“International Festival 202４”

Participation Guidelines
Thank you very much for participating in the International Festival.
In preparation for the event, please thoroughly read these guidelines, andshare the information with all staff and concerned parties on the day of theevent. Let’s all work together to make a fun-filled festival!
Goal⑴ Providing a place for foreign residents and local residents to interact
and increase interest in international exchange and international
cooperation.
⑵ Providing a place to introduce activities of groups and organizations
that are active in the field of international exchange and international
cooperation, aiming to revitalize international exchange andcooperation in the region, and deepen cooperation betweenorganizations.
⑶ Increase understanding of different cultures around the world, and towidely educate people about the importance of living with andaccepting and celebrating differences of those around them.
⑷ Promote regional revitalization as a support for cooperation in regional
reconstruction, including disaster-stricken areas inside and outside theprefecture.
Title/Theme“International Festival 2024:
The World Adventure ~into the future beyond!~”Our hope is to create an event where attendees can explore and experience the ‘world’ within theFestival venue. Where attendees can feel a connection with performers and volunteers, aconnection to their community and the world, and connection to each person, and even their own
future while enjoying our event. Please make sure your exhibition/presentations suit the purposeof the event. We ask for your understanding and cooperation in being conscious of SDGs during
your participation/exhibition.

Organizer: Aizuwakamatsu International Association
Co-Organizer: Aizuwakamatsu City, JICA Tohoku (TBD)-0-1. Date/TimeOctober 5th, 2024（Saturday）10:00～15:00

2. Location
Tsuruga-jo Gym (14-51 Jotomachi)(1st Floor, Front Car Park)

3. Content・Exhibition Fees
Types

Details

PlaceCulture
BoothsIntroduce your country or culture!
Or introduce international
activities/initiatives of yourgroup/organization. (You’rewelcome to include a craft or
activity like quiz or small game!
Even sell goods) etc.

InsidetheGymCost¥5000 (organization)¥3000 (vendor(individual))
Free! (individual)

Food Stalls Sell food or drinks from your Outside ¥5000 (business)country!
in the ¥3000 (amateur)
Car Park -Fire extinguisher:¥1000-Gas Burner:¥1,500/per unit
-Gas Canister(tank):¥1,000※Regarding Gas/Stoves, please refer to the Food Booth section.

・Exhibitioner (Culture Booth/Food Stall)
Information Session:
Sept 7th (Sat) 10:00-11:00
Place: Aizu Keikodo Rm 3-1-

4. Overall Schedule
１．General Schedule (from July 2024)
DateWhat
Booth/Food Stall
July 2nd (Tue)Applications Open
Application Deadline
Aug 9th (Fri)Sept 7th (Sat)10:00～thOct 4(Fri)Oct 5th (Sat)

Details
First Come, FirstServed.

Exhibitioner Info.
SessionPlease RSVP!

（Aizu Keikodo Rm 3）

Pre-event Set-up

If you’d like to set up
the day before:
17:00-19:00

The Event!!

2. The Day Before： October 4th 2024 （Friday）
Time
13:00

～

19:00

Description
Volunteers Gather:
Location Setup/Check
Inside the Gym:・ Floor sheet laying
・ Booth panels, table/chair setup, exhibitor and stage setup.
・ Stage equipment setup
・ Organizer Area setup
Outside:・ Tent set-up, gas canisters/extension cord laying etc.
*If you’d like to set up your booth/stall the day before, please contact usahead of time. (Prep-time: 17:00~19:00)

The Day Of： October 5th, 2024 （Saturday）
Time
8:00
～
9:45
9:50
10:00
～
15:00
15:00

Description
Exhibitor Reception (Start)
Exhibitor Equipment Setup/Preparation/Allocation
Preparations Complete
Attendees Entry Start
Festival Start: Opening Ceremony

16:00

Festival Finish: Clean up Announcement
Deconstruction Start/Collection of Equipment
Panels, Other Equipment Return
Exhibitor Survey
Deconstruction End/Final Check

16:30

Staff/Volunteers Dismissed-2-

Information for Festival Participants
We would like to ask all festival participants to fully understand thepurpose of this festival and the activities of the Association, and tocooperate with the management as members of staff.
1. Regarding Event Setup and DeconstructionA) We would like to ask our Exhibitors to complete their necessary setup
the day of the event from 8：00～9：00. (If you wish to set-up fromthe previous day, you can from 17:00~19:00, but please consult usahead of time.)B) When you arrive on the morning of the event, please check in at theOrganizer Area. (Please pay your Participation Fee, Gas Fee, etc.
then)C) The loading bay is near the front entrance. Please move your vehicle
away from this entrance by 8:45. Please park your vehicle in the rearof the parking lot on the east side of the gymnasium.
D) Please finish booth setup by 9：45.
E) The Exhibition period is until 15：00, please do not start to clean
up before then. Deconstruction work will start after an announcement,and will be done by all participating organizations at the same time.
Please wipe the desks of your group booth and take responsibility for
returning the desks, chairs, and exhibition panels to their respectivelocations.
F) Please place all belongings within your respective booths. We do notclaim any responsibility for theft, etc.

2. Regarding OperationsA) Please have at least 2 staff present in your booth at all times toensure smooth operation.
B) Please do not eat in the booths, kindly use the designated space in thevenue.
-3-C) The Association Staff will prepare the display name board for eachexhibitor.
D) Please clearly display in writing the items to be sold & their prices
in the booth.

