Exhibitors

What it is: An exhibitor is a merchant promoting branded items; however, OS4CA reserves the right to approve sales for an exhibitor, dependent upon review.

Exhibitors can include non-profit organizations, government or educational institutions, area events or conventions, as well as interest groups such as local anime/manga clubs. We also welcome local/regional authors/artists who are strictly promoting a book/webcomic/etc. [Please note: Local/Regional authors and artists who are selling items need to visit the ARTISTS page.]

Exhibitors will also include guests, partners, and the selected charity for the current year’s convention.

If you are a local or regional convention interested in a table exchange, please visit our Industry Exchange Program page.

What it is NOT: Those selling pre-packaged/manufactured items (VENDOR), or those selling anything that is related to their own personal hard work, craft or designs (ARTIST).

TYPES OF EXHIBITORS

Exhibitors fall into two (2) categories.

Category I - includes guests, partners, the convention charity, non-profit organizations, and government or educational institutions.

Category 2 - includes community arts and enrichment groups such as local/regional authors or artists, interest groups such as local anime/manga clubs, and community programs/events with non-501(c)3 status.

APPLICATION & SELECTION

The first step is to complete the Exhibitor Consideration Form. This is strictly an application and does not guarantee you a space at the convention.

If you are invited to join the Shopping Bazaar, you will receive an email with a registration link. Any required payment is due upon completion of the registration form and your space is not guaranteed until payment is made. All applications should receive a response; if you have not received one within 7-10 business days of your application, please use the contact form and select “Exhibitors”.

Approximately 30 days prior to the convention, exhibitors will receive an email with all load-in/out information.

COST & CANCELLATION

Exhibitors who fall into Category 1 receive, at no cost to them:

Minimum one (1) 6’ table
Minimum two (2) full weekend badges
Two (2) chairs/table
One (1) tablecloth/table
Dedicated internet access

Please note, any Category 1 exhibitor can request up to two (2) tables. Category 1 exhibitors may also request an additional number of badges, which are subject to approval by Tokyo, OK.

Exhibitors who fall into Category 2 will receive all the above and may be subject to a $50 fee. Tokyo, OK reserves the right to waive this fee in lieu of an exchange of product or services.

Category 2 exhibitors may also request an additional number of badges, which are subject to approval by Tokyo, OK.

Additional items available:

Access to electricity - $10

OS4CA reserves the right to waive these fees.

Cancellation Policy

For spaces purchased through November 30, 2023, full refunds can be requested through December 31, 2023. All cancellations after December 31, 2023 through March 7, 2024 will receive a 50% refund. No refunds will be issued after March 7, 2024. Rollovers can be requested in lieu of a refund.

AT THE CONVENTION

OS4CA is unable to provide staff for set-up. Unfortunately, we do not have the staff to help you with your table and run the convention. As an Exhibitor, we ask that you bring sufficient staff to man and secure your tables.

Hours of Operation: Exhibitors are generally housed with the Artists. These areas are open all three days of the convention, from 2p-7pm on Friday, 10am-7pm on Saturday, and 10am-5pm on Sunday. OS4CA reserved the right to change these hours at any point.

If this area is located in a space that can be locked after the general hours of operation are completed, exclusive access for Sakura Club members, staff, and volunteers will take place for the first hour of operation each day. General public access will begin after that first hour.

SPECIAL NOTES

Keep in Mind

Please keep your products, displays and staff within your purchased space and out of traffic aisles.
You may ONLY sell items related to your own personal hard work, crafts or designs.
Artists are expected to have someone at their table at all times that the Shopping Bazaar is open.
Please be respectful to the convention attendees by keeping your displays family friendly.
As noted below in the ADULT PRODUCTS POLICY, hentai, yaoi, and any other media material requiring an age limit of 18 or older cannot be sold within the shopping bazaar or anywhere on the premises.

Artwork, Copyright and Trademark

While the clear majority of the entertainment industry is not only tolerant but also very supportive of the Artist community and fan art, there are restrictions. Due to changes in federal law concerning copyright and trademarks please follow these rules:

Symbols and logos that are classified as Trademarked cannot be used or sold. Examples can range from a company logo like Funimation’s or even symbols like the Flamel from Fullmetal Alchemist.
Artwork and Crafts must be “one of a kind” and not available from any official source. You CANNOT copy an already existing piece of art or merchandise sold by a licensed distributor.
If you are asked to remove an item due to copyright or trademark concerns, please remove it promptly and without discussion. This is to protect you as well as the event. Refusal or sell the item after being asked to remove it will result in your removal from the event.

Adult Products Policy

Merchants may sell an item that is allowed by Oklahoma law that does not conflict with convention rules and regulations and is relevant to the Event venue.
Any live-action video that is considered to be ‘XXX’ or displays sexual penetration is illegal in Oklahoma and banned from the convention. This includes special features on DVDs and printed inserts. Anyone found selling these items will be asked to remove them from the premises. Failure to do so will result in loss of convention space for the remainder of Tokyo, OK and the proper authorities may be notified.
Hentai, Yaoi, and any other media material requiring an age limit of 18 or older cannot be sold within the Shopping Bazaar or anywhere on the premises.
This is a family-oriented convention that welcomes people of all ages and backgrounds.

PLEASE REVIEW THE MAIN FAQ BEFORE SUBMITTING FURTHER QUESTIONS VIA THE CONTACT FORM.

Our submission form is now closed.

Thank you for your interest.