until they have been checked in. Artists who attempt to set up before 6:00 PM will be escorted from San Japan to the Convention Center premises. Still, they will not be allowed back until the Artist Alley department properly checks them in.

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, you will risk having your badge revoked.

Only the purchaser of the Artist table may check in to an assigned table. If an artist wants a third party to check in, they may do so if they have the original Tax ID paperwork. If a third party checks in, they may only sell the original artist’s artwork and are forbidden to sell it unless they submit a split table with a verified Texas sales tax ID.

Artists who check in must show a government-issued photo ID or Texas ID to receive their badges and assignments. The only acceptable forms of Tax ID are the Actual ID issued by the Texas Comptroller’s office or a photocopy of the issued tax ID.

Artists must use the Exhibit Hall Loading Dock on I-37 Service Road. No exceptions will be made. The artists will be redirected to the proper loading area.

Cancellations: Artists have until July 25th, 2025, to cancel any table reservations or pre-ordered badges to receive a refund. Table cancellations received after July 25th, 2025, will not be refunded under any circumstances, including medical, weather, or catastrophic reasons. This includes the inability to contact San Japan. 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 email with a notice of cancellation of the table.

 Artists Alley Table and Display Regulations: Artists cannot move their tables with another table to create two tables to sell items. Artists may not have displayed over ten ′ 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 to extend their display beyond the six ′ allocated to their table. Table extensions will be strictly forbidden and will be shut down if caught. San Japan will allow pop-ups, back drapes, or signage behind the Artist tables. Back drapes must be within the six ′ assigned tables 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 cannot use personal table(s) to extend beyond 5 feet of their allocated space.

The area behind the table is approximately five feet. Personal and business belongings must remain in the designated table areas for safety. Belongings must not block entrances to Artist table areas. Artists with items blocking walkways will be asked to move the items. An artist’s belongings may not cross into another assigned space. Failure to comply will result in a written warning of contract violation and require changes. This will be a one-strike policy; if you are caught again, San Japan will permanently ban you.

Artists may not display their work on another artist’s table. All art pieces are limited to the artist’s respective table. The only exceptions are limited to approved table sharing, for which the Artist must fill out a form. Artist table-sharing submissions must be in by August 1st, 2025. Any artist who contacts San Japan after August 1st on table sharing will be denied.

Artists may not sell art by proxy for another artist who was not approved or cannot attend San Japan. All artwork on display or for sale must have been created by the artist t(s) who purchased the artist’s table or jointly split the table. Even if the outside Artist approves the proxy sale, we will not allow it to be sold in San Japan. Collaborations of an outside artist attempting to sell artwork will have the seller removed from the convention with a ban issued, and the agreed-upon collaboration will be banned. Any artist who attempts circumvention will be issued a lifetime ban.

Any table split must provide a valid Texas Sales Tax ID. The table purchaser may send a representative to sell if they cannot appear in San Japan. The representative may check in with a copy of the purchaser’s Sales Tax ID. The representative may only sell the artwork of the original purchaser. The representative is forbidden to sell their artwork within San Japan if they do not provide their Texas Sales Tax ID and submit a table split request. Artists caught selling by proxy for multiple artists (2 or more non-approved artists) who are not in attendance will be placed on a lifetime ban list, even if the Artist was permitted to collaborate.

Music at tables is permitted for personal use only and may not be used to attract customers. If San Japan receives a noise complaint that the music is too loud, it 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 two warnings will result in the removal from Artist Alley and the forfeiture of all fees with no refund.

Artist Sales: Artists caught selling merchandise outside of Artist Alley will have their convention badges confiscated and then be ejected from San Japan without a refund. Artists caught selling their artwork at multiple tables will be issued a lifetime ban.

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 of a drawing, sculpture, plushie, etc., from a published anime, drawing, promotional material, digital media, manga, video game, or another form of licensed media. Stickers, buttons, engraved items, and any other tangible items sold with infringing company logos, trademarked symbols, signature poses, or character recreations without evident artist deviation and copyright icons will not be tolerated in the Artist Alley. Due to heavy disregard for tracing, poor modification, and lifting, pearler art, copyright cut-outs, and the splatter art style are barred within San Japan. A replica/duplicate of a character design with Pearler sprite art will be considered tracing, which is not allowed. Artists are prohibited from selling retail and food items. This includes retail items that have been modified by less than 80%. Items may be inspected on-site by the Artist Alley department to ensure they comply with reasonable modifications. Modifications can not include removing, cutting, or reprinting a product directly from copyrighted printed media to place it on tangible, sellable items.


