Vendor Rules

1. OffKai Expo has established the following rules to ensure the safety of everyone involved, and ensure the continuation of OffKai Expo in the future. “Vendor” refers to any individual accepted to sell artwork, merchandise or services at OffKai Expo, as well as their assistants and helpers.
2. OffKai Expo reserves the right to make changes to the Vendor Agreement (“Agreement”) at any time for any reason.
3. OffKai Expo and Vendor, may hereinafter be referred to individually as a “Party”, and collectively as the “Parties.”

1. Vendor Eligibility. Per seller’s permit requirements for the California State Board of Equalization, every Vendor registering for OffKai Expo must be at least eighteen (18) years of age at the time of the event. No exceptions will be made.
2. Seller’s Permits. Vendor is required to have a valid and current California State seller’s permit that covers the date of the event (“Seller’s Permit”). Vendor will be required to provide your Seller’s Permit for our verification prior to selling merchandise, commissions, and/or other services at OffKai Expo. It is the responsibility of the Vendor to obtain a Seller’s Permit; OffKai Expo cannot do this for Vendors.
   1. If Vendor is unable to present a valid Seller’s Permit at or before checking in as a Vendor, the Vendor will not be allowed to sell. Vendor’s costs will not be refunded.
   2. Seller’s Permits may be obtained from the California Department of Tax and Fee Administration. Click “Register for a Permit” to get started.
      1. We have prepared a brief Seller’s Permit Walkthrough to assist. However, please be aware that the website changes periodically and some screens may no longer be the same. If you have difficulty with this process, we recommend calling the CDTFA first, as they are usually able to get things straightened out quickly. If you continue to have difficulty, please email us.
      2. The Event Name is: OffKai Expo. The Organizer/Promoter of the event is: OffKai. The Phone Number is [3859-632-508]. It is very important that you use the San Jose McEnery Convention Center address for the location of the event, as this is where your business is conducted.
      3. DO NOT use OffKai Expo’s email address. Please use your own email address for your permit to ensure you receive all necessary communications.

Vendors shall observe and adhere to all applicable local, state and federal law.

All goods and services sold at OffKai Expo must comply with state and federal law, as well as the express policies of OffKai Expo.

1. Mature/Adult Materials:
   1. Points 4.1.2 to 4.1.4 do not apply in the 18+ only Yabai Market area where access to the space is restricted to persons aged 18 or older by OffKai Expo staff.
   2. Any material containing extremely violent and/or sexually explicit nature depictions must not be accessible to minors, including literature. But Vendors are allowed to sell NSFW art as long as it follows all applicable state and federal law. (For example, it would be okay to have a NSFW art folder that you only let people access whose IDs you checked.)
   3. Vendors are required to monitor their adult/mature materials to ensure minors are not viewing them.
   4. Mature/Adult materials shall be defined at OffKai Expo’s discretion. OffKai Expo will alert you if they feel your displays are insufficient with regard to these rules and suggest how you can resolve the concern. Failure to comply with the requests may result in the Vendor being asked to leave.
2. Promotional Stickers:
   1. Free promotional stickers (advertising) are not allowed to be handed out. However any merchandise with adhesive properties, including but not limited to sticker sheets, character stickers, peeker-style vinyl decals and the like are permitted to be sold.
3. Artificial Intelligence (AI) Generated Art:
   1. The OffKai Expo Artist Alley and Yabai Market have a zero tolerance policy for AI-generated artwork.
   2. Vendors shall not sell AI-generated art nor products featuring artwork generated from AI technology. Vendors determined to be selling products with AI-generated images will receive a warning and be asked to have said products removed from the premises. Failure to comply may result in the removal of Vendor from the Artist Alley and/or Yabai Market and/or OffKai Expo with no refund.
      1. Determination of whether a product is AI-generated art of features AI-generated images shall be at the sole discretion of OffKai Expo.
4. Copyrighted/Pirated Materials and Stolen Art:
   1. Pirated/bootleg materials including but not limited to art, stories, merchandise, software, and audio/video recordings are not permitted.
   2. OffKai Expo branded items shall not be sold by Vendors without explicit permission from OffKai Expo.
   3. Vendors selling art or merchandise that they themselves did not create need to have explicit permission from the original artist and/or creator of said artwork or merchandise.
5. Food and Drinks:
   1. Food or beverages are not permitted to be sold without explicit permission from OffKai Expo.
6. Prohibited Items:
   1. Weaponry and potentially dangerous items are not allowed to be sold at OffKai Expo.
   2. Firearms, whether real, demilitarized, or replica, are not permitted for sale at OffKai Expo.
   3. Drug paraphernalia are not allowed to be sold at OffKai Expo.
7. Stamp Rallies
   1. Stamp Rallies are allowed, if you would like us to help promote your rally, feel free to let us know in the official Vendor Hall discord channel!

1. Vendors and their assistants shall follow the OffKai Expo Code of Conduct required of all OffKai Expo attendees.
2. Violation of the OffKai Expo Code of Conduct may result in removal of the Vendor from OffKai Expo, at OffKai Expo’s sole discretion.
3. Vendors and their assistants shall maintain a reasonable level of professionalism while doing business at OffKai Expo.
4. Vendors shall be considerate of their neighbors and operate in a way that does not interfere with the operation of other exhibitors or attendees.
5. Only individuals displaying valid Exhibitor and/or Yabai Market badges may be seated at an Artist Alley and/or Yabai Market table or booth, unless prior approval has been received from the Vendor Lead. Exhibitor badges must be worn at all times when at their booths.
6. Only individuals displaying valid Exhibitor and/or Yabai Market badges are permitted early and late access to the vendor areas for setup and tear-down, unless prior approval has been received from OffKai Expo.

