artist alley packet

Society for the Promotion of Japanese Animation
ARTIST ALLEY PACKET
Version 2.1
Questions? Contact [email protected]
Dear Artist,
The Society for the Promotion of Japanese Animation (SPJA) is proud to announce Anime Expo 2016,
hosted at the Los Angeles Convention Center from July 1 to July 4, 2016! On behalf of the organization,
we would like to welcome all new and returning artists. This packet is designed to prepare you, the
artist, for participation in the Anime Expo 2016 Artist Alley.
The Anime Expo Artist Alley is a venue for artists to display and sell their original artwork and crafts.
Both amateur and professional artists are welcome. This year, Artist Alley will be located in Kentia Hall at
the Los Angeles Convention Center.
Please read this packet carefully as it contains very important information about participating in Artist
Alley. All artists and helpers are expected to abide by the rules and standards detailed in this packet.
Also included in the packet for your reference are the Standard Terms and Conditions agreed to upon
purchasing an Artist Alley Table Package.
If you have any additional questions, please email [email protected]. Please allow us at least
48 business hours for our staff volunteers to respond back to you regarding your inquiries.
We look forward to seeing you at Anime Expo 2016!
Artist Alley Team
Anime Expo 2016
Society for the Promotion of Japanese Animation
Anime Expo 2016
Artist Alley Packet
TABLE OF CONTENTS
IMPORTANT DEADLINES .......................................................................................................... 4
IMPORTANT CHANGES TO NOTE FOR 2016.......................................................................... 4
ARTIST ALLEY REGISTRATION PROCEDURE...................................................................... 5
Purchase your Table Packages(s) and Additional Artist Alley Pass(es)..................................... 5
How to Fill Out and Make Updates to the Artist Alley Form .................................................... 6
Table Assignments ...................................................................................................................... 8
Checking-In and Picking-Up Your Artist Alley Pass(es) ........................................................... 9
CALIFORNIA SELLER’S PERMIT ............................................................................................. 9
REFUND POLICY AND TRANSFERS ...................................................................................... 10
Artist Alley Table Package ....................................................................................................... 10
Additional Artist Alley Pass(es) ............................................................................................... 10
Exchanging a 4-Day/1-Day Badge for an Artist Alley Pass ..................................................... 10
HOURS OF OPERATION ........................................................................................................... 11
Artist Alley Hours ..................................................................................................................... 11
Artist Alley Registration Hours (Check-In Counter) ................................................................ 11
Set-Up and Breakdown Requirements ...................................................................................... 11
Signing Out/Leaving Early ....................................................................................................... 12
TWO STRIKE RULE ................................................................................................................... 12
HARASSMENT AND CONFLICT ............................................................................................. 12
SALES POLICY ........................................................................................................................... 13
Grey Market Goods and Pseudo-Merchandise ......................................................................... 13
Reproduced Artwork ................................................................................................................. 13
Adult Material ........................................................................................................................... 13
Mass Production........................................................................................................................ 14
Proxy Selling ............................................................................................................................. 14
Copyright Law .......................................................................................................................... 14
Weapons .................................................................................................................................... 14
Body Art, Henna Tattoos, and Service Type Business ............................................................. 14
Anime Expo 2016
Artist Alley Packet
TABLE DISPLAY POLICY ........................................................................................................ 15
Table Name and Number Visibility .......................................................................................... 15
Goods and Supplies Must be Under Tables ...............................Error! Bookmark not defined.
No More Than Two Behind a Table at All Times .................................................................... 15
Signage and Display Limitations .............................................................................................. 15
Prohibited Items ........................................................................................................................ 16
TERMS AND CONDITIONS ...................................................................................................... 17
IMPORTANT DEADLINES
July 6, 2015
October 2015
December 2015
April 1, 2016
June 1, 2016
June 1, 2016
June 1, 2016
June TBA
2016 Artist Alley Registration Opens
2016 Artist Alley Packet Launch
2016 Artist Alley Form Launch
Artist Alley Form Deadline (excluding seller’s permit)
AA Update Form Closes
Artist Alley Registration Closes
CA Seller’s Permit Submission Deadline
Table Assignments Announced
IMPORTANT CHANGES TO NOTE FOR 2016
 New Location: Artist Alley now located in Kentia Hall.
 Altered Refund Policy: Artist Alley Table Packages will receive a 50% refund for any cancellations
received before March 1st, 2016.
 Altered Set-Up & Breakdown Times
 New Table Name and Number Visibility Policy: Your table name and number must be visible at all
times.
 Altered Sales Policy: Henna tattoos, face painting, and other work expressing art on a person’s body
is prohibited in the Artist Alley.
 Altered Table Display Policy: Signage and display height has been raised to a maximum of 7 feet 6
inches (7’ 6”) from the floor. Wire cube displays are permitted with a maximum of four (4) cubes
high.
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ARTIST ALLEY REGISTRATION PROCEDURE
Purchase
Artist Alley
Table Package
Submit Artist
Alley Form
Seller's Permit
Deadline
Table
Assignments
Check-In
Purchase your Table Package(s) and Additional Artist Alley Pass(es)
1. Artist Alley Table Package and Fees:
The registration fee for Artist Alley Table Packages and additional Artist Alley Passes will vary
according to the time of purchase and can be found on the Anime Expo website. Prices will
increase over time.
Artist Alley Table Package(s) (maximum 2)
One (1) 2’x6’ table (skirt not included)
One (1) Artist Alley Pass
Two (2) Chairs
One (1) Table sign (table name and table number)
Additional Artist Alley Pass(es)
Each Table Package may add up to two (2) subsidiary artists and/or two (2) helpers/assistants
for a total of three (3) additional Artist Alley Passes. This means that you cannot have two
subsidiary artists and two helpers, but you can have two subsidiary artists and one helper.
2. Anyone behind an Artist Alley table must have an Artist Alley Pass.
Regular 4-Day Badges do NOT give subsidiary artists and helpers/assistants permission to be
behind an Artist Alley table or access into Kentia Hall during set-up and/or breakdown hours.