AI-generated artwork in which the Artist can not prove that they created the piece with standard artist programs or tools will have the Artist evicted without a refund. San Japan will be taking a zero-tolerance, zero-excuses policy on AI-generated artwork. San Japan will remove the Artist from the premises for one AI-generated piece, even if the Artist created the rest of the portfolio.

San Japan Artist Alley reasonably expects artists to be the original creators of the items for sale. Booths in which most products for sale at the table in San Japan are directly available without modification on Aliexpress, Temu, or other overseas mass-produced marketplaces will be asked to leave the premises.

Artists may not use copyright, brand names, or trademark names of anime series on the products sold or apply the copyright/trademark names to their merchandise.

Artists must check the IDs of any attendees when selling adult artwork. All adult artwork must be placed discreetly and cannot be visible to the public. Artists are responsible for checking if the buyer is at least 18 years old by checking for their legal government-issued ID. Failure to check for ID will result in removal from Artist Alley. Any artists caught selling adult artwork to attendees under 18 will be immediately expelled, and no refunds will be 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 discretion 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, end all sales, and then have the items in question removed from the premises during the duration of San Japan. Artists who become confrontational on this decision or do not comply will be ejected from San Japan.

Texas considers for-profit raffles a form of gambling (Reference) and, therefore, prohibits them. Only charity raffles may be held, and the Artist must provide the proper 501(c) non-profit and be approved by San Japan before the convention. Non-approved raffles will not be allowed on-site.

Attempting to circumvent additional sales of infringing items after being given a written notice will result in an immediate ejection from the convention.

Volunteers: A limited number of volunteers will be on-site throughout the convention, providing water and assistance. They will wear a San Japan-issued volunteer badge, and some may wear identifying shirts.

Volunteers act as liaisons of the San Japan Artist Alley and will enforce this Artist Alley contract. Upon notification of a spot of a rule violation, volunteers will apply for enforcement on behalf of the Artist Alley contract. The severity of the infraction may cause a removal from the convention without any appeal allowed. There is no on-site mediation to counter disputes. All decisions by authorized San Japan officials will be final and upheld by San Japan’s upper management.

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 return to their table within 10 minutes, the volunteer will leave and continue with other volunteer-related duties. The artists are responsible for finding someone to look after their table should they need to go for more than the allotted time. San Japan will not be responsible for any shrinkage or loss incurred when the Artist steps away from their table.

Volunteers will not be available to aid the artist’s load-in or load-out. Artists will be responsible for arranging their assistance before arriving in San Japan.

Promotional Rights:  The Artist grants San Japan the right to list the Artist’s name in our advertising, in 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 no limit on the number of prints sold in San Japan. A limit may be put in place if a copyright holder deems that the sale of a print has become excessive. Prints must not be replicas or tracings from any manga or anime series.

Notice of Violation and Disciplinary Measures: If an Artist is found to violate 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 comply with the Artist Alley contract. Depending on the violation, the time allotment may be increased. The Artist must comply with the designated time limit in such cases. Failure to correct a breach immediately, within the specified time limit, or a repeat of a previous violation will result in confiscating the badge(s) and forfeiting the Artist’s table without a refund.

A zero-tolerance policy will be in place for violations. Suppose an Artist is found to be in violation a second time, regardless of whether they corrected the previous violations. In that case, they will confiscate their badges, and their tables will be forfeited 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 Dealer’s for future San Japan events. The length and permanence of the ban will be determined at the time of issuance.

Security: Artists are responsible for securing their works and materials when not at their tables. San Japan is not responsible for the loss or damage to the materials 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. All artists must have the appropriate paperwork arranged with the Texas Comptroller’s Office when tables go up for sale at San Japan. Upon check-in at San Japan for their Artist Alley table, the Artist must show the appropriate paperwork to obtain a Texas sales tax ID. San Japan will not allow any artist to set up 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 and active Texas ID number. The Texas Comptroller’s Office website will verify all sales tax IDs. If the Texas ID number is listed as INACTIVE or INVALID, the Artist’s application will be denied. San Japan will not contact the Artist about their invalid Sales Tax ID. Once a refund has been issued upon request for a table, the Artist will not have another opportunity to purchase another table for the convention year.