Neither OffKai Expo nor its staff or volunteers will become involved in financial disputes between attendees and Vendors.

1. Livestreaming in Vendor spaces:
   1. Vendors should be aware that there is a distinct possibility that some of our VTuber Special Guests and attendees might livestream their experiences at the convention. We often have VTubers visiting the Vendor Hall either on tablets or telepresence robots, so there is a chance you might appear in a livestream. However:
   2. OffKai Expo will to the best of its ability ensure that all official OffKai Expo Special Guests as well as third party robots/attendees while livestreaming will be visibly marked as currently being live and are required to respect Vendors’ wishes.
   3. OffKai Expo will provide clear signage to Vendors that indicate they do not wish to be livestreamed and you are free to display that at your table or booth. The Vendor Team will be available if there are any issues and we will remove people who keep streaming Vendors against their wishes.
   4. Despite these efforts, Vendors shall be aware that they might appear in the background of livestreams or b-roll footage, which is part of the OffKai Expo Convention Code of Conduct.
2. Reselling and sharing tables:
   1. Vendors may not resell their tables.
   2. Vendors may share their tables pending the approval of the Vendor Lead.
   3. Unapproved table shares may result in the Vendor and their unauthorized sharer being asked to leave for the remainder of the event.
3. General guidelines:
   1. Loud music or overly distracting displays are not permitted.
      1. Interference or overly distracting displays may include excessive/flashing lights or excessively loud music/sound from loudspeakers or other display/audio devices.
      2. Displays may not exceed 8ft in height for tables and 10ft in height for booths.
      3. A determination of whether an activity or action is considered interference or overly distracting shall be made by OffKai Expo staff at their sole discretion.
   2. Vendors must indicate on their application if they intend to provide meet and greet experiences so we can ensure the required infrastructure will be in place.
   3. Only talent directly associated with the individual/organization that applied for the Vendor table or booth are allowed to provide meet and greet experiences in the Artist Alley. If you want to provide meet and greet experiences for third parties, please apply for the Exhibitor Hall.
   4. Artist Alley and Yabai Market can become crowded. OffKai Expo requests Vendors help to keep the event safe and all aisles clear.
   5. Each Vendor is responsible for monitoring the size of any lines that are forming for their space. If the number of persons involved with a specific space exceeds the safety limits implemented by OffKai Expo or the venue, or applicable local or state laws, OffKai Expo reserves the right to escort persons away from the line as needed to maintain safety on the premises. The safety limits are to be determined by OffKai Expo at their discretion.
   6. Vendors must be at tables when selling merchandise or working on commissions. Sitting in the aisles between table rows is not permitted.
   7. Vendor displays and activities may not result in the obstruction of aisles or shared spaces in the Artist Alley or Yabai Market. Merchandise and displays may not extend past the front edge of assigned space and must not present trip or snag hazards.
   8. Vendors shall use provided waste receptacles for any garbage. Vendors shall promptly report any spills or any potentially hazardous conditions to OffKai Expo when discovered.
   9. OffKai Expo reserves the right to refuse service to anyone, including Vendors, staff, and attendees.
4. Use of Personal WiFi Hotspot/Router. OffKai Expo Artist Alley and Exhibitor Hall is a radio frequency controlled space. The use of personal Wi-Fi Hotspot/Router, wireless video transmitters, and other wireless devices that transmit wireless signal (“Wireless Transmitters”) in the Artist and Exhibitor Hall space by Artists, Exhibitors, their affiliates, employees, contractors, or solicited attendees is expressly prohibited. For the avoidance of doubt, “Wireless Transmitters” does not include personal mobile phones, tablets, or similar personal devices operating on a cellular carrier network, provided that the device’s mobile hotspot, personal hotspot, Wi-Fi tethering, and Wi-Fi Direct functions are disabled at all times while in the Artist Alley and Exhibitor Hall space. Vendor acknowledges that violation of this prohibition shall be a material breach of this Agreement and render this Agreement voidable at the sole discretion of OffKai Expo. Vendors further acknowledge that parties found to be in violation of this prohibition are subject to removal from the Event at the sole discretion of OffKai Expo. Only venue provided Wi-Fi use is allowed. Exceptions to this prohibition shall only be granted on a case by case basis for show critical needs and exceptions shall be granted at the sole discretion of OffKai Expo. To request exceptions to this prohibition, parties must describe their use case in detail and send an email to it-tech@offkaiexpo.com for consideration. Vendor acknowledges that Vendor will not use any Wireless Transmitters unless Vendor receives explicit written permission from OffKai.

1. Refund Requests:
   1. Vendors may seek a refund in accordance with OffKai Expo’s Refund Policy. Vendor memberships or tables cannot be rolled over to the following year.
   2. Vendors may request a full refund of table space until [3/17/26] by emailing vendor@offkaiexpo.com.
   3. Refund requests made less than thirty (30) days before OffKai Expo will require approval of the Vendor Lead and/or Business Director on a case by case basis. Such refunds, if granted, may take up to sixty (60) days to process.
   4. Vendors should contact the Vendor Leads if they are going to be late for any reason. A Vendor will be considered a “no-show” if their Full Table or Booth is unclaimed four (4) hours after the vendor spaces opens to the public on the first day of the event if there is no contact from the vendor to the Vendor Leads. Or if their Day Table is unclaimed when vendor spaces open the day of. The disposition of the table will be handled at the discretion of the Vendor Leads.