2021 Memphis Japan Festival Exhibitor Guidelines and Application
This is an application for the 2021 Memphis Japan Festival to participate as an exhibitor.
Date: Sunday, November 7, 2021
Place: Memphis Botanic Garden
Time: 10:00 a.m. to 4:00 p.m., rain or shine
The application and fees are due by October 1, 2021. Applications submitted and fees paid by August 9 are eligible for a $25 discount.
You will be notified within 5 days after your application is received. All fees are required before you are confirmed.
The 2021 exhibitor basic package fee is $300. The basic package includes one (1) 10x10 tent, one (1) 6-ft or 8-ft. table and two (2) chairs. The space only (bringing your own tent) fee is $75. Tent stakes are not allowed at Memphis Botanic Garden. Please bring sandbags or weights to secure your tent. For space only, there is an additional fee for tables and chairs.
The Memphis Japan Festival celebrates the culture and traditions of Japan. So, exhibits should reflect this and should have a connection to Japan.
Please provide an attractive Japanese appearance to your space. This may include signs, posters, decorations and tablecloths. Balloons are not permitted at the Garden.
You are responsible for setting up and taking down your area, equipment and supplies. Set-up time will begin on Sunday morning between 7:00 a.m. and 9:30 a.m. Please do not dismantle tables until 4:00 p.m. We cannot guarantee volunteer and staff assistance with set up/unloading and breakdown/loading.
Electrical connections must be requested on the application below. Access is limited. So, we must be advised of electrical needs well in advance of the Festival. Exhibitors requesting electricity will be placed as close as possible to available outlets. You must bring your own 12-gauge extension cords.
Cancellation Policy: You must notify Festival Management in writing of your intent to cancel no later than October 24, 2021 in order to receive a 50% refund. After October 24, 2021, no refunds will be offered.
The Memphis Japan Festival is a rain or shine event and will remain scheduled as planned, regardless of inclement weather. No refunds will be given due to interruption of the festival or cancellation for reasons beyond the control of the Festival. These reasons include, but are not limited to, weather, acts of God, acts of terrorism, governmental intervention or any other cause that may prevent or interrupt the festival. The Memphis Japan Festival is not responsible for any losses that could arise because of inclement weather, interruption of the festival or cancellation for reasons beyond the control of the Festival.
After you submit this form, we will advise you if your application has been approved. Then, you may pay the fees by check or credit card. If you prefer to pay by check, please make your check payable to JAST, and send your check to this address: Japan-America Society of Tennessee, P. O. Box 330003, Nashville, TN 37203.
If you would like to pay by credit card, this is the PayPal link -
. Please email a copy of your PayPal receipt to Ginger Byrn at
Please do not mail a check or pay by credit card until you have been advised that your application has been approved.
If you have any questions, please email Ginger Byrn at
or call 615-603-9180.
We look forward to seeing you at the 2021 Memphis Japan Festival!
Name of Business or Organization
Website Address. Please copy and paste or type the URL of your website only. No extra text. For example:
Facebook handle. Please copy and paste or type the URL of your Facebook page or Facebook handle including the @ sign. No extra text. For example: "
" or "@MyPage". Facebook handle with @ sign preferred.
Twitter handle. Please copy and paste or type your Twitter handle including the @ sign. No extra text. For example: @MyTwitterHandle.
Instagram user name. Please copy and paste or type your Instagram handle including the @ sign. No extra text. For example: @MyInstagramHandle.
Name of your business as you would like for it to appear in Festival publications?
Description of your exhibit
Number of participants at the Festival
Will you need electrical access?
Electrical access is limited. So, we must be advised of electrical needs well in advance of the Festival. Exhibitors requesting electricity will be placed as close as possible to available outlets. You must bring your own 12-gauge extension cords.
Participation Fee - BASIC PACKAGE
Exhibitors may choose a Basic Package which includes one (1) 10x10 tent, one (1) 6-ft. or 8-ft. table and two (2) chairs.
BASIC PACKAGE with 6-ft. table - $300
BASIC PACKAGE with 8-ft. table - $300
Participation Fee - SPACE ONLY
You may choose to bring your own tent. Tent stakes are not allowed at Memphis Botanic Garden. Please bring sandbags or weights to secure your tent. If your tent is 10x12 or larger, you will need a tent permit from the Memphis Fire Department. If you bring your own tent, there is an additional fee if you would like for us to provide tables and chairs. See below.
SPACE ONLY for each 10x10 area - $75
You may choose from the additional options listed below.
Basic Package upgrade from one (1) 10x10 tent to one (1) 10x20 tent @ $150
Additional Basic Package 10x10 tent(s) @ $250 each (Please include number needed below)
Sidewall(s) @ $25 each (Please include number needed below and where the sidewall(s) will go on the tent)
Additional 6-ft. or 8-ft. table(s) @ $10 each (Please include number needed below and 6-ft. or 8-ft. table.)
Additional chair(s) @ $5 each (Please include number needed below)
Additional (second) 10x10 space only @ $50
The number of additional tents, sidewalls, tables and chairs needed
Do you have any other requests, suggestions or questions?
2021 Memphis Japan Festival Participation and Release Agreement
1/ I hereby FULLY AND FOREVER RELEASE, the Japan American Society of Tennessee, Inc., The Memphis Japan Festival and the Memphis Botanic Garden, and any of their related entities, subsidiaries, affiliates, and their respective officers, directors, agents, servants, contractors, representatives, employees, heirs and assigns (individually and collectively, the “Releasees”) from any and all liability, claims, demands, actions and causes of action of whatsoever kind or nature, either in law or in equity, known or unknown, arising out of or related to any of my participation in the 2021 Memphis Japan Festival as an artist, exhibitor or vendor on November 7, 2021 ( "the Activity"). 2/ It is my intent that this agreement shall be binding upon myself, the Participant, the members of my family, my spouse, heirs, assigns, guardians, and personal and legal representatives, both as to claims which may be asserted by such parties on my behalf and otherwise, and shall be deemed as a full and complete release by all such parties. The provisions of this agreement are intended to be as broad and inclusive as permitted by the laws of the State of Tennessee and shall be governed by, construed and interpreted according to the laws of the State of Tennessee without regard to the conflicts of laws or principles thereof. If any portion of this Release and Waiver is held by a court of competent jurisdiction to be invalid, it is agreed that the remainder shall, notwithstanding such holding, continue in full force and effect. 3/ By checking the box below, I acknowledge, represent and warrant, as follows: (a) I have read this agreement, understand it, and I am acknowledging it voluntarily as my own free act and deed; (b) no oral representations, statements or inducements have been made to me in connection with this agreement; (c) this agreement contains the entire agreement between the parties; (d) I am fully competent and at least eighteen years of age, or a parent or legal guardian of a minor child with complete authority to grant this release and waiver on the minor child’s behalf, and have executed this agreement for full, adequate and complete consideration fully intending to be bound by it; and (e) I understand and acknowledge that the Releasees are relying upon my acknowledgments, representations, warranties and agreements contained in this agreement in permitting me to engage in the Activity. 4/ I agree to indemnify and to defend the Releasees from and against any and all causes of action, demands, suits, liabilities, claims, damages, losses, costs and expenses, including but not limited to attorney’s fees and court costs that any of the Releasees incur (directly or indirectly) in any way related to or arising out of my participation in the Activity, whether caused by the negligence of the Releasees or otherwise. I also agree to indemnify and defend the Releasees if any of my acknowledgments, representations, or warranties above are wrong or false.
Please acknowledge that you have read, understand and agree to the Participation and Release Agreement
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