The form below is for Fandom Conventions, Charities, Organized Fandom Groups, Charities, and 501(c) Non-Profit Groups ONLY. Fan Groups are defined as specific fandoms represented by a large, organized group. Fan Groups must be continually active all year, with regular public events to be considered.

High School Anime Clubs, Cosplay Groups, Press Organizations, Photographers, and other student organizations do not qualify as Fan Groups.

All applications will be reviewed to ensure they meet the following criteria.

Each group is issued one (1) 6′ table with up to 4′ feet behind you. There will not be any space between tables, nor will tablecloths be included. For established Fan Groups, Charity, and Fandom Conventions, up to two (2) complimentary passes will be issued.

Only established fan conventions with an attendance of over 10,000 with a minimum of two consecutive concurrent convention years will be issued four (4) complimentary badges.

All fan groups must be shown to be proactive with verified proof of year-round activities in their application. Before applying for the San Japan Community Section, Fandom Conventions must have an announced 2024-2025 date and location.

Reserved Rights:

  • San Japan reserves the right to give fan groups only a half table instead of a full table based on space availability.
  • San Japan reserves the right to decide how many badges are issued to a fan group.
  • San Japan reserves the right to consolidate multiple table and badge requests based on space availability from any group that runs multiple conventions in a calendar year.
  • Fan groups or conventions under the same umbrella, even if other people run them, will be considered one organization and consolidated based on convention space.
  • San Japan reserves the right to put a hard limit on all groups.

These organizations must adhere to the following rules:

  • All groups in the Community section may only distribute promotional material or literature that represents their group.
  • All groups in the Community section may only sell promotional materials directly connected to the representing group. This includes pre-registrations, convention/club t-shirts, and correlated promotional materials of the representing group.

NOTICE: A Texas Sales Tax ID must be present or on hand to show that the group can sell pre-registrations. Groups may be asked to present a Sales Tax ID for verification.

  • Groups may only solicit donations to a charity organization. San Japan reserves the right to follow up with the listed charity to verify that donations were received.
  • Handcrafted items will be allowed only if 100% of all proceeds go to a charity organization. San Japan reserves the right to validate that all proceeds were issued to the selected charity.
  • All representing groups, upon check-in, must show a consorted effort to promote their representing group at San Japan (minimum 6 hours per day over at least two days). Any group that does not set up or display advertising within the Community section of their representing group upon receiving their complimentary badges will have their badges revoked and denied any future complimentary badges & tables from ALL future San Japan events.
  • Groups may only solicit up to 10′ feet from their assigned table. Advertisements must be kept to their table or vendors who have approved to have ads on their table. Advertisements may not be placed around the convention.
  • Representing groups that sign up who cannot attend must e-mail San Japan up to five days prior to the start of the convention. A group that does not inform the convention of a late setup by August 25th will have their tables and badges forfeited. No-shows who do not e-mail us for the reason of their non-appearance risk will not be allowed into the Community section for future events.
  • Groups may not set up a banner and walk away from their table for the duration of the convention. They must have at least one representative on hand for at least six hours of the convention per convention day.
  • Groups may not switch from their assigned table or move any tables.

Failure to adhere to the rules or contact San Japan to be a no-show will result in a minimum of two years of being unable to promote at all San Japan events.

ALL groups in the Community section are forbidden from the following:

  • Selling any retail merchandise, non-affiliated group/organization t-shirts, pre-printed non-affiliated group/organization artwork, or non-affiliated group/organization pre-printed badges, even if all proceeds go to a charity organization.
  • Offering a service or activity to attendees requesting tips or charging for the service.
  • Hold a paid lottery or paid raffle.
  • Due to an exclusivity contract with the City of San Antonio & The RK Group, they cannot sell any food or food-related items.
  • Play loud music to attract attendees to the table.

All groups must adhere to the listed rules. One warning will be issued if a group breaks the detailed rules. If a second warning is issued, the group will be asked to leave San Japan, all complimentary badges will be revoked, and the group will deny any future requests for a complimentary table.

Any established fandom group that needs more than two (2) complimentary badges may purchase them for a discount rate of $50 per badge. The maximum number of badges to purchase at a discount will be four (4). Groups that want to sell merchandise or offer an activity forbidden within the Community section. In that case, they may inquire with San Japan about purchasing a Sponsorship booth, Dealer Booth, or an Artist Alley table for fan-created items.

HUGE NOTICE: This is not a form to sign up for Artist Alley. If you are an artist or crafter, go to our Artist Alley web page for information on signing up for an Artist Alley table.

Signups will close on August 1st.