Purchase additional passes here:
https://www.eventbrite.com/e/anime-expo-2016-artist-alley-registration-registration17486175622
3. Subsidiary artists or helpers who have already purchased a 4-Day Badge need to request a
refund and purchase an Artist Alley Pass instead.
Subsidiary artists and helpers must have an Artist Alley Pass to participate in Artist Alley. Please
refer to the “Refund Policy” section in this packet for additional information.
4. Press and Industry may not purchase Artist Alley tables.
Due to time conflicts and other priorities, Press and Industry may not purchase Artist Alley
Tables.
5. Children under the age of 16 may not purchase Artist Alley tables or possess Artist Alley
Passes.
Individuals under the age of 16 may not participate in the Artist Alley. If you are under 18, SPJA
must have written consent from your parent or guardian.
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How to Fill Out and Make Updates to the Artist Alley Form
The primary artist (table buyer) will submit information regarding all participants of the table. This
includes him/herself as well as subsidiary artists and helpers/assistants. This information will include the
desired name of the table(s), seller’s permit numbers, and links to portfolios. The primary artist is fully
liable for any table(s) purchased. Please submit a complete Artist Alley Form as early as possible to
ensure eligibility to receive a table assignment. Incomplete forms will need to be updated and risk
delays in receiving a table assignment.
Please note that a separate link will be provided to make changes and updates to the Artist Alley Form
after submission. Please see the “How to Update your Artist Alley Form” section for details. Registration
for subsidiary artists and helpers/assistants should be completed by June 1, 2016. Any new additions
must be updated through the “Update Form” option.
How to Fill Out the Artist Alley Form
The primary artist must provide proof of registration and information about the products and
services that will be offered or displayed at the table. This form should be filled out by the primary
artist (Artist Alley Table Package purchaser), who is fully liable for table(s) purchased.
1. Table Buyer Information: The following section pertains only to the primary artist or table
purchaser.
 First Name and Last Name: Enter your legal first and last name, not your artist handle.
 Email: Enter an email you will remember. This will be the email you will use to make updates
to the Artist Alley Form using the Update Form option.
 Eventbrite Table Package Registration Confirmation: Enter the 9-digit confirmation number
provided in the email confirmation sent upon purchase of your Artist Alley Table Package(s).
 Phone: A mobile number is preferred in case we need to reach you during the convention.
 California Seller’s Permit Number: You may enter your permit number at later date by using
the Update Form option if you need additional time to apply for and receive a temporary
seller’s permit.
 Website/Portfolio Link: Enter a single direct link. The following platforms are acceptable for
review: Website/blog, DeviantArt, Professional (not personal) Facebook, Instagram, or
Tumblr.
 Links to more examples help us determine the quality of your work and increase the
chance you will be approved. Do NOT use personal accounts to showcase your art.
Additional links may be included in the Additional Notes Section at the end of the Artist
Alley Form.
 Link to Examples of Items to be Sold: Enter a single direct link to a minimum of five (5)
samples of items that you plan to sell at your table. SPJA will only view links accessible
through Facebook, Instagram, and Imgur or without creating a login account.
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2. Table Information: You will provide information about your table and make any requests for
table assignments in the following section. As a friendly reminder, not all requests will be
granted.
 Number of Tables Purchased
 Name of First Table: It is recommended you choose a name that will allow you to be easily
recognizable by your old and new fans alike.
 Name of Second Table (if applicable)
 Number of Years Participating in Anime Expo Artist Alley
 First Year of Participation: Select the year that you first participated as an artist in the Anime
Expo Artist Alley.
 Adult Material: Enter the percentage (0-100%) of your products that contains adult material.
 Table Request: Include the First and Last Name of ONE other primary artist you would like to
be placed next to. Requests are to be mutual, meaning the other artist must request YOU as
well under this field on their form. NOT ALL REQUESTS WILL BE GRANTED.
 Additional Table Notes: Additional notes may include artists you do NOT wish to be placed
next to, disabilities, etc.
3. Products: Please check all types of items that will be sold at your table.
Buttons/Pins, Clothing/Cosplay, Comics/Doujinshi, Commissions, Crafts, Plushies, Prints, Other
4. Helper/Assistant and Subsidiary Artist Information: You will provide information about
helpers/assistants and subsidiary artists in the following section. This information will include
seller’s permit numbers, links to portfolios, and examples of items to be sold for each subsidiary
artist. There is a maximum of two (2) subsidiary artists and/or two (2) helpers/assistants for a
total of three (3) additional guests. This means that you cannot have two subsidiary artists and
two helpers, but you can have two subsidiary artists and one helper.
 Helper 1 - Helper 2
 First Name and Last Name
 Email
 Subsidiary Artist 1 - Subsidiary Artist 2
 First Name and Last Name
 Email
 California Seller’s Permit Number: You may enter your permit number at later date.
 Website/Portfolio Link: Enter a single direct link. The following platforms are
acceptable for review: Website/blog, DeviantArt, Professional (not personal)
Facebook, Instagram, or Tumblr.
 Link to Examples of Items to be Sold: Enter a single direct link to a minimum of five
(5) samples of items that you plan to sell at your table. SPJA will only view links
accessible through Facebook, Instagram, and Imgur or without creating a login
account.
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5. Facebook: As an extended service, SPJA uses a Facebook group to help communicate with
artists. If you would like to be included as part of our Facebook Group, please provide the
email(s) associated with your Facebook account(s).
6. Notes: Please specify any additional notes here. You may add additional handles table
participants would like to share here.
7. Highlighting Artists on the Anime Expo Website: SPJA would love to help you promote your
table! We plan on highlighting as many artists as we can on our webpage this year.
 You may consent to allow SPJA to highlight your table name and provided examples of
portfolio images and links on the Anime Expo website. Personal information will be
protected.
