Booth Registration

• Click on the “Register Here” button to access the registration form. Fill form and submit it.
• You will be notified of the outcome by email within 14 days. To ensure you receive our emails, please add booth@theeoy.com to your email whitelist.
• Successful applicants will receive payment instructions and must make payment within the next 7 days. If payment is not made within 7 days, the booth will be released to the next applicant and you may have to reapply. To avoid wasting time, please only apply if you are able to make payment within the next 7 days.
• Submissions will be processed in order of submission time, but incomplete applications, or applications where booth/price categories were wrongly selected may face slight delays. This may make a difference when there are very limited slots left or when it is close to the registration deadline, so please ensure your application is correctly filled out.
• Booths are only secured after payment is completed.
• We reserve the right to decline your application at our discretion.

Registration deadlines

• We may close registrations once capacity is reached, even before the announced deadline.
• To discourage last-minute applications, early bird registration deadlines will not be disclosed. Early bird registration will cease upon reaching the predetermined quota. Please register and complete your payment early to avoid missing out.

Contract and Receipt Issuance

• The payment acknowledgement email will be sent and it confirms the contract between the event and the applicants based on the terms and conditions listed here.
• If needed for accounting purposes, a PDF receipt is available upon request after the completion of payment.

Returning creator’s discount

• Returning creators refer to applicants who have rented booth space from EOY J-Culture Festival’s Creator’s Alley in the past three events (2019, 2022, and/or 2023). 
  • To verify your eligibility, you must provide the same phone number or email details you used to register for past events. 
  • If you were part of a group in the past and are now registering as an individual with different personal details, you will not be eligible for the discount this year. 
• Discount is only applicable during Early Bird Registration Period

Changing booth categories or adding additional booths after payment confirmation

• Upgrading to a higher-value booth is possible, subject to availability. Please contact us for assistance.
• Applicants cannot downgrade from a booth of a higher value to a booth of a lower value. However, it is possible to transfer your booth to another creator. Please contact us for assistance.

Cancellation, Transfer and Refund Policy

• Once your registration is confirmed, cancellations or refunds are not permitted.
• You may transfer your booth to another eligible individual. Please provide us with the new person’s portfolio for assessment of eligibility, after which you will be asked to fill up a Booth Transfer form.  
• You may not rent out or sublet your booth for profit. Any violation of this policy will result in the withdrawal of exhibitor rights without refund and may lead to your ban from future events.
• Should unforeseen circumstances necessitate the festival’s postponement, such as national directives related to COVID-19 or other public health emergencies, your booth registration will be automatically transferred to the rescheduled date. This aligns with the protocol established by our event venue concerning rentals, and we appreciate your understanding in this matter.

Transferring or Loaning Exhibitor Passes

• Transferring your exhibitor pass to another individual or creator without prior written permission from EOY J-Culture Festival is strictly prohibited. This policy helps us ensure the event’s integrity and prevents unauthorised individuals from gaining access.
• Loaning of your exhibitor passes to anyone to grant them entry to the event is strictly prohibited.
• Consequences of Unauthorised Transfers/Loaning:
  • The organizer reserves the right to withdraw a pass from its holder if it is found to have been transferred or lent without authorization.
  • Involvement in unauthorised transfers or loaning may result in being blacklisted from future EOY J-Culture Festival events.

Booth Specifications 

• See the section titled “Booth categories and specifications.”

Booth Space Usage Regulations 

• See the section titled “Booth space usage regulation.”

Accessibility

• EOY J-Culture Festival strives to create a comfortable and inclusive environment for all attendees.
• While the event venue is wheelchair accessible for attendees, please note that, the booths might not be specifically designed to accommodate bulky mobility aids, including wheelchairs.
• If you require space within your booth to accommodate your mobility aids, please specify it in your application. We will do our best to accommodate you.

Notice on noise levels

• The festival features full-day music and performances, which may result in occasional significant noise levels.
• We understand that noise tolerance is subjective, and we acknowledge that some individuals may be more vulnerable to noise.
• We recommend bringing ear plugs if you have sensitivities to loud sounds.

If you are an exhibitor flying in from outside Singapore to attend EOY, you must file an e-notification with the Ministry of Manpower after arriving in Singapore. This process is for the Ministry’s information purposes only and does not require approval.

Link: e-Notification to Perform Work Pass Exempt Activities

Information that you may require:
Name of Organisation: Events of the Year Pte Ltd
Workplace Location: Suntec City Convention Centre Hall 405/406, 1 Raffles Blvd, Singapore 039593
Type of activity: Exhibition

Regular booth

Pricing:

• Early Bird Rate:  $508 per table
• Returning Creators Rate:  $448 per table. Terms and conditions apply.
• Normal rate: $588 per table
• Optional: $98 for power source
• All prices include GST.