Incorporation of Rules and Regulations: Any matters about Artist Alley that are not explicitly 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. They are incorporated herein by reference and shall have full force and effect as if such laws 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 concerning the subject matter.

Indemnification: The Artist indemnifies and agrees to hold San Japan and any members, officers, directors, staff, and employees blameless for any damages caused by the Artist or his/her property, agents, representatives, employees, or consultants. The Artist further agrees to hold San Japan and any members, officers, directors, staff, and employees blameless in case of the Artist’s theft.

Contacts: Any questions or concerns can be directed to the Artist Alley Coordinator using the contact form or sent to artist@san-japan.org.

Unlimited Tables Artist Alley Rules and Regulations

2025 Edition

San Japan Unlimited Table Artist Contract 2025

Location: The Artist Alley will be at the Henry B. Gonzalez Convention Center within Exhibit Hall 1 from Friday, August 29th, 2025, to Sunday, August 31st, 2025.

Tables and Rates: The Artist Alley Unlimited Tables will consist of upward of 15 12’ x 10’  booths released to the general public. The sale of these tables will be done using a lottery system. Sign-up will take place on March 25th, 2025. The selection will be based on San Japan, which will use guidelines to determine who will be approved and offered an artist space after sign-up. San Japan reserves the right to change the number of tables for guests and complimentary tables given at the convention’s discretion. To guarantee a table in the Artist Alley, artists must be selected, approved, and invoiced for a table. There is no waiting list for artists. Tables may only be purchased by full-table increments.

Rates for this section of Artist Alley will be $1075 + service fee for THREE (3) 6’ x 30” tables U-Shape Configured and will include FOUR (4) Artist Alley convention badges. The Artist Alley badge will have the same access as an attendee. This section may be split up into three individual setups. 

Six chairs will be provided for each table. San Japan will only offer additional chairs on request at the number of Artist Alley badges purchased for a table. Only a maximum of nine chairs will be allocated per artist’s table.

Electricity and Wi-Fi services will not be offered in San Japan to Artists located in the Artist Alley section, and neither San Japan nor the Convention Center will provide tablecloths. Artists must accommodate their internet and backup power sources at their assigned table.

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 purchasing a table from San Japan must be 18 or older. If the Artist is a minor, a parent or guardian may purchase the table. The parent or guardian must always be present with the minor in Artist Alley and 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 Unlimited Section. Artists cannot buy a table within Artist Alley or a vendor booth within the Dealer’s Room. A circumvention of attempting to buy a section will result in a refund at the discretion of the San Japan Artist Alley Department and may also forfeit the original purchase. Circumventing purchasing a second using a DBA (“Does Business As“) will result in a refund and a permanent ban from all future San Japan conventions. Artists who issue a chargeback for a refund will be issued a lifetime ban from San Japan.

Artists or groups who have been issued notices written in person or by e-mail not to return to San Japan due to rules violation but still attempt to purchase a table will be refunded. Circumventing the notice using a DBA and appearing in San Japan will result in a forfeit payment. San Antonio Police will escort it off the premises. Any escorted artist who has been removed from the convention by the San Antonio Police and makes another appearance in San Japan will be arrested for trespassing.

Artists will not be permitted to move the tables. Artists can not share the space with a fan artist to expand their setups and sell items. Joint tables will not be allowed even if the cooperating artists sell their wares on 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 other and then setting up connecting displays will be removed from Artist Alley at the discretion of San Japan Artist Alley and be banned from all future San Japan conventions. All displays at a San Japan Artist Alley must be freestanding within its Unlimited Table 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 caught with jointly connected backdrops will be asked to take it down, reduce it to one eight-foot table, or remove the artist from the convention without a refund.

Share/Split and Responsibility: Unlimited Table sections may split their tables up to three times. All artists selling must have a valid, current Texas Sales Tax ID.