8. Form Submission: When clicking the submit button, you are confirming your agreement to the
Artist Alley Packet and Artist Alley Terms & Conditions.
How to Update your Artist Alley Form
1. The “Update Form” will allow the primary artist to update information as needed. SPJA
recognizes that many artists will not have their seller’s permits until closer to the convention
and may also have changes regarding registration of subsidiary artists and helpers/assistants.
The “Update Form” will allow the primary artist to update information as needed. Registration
for subsidiary artists and helpers/assistants should be completed by June 1, 2016.
2. Upon completion of the Artist Alley Form, you will receive an email with a link to “Update
Form.” This form can be used by entering the email address you provided in your Artist Alley
Form and/or your Eventbrite Table Package order number.
3. The “Update Form” will be similar to the Artist Alley Form. You do not need to fill out the
entire form again. Please complete only the fields that need updating.
Table Assignments
1. Non-veterans are assigned on a first-come, first-serve basis according to Artist Alley Form
submission and approval.
Veteran artists (who have purchased a table for over ten consecutive years) have table priority.
Assignments may also be subject to expected table content and seating preferences.
2. Table exchanges or switches will not be allowed under any circumstances.
All table assignments are final.
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Checking-In and Picking-Up Your Artist Alley Pass(es)
1. Primary artists, subsidiary artists, and helpers/assistants will pick up their passes at the Artist
Alley Registration area (Check-In Counter).
2. What to bring with you (subsidiary artists and helpers may check-in individually if necessary):
o Eventbrite Order Confirmation(s)
o Hard Copy of Seller’s Permit (primary and subsidiary artists)
o Signed Hard Copy of Terms and Conditions
o Valid photo ID
3. Artists must have all required documents in order to receive an Artist Alley Pass.
4. To expedite the check-in process for all artists, please check-in with all subsidiary artists and
helpers/assistants if possible.
5. Subsidiary artists and helpers must purchase an Artist Alley Pass to check-in on Day 0. The
primary artist must provide information for all subsidiary artists and helpers using the Artist
Alley Form. Individuals must have Artist Alley Passes and be properly registered to participate in
Artist Alley.
Artist Alley Registration Hours (Check-In Counter)
DAY
Day 0
Day 1
Day 2
Day 3
Day 4
DATE
Thursday, June 30
Friday, July 1
Saturday, July 2
Sunday, July 3
Monday, July 4
OPEN
12:00PM - 9:00PM
8:00AM - 6:00PM
8:00AM - 6:00PM
8:00AM - 6:00PM
8:00AM - 2:00PM
CALIFORNIA SELLER’S PERMIT
California Seller’s Permit numbers must be submitted via the Artist Alley Form or “Update Form” by
June 1, 2016. By law, any individual selling items in the state of California must have a California Seller’s
Permit. The permit is free and very easy to obtain. You may apply for a permit by mail or in person at
one of the Board of Equalization field offices.
Anime Expo Artist Alley requires that all artists provide a seller’s permit number in order to complete
their registration. Additionally, all artists must keep either the original or a copy of the California Seller’s
Permit at their table as according to state policy.
The application can be found at the California Board of Equalization website at http://www.boe.ca.gov.
If you run into problems that cannot be addressed by the Board of Equalization, please contact Artist
Alley Staff Volunteers as soon as possible.
Since groups are not recognized at Anime Expo, we require that all individuals selling items in the
Artist Alley obtain a solo Seller’s Permit. Seller’s Permits with 'et al' will not be accepted.
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REFUND POLICY AND TRANSFERS
Artist Alley Table Package
1. Artist Alley Table Packages will receive a 50% refund for any cancellations received before
March 1st, 2016. Cancellations made after this deadline are non-refundable.
2. Artists who have submitted the Artist Alley Form and are not approved will be fully refunded.
3. Artist Alley Table Packages are non-transferable to other artists and attendees. This includes
other artists already registered under the same table. Tables are non-transferrable to following
years.
4. SPJA reserves the right to resell or reassign cancelled tables in the event of either a full or
partial cancellation of an Artist Alley Table Package.
Additional Artist Alley Pass(es)
1. Artist Alley Passes will receive a full refund for any cancellation received within 30 days of the
registration purchase date.
2. Artist Alley Passes are non-transferable to other artists and attendees and are non-transferable
to following years.
Exchanging a 4-Day/1-Day Badge for an Artist Alley Pass
Individuals must first request a refund, then register online for an Artist Alley Pass.
1. Please email [email protected] with the following information:
 Your name and 4-Day/1-Day Badge order confirmation number.
 Primary artist’s name and contact information.
2. Please wait until your refund to purchase an Artist Alley Pass.
Cancellation requests must be sent to [email protected].
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HOURS OF OPERATION
Artist Alley Hours
The Artist Alley in Kentia Hall will be available for set-up and breakdown and open to the public
during the hours listed below.
DAY
Day 0
Day 1
Day 2
Day 3
Day 4
DATE
Thursday, June 30
Friday, July 1
Saturday, July 2
Sunday, July 3
Monday, July 4
SET-UP
TBA
8:00AM - 10:00AM
8:00AM - 10:00AM
8:00AM - 10:00AM
8:00AM - 10:00AM
OPEN
N/A
10:00AM - 6:00PM
10:00AM - 6:00PM
10:00AM - 6:00PM
10:00AM - 3:00PM
BREAKDOWN
N/A
6:00PM - 7:00PM
6:00PM - 7:00PM
6:00PM - 7:00PM
3:00PM - 7:00PM
Artist Alley Registration Hours (Check-In Counter)
Artists will pick up their passes at the Artist Alley Registration area. This is located in a separate area
from the General Attendee Registration area. Please have all necessary documents and check in with all
subsidiary artists and helpers/assistants if possible.