3. OthersA) You can wear outside shoes inside the gymnasium. (No outdoor shoes
are allowed on the stage.)B) There is no smoking inside the festival venue. There are designatedsmoking areas outside the building. In the case of a fire, etc., please
follow the staff’s instructions and evacuate immediately.
C) Please do your best to avoid conflict/confrontations with the attendees.
D) The organizers take no responsibility for the loss or damage of goods.
E) In case of an emergency or problem, or if you see any suspicious items,
please contact staff at the organizer area.
F) For vomit clean-up, please contact the staff of the organizer area as
we will prepare a rag, bleach (for virus sterilization), rubber gloves, etc.
G) In the case of inclement weather that affects the holding of the event,the final decision regarding continuing/cancellation will be made by
17:00 on October 4th (Friday), and if it is canceled, all exhibitors andparticipants will be notified accordingly.

-4-Regarding “Food & Drink Booths”
1. Regarding Restaurant Booths and EquipmentA) A tent will be provided by the Association Staff. 1 booth’s tent is
2.7m×1.8m. (There is a possibility of the size changing according tothe layout). If you have a food truck etc. please contact us.
B) The required three walls of the tent (or plastic sheets covering etc.) will
be provided by the Association Staff.
C) 1 booth’s basic provisions are two tables and two chairs. If you need
any extra, please prepare them yourself.
D) For groups that need electricity, please let us know in advance what
appliances you will use, and their wattage.
E) There are power outlets in various places at the location. Please bringan extension cable to the booth as required.
F) If necessary, please prepare a hand-washing station within your booth(a sink, or a 20L+ water tank with spout etc.) There is one sink in thevenue. It can be used as a place for drinking water, cooking water, anda washing place.
G) Each participant should prepare all the necessary supplies anddisinfectants for cooking/serving food.
2. Regarding the Use of Fire and Exhibitor Equipment
A) Electric heaters, cassette stoves, and gas canisters can be used.
Please make the necessary preparations by yourself. If you wish torent a gas canister, the Association will prepare it, so please makea request by August 9th . Please pay all fees on the morning of theevent. A gas burner costs 1,500 yen per unit and a gas canister(tank) costs 1,000 yen.
B) You cannot put the stove DIRECTLY on the table. Please placea board, metal plate, or cardboard on top of the table first.
C) Please be careful when handling fire. Do not leave your booth, andplease avoid putting anything flammable around the stove.
-5-3. Regarding the Serving of FoodA) The

participantmust

submita"Short-term

foodprovisionapplication"(including menu/ingredients, recipe etc.). Please submit itto the International Association, who willsubmit it to theAizuwakamatsu City Health Center on your behalf. On the day, pleaseserve dishes according to the submitted application and cooking
schedule.
B) Preparation of food must take place on the day of, at a Health Center
approved place. Please prepare everything and bring it to the venue,
ready to cook. No other preparation besides cooking should take placeat the venue. Pre-cooking and preparing items cannot take place atplaces that have not been approved by the Health Center (includingyour own home.) Please contact the Association to use a local
community center for preparation on the morning of the event.
C) As a general rule, "take-out" cannot be sold, but there are exceptions
such as cookies, etc., so please contact us for more information. If a"take-out" item is permitted, be sure to attach a sticker to each item
stating "seller name, contact address and phone number".
D) Please prepare accordingly to be able to serve food by 10：00.
E) Please be very mindful in the prevention of Food Poisoning Andplease keep in mind the cleanliness of kitchens and foods, as well as
encourage cooking workers to thoroughly wash their hands.
F) For hygiene purposes, please wear an apron, headwear (Cap,Bandana, etc.) Additionally, when cooking and serving food, pleasewear disposable gloves.
G) Please prepare smaller denominations of money/change accordingly.
H) We ask for your understanding and cooperation in terms of price andquantity so that visitors can enjoy various foods.
I) Please cooperate in creating an attractive space, including things suchas explanations of cooking methods and origins, exhibitor/activity
introductions, etc.

-6-J) We ask you to kindly take responsibility for the handling anddisposal of garbage for your booths. (The garbage collection box
in the venue is for visitors only, so please do not put your boothgarbage there.）K) Regarding Utensils
Please prepare cooking utensil, chopsticks, spoons, etc. accordingly.
L) Regarding 「My Chopsticks, My Plate」
For a more eco-friendly event, we have asked attendees to bring theirown chopsticks, plates, etc. As such, please serve them accordingly.
4. Food That CAN Be Served
One or more of the following must be applicable to any food served at thefestival:A) Dishes that can be simply prepared, and cooked immediately before
serving (exception: Shaved ice etc.)
B) Ready-made foods/items that can be served in containers or poured
into cups (ex.: juice, draught beer.) (food/drink must be bought readymade.)*If ingredients require pre-preparation (cutting of vegetables, skewering ofmeat etc.), any preparation must be done at a Health Center approved
place. Preparation cannot be done at the food stall, nor at your home.
Preparation can only be done at places that have undergone an inspection
and received permission from the Health Center. (Community Centre
cooking studio, restaurant, food truck etc.)*If an approved preparation area cannot be secured, please use preprocessed ingredients (pre-cut vegetables, skewered meat, etc.)*The International Association will be renting community centre cooking
facilities. Please contact us for more information.

-7-5. Foods That Can NOT Be ServedA) Uncooked items cannot be served. (sashimi, sushi, freshly madewhipped cream etc.)
B) Uncooked vegetables (lettuce, tomatoes etc.) served raw.
C) Cooked ingredients/foods that require further preparation (onigiri, inarisushi, etc.)
D) Dishes that require a large amount of water for cooking and serving(udon, soba etc.)
６．Stall Set-up
A) Each Food Stall must have a roof and side walls (a plastic sheet or other covering)B) There must be a washing station for washing utensils or hands (i.e.: a water tankwith water spout.)C) There must be a clean place to keep the ingredients, containers etc. The garbage
container must also have a lid.
D) There must be refrigeration available (as required.) (i.e.: cooler box etc.)＜Examples＞-8-

＜Booth Layout＞-9-