Booth Rules & Regulation

Knowledge Base
Written By Edo fe Errol

Please read the regulations before registering. By registering for a booth at the event, you agree to abide by the rules and regulations set by Comic Fiesta.

The rules and regulations are divided into sections and links to the registration form are provided at the end of this document.

Booths are no longer selected on a first come, first serve basis and are selected based on curation.

Please read the rules and regulations thoroughly. Any questions that are already addressed in the rules and regulations may not be entertained.

1.0 Booth Categories

2.0 Booth Information

2.1. Booth Registration & Event Day Information

  • Registration Period: Until 26th Aug 2024, 11.59pm.

  • Confirmation Email: After 1st Oct 2024*

  • Payment Deadline: 8th Oct 2024 (or 7 days after receiving confirmation email)

  • Event Dates: 21st - 22nd Dec 2024

  • Operation Hours: 9.30am – 7.00pm (both days)

  1. Booth rental is for 2 days only.

  2. There will be NO first come first serve basis for Comic Fiesta selections. Incomplete forms will not be entertained. Please take your time to carefully submit your details before the registration period ends.

  3. An email will be sent to the email address to confirm the application has been submitted. Applicants may also check their registration status via your account on comicfiesta.net

  4. A Booking Confirmation email will be sent out to inform you of your status (Confirmed or Waiting List) by 1st October 2024.

  5. Payment information will be included in the Booking Confirmation email. Kindly complete the transaction and upload proof of payment as per email instructions.

  6. A confirmation reply via email will be sent once payment is received. Due to the high volume of emails, please allow at least 2-3 weeks of processing time

  7. Booking Confirmations must be fully paid within 7 days time upon receiving a confirmation email. Failure to do so will result in cancellation of booking and your booth will be put into the waiting list.

  8. A detailed information email will be sent out 2-4 weeks before the event, containing the booth map, setup and other important event information.

  9. If there are any cancellations, or unable to attend due to extenuating circumstances, the Artbooth Department email must be notified 4 weeks before the event date (latest by 21st November 2024). Refund requests will not be issued, nor entertained after this period and are considered forfeited. 

2.2. Booth Setup

  • Day 0 (Friday): 7.00pm - 10.00pm*

  • Day 1 (Saturday): 8.00am - 9.30am* 

  • Day 2 (Sunday): 8.00am - 9.30am* 

*subject to changes

  1. Only booth owners with tags are strictly allowed into the convention hall for setup purposes. Booth owners must register for their booth and collect their tags before entering the convention hall (if they have yet to receive).

  2. For more information about purchasing extra booth tags, please read section 2.3 Booth Tag Information.

  3. During setup registration, 1st or 2nd representatives in the registration form must present their original identification cards to register for their booths. Soft copies of identification cards will NOT be entertained. Any persons apart from 1st & 2nd representatives, will NOT be entertained.

2.3. Booth Appearance

  1. The maximum permissible height for basic artbooth is 4 feet (1.2m) from the table. Please refer to the basic booth image for reference.
    This is to avoid injury to booth owners, event goers and all those present at the event.

  2. Do not cram too many people in the booth area, resulting in congestion and general nuisance to your booth neighbours. If the booth only has 2 chairs, kindly ensure there are only a maximum of 2 people in the booth at all times.

  3. For all booths, please ensure your setup and belongings are within your booth area and do not affect the walkway or your booth neighbour’s space e.g. extended display arms, large luggage bags, props, clothing hangers etc.

  4. Displayed items should not create inconvenience to visitors and kept within the allocated booth space. Organisers can ask for inconvenient displays/items to be relocated, as this ruling is designed to give an equal opportunity to every booth in terms of space and sight.

  5. With exception to decorations, booths and provided furniture may not be combined, removed, or altered beyond the original booth scheme as prepared by the organisers. 

2.4 General Information

  1. Due to limited space available, each group is only allowed to purchase a maximum of 1 booth for basic artbooth and 2 booths for premium artbooth and cosplay booth. This is to offer booth spaces for long-term groups that have loyally supported the event, and to provide room for new groups to experience booth ownership as well.

  2. Cancellation of booths without a valid reason after confirmation may result in members being barred from future event participations. This includes booth hoarding and applying for more booths than actually needed.

  3. Booth owners are not allowed to hand over their allocated booth to anyone other than the artists declared during registration. If the booth is found to be occupied by unknown members, the booth may be barred from future event participation.

  4. All artists and cosplayers participating in the booth must be declared in the registration. If the booth is found to be occupied by artists or cosplayers that are not declared during registration, the particular artist or cosplayer may be asked to leave the event. This is to ensure that merchandise sold at the event complies with the event rules.
    If your booth members are unconfirmed, please still declare them during registration for curation.

  5. After payment and confirmation, it is not possible to change the number of participating artists/members or transfer the booth, and if the artist is different from the submitted details, the organiser can remove the booth and the participation fee will not be refunded.

  6. The registered booth owners (1st & 2nd booth representative) will bear the responsibility for all merchandise displayed at the booth. If the merchandise is found not permissible by the event rules and by Malaysian law, the merchandise may be confiscated and/or the booth owners may be asked to leave the event. Please refer to 2.6.8 for a list of items NOT allowed for sale.