DAY
Day 0
Day 1
Day 2
Day 3
Day 4
DATE
Thursday, June 30
Friday, July 1
Saturday, July 2
Sunday, July 3
Monday, July 4
OPEN
12:00PM - 9:00PM
8:00AM - 6:00PM
8:00AM - 6:00PM
8:00AM - 6:00PM
8:00AM - 2:00PM
Set-Up and Breakdown Requirements
Tables must be set up and ready by opening on Day 1. Please be on the lookout for Artist Alley Staff
Volunteers for updates.
1. Set-up must be complete by opening on Day 1 or your table assignment may be forfeited.
Please keep in mind SPJA has the right to move or reassign tables at any time
2. After closing at 6:00PM on Days 1-3, Artist Alley in Kentia Hall will be closed to the public.
Security guards will be placed along the perimeter of Artist Alley. Please note Kentia Hall will
remain open until midnight.
3. Artists must leave Artist Alley by 7:00PM. Loitering around the tables is prohibited and will be
grounds for eviction.
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Signing Out/Leaving Early
1. All tables are required to remain open until 3:00PM on Day 4. Your table will be flagged if
closed/cleaned up early. This will hinder your chances to be approved for following conventions.
2. In the event of an emergency and all parties at your table must leave before closing on any
day of the convention, please notify Artist Alley Staff Volunteers so we can ensure there will be
no “camping” at your table after you have left.
TWO STRIKE RULE
During the convention, Artist Alley Volunteer Staff will be enforcing Artist Alley Table Display Policies
and Sales Policies with the Two Strike Rule. Any tables that fail to adhere to these policies will be subject
to an eviction.
1. In the event an artist is presented with a written warning, they will be given time to rectify the
issue. A second offense will lead to an expulsion of the entire table from Artist Alley. Passes will
be confiscated and reports will be made to ban any individuals from participating in future
years.
2. Please note that actions will not only affect the offending artist, but will also apply to all
participants (subsidiary artists and helpers/assistants) at the table.
HARASSMENT & CONFLICT
In the case of theft, harassment, conflict, copyright infringement, or plagiarism between you and
another artist or vendor, please notify Artist Alley Staff Volunteers immediately. Any information you
may provide will help us with the investigation. You are encouraged to file a claim and report the issue.
Artist Alley Staff Volunteers on duty will be wearing purple vests. You may also go to the Artist Alley
Headquarters (HQ) directly for assistance.
 Map - Artist Alley HQ - TBA
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SALES POLICY
The Artist Alley exists to promote and celebrate original artwork by fans of Japanese popular culture.
We encourage original prints, comics, ‘zines, and crafts, and enjoy seeing artists produce new and
exciting material every year. Below are guidelines and restrictions on what may and may not be sold in
the Artist Alley.
Grey Market Goods and Pseudo-Merchandise
Anime Expo works directly with companies that license many titles and merchandise. The sale of grey
market goods and pseudo-merchandise are serious offenses.
“Grey Market Goods,” also known as “bootleg” merchandise (products that are considered to be
illegitimate, pirated or illegal), are strictly prohibited at Anime Expo.
“Pseudo-merchandise” (items that, intentionally or not, directly compete with licensed merchandise
available in the Exhibit Hall or elsewhere) is also strictly prohibited. Pseudo-merchandise includes items
such as, but not limited to, cosplay props and costumes, cosplay weapons, T-shirts, buttons, keychains,
and cell phone straps that are similar to existing licensed merchandise. Please do your research before
getting to work. A general rule to follow is to avoid using fanart of any type on T-shirts, bags, buttons,
stickers, keychains, and like items.
Artists caught selling grey market goods will be immediately expelled from the Artist Alley and banned
from any events run by SPJA. Artists found to be selling pseudo-merchandise will be issued a warning
and asked to remove the item(s) from the table for the remainder of the convention. Artists will receive
only one warning for pseudo-merchandise—continued breach of contract will lead to immediate
expulsion from the Artist Alley and cause any parties to be banned from participating in any SPJA event.
SPJA will not issue a refund for the table space or passes of any expelled artists.
Reproduced Artwork
Do NOT under any circumstances use artwork that is not your own. Do not trace, vectorize, copy, or
otherwise alter and/or reproduce artwork that is not your own, whether as a part or the whole of a
work. This includes official logos, symbols, background art, and any other pre-existing artwork or images
that are not yours.
Adult Material
Artwork deemed inappropriate for children must be kept behind the table and out of view. It is the
artist’s responsibility to ensure that adult material is not accessible to minors. Artists found to be selling
adult material to minors will be expelled from the Artist Alley immediately and may receive a permanent
expulsion from SPJA events.
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Mass Production
Mass production is strictly forbidden. The Artist Alley is a venue for amateur and young professional
artists to promote and sell their original artwork—it is not a cheaper alternative to an Exhibit Hall space,
nor is it an easy way to make money off of intellectual property that is not your own. Mass production
and sale of items by artists in the Artist Alley could damage the integrity and threaten the continued
existence of the Artist Alley at Anime Expo.
Artists found to be (a) producing and selling items in numbers rivaling those of Exhibit Hall vendors,
and/or (b) utilizing the Artist Alley in a manner that could potentially damage the integrity and spirit of
the Artist Alley, may face immediate expulsion from any SPJA events.
Proxy Selling
Proxy selling (i.e. selling the works of a person who is not present and a registered artist in Anime Expo
Artist Alley) is strictly prohibited. Collaborative works, such as anthologies, would be an exception to this
rule.
Copyright Law
It is the responsibility of the artist to ensure that their artworks do not violate any copyright laws. The
SPJA and the Artist Alley Staff Volunteers cannot and will not provide legal protection to artists under
any circumstances. The Artist Alley Staff Volunteers reserve the right to challenge possible violations of
copyright at their discretion.
Weapons
Sales of weapons are prohibited in the Artist Alley.
Body Art, Henna Tattoos, and Service Type Business
Henna tattoos, face painting, and other work expressing art on a person’s body is prohibited in the Artist
Alley.
