Artist Alley 2023 Rules & Regulations
San Japan Artist Alley Rules and Regulations Part 2
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 no later than 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 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 before setting up their table in the Artist Alley. Artists may check in at 6:00 pm Thursday, August 31st, 2023. Tables will be assigned to artists before arrival. Artists who fail to check in by Saturday, September 2nd, 2023 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 31st, 2023 at 6:00 PM Central. Artists who arrive before 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 to the Convention Center premises 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's artwork and are forbidden to sell their artwork 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 ID 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.
Cancellations: Artists have until July 25th, 2023 to cancel any table reservations or pre-ordered badges to receive a partial refund. Table cancellations received after July 25th, 2023 will not be refunded at any exceptions including medical, weather, or catastrophic reasons. This includes the inability to contact San Japan. Table cancellations after June 16th, 2023 will only be issued a 50% refund of the total purchase price. Only the Purchaser of the Artist table may cancel the table. To cancel a table, a request with the original table purchase confirmation must be sent in and approved by Artist Alley using the San Japan website contact form. We must get the original confirmation e-mail with a notice of canceling the table.
Artists’ Alley Table and Display Regulations: Artists will not be permitted to move their tables with another table to create two tables to sell items. Artists may not have displayed 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 shut down 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 5 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 areas. 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 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. Artist table-sharing submissions must be in by August 5th, 2023. 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. Even if the proxy sale is approved by the outsider artist we will not allow it to be for sale 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 from the convention. Any artist who attempts circumvention will be issued a lifetime ban.
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 ell their 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 (2 or more non-approved artists) who are not in attendance will be placed on a lifetime ban even if permission was given to the artist was permitted to collaborate.
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 convention badges confiscated and then ejected from San Japan without a refund. Artists who are 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 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 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, copyright cut-outs, and the splatter art style is 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 are compliant with having a reasonable amount of modifications. Modifications can not include removing, cutting, or reprinting a product directly from copyrighted printed media to place it on tangible items for sale.
Artists may not 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 Artist Alley. Any artists caught selling adult artwork to attendees under the age of 18 will result in 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, then 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 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) paperwork and must be approved by San Japan before 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 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 apply 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 per upheld will be final by San Japan management and upheld.
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 reasons. Artists will be responsible to arrange their assistance before 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 agreed on in applying to the invoice. The fee must be paid before executing an exception.
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 Violations 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 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 of issuance.
Security: Artists are responsible for securing their 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 matters about 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 concerning 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 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 or sent to email@example.com.