To all potential Booth-holders

The Executive Committee would like to express our gratitude to all of you for your patronage of the Japan Festival. The 24th Japan Festival will be held on Sunday, May 24, 2026.

Applications for JCV members, Japanese Society of Melbourne, and Japanese Chamber of Commerce & Industry, Melbourne members will be accepted one week earlier than those for the general public.

How to apply for Stalls and Displays

Japan Festival is accepting applications ONLINE ONLY, allowing you to choose the location of your choice on a first-come, first-served basis. So to secure your place, please apply early.

1. Applications from JCV members, members of Japanese Society of Melbourne, and members of Japanese Chamber of Commerce & Industry ,Melbourne will be accepted one week earlier than those from non-members.
   NPO organizations, there will be a 10% discount. Please fill in the NPO number into your registration form.
2. Each exhibitor may apply for up to two booths.
3. The stall location available to you may be limited by what your stall is handling or selling.
4. For the outdoor booth (FRONT YARD & CAR PARK), tents (JCV commissioned a tent company) will be provided due to weather and safety considerations. We cannot accept personally owned tents due to safety considerations.
5. Food that is prepared using electricity will only be sold at the back of Town Hall (CAR PARK). Electricity can be used up to 5000W (usage fee $65) per booth.
6. The FRONT YARD is also available for food selling booths, but electricity will not be available. Gas cooking only.
7. The outside area will be free access to visitors and entrance fee will only be for inside the town hall. Please take this condition into consideration for when you apply for your booth.
8. Booth type location and booth price

9. Points to pay attention to in filling in the application form:
   - Please fill in all necessary information.
   - The form details must be in English
   - Please enter your stall name as you want it listed on the Japan Festival pamphlet
   - We will send it by post, so please enter your current postal address.
   - When you choose the stall type, the layout map showing the available stalls for each room will be displayed, so please select your stall from the remaining choices.
   Because of pamphlet printing deadlines etc., the stall application deadline is March 20th 2026. This will be strictly observed. This web site will accept no more bookings once all stalls are booked.
   If you have any questions, please contact us by email.
   　　This email address is being protected from spambots. You need JavaScript enabled to view it.
10. Please do not sell or promote using images or sound anything related to religion, politics or of a discriminatory nature.
    Contravention of this rule may result in forcible withdrawal of your stall.
11. Electricity costs and power supply
    - If you have a general booth in the Town Hall requiring a power supply for food reheating, you will be charged for electricity($50)
    - If you use a computer or similar device, we do not charge for electricity.
    - OUTSIDE food stalls (CAR PARK $65) please provide your extension cords and power strip.
12. Payment of Stall Fees
    ⚫ Your stall booking is officially accepted only when your payment is confirmed. Please make sure to pay as soon as possible after your registration. Your booking will be automatically cancelled without payment in the 7 days after registration, and the booth will be released. If you use EFT, please remit your payment at the same time as you book your stall(s).
    ⚫ Please attach a screenshot of your Remittance Advice if remittance is made at a bank counter, or of the transfer details in the case of computer EFT banking.
    ⚫ In the line for [ Your transaction description: Your reference ], please write the name of your stall as it will appear in the Japan Festival pamphlet.
    　　BSB　　　　　　　063 159　Commonwealth Bank
    　　Account Number　1054 2120
    　　Account Name　　JAPAN CLUB OF VICTORIA INC JAPAN FESTIVAL
13. Cancellation fees:
    Cancellation fees apply as stated below.
    6 weeks before Japan Festival 50%
    5 weeks before Japan Festival 75%
    4 weeks before Japan Festival 100%
14. Statement of Trade（SOT） required for cooked food, food sales, drink sales
    You MUST have you own SOT for any food or drink sold at Japan Festival.
    Please apply online:
    　　https://foodtrader.vic.gov.au/user-guide/statements-of-trade/
    ⚫ If you have not successfully submitted your SOT before the day of the Japan Festival, you will not be allowed to sell any food or drink products.
    ⚫ The SOT submission deadline is the same as for stall applications: 28th March 2026.
    ⚫ Acceptance of your SOT by the City of Whitehorse depends on coordination between your local city council and Box Hill Town Hall, and Box Hill Town Hall is always busy, so it is always better to get your SOT submitted earlier rather than later.
15. For those applying to the Sake no Jin Area (Matsudo Room only)
    You are required to obtain both a liquor license and an SOT. Please apply for both individually on your own.

Online applications for Stalls and Displays are available HERE. (Non-members can apply from Monday, February 16th 9:00 am)