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TABLE DISPLAY POLICY
We kindly ask you to be mindful about the artists and assistants around you. Each year we
receive complaints about neighboring artists who are not respectful about the space around
them. We also want to make sure all aisles and walkways are safe! A little consideration can
make a world of a difference!
Artist Alley Table (maximum 2)
One (1) 2’x6’ table (skirt not included)
Two (2) Chairs
One (1) Table sign (table name and table number)
Table Name and Number Visibility
1. Your table name and number must be visible at all times. You may use your own signage so
long as your table name and number are always visible.
Goods and Supplies Must be On or Under Tables
1. All sale items, goods, and supplies must fit on or under your table. You must keep your own
items on your table and must not “spill” onto the table/area next to you. This includes additional
displays, boxes, clothing, etc.
2. Items may NOT be stored on the floor behind your chair. The pathway behind tables must be
kept completely clear. Staff and artists must be able to walk through aisles to get to the end of
the rows unimpeded. Any additional supplies or merchandise must be kept under your table.
No More Than Two Behind a Table at All Times
1. Only two (2) chairs and individuals may be behind the table at any time. You may not take or
borrow chairs from any other tables.
2. Primary artists, subsidiary artists, and helpers/assistants must have their own Artist Alley Pass
to be behind the table. Individuals without an Artist Alley Pass or “borrowing” a pass will be
escorted out of the area.
Signage and Display Limitations
1. All signage and displays must be less than 7 feet 6 inches (7’ 6”) inches from the floor.
2. Tables at the end of aisles may NOT use stands to display art that spill into the walkway or
aisles for attendees and artists.
3. Stands and displays cannot extend beyond the confines of your table. Tripods and displays
must not extend beyond the bounds of your table(s), meaning you cannot display items behind
you or the table.
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Prohibited Items
1. Weapons: Swords, guns, and any projectile items are prohibited.
2. Lighted candles or incense: Do not make your table a fire hazard.
3. Industrial machines and volatile/flammable Liquids: Do not bring industrial machines, aerosol
cans, airbrushes, or any other supplies or equipment that could be potentially harmful,
dangerous, or noisy.
4. Objects and items that will obstruct the flow of traffic in the aisles: Objects included are chairs,
easels, boxes, clothes racks, table coverings, etc. Table coverings that drape into aisles should be
tucked in and not out for someone to trip on. No items may be on the floor in front of your
table.
5. Unsteady overhead displays: Overhead displays that are determined to be unsteady by Artist
Alley Staff Volunteers must be taken down and not put up again during the course of the
convention. Please make sure that your overhead displays are secure BEFORE you bring them
and set them up. If they sway with a gust a wind, then they are not safe. Displays must also not
exceed 7’ 6” in height when measured from the floor.
6. X-rated materials: Do not display X-rated or adult material at your table. Remember that Anime
Expo is an all-ages event. These items must be kept behind the table and it is up to you to check
IDs to make sure patrons are of the appropriate age.
7. Music: Please be respectful of staff, attendees, and your fellow artists by not playing music or
other audio through speakers or with instruments.
8. Helium Balloons: Helium balloons are prohibited inside the convention center.
9. Wheels: The Union at the LACC requires that all items being brought into the Artist Alley be
carried in bags/boxes in your arms or on your back.
10. Gridwalls of any size are prohibited. However, wire cube displays are permitted with a
maximum of four (4) cubes high.
APPROVED
NOT APPROVED
Any repeat offenses are subject to the TWO STRIKE RULE.
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TERMS AND CONDITIONS
For your reference, below is the Terms and Conditions agreed upon the submission of your Artist Alley
Form.
1.Defined Terms
By contracting to rent and exhibit in a table space at
Anime Expo® (“AX”) 2016, you agree to abide by
these Standard Terms and Conditions for Artists at
Anime Expo® (the “Standard Terms”). "Event"
means Anime Expo®, currently scheduled to be held
on July 1-4, 2016 ("Event Dates") at the Los
Angeles Convention Center ("Exhibit Facility"). The
Event is owned, produced, and managed by Society
for the Promotion of Japanese Animation ("SPJA").
"Organizer" means SPJA. "Artist" means,
collectively (i) the artist, (ii) the artist’s company, (iii)
those staffing the artist’s booth or otherwise acting
as artist’s representative or agent with regard to the
Event; (iv) any other entity or person that applied for
exhibit space rental and signed the facing page of
this contract and (v) each of artist’s owners, officers,
directors, members, shareholders, employees,
contractors, agents, representatives, and invitees.
“Artist Regs” are rules and regulations for Artists.
“Minor” means a person under 18 years old. Artists
are fully responsible for verifying age where
applicable.
2.Contract Acceptance & Remedies
This contract shall become binding and effective
when it has been fully executed on the facing page
by both Artist and Organizer. Without limiting any of
its other remedies, Organizer in its sole discretion
may close an exhibit, withdraw acceptance of this
contract, or refuse to permit an Artist whom violates
or fails to abide by the contract or any of the Artist
Regs to participate in future events.
3.Assumption of Risks; Releases
Artist expressly assumes all risks and liabilities
arising from or related to Artist's participation, acts or
omissions at the Event, including without limitation,
all risks of harm or loss of A kind suffered by anyone
attending, producing, organizing or affiliated with the
Event, the Event Facility, and the City of Los
Angeles (the “City”), which risks include but are not
limited to theft, harm, damage or injury to a person
(including death), property, intellectual property,
copyrights, trademarks, business, or profits, from
whatever cause or source. Artist is solely and
exclusively responsible for its property and any theft,
damage, or other loss to Artist’s property (whether
or not stored in any courtesy storage area, including
without limitation any subrogation claims by an
insurer). The Organizer, the Exhibit Facility, and the
City (collectively, the “Releasees”) have no
responsibility or liability, nor is a bailment created,
for property delivered by or to Artist. Artist hereby
completely releases, discharges, holds harmless the
Releasees, individually and collectively, and their
present and former officers, directors, shareholders,
partners, members, affiliates, employees, agents,
representatives, sponsors, funders, attendees,
insurers, attorneys, and predecessors, assignees
and successors of each of them, from any and all
demands, damages, losses, liabilities, causes of
action, lawsuits, counter-claims, obligations,
contracts, indemnities, contributions, suits, debts,
sums, attorneys' fees, and claims of every kind or
nature, whether known or unknown, in law, equity,
or otherwise that either may now have or have had
or that may hereafter accrue, individually,
collectively, or otherwise in connection with, relating
to or arising from Artist's participation in the Event.
