Tokyo International Deaf Arts Festival 2025

OPEN CALLS

〈Sign Language Market〉
Application Guidelines for Vendors

Entry deadline：2025.6.30

Connecting people, objects, and society with sign language.
Now accepting applications for vendors at the Sign Language Market as part of the Tokyo International Deaf Arts Festival.

The “Sign Language Market” is a place centered around the theme of sign language where you can eat, see, touch, and experience a wide variety of shops selling food, accessories, and goods.
Our aim is to create a place where anybody can enjoy shopping using sign language, written communication, pointing, and gestures.

This page is for anybody considering exhibiting at the “Sign Language Market”. Below outlines our mission, application process, fees, and other important notes.

Summary

Application Period: Wednesday, April 30 to Monday, June 30, 2025 (Applications accepted via online form only)
Event Date and Time: Thursday, November 6 to Sunday November 9, 2025
Retail Vendors: 11:00am - 4:00pm
Food Trucks: 11:00am - 7:00pm
Location: ZA-KOENJI Public Theatre, in front (Tentative)
2-1-2 Koenji Kita, Suginami-ku, Tokyo 166-0002
5 minutes walk from the North Exit of Koenji Station (JR Chuo/Sobu Lines)

※Please note that parking is not available at the venue. Please use public transportation. Alternatively, please use nearby paid parking. We cannot cover your parking fees.
Estimated Visitor Numbers
Weekdays: Approximately 1,200 visitors per day
Weekends: Approximately 1,800 visitors per day
Total Estimated Visitors: 6,000
Notification of Results: Mid-July (Tentative)

Vendor Booth

1 retail booth = approximately 2m×2m
Includes 1 table (180 cm wide x 45 cm long) and 2 chairs
Booths will be under a large tarp/tent provided by the venue
1 workshop booth = approximately 3m×3m
Includes 2 tables (180 cm wide x 45 cm long) and 4-6 chairs
Booths will be under a large tarp/tent provided by the venue
Food truck = space available is relative to the width of the food truck
Tarp/tents, tables, and chairs will be provided by the venue in order to maintain a cohesive appearance. Please use the provided equipment. Depending on the location, three tables might be located under two tarps/tents, positioning three different vendors next to each other. We appreciate your understanding and cooperation in sharing the space effectively.
A single vendor may apply for up to two booth spaces.
Sharing a single booth space between multiple businesses is permitted. If you plan to do so, please indicate this on your application as follows: “Joint booth Vendor Name: ___ Representative: ___ / Vendor Name: ___ Representative: ___”.
The vendor fee covers venue space rental, advertising costs, liability insurance, and other operational expenses.

Vendor Fees

(1) Sales of General Merchandise, Accessories, Handmade Goods, etc.

Thursday, November 6 and Friday, November 7 - ¥2,000 per day (advance payment)
On the event day, [20% of total proceeds minus ¥2,000] will be collected at the venue.
Saturday, November 8 and Sunday, November 9 - ¥4,000 per day (advance payment)
On the event day, [20% of total proceeds minus ¥4,000] will be collected at the venue.
Permits are not required
Booth includes 1 table and 2 chairs

(2) Sales of Food, Drinks, Baked Goods, Vegetables, etc.

Thursday, November 6 and Friday, November 7 - ¥4,000 per day (advance payment)
On the event day, [20% of total sales minus ¥4,000] will be collected at the venue
Saturday, November 8 and Sunday, November 9 - ¥6,000 per day (advance payment)
On the event day, [20% of total sales minus ¥6,000] will be collected at the venue
Permits required based on the items being sold (manufacturing of confectionery, bread, etc)
Booth includes 1 table and 2 chairs

(3) Workshops

Thursday, November 6 and Friday, November 7 - ¥4,000 per day (advance payment)
On the event day, [20% of total sales minus ¥4,000] will be collected at the venue.
Saturday, November 8 and Sunday, November 9 - ¥6,000 per day (advance payment)
On the event day, [20% of total sales minus ¥6,000] will be collected at the venue.
Permits are not required
Booth includes 2 tables and 4-6 chairs

Example of vendor fee calculation:
Vendor category: ③Workshop
Desired date: Nov 6
Total Sales: ¥50,000÷20% (¥10,000) － ¥4,000 ＝ Total to be collected: ¥6,000

(4) Food Trucks

Thursday, November 6 and Friday, November 7 - ¥7,000 per day (advance payment)
On the event day, [20% of total sales minus ¥7,000] will be collected at the venue
Saturday, November 8 or Sunday, November 9 - ¥10,000 per day (advance payment)
On the event day, [20% of total sales minus ¥10,000] will be collected at the venue
Permits required based on the specific food/beverages available
Space limited to the size of the food truck

●Classification of Vendors

(1): Applies if the item being sold is not food or beverages (such as accessories, crafts, art, apparel, etc)

(2): Applies if the food has not been processed (such as fruits and vegetables), or if it is individually packaged (such as cookies, baked goods), etc.

(3): Applies for any items that do not fall in categories (1) and (2) above. In this case, a temporary business license or outdoor vendor permit will be needed from the relevant public authorities.

●Advance Payment

The total advance payment for your desired event days must be transferred to the designated bank account by the payment deadline. Please note that refunds will not be issued if the total amount sent does not exceed the advance payment amount.