By purchasing the Unlimited Table, the purchaser takes full responsibility for the actions and decisions of all artists in the Unlimited Table assigned section. Any artist in the assignment who violates the terms of this contract, even if it is not by the original artist who purchased it, will have everyone in the Unlimited Table assignment required to vacate without any refund and must leave the convention.

Reserving a Table: A notice will be posted on the San Japan website and social networks once tables are available. Tables will be made available on the evening of March 25th, 2025. Once all tables have been purchased, a waiting list will not be enacted, and refunded tables will not be put up for sale.

Hours of Operation: Artists may occupy their tables to sell their wares from 11:00 AM on Friday, August 29th, 2025, until 5:00 PM on Sunday, August 31st, 2025. Artist Alley will close at 8:00 PM on Friday and Saturday of the current convention. Artists must remove all their material from the Artist Alley by 6:00 PM on Sunday, September 1st, 2025. 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 before setting up their tables in the Artist Alley. Artists may check in at 6:00 pm on Thursday, August 28th, 2025. Tables will be assigned to artists before their arrival. Artists who fail to check in by Saturday, August 30th, 2025, 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, August 28th, 2025, at 6:00 PM Central. Artists who arrive before then are allowed to set up at their assigned table once they have been checked in. Artists who attempt to set up before 6:00 PM will be escorted from San Japan to the Convention Center premises, and they will not be allowed back until the Artist Alley department has properly checked them in.

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, you will risk having your badge revoked.

Only the purchaser of the Artist table may check in to an assigned table. If an artist wants a third-party check, they may do so if they have the original Tax ID paperwork. If a third party checks in, they may only sell the original artist’s artwork and are forbidden to sell it unless they submit a split table with a verified Texas sales tax ID.

Artists who check in must show a government-issued photo ID and a Tax ID to receive their badges and assignments. The only acceptable forms of Tax ID will be the Actual ID issued by the Texas Comptroller’s office or a photocopy of the issued tax ID.

Artists must use the Exhibit Hall Loading Dock on I37 Service Road. No exceptions will be made. The artists will be redirected to the proper loading area.

Cancellations: Artists have until July 25th, 2025, to cancel any table reservations or pre-ordered badges to receive a refund. Table cancellations received after July 25th, 2025, will not be refunded with any exceptions, including medical, weather, or catastrophic reasons. This includes the inability to contact San Japan. 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 email with a notice of canceling the table.

Artists’ Alley Table and Display Regulations: Artists cannot move their tables with another table to create two tables to sell items. Artists may not have displayed over ten ′ 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 to extend their display beyond the ten feet allocated. Table extensions will be strictly forbidden and will be shut down if caught. San Japan will allow pop-ups, back drapes, or signage behind the Artist tables. Back drapes must be within ten feet of the assigned table and may not overlap with an additional artist’s 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 cannot use personal table(s) to extend beyond 5 feet of their allocated space.

The area behind the table is approximately five feet. Personal and business belongings must remain in the designated table areas for safety reasons. Belongings must not block entrances to Artist table areas. Artists with items blocking walkways will be asked to move the items. An artist’s belongings may not cross into another assigned space. Failure to comply will result in a written warning of contract violation and require changes. This will be a one-strike policy; if you are caught again, San Japan will permanently ban you.

Artists may not display their work on another artist’s table. All art pieces are limited to the artist’s respective table. The only exceptions are approved table sharing, which the Artist must fill out within their application. Artist table-sharing submissions must be in by August 1st, 2025. Any artist who contacts San Japan after August 1st regarding table sharing will be denied.

Artists may not sell art by proxy for another artist who was not approved or cannot attend San Japan. All artist work on display or for sale must have been created by the artist(s) who has purchased the Artist’s table or jointly split the table. Even if the outside artist approves the proxy sale, we will not allow it to be sold in San Japan. Collaborations of an outside artist attempting to sell artwork will have the seller removed from the convention with a ban issued, and the agreed collaboration will be banned. Any artist who attempts circumvention will be issued a lifetime ban.

Any table split must provide a valid Texas Sales Tax ID. The table purchaser may send a representative to sell if they cannot appear in San Japan. The representative may check in with a copy of the purchaser’s Sales Tax ID. The representative may only sell the artwork of the original purchaser. The representative is forbidden to sell their artwork within San Japan if they do not provide their Texas Sales Tax ID and submit a table split request. Artists caught selling by proxy for multiple artists (2 or more non-approved artists) who are not in attendance will be placed on a lifetime ban list, even if the artist was permitted to collaborate.