3.1.Artist acknowledges the possibility that,
subsequent to the execution of this contract, it will
discover facts or incur or suffer claims that were
unknown or unsuspected at the time this contract
was executed, and which if known by it at that time
may have materially affected its decision to execute
this contract. Artist acknowledges and agrees that
by reason of this contract, and the releases
contained in this Section 3, it is assuming any risk of
such unknown facts and such unknown and
unsuspected claims. Artist has been advised of the
existence of Section 1542 of the California Civil
Code ("Section 1542"), which provides: A
GENERAL RELEASE DOES NOT EXTEND TO
CLAIMS WHICH THE CREDITOR DOES NOT
KNOW OR SUSPECT TO EXIST IN HIS FAVOR AT
THE TIME OF EXECUTING THE RELEASE,
WHICH IF KNOWN BY HIM MUST HAVE
MATERIALLY AFFECTED HIS SETTLEMENT
WITH THE DEBTOR.
compromise any claims against any Releasee
without that Releasee’s prior written consent.
3.2.Notwithstanding such provisions, Artist
knowingly and voluntarily waives the provisions of
Section 1542, as well as any other statute, law, or
rule of similar effect. This release does not apply to
acts of gross negligence or intentional or willful
misconduct on the part of the Releasees, to the
fullest extent permitted by law.
7.Export Control Laws Artist shall not cause
Organizer to be in violation of any Export Control
Law.
4.Indemnification
Artist shall indemnify, defend, and hold Releasees,
individually and collectively, and their present,
former, and future officers, directors, shareholders,
partners, members, affiliates, employees, agents,
representatives, sponsors, funders, attendees,
insurers, attorneys, and predecessors, assignee,
and successors of each of them, from any and all
demands, damages, losses, liabilities, causes of
action, lawsuits, counter-claims, obligations,
contracts, indemnities, contributions, suits, debts,
sums, attorneys' fees, and claims of every kind or
nature, whether known or unknown, in law, equity,
or otherwise that either may now have or have had
or that may hereafter accrue, individually,
collectively or otherwise arising from or related to
Artist's participation in the Event. This Section 4
applies to, without limitation: (a) any debt to or
breach by Artist of any agreements, covenants,
promises or other obligations to third parties; (b) any
matter for which Artist is responsible under this
contract; (c) any third party claim for infringement of
any patent, copyright, trademark, trade secret, or
other proprietary right; (d) any defamation or similar
claim; and (e) harm or injury (including death) to any
person or third party. Artist shall not settle or
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5.Limitation of Liability
Under no circumstances shall any Releasee be
liable for any lost profits or any incidental, special,
indirect, punitive, or consequential damages
whatsoever, whether or not it has been informed of
the possibility of any lost profits or damages. Any
Releasee’s maximum liability shall never, under any
circumstance, exceed the amount actually paid to
Organizer by Artist for exhibit space rental pursuant
under this contract. Organizer makes no
representations or warranties, express or implied,
regarding the number of persons who will attend the
Event or any other matters.
6.No Joint Venture. The parties are not and shall
not be construed to be agents, joint venturers, or
legal partners. Each party shall be solely
responsible for compensating its own employees
and contractors and for their worker’s compensation
and other benefits, if any. Neither party may enter
into contracts or incur liabilities on behalf of the
other. Organizer may establish reasonable
standards of performance. Artist will provide Artist’s
own tools and equipment.
8.Qualifications of Artist
Artist must purchase an Anime Expo® 2015 Artist
Alley Table Package assigned by Organizer in order
to reserve and utilize a table in the Artist Alley.
Organizer, in its sole discretion, shall have the right
to determine whether a prospective artist is eligible
to participate in the Event. Applicants who have not
previously exhibited at a prior event produced by
Organizer may be required to submit additional
information about their business and items that they
intend to exhibit. Organizer may restrict or remove
any exhibit that Organizer, in its sole discretion,
believes is objectionable, inappropriate or illegal.
9.Assignment of Table Space
Table Space shall be assigned by Organizer in its
sole discretion for the Event. Such assignment does
not imply that similar space will be assigned for
future events. Organizer reserves the absolute right
to change the floor plan or to move an Artist to
another booth location prior to or during the Event.
10.Cancellation by Artist
Artist may cancel participation in the Event at any
time upon written notification to Organizer by email.
If Organizer receives such notice of cancellation
before March 1, 2016, Organizer shall retain fifty
percent (50%) of the contracted amount as a
cancellation fee and shall return for the remaining
fifty percent (50%) to Artist. If Organizer receives
such notice on or after March 1, 2016, or if Artist
STANDARD TERMS AND CONDITIONS FOR ANIME EXPO® ARTIST ALLEY
fails to staff its booth through the end of the Event,
Organizer shall retain one-hundred percent (100%)
of the contracted amount as a cancellation fee. In
the event of either full or partial cancellation by
Artist, or the Artist’s early departure from Anime
Expo, Organizer reserves the right to resell or
otherwise reassign canceled table space. Organizer
shall be entitled to retain all payments due under the
cancellation policy set forth above regardless of
whether Organizer resells or otherwise reassigns
the canceled table space.
Hours and dates for installing, occupying, and
dismantling exhibits shall be those specified by
Organizer. If Artist fails to install its display in its
assigned space by one hour before the Event opens
or leaves its space unattended during the Event
hours, Organizer shall have the right to take
possession of the space and no refund will be due to
Artist. Artist may not dismantle the display until the
Event is officially closed by Organizer. Nothing in
this Section 13 shall limit Organizer’s rights under
Section 10 (Cancellation by Artist).
