Join Sakura Days Japan Fair 2025 as a Food Vendor!

Recommended for

• Want to serve your original menu in a lively setting!
• Already operate a food truck regularly.
• Want to reach a new customer base outside your store!

Sakura Days Japan Fair (SDJF) provides an opportunity to showcase authentic Japanese cuisine and beverages to thousands of attendees. As a food vendor, you will be part of a vibrant cultural experience celebrating Japanese food, arts, and businesses.
Organized by the Japan Fair Association of Vancouver (JFAV), it is part of the Vancouver Cherry Blossom Festival.

• 2024 Attendance: Over 15,000 visitors in two days!
• Festival Highlights: Vendor booths, cultural performances, Experience Japan, and Taste of Japan
• Tickets: Online pre-sale only. Admission grants access to all vendor areas, performances, and activities.
• New for 2025: Expanded use of the Floral Hall Pavilion to enhance vendor and guest experience.

Event Details

Date	April 12 (Saturday) & April 13 (Sunday), 2025
Time	10:00 AM – 6:00 PM (Saturday), 10:00 AM – 5:00 PM (Sunday) Performances & Food Vendors open at 10:00 AM
Location	VanDusen Botanical Garden (www.vandusengarden.org) 5251 Oak Street (37th and Oak Street), Vancouver, B.C. V6M 4H1

Important Information for Food Vendors

If you have been selected to continue, all food vendors must submit a Temporary Food Service (TFS) permit from Vancouver Coastal Health by February 9, 2025.

Food Vendor Fee

C$600 for a 10ft x 10ft booth (price includes both days).

Vendor Criteria

The JFAV carefully selects vendors that align with the event’s mission to promote Japanese culture in Canada.

Participation in this event, including, but not limited to, retail goods and services, is subject to JFAV approval.

Vendor Booth Details

• Approx. 20-25 Food Vendors are expected at SDJF 2025.
• Approx. 60-70 Selling/Non-Selling Vendors.
• Vendor booths may be located inside VanDusen buildings and/or outdoors in the Garden.

Food Vendor Booth Inclusions

• 10ft x 10ft tented booth
• Shared hand wash station (one station per two vendors)
• Limited electrical power (see details in Facilities & Services)
• Refrigeration & potable water (in compliance with health standards)
• 1-3 tables (6ft x 2.5ft) (extra tables available for C$15 each)
• Waste & grey water disposal (from the nearest designated station)

NOTE:

• Hand wash stations must be used only for hand washing.
• No food waste or utensil washing permitted in hand wash stations.
• Vendors must bring their own power bars & extension cords.

Food Vendor Requirements

• Comply with all Vancouver Coastal Health regulations
• Food prep and equipment must fit within the 10′ x 10′ booth
• Minimize waste (SDJF aims to be a zero-waste event)
• Use biodegradable/compostable containers, plates, and cutlery
• Properly dispose of all waste, recyclables, and grey water
• Ensure sufficient staff and food preparation capacity
• Optimize service efficiency to reduce wait times

Simplifying menu & using an order number system is recommended

• Provide all necessary equipment (e.g., cooking tools, tablecloths, signage, additional lighting)
• Obtain individual insurance coverage
• Collect requisite taxes
• Commit to both event days
• Set up booth by 10:00 AM each day
• Ready for health inspection by 8:30 AM (Set up begins Friday 2:00 PM / Saturday 7:00 AM)
• Clean booth & dispose of all waste at the event’s end
• Provide a certified portable fire extinguisher if using cooking/heating equipment
• Respect event rules & treat volunteers, staff, and participants professionally

NOTE:

Non-compliance with any of the above may result in booth closure, fines, or disqualification from future JFAV events.

Facilities & Security

• Washrooms: Available inside the Visitor Centre; portable toilets near the Upper Lawn.
• Limited supply (110V, 1320 Watts max per booth).
  Additional power available at C$200 per extra 1320 Watt circuit (subject to availability).
  All electrical equipment must be listed in the application form.
• Refrigeration facilities available at vendor’s own risk
• Security: Onsite overnight security provided. Vendors are responsible for securing valuables overnight.
• Weather & Safety: JFAV reserves the right to shut down booths or the entire event due to safety concerns.

Marketing & Promotion

SDJF receives extensive media coverage through:

• Vancouver Cherry Blossom Festival promotions
• Community event listings & websites
• Email marketing campaigns

NOTE:

• Vendors grant JFAV permission to use their name, photos, and business details for promotional purposes.
• Media Interviews: Indicate on your application if you are willing to participate (specify language preferences).

Deadlines

• Sunday, January 12, 2025 – Application Deadline
• Sunday, February 2, 2025 – Payment Due
• Sunday, February 9, 2025 – TFS Permit Submission Deadline

NOTE

• The information collected on this form will be used for signage and other communications related to this event, so please ensure that all information is correct.
• Please email the JFAV at vendors@japanfairvancouver.com if you have any questions about the event or the application procedure.
• The JFAV reviews all submitted applications and reserves the right to not accept any application. Applicants chosen to participate in Sakura Days Japan Fair (“the SDJF”) must submit their participation fee by Sunday, February 2, 2025.
• Please notify the JFAV immediately if any contact information changes.

Please be sure to fill out the form in English.
必ず英語で記入してください。