Features:

• Two exhibitor passes per table.
  • Grant early event entry for set-up, and
  • Full-day event admission on both days.
  • Example: If you rent 2 tables, you will receive 4 exhibitor passes.
• Each table is
  • 120 cm long by 60 cm wide by 90 cm high, 
  • with skirting and
  • two chairs.
• Space between neighbouring booths is at least 80 cm wide and shared equally.
• The following photos of the booths are for reference purposes only. The actual booth setup for 2024 may vary slightly due to availability and changes in the layout plan.
  
  

Wall Booth

Pricing:

• Early Bird Rate:  $598 per table
• Returning Creators Rate:  $538 per table. Terms and conditions apply.
• Normal rate: $688 per table
• All prices include GST.

Features:

• All features provided to regular booth
• There is an empty space approximately 150cm wide between your booth table and the wall, ideal for backdrop stands, display boards, or storage.
• The space between neighbouring booths is to be increased to at least 100 cm wide and shared equally.
• Backdrop stands, and items leaning against the wall may be up to 200 cm in height from the ground. The event venue does not permit adhesives to stick items to the wall.
• The following photos of the booths are for reference purposes only. The actual booth setup for 2024 may vary slightly due to availability and changes in the layout plan.
  

Cosplay booth

Pricing:

• Early Bird Rate:  $638 per table
• Returning Creators Rate:  $578 per table. Terms and conditions apply.
• Normal rate: $748 per table
• All prices include GST.

Features:

• All features provided to regular and wall booths.
• Space in front of booths to accommodate queues for interactive activities such as meet-and-greets, polaroid sessions, games, live-streaming, or autograph sessions.
• An increase of booth space to 225 cm x 176 cm. 
• A vertical queue space of approximately 400cm. You are responsible for managing your queue.
• The booth is located in an area designated for cosplayers, making finding them more accessible for like-minded fans. This presents an excellent opportunity for cosplay influencers to connect with new fans and build their fan base.
• You can choose this booth category even if you’re not a cosplayer. We will offer you a booth with the same specs as the Cosplay Booths and at the same rates.

Set Up and Take Down

• Exhibitor pass holders can access the event venue 2-3 hours before the event starts to set up.
• Setting up the day before is prohibited except for commercial booths.
• Exhibitors must begin to vacate their booth space by 8:00 pm when the event ends on the second day.
• Each table has two exhibitor passes for early access on the event day for setup purposes.
  • Additional exhibitor passes for booth members can be purchased closer to the event through our official ticketing platforms.
  • Please advise your members not to buy regular event admission tickets, as refunds will not be issued.

Booth Setup Regulations

• For safety reasons,
  • the front of the booth setup must be no higher than 140 cm from the ground.
  • items placed against the wall must not exceed 200 cm in height from the ground.
• Regular booths should not have a display frame or backing behind them. If you require such a setup, please opt for a wall booth.
• Exhibitors are responsible for ensuring the structural integrity of their setup. Any falling or collapse of products or set-up resulting in injury to event-goers will be the exhibitor’s liability.
• You may bring additional chairs and furniture, but they must remain within your designated booth space.
• Only the tables and chairs provided should be used for setup.

Maintenance and Cleanliness

• The event venue does not permit sticking items on venue fixtures, including walls, floors, and pillars. Violators will be responsible for any charges related to damages or adhesive removal.
• This prohibition also applies to the provided tables and chairs.
• Food and drinks are permitted if they are not strongly scented and your booth area is kept clean.
  • A $50 cleaning fee will be charged in the event of spills. 

Compliance and Enforcement

• We reserve the right to request the removal of items and parts that do not adhere to our safety and set-up regulations.
• If you prefer more flexibility with your booth set-up and the ability to bring in more helpers at no extra charge, we offer raw space under our commercial booth package. Please contact us for more information.

Loading Bay Access

• Loading bay access is available on a first-come-first-served, with priority given to commercial booths.
• To request loading bay access, please submit your vehicle number at least one week before the event, and we will advise on loading bay availability.
• If you drive to the loading bay on the event day without seeking prior permission, we cannot facilitate clearance if the event venue denies entry.

Loss and Damage Policy

Due to the large crowds anticipated throughout the event, please take extra precautions for your merchandise and belongings. While our event staff strives to ensure a safe overall environment, they cannot monitor individual booths. We highly recommend not leaving your booth unattended during the event.

• You may store your merchandise overnight at your booth.
• However, please take precautions by
  • taking all valuables, including your cash box, with you, and  
  • covering your merchandise with a tablecloth or keeping it concealed under the table skirting.
  • We are not liable and unable to compensate for any missing or damaged items. This includes but not limited to
    • Theft
    • Vandalism
    • Mischief
    • Movement of your displays and items by others
• If you experience any loss, damage, or suspicious activity, we can assist you in contacting mall security to file a report. However, you would need to file a police report yourself.