11.Artist’s Failure to Pay
Except as provided to the contrary in this contract,
all monies paid by Artist shall be deemed fully
earned and non-refundable at the time of payment.
If Artist fails to make a payment required by this
contract in a timely manner, Organizer may
terminate this contract (and Artist's participation in
the Event) immediately and without obligation to
refund monies previously paid. Organizer reserves
the right at its discretion to refuse Artist permission
to move in and set up an exhibit if any payment due
to Organizer is in arrears. Organizer is expressly
authorized (but has no obligation, expressed or
implied) to occupy or dispose of any space vacated
or made available by reason of action taken under
this paragraph in such manner as it may deem best,
and without releasing Artist from any liability
hereunder. Organizer may also terminate this
contract effective upon written notice of termination
if Artist (1) breaches any of its obligations under the
contract or (2) is adjudicated as insolvent, declares
bankruptcy, or files or has filed against it, any
petition in bankruptcy, or fails to continue its
business. In either of these cases, Organizer shall
have no obligations, expressed or implied, to refund
any payments previously made If Organizer
removes or restricts an exhibit that Organizer
considers to be objectionable or inappropriate, no
refund will be due to Artist. In the event of
cancellation under this Section 11, Releasees
reserve the right to enforce their rights under this
contract, including but not limited to their
indemnification rights.
14.Listings and Promotional Materials
By Artist's participation in the Event, Artist expressly
grants to Organizer a fully paid, perpetual
nonexclusive license to display, reproduce, and
distribute company and product information, logos,
trademarks, voices, and likenesses owned by or
licensed to Artist for use in any Event directory and
promotional material. Organizer shall not be liable
for any errors in any listing or descriptions or for
omitting any Artist from any such directory or
promotional material. Artist gives Organizer
permission to take still photographs and moving
sound and audiovisual recordings of Artist's booth
space, exhibit and personnel during, before or after
the open hours of the Event in any manner or
medium now known or later discovered (the “SPJA
Recordings”). SPJA shall own the copyrights in the
SPJA Recordings (including any extensions and
renewals thereof) throughout the world, in
perpetuity.
12. Event Cancellation or Change
Organizer reserves the right to cancel, re-name or
re-locate the Event, or change the dates on which it
is held. If Organizer cancels the Event due to
circumstances beyond its reasonable control (such
as acts of God, acts of war, governmental
emergency, labor strike, unavailability of the Exhibit
Facility) or for any other reason, or changes the
Event dates to dates that are not within thirty (30)
days of its originally scheduled date, Organizer shall
refund Artist for payments made to date, less a
share of costs and expenses that Organizer incurred
as of the cancellation, which shall be deemed full
satisfaction of Organizer's liabilities to Artist.. If
Organizer changes the name of the Event, relocates
the Event to another facility, or changes the Event
dates to dates that are within thirty (30) days of its
originally scheduled date, no refund will be due to
Artist. Organizer shall not be required to cancel or
relocate the Event, or make any refunds, if the event
venue is under construction.
13. Table Space Occupancy
Artist shall obtain any licenses, permits, or approvals
under federal, state, or local law applicable to its
activities at the Event at its sole expense. Artist shall
obtain any necessary tax identification numbers and
permits and shall be solely responsible for paying all
taxes, including but not limited to sales taxes,
license fees, use fees, or other fees, charges, levies,
or penalties that become due to any governmental
authority in connection with its activities at the
Event.
18.Compliance with Laws
Artist shall comply with all federal, state and local
laws, codes, ordinances, rules and regulations, and
all rules and regulations of the Exhibit Facility
(including, without limitation, copyrights, trademarks,
and any union labor work rules). Without limiting the
generality of the foregoing, Artist shall construct its
exhibits to comply with the Americans with
Disabilities Act. The Organizer may require
immediate removal of any Artist that fails to comply
with this Section.
19.Artist Alley Packet and Regulations
Prior to the Event, Organizer will prepare an Artist
Alley Packet. The Artist is responsible for
downloading it on the Anime Expo website or
requesting it to ensuring that Artist obtains a copy.
The Artist Alley Packet will include information
integral to participation at the Event, including but
not limited to additional artist rules and regulations
(“Artist Regs”), artist display rules, and move-in /
move-out schedules. Organizer may amend, revoke,
15.Trademarks and Logos
or adopt Artist Regs from time-to-time, upon three
SPJA reserves all right, title, and interest in all SPJA (3) hours’ notice to Artist, or without notice if the
trademarks and logos (the "Marks"), including but
Event Facility changes its rules and regulations
not limited to:
without advance notice to Organizer. Artist Regs
ANIME EXPO; AX; SOCIETY FOR THE
(whether or not included in an Artist Alley Packet)
PROMOTION OF JAPANESE ANIMATION; SPJA; are a material part of this contract and are
PROJECT ANIME; PA; ANIME EXPO; AC,
incorporated fully by reference. Artist agrees that all
LOUNGE 21;
information containing terms and conditions
any other trademarks or logos in which SPJA has or provided to Artist by Organizer shall be deemed fully
may obtain statutory or common law trademark
read and understood by Artist and that Artist shall be
rights, derivations thereof, and marks substantially bound by all SPJA and City terms and conditions.
similar thereto, whether or not such marks or logos
are registered by SPJA. The Marks shall be used
20.Conduct at Event and Displays
only in the form, style and type then prescribed by
Artist shall conduct itself at all times in accordance
SPJA. Artist shall neither directly or indirectly obtain with normal standards of decorum and good taste at
nor attempt to obtain any right, title, or interest in or an event open to minors. All booths shall display
to SPJA's Marks, and hereby expressly waives any products or services in a tasteful manner as
right that it may have to do so. Artist may not
determined in Organizer’s sole discretion. Any and
reproduce SPJA’s Marks on products, merchandise, all advertising distributions must be made by Artist
or otherwise without separate written permission of only from within Artist’s booth. The aisles,
SPJA.