Example of advance payment calculation:
Vendor category: ①Sales of General Merchandise
Desired dates: Nov 7, 8, 9
Advance payment: ¥2,000 (Nov 7) ＋ ¥4,000 (Nov 8) ＋¥4,000 (Nov 9)　＝ Total ¥10,000
Total advance payment to transfer: ¥10,000

●Collection of on the Day Sales

At 4pm after closing on the event day, our collection staff will visit your booth. We recommend counting up sales 30 minutes before closing for a smoother process.

Vendor Selection

The event organizers will review and select vendors.
After the application deadline, the organizers will confirm all applications and determine the final number of vendors.
Selection is based on factors such as the number of applicants, event safety management, and alignment with the event's purpose.

Vendor Selection Criteria

Ability to communicate in sign language (regardless of whether Deaf or hearing)
Alignment with the "Sign Language Market" concept
Products have unique appeal, quality, and distinctive features
No involvement in religious or political activities, network marketing, or antisocial organizations
The selection process will primarily focus on these criteria to make the final decision.

In some cases, we may contact applicants during the selection process to inquire about their products, business operations, shop, or company. This may include a request for a video chat interview.
Even if you submit an application, your selection is not guaranteed and will depend on the selection process.
The selection results will be sent via email. Your vendor participation will be confirmed upon receipt of the vendor fee and advance payment. Please begin preparing your merchandise after receiving the final confirmation.
Please note that the details and reasoning behind the vendor selection cannot be disclosed. The organizers will conduct a fair and rigorous selection process.

Payment of Vendor Fees

Successful applicants will receive an email notification detailing the vendor fee and payment instructions. Please ensure payment is made by the deadline specified in the email.
After payment, in the case where the “Sign Language Market” is cancelled or suspended, vendor fees are generally non-refundable. By submitting your application, you acknowledge and agree to this condition.
Payment of the vendor fee and advance payment is strictly required in advance via bank transfer. Please be aware that you are responsible for any bank transfer fees.
Failure to confirm payment by the specified due date will result in the cancellation of your vendor participation.

Venue Layout and Booth Location

The event organizers will determine booth locations based on vendor categories, venue zoning, and other logistical considerations. We are unable to accommodate requests for specific booth placements or changes to the assigned location. Please also note that on the day of the "Sign Language Market," you may be asked to move your booth location at the discretion of the event staff.
The venue layout map and setup instructions will be sent to the registered email address approximately one week prior to the event date. Please be sure to check this information carefully.

Schedule of Setup and Teardown

We will inform you of the specific setup and teardown times along with the venue layout information. Please note that due to venue preparation, you will not be permitted to enter the venue before your designated setup time.Please note that even if you are participating as a vendor on consecutive days, you cannot leave any items behind and must completely teardown at the end of each day. Punctuality is greatly appreciated as we aim to set up the venue efficiently together. We appreciate your cooperation.

9:00 am: Setup begins
All vendors must have at least one person to assist with setting up tents, tables, and chairs.

10:00 am: Arrival of Food Trucks

10:30 am: Morning briefing

11:00 am: Opening of Sign Language Market

4:00 pm: Closing of Sign Language Market
Collection of on-the-day vendor fees
Teardown begins
All vendors dismantle tents, tables, and chairs

7:00 pm: Closing of Food Trucks, and teardown

●Important Notes

If your merchandise sells out before the event ends, you may begin packing up. However, please be aware that vehicle parking is not permitted in front of the venue for teardown. Please use push carts or carry items by hand to nearby paid parking.

Lighting Equipment

The event organizers do not offer rental services for lighting, power supply, etc.
If needed, please bring your own portable power supply. However, gasoline-powered generators and generators that produce loud noise are prohibited. Food truck operators should inquire separately regarding arrangements.
For signage and lighting outside of your tent, white LED lights are not permitted as they are too bright. Please use warm-toned lighting to match the ambiance of ZA-KOENJI and TIDAF.

Precautions and Regulations

The following precautions and regulations must be observed by all vendors. The event organizers will not be held responsible for any issues, violations, accidents, or damages resulting from failure to comply with these guidelines. Non-compliance may result in the refusal of your participation, even during the event.

(1): For food trucks, it is mandatory to obtain the necessary permits from the relevant public authorities and have the permit readily available on the event day. Vendors will be required to present the business license with the appropriate permits for the food being sold on the day of the event.

(2): If there is any use of open flames, vendors must bring their own fire extinguisher.

(3): All vendors must comply with all applicable laws and regulations.

(4): No sales of prohibited or illegal goods. A representative must be present at all times. If they are absent, there needs to be a substitute. Vendors are responsible for the management of their merchandise.

(5): Vendors must take all necessary precautions to prevent accidents within their booth area.

(6): Vendors must strive to provide quality service and sell products at fair prices.

(7): Vendors are responsible for addressing any product-related issues or customer complaints.

(8): The applicant (or guardian, if the applicant is a minor) must be the vendor. Only sales staff are permitted within the booth area. Entry of unauthorized personnel or other related parties is not allowed.

(9): Vendors must adhere to any additional rules and regulations established by the venue.

Publicity

Please help promote TIDAF and the “Sign Language Market” through your own company or shop's social media channels.

Weather Related Suspension of Sign Language Market

The event will proceed in case of rain but will be canceled in the event of severe weather.
The decision regarding cancellation will be made by 5:00 PM two days prior to the event (or earlier), and all vendors will be notified. Vendor fees are unfortunately non-refundable in the event of cancellation due to weather. By submitting your application, you acknowledge and agree to this condition.

Questions

Apply