Music at tables is permitted for personal use only and may not be used to attract customers. If San Japan receives a noise complaint that the music is too loud, it 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 two warnings will result in the removal from Artist Alley and the forfeiture of all fees, with no refund.

Artist Sales: Artists caught selling merchandise outside of Artist Alley will have their convention badges confiscated and then be ejected from San Japan without a refund. Artists caught selling their artwork at multiple tables will be issued a lifetime ban.

Unlimited Artists may only be allowed to sell their artwork or similar media services to the public. Exact replication of a drawing, sculpture, plushie, etc., from a published anime, drawing, promotional material, digital media, manga, video game, or another form of licensed media is not allowed. San Japan Artist Alley will not tolerate stickers, buttons, engraved items, or any tangible item sold with infringing company logos, trademarked symbols, signature poses, or character recreation. Due to heavy disregard for tracing, poor modification, and lifting, pearler art, copyright cut-outs, and the splatter art style are barred within San Japan. Replica/duplicate of character design with Pearler sprite art will be considered tracing, which is not allowed. Artists are prohibited from selling retail and food items. This includes retail items that have been modified by less than 80%. Items may be inspected on-site by the Artist Alley department to ensure they comply with reasonable modifications. Modifications can not include removing, cutting, or reprinting a product directly from copyrighted printed media to place it on tangible, sellable items.

AI-generated artwork in which the artist can not prove that they created the piece with standard artist programs or tools will have the artist evicted without a refund. San Japan will be taking a zero-tolerance, zero-excuses policy on AI-generated artwork. San Japan will remove the artist from the premises for one AI-generated piece even if the artist created the rest of the portfolio.

San Japan Artist Alley reasonably expects artists to be the original creators of the items for sale. Booths found to have most products for sale at the artist table that are directly available without modification on Aliexpress, Temu, or other overseas mass-produced marketplaces will be asked to leave the premises.

Artists may not use the copyright, brand names, or trademark names of anime series on the products sold or apply the copyright/trademark names to their merchandise.

Artists must check the IDs of any attendee when selling any adult artwork. All artwork of an adult nature must be placed discretely and cannot be visible to the public. Artists will be responsible for checking if the buyer is at least 18 years old by checking for their legal government-issued ID. The failure to check for ID will be removed from Artist Alley. Any artists caught selling adult artwork to attendees under 18 will be immediately expelled, and no refunds will be 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, end all sales, and then have the items in question removed from the premises during the duration of San Japan. Artists who become confrontational on this decision or do not comply will be ejected from San Japan.

The state of Texas considers for-profit raffles a form of gambling and, therefore, prohibits them. Only charity raffles may be held, and the Artist must provide the proper 501(c) paperwork and be approved by San Japan before the convention. Non-approved raffles will not be allowed on-site.

Attempting to circumvent additional sales of infringing items after being given a written notice will result in an immediate ejection from the convention.

Volunteers: A limited number of volunteers will be on-site throughout the convention, providing water and assistance. They will wear a San Japan-issued volunteer badge; some may wear identifying shirts.

Volunteers act as liaisons of the San Japan Artist Alley and will enforce this Artist Alley contract. Upon notification of a spot of a rule violation, volunteers will apply for enforcement on behalf of the Artist Alley contract. The severity of the infraction may cause a removal from the convention without any appeal allowed. There is no on-site mediation to counter disputes. All decisions by authorized San Japan officials will be final and upheld by San Japan’s upper management.

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 return to their table within 10 minutes, the volunteer will leave and continue with other volunteer-related duties. The artist is responsible for finding someone to look after their table should they need to go for more than the allotted time. San Japan will not be responsible for any shrink or loss incurred when the Artist has stepped away from their table.

Volunteers will not be available to aid the Artist’s load-in or load-out. Artists will be responsible for arranging their own assistance before arriving in San Japan.

Exceptions Fee: Any artist who requests an exception after missing a posted deadline and giving multiple sufficient updates on cut-off dates who ask for an ‘exception’ will be charged a $100 fee. This rate will be applied to the invoice.  The fee must be paid before executing an exception.

