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Food Vendors

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

DateApril 12 (Saturday) & April 13 (Sunday), 2025
Time10:00 AM – 6:00 PM (Saturday), 10:00 AM – 5:00 PM (Sunday)
Performances & Food Vendors open at 10:00 AM
LocationVanDusen 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。


    Applications are now closed.

      ReqContact Name
      担当者名

      ReqBusiness Name (English)
      英語のビジネス名

      Business Name (Japanese)
      日本語のビジネス名(任意)

      ReqStreet Address
      住所

      ReqCity

      ReqPostal Code
      郵便番号

      ReqPhone (Cell)
      携帯番号

      ReqPhone (Business)
      会社の電話番号

      ReqEmail
      メールアドレス

      Website

      Twitter

      Facebook

      Instagram

      YouTube

      ReqPromotional Write-up
      PR紹介文

      ReqPhoto 1
      写真①(必須)

      ReqPhoto 2
      写真②(必須)

      ReqPhoto 3
      写真③(必須)

      Photo 4 (Optional)
      写真④(任意)

      Photo 5 (Optional)
      写真⑤(任意)

      ReqLoad-in Time
      搬入時間

      ReqDrive or Walk
      搬入方法(車・徒歩)

      ReqParking Needs
      駐車場の希望

      ReqOvernight Setup
      夜間設営について

      ReqMenu
      販売メニュー

      ReqEquipment Used
      使用予定の機材(電力)

      Refrigeration Needs
      冷蔵設備の希望

      ReqPower Needs
      必要な電源

      ReqBarbecue Use
      バーベキュー使用有無

      ReqTables Needed
      必要なテーブル数

      ReqVendor Type
      出店タイプ

      ReqDimensions
      車両のサイズ

      Additions
      追加設備

      ReqService Side
      販売面

      The vendor grants the JFAV and the Vancouver Cherry Blossom Festival the right to use the vendor’s name, photographs, likenesses, and biographies to advertise and promote the Event.
      出展者は、JFAVおよびバンクーバー桜まつりに対し、氏名・写真・肖像・プロフィールをイベントの広報目的で使用する権利を付与します。

      All food vendors MUST complete and submit a Vancouver Coastal Health Temporary Food Services Application by February 9, 2025.
      食品を提供するすべての出展者は、2025年2月9日までにバンクーバー保健局の「一時食品提供申請書」を提出する必要があります。

      Vancouver Coastal Health will conduct a food safety inspection on the day of the event. Booth operations and equipment must remain within the designated tent space. Vendors who fail the inspection will not be allowed to participate.
      バンクーバー保健局はイベント当日に食品衛生検査を実施します。ブース運営や機材はテント内に収めてください。検査に不合格となった場合、出展はできません。

      To reduce the environmental impact, all food vendors MUST only use biodegradable or compostable plates, utensils, and containers. Failure to comply may result in fines, booth closure, or disqualification from future events.
      環境への配慮のため、すべての食品提供者は、生分解性または堆肥可能な皿、カトラリー、容器のみを使用しなければなりません。違反があった場合、罰金、ブース閉鎖、今後のイベント出展停止の可能性があります。
      ※ご希望に応じて、適切な仕入先の情報をご案内できます。

      After being accepted to participate in SDJF 2025, the applicant agrees to pay the participation fee by February 2, 2025, and understands the fee is non-refundable.
      SDJF 2025への出展が承認された後、申込者は2月2日までに出展料を支払い、返金不可であることを了承します。

      I have read and agree to the terms set out in this application, including the liability waiver. I accept all risks and release SDJF and its affiliates from any losses or damages related to participation.
      本申請内容および免責事項を読み、内容を理解・同意します。私はSDJFおよびその関係者に対して損失や損害の責任を一切追及せず、参加に伴うすべてのリスクを自己責任で受け入れます。
      「損失(Loss)」とは、あらゆる損害・責任・費用(訴訟費用、弁護士費用を含む)を意味します。
      「SDJF Releasee」とは、JFAV、Vancouver Cherry Blossom Festival Society、VanDusen Botanical Garden、日本国総領事館およびその関係者(役員・スタッフ・後継者など)を含みます。
      この免責事項は、申請者の後継者・遺族・個人代表にも適用されます。

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