passageways, and overhead spaces remain strictly
under control of Organizer and no signs,
16.Care of Exhibit Facility
decorations, banners, advertising material, or
Artist shall promptly pay for any and all damages to special exhibits will be permitted in any of these
the Exhibit Facility or associated facilities, table
spaces except by written permission of Organizer.
equipment, or the property of others caused by
Those staffing the Artist’s booth or otherwise acting
Artist. Artist agrees that no food or drink may be sold as its representative or agent with regard to the
by Artist in the Exhibit Facility or otherwise. If Artist Event must remain within the Artist’s booth while
gives away free samples of food or drink, Artist will working. Artist’s displays must be arranged so that
be bound by and will follow the Exhibit Facility’s and booth visitors do not block aisles. Entertainment or
City guidelines and requirements with regard to such advertisements outside of an Artist's booth are
samples. Organizer reserves the right to cause Artist prohibited.
to immediately cease all distribution of food and
drink, even free samples, at Organizer’s sole
21. Sound Policy & Excessive Noise
discretion.
Mechanical reproduction of sound, music, bells
horns, or megaphones are not permitted.
17. Taxes and Licenses
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STANDARD TERMS AND CONDITIONS FOR ANIME EXPO® ARTIST ALLEY
22.Fire and Safety Laws
Federal, state and city fire and safety laws must be
strictly observed. A list of these fire and safety
regulations is included in the Artist Alley Kiit, but
Artist must also comply with the laws applicable at
all times.
23.Anti-Piracy Policy
Sale, distribution, or display of “Infringing Content” is
strictly prohibited at the Event. “Infringing Content” is
material that violates any copyright, trademark,
patent, trade secret, privacy or publicity rights, or is
defamatory to or violates the privacy, of any person
or entity, such as but not limited to pirated or
bootlegged products, merchandise, and
unauthorized copies of characters or art work. Artist
represents and warrants that its exhibit booth shall
not contain, display, sell, distribute or make
available any Infringing Content. Organizer may
require Artist to produce Artist’s written license or
authorization to display, reproduce or distribute
materials in Artist’s booth, and Artist shall keep such
written licenses and authorizations in the booth at all
times. If such authorization is not produced upon
Organizer’s request, Organizer may, without further
warning and without incurring any liability
whatsoever, confiscate the Infringing Content,
require Artist to remove it from the premises, eject
the Artist from the Event, and/or bar Artist from
participating in future Events. Organizer shall not be
liable for any Infringing Content, or failure to
discover or remove such content.
No firearms and weapons may be sold at the AX
Artist Alley. Adult material must not be offered, or
sold to or handled by a Minor. Adult materials must
be draped or otherwise not visible or accessible to
Minors. The Organizer may require the immediate
removal of any Artist that fails to comply with this
provision.
26.Rights of Offset; Enforcement
In the event Artist is indebted to Organizer, whether
or not such indebtedness arises from this contract,
Organizer may, in its sole discretion, apply refunds
that may be due to Artist to reduce such
indebtedness. In the event legal action is filed to
enforce this contract, the prevailing party in such
action shall be entitled to reimbursement of
reasonable costs and legal fees.
27.Artist Passes
Artist shall may purchase no more than three
additional artist alley passes per table. No parking
vouchers or parking passes are included or
available.
and federal "sunshine" or other disclosure laws and
regulations that now or may in the future apply to
Organizer as a nonprofit mutual benefit company.
30.Reliance on Data
Organizer shall be entitled to rely upon data,
information, and representations provided by Artist.
Artist shall correct and report any corrections to
Organizer.
31.Governing Law
This contract is governed by the laws of the State of
California as applied to contracts entered into and
entirely performed within such state. Artist agrees
that the courts located in Los Angeles, California
shall constitute the exclusive forum for the resolution
of any and all disputes arising out of, connected with
or related to this contract or the breach of it. Artist
waives any right to assert lack of personal or subject
matter jurisdiction and agrees that venue property
lies in Los Angeles, California.
32.Additional Terms and Conditions
Any and all matters pertaining to the Event and not
28.
Non-Discrimination
specifically covered by the terms and conditions of
Artist represents and warrants that it does not
this contract shall be subject to determination by
discriminate in hiring, employment, participation or Organizer in its sole discretion. This contract
services rendered on the basis of the fact or
(including the Artist Regs and Packet as amended
perception of a person's race, color, creed, religion, from time to time) state the entire agreement of the
national origin, ancestry, age, sex, sexual
parties with respect to the subject matter hereof.
orientation, height, weight, gender identity, domestic Any amendment or modification to this contract must
partner status, marital status, disability or AIDS/HIV be in writing and signed by an authorized
status or against any person seeking
representative of Organizer. Artist may not assign
24.Products and Service
accommodations, advantages, facilities, privileges, this contract or any right hereunder nor may Artist
All items on sale and display must be the original
services, or membership in any business, social, or sublet or license all or any portion of its exhibit
creation of the Artist. DVDs, model kits,
other establishments or organizations it operates.
space without the Organizer’s prior written consent.
manga/comic books, production cels, or other
Each person signing this contract represents and
commercially produced items of any type will not be 29.Reporting Obligations
warrants that s/he has the authority to sign it and to
permitted to be sold in the Artist Alley. Mass
Artist understands and agrees that Organizer may
bind any company on whose behalf s/he purports to
production of prints, posters, buttons, and other
be required to disclose financial information,
sign. This contract may be signed in counterparts,
items is prohibited. Swords, guns, projectile items,
contracts, information about salaries and other
which together shall constitute one contract. Faxed
and other weapons are prohibited.
employee information, and other information to
or scanned signatures shall be construed to be as
government agencies, in public federal and state tax valid as originals.
25.Weapons and Adult Material
returns, and elsewhere in accord with local, state
19