Promotional Rights: The artist grants San Japan the right to list the Artist’s name in our advertising, in 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 no limit on the number of prints sold in San Japan. A limit may be put in place if a copyright holder deems that the sale of a print has become excessive. Prints must not be replicas or tracings from any manga or anime series.

Notice of Violation and Disciplinary Measures: If an Artist is found to violate 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 comply with the Artist Alley contract. Depending on the violation, the time allotment may be increased. In such cases, the Artist must comply with the designated time limit. Failure to correct a breach immediately, within the designated time limit, or a repeat of a previous violation will result in confiscating the badge(s) and forfeiting the Artist’s table without a refund.

A zero-tolerance policy will be in place for certain violations. Suppose an Artist is found to be in violation a second time, regardless of whether they corrected the previous violations. In that case, their badges will be confiscated, and their tables will be forfeited 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 issuance.

Gross violations, such as AI artwork for sale and art theft, will remove the artist from the convention without written notice.

If one artist is evicted for violating the rules, all artists in the Unlimited Table assignment must also vacate their table. All artists will have their badges revoked and required to vacate. This includes violations of proxy artwork sales, AI artwork, banned art styles, and unauthorized 18+ adult sales.

Security: Artists are responsible for securing their works and materials when away from 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. All artists must have the appropriate paperwork arranged with the Texas Comptroller’s Office when tables go up for sale at San Japan. Upon check-in at San Japan for their Artist Alley table, the artist must show the proper paperwork to obtain a Texas Sales Tax ID. San Japan will not allow any artist to set up within the convention without showing the appropriate 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 and active Texas ID number. All sales tax IDs will be verified on the Texas Comptroller’s Office website. If the Texas ID number is listed as INACTIVE or INVALID, the Artist’s application will be denied. San Japan will not contact the artist about their invalid Sales Tax ID. Once a refund has been issued upon request for a table, the artist will not have another opportunity to purchase another table for the convention year.

Incorporation of Rules and Regulations: Any matters about Artist Alley that are not explicitly 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, are incorporated herein by reference, and shall have the full force and effect as if such laws and regulations were fully set forth herein. Artists shall observe and abide by additional regulations by Artist Alley as soon as they are communicated. This contract states the entire agreement between the parties concerning the subject matter.

Contacts: Any questions or concerns can be directed to the Artist Alley Coordinator using the contact form or sent to artist@san-japan.org.

Indie Artist Alley Rules and Regulations

2023 Edition

Location: The Artist Alley will be located at the Henry B. Gonzalez Convention Center within Exhibit Hall 1 taking place from Friday, September 1st, 2023 to Sunday, September 3rd, 2023.

Tables and Rates: The Artist Alley Indie Booth section will consist of upward of 15 10’ x 10’ booths with 1 8’x30″ table released to the general public. The sale of these tables will be done by a jury system. Sign-up will take up place on May 15th, 2023 and San Japan will use guidelines to determine who will be approved and offered an artist table after the jury process. San Japan reserves the right to change the number of tables for guests and complimentary booths given at the discretion of the convention. To guarantee a table in the Artist Alley, artists must be selected, 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 Indie Artist Section will be $400 10’x10′ setup with a full 8′ table and will include THREE (3) 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 available at the convention for $95 at-con rate.  A maximum of 3 extra Artist Alley badges will be sold to all groups at each table.

Four chairs will be provided for 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 tablecloths. 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 8′ 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.

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 evening of May 15th, 2023. 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: Indie artist booths will be not be able to cancel and get a refund. There are no refunds for any reason whatsoever.

Hours of Operation: Artists may occupy their tables to sell their wares starting at 10:00 AM on Friday, September 1st, 2023 until 5:00 PM on Sunday, September 3rd, 2023. Artist Alley will close by no later than 9:30 PM on Friday and Saturday of the current convention. Artists must remove all their material from the Artist Alley by 6:00 PM Sunday, September 3rd, 2023. 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 6:00 pm Thursday, August 31st, 2023. Tables will be assigned to artists prior to arrival. Artists who fail to check in by Saturday, September 2nd, 2023 after 10:00 AM, of the convention will forfeit their booth. 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, August 31st, 2023 at 6:00 PM Central. Artists who arrive in San Japan prior to this time will not be allowed to set up at their assigned table until they have been checked in. Artists who attempt to set up before 6:00 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 may do so if they have the original Tax ID paperwork. If a 3rd party checks in they may only sell the original artist artwork and are forbidden to sell their own unless they submit a split table with a verified Texas sales tax ID.

Artists who check in must show a government-issued photo ID and Texas Sales Tax ID in order to receive their badges and assignment. 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.

Artists will be able only to be able to load in and out through Exhibit Hall 3 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.

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 10′ 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 five feet. For safety purposes, personal and business belongings must remain in the designated table area. Belongings must not block entrances to Artist table areas. Artists with items blocking walkways will be asked to move the items Artists’ belongings may not cross into another artist’s space. 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 artist’s respective table. The only exceptions are limited to approved table sharing which the Artist will need to fill out a form. Any artist who contacts San Japan after August 1st on table sharing will be denied.

Artists may not sell art by proxy for another artist who was not approved or is 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’s table or jointly split the table. Any table split must provide a valid Texas Sales Tax ID. The purchaser of the table may send a representative to sell on their behalf if they are unable to appear in San Japan. The representative may check in with a copy of the purchaser’s Sales Tax ID. The representative may only sell the artwork of the original purchaser. The representative is forbidden to sell their own artwork within San Japan if they do not provide their own Texas Sales Tax ID and submit a table split request. Artists who are caught selling by proxy for multiple artists who are not in attendance will be placed on a lifetime ban from San Japan.

Music at tables is permitted for personal use only and may not be used with 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 two warnings will result in the removal from 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 and then ejected from San Japan without a refund. Artists who are caught selling their own artwork at multiple tables will be issued a lifetime ban.

Artists may only be allowed to sell original artwork from their creation. Fan art may not be for sale nor can it be a drawing, sculpture, plushie, etc. from a published anime, drawing, promotional material, digital media, manga, video game, or other form of licensed media. Stickers, buttons, 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. Due to heavy disregard for tracing, poor modification, and lifting, pearler art, and the splatter art style are barred within San Japan. Replica/duplicate of character design with Pearler sprite art will be considered tracing which is 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 are sold or apply the copyright/trademark names to their merchandise.

Artists must check the IDs of any attendee when selling any adult artwork. All artwork of an adult nature must be placed discretely and cannot be visible to the public. Artists will be responsible to check the buyer is at least 18 years old by checking for their 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 of 18 will result 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 end 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 are 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 spot of a rule violation volunteers will issue a written violation warning on 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 within 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 the Artist load in or load out for any reason at all. Artists will be responsible to arrange their own assistance prior to arriving in San Japan.

Exceptions Fee: Any artist who asks for an exception after missing a posted deadline and giving multiple sufficient updates on cut-off dates who ask for an ‘exception’ will be charged a $100 fee. This rate is non-negotiable.  The fee must be paid prior to executing an exception.

COVID-19, Masking & Vaccine: By signing up to San Japan you agreed to all posted notices on the San Japan website pertaining COVID-19 policy. All artists, helpers, and volunteers will be required to wear a mask while at their table. All artists must show their vaccine status upon check-in to be approved.

Promotional Rights: The 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 of prints that may be sold in San Japan. A limit may be put in place if a copyright holder deems that 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 “2 strikes and you’re out” policy will be in place for minor violations. If an Artist is found to be in violation a second time, regardless if they corrected the previous violations, will have their badges confiscated and their tables will become forfeited 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’s 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 set up 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 upon request 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: The 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. The artist further agrees to hold San Japan and any members, officers, directors, staff, and/or employees thereof blameless in case of theft of the Artist’s property.

Contacts: Any questions or concerns can be directed to the Artist Alley Coordinator using the contact form.

Hotel FAQ

Acceptable Mask for Men & Women Masquerade Ball

• Masks must be worn at all times.
• You must have a mask to enter the ball.
• Masks may be painted on but should be of quality and style appropriate to a formal occasion. Slapdash or messy masks may be turned away at the door.
• Masks on a stick will be acceptable for those with glasses.
• Unacceptable masks include: Monster or Halloween style masks, Military masks (gas masks or tactical gear, etc.), Luchador or other wrestling style masks, comic or anime character masks, or helmets.

Programming FAQ