  7. For account security and integrity reasons, only online inquiries and requests from the 1st representative email (circle admin/account owner), will be entertained. This is to prevent any conflicting requests and miscommunication from multiple representatives communicating with the organisers.
    Both 1st and 2nd representatives may collect booth tags during setup or event days.

  8. Please note that booth artists are NOT allowed to apply for multiple different booths under the same artist name. To change your booth’s name, please email us at artbooth@comicfiesta.org. Please also note that once the confirmation email has been sent out, you may no longer change your booth name.

  9. For each event registration, only one booth application will be considered from any one (1) account.

  10. Kindly display appropriate behaviour when conducting your sales at artbooth and dress appropriately to adhere to the public laws of Malaysia, as this is a family friendly event.

  11. Booth owners are responsible for all buying, selling, trading and operations of their respective booths. Event crews are there only to ensure safety and the flow of the event, and are not to be used for any booth operations.

  12. The event will not provide any security or escort services for any high-profile artists or cosplayers that may be attending the event. Kindly declare all confirmed and unconfirmed artists and cosplayers participating in the booth during registration so our team can reach out to you if necessary.

  13. The organisers do not provide any merchandise delivery service, nor accept deliveries on behalf of booths. Kindly arrange for your own delivery and receiving of merchandise to the event venue.

2.5 Booth Tag Information

  1. Additional booth tag(s) can be purchased for RM 100 during the registration period.

  2. Basic Artbooth category can only purchase a maximum of 3 extra tags. Premium and Cosplay booths can only purchase a maximum of 4 extra tags

  3. Online purchases for additional booth tag(s) are only allowed 4 weeks before the event dates.

  4. Purchase of additional booth tags (only during Setup (Day 0) and Event (Day 1 & 2), will be subject to a surcharge fee; total of RM120* for each tag, subject to availability due to limited quantities.

  5. Any loss/damage/stolen tags that require replacement will have a penalty charge of RM120*
    *subject to availability due to limited quantities

  6. Booth Tags (for artists or cosplayers) are NOT granted any extended benefits, nor additional perks that may be associated with General Admission tickets or other event/booth tags, which may or not include giveaways, raffles, lucky draws, etc.

2.6 Booth Merchandise

  1. All items on sale must be an ORIGINAL CREATION by the SIGNATORY. 

  2. All products, whether fan-works or original ideas must have been made by the participating group (by extension, AI generated art is not allowed) 

  3. Booth owners that are selling on behalf of other artists/cosplayers must attach proof of consent from the artists/cosplayer. 

    Proof of consent: Any type of recognition such as a signature letter or an e-mail, that indicates that the original artist approves of you selling in Comic Fiesta premises. 

  4. A notice is mandatory for books containing content above PG-13.

  5. Any booth owners found to be in violation of the rules will be warned; if unwilling to follow instructions, booth owners will be asked to leave the event ground premise and/or blacklisted for future events.

  6. Booth owners assume all legal responsibilities and liability in relation to their event participation, products and activities. The organisers will not be held liable for any damages as per the Event Terms and Conditions stipulated.

  7. As Comic Fiesta booths are no longer selected on first come first serve basis, it is important for booth owners to send us links and samples of merchandise and works during the registration period along with the registration (Broken links as such will not be entertained, and will put you in the waiting list by default).

  8. Booth owners have to ensure their products adhere to the laws of Malaysia and are respectful to the sensitivities and customs of Malaysia.

  9. Restrictions to note include (but are not limited to):

    • Second-hand (buy and resale item), violent, socially offensive or adult material (R-18).

    • Yaoi, yuri and any sexually explicit material (R-18).

    • Any materials that are not allowed by the Malaysia government or are considered controversial in Malaysia are by extension, not permissible in the event either (e.g. race, religion, royalty, sex and sexuality)

    • Any commercially produced item of any type that is not made by the participating group.

    • Any kind of consumable food and/or drinks item. 

    • Skincare and cosmetic products

  10. Type of works which are preferred in order of priority (for artbooth artists):

    • Self made Comic/ Manga (original / fan arts)

    • Illustration/ printed book

    • Self made games / digital product

    • Printed goods – poster, postcard, sticker, badges, keychain, T-shirt, bookmarks, calendars, etc

    • Craft – handmade accessories, plushies, etc

  11. If unsure whether the merchandise is permitted to be sold at the event or not, kindly drop an email to artbooth@comicfiesta.org with the merchandise samples. 

*Any booth owners found breaking the merchandise rules will have the particular merchandise confiscated during the event and will only be returned to the booth owner by the end of Day 2.

2.7 Refundable Deposit 

  1. Due to errant booth owners, a RM100 refundable deposit will be enforced for all artbooths and cosplay booths.

  2. The deposit will be forfeited should the booth commit any of the following violations:

    1. Absence 

      1. Booth owners are required to attend for the days their booths are rented for.

    2. Arriving late without informing committee (without a valid reason)

      1. Please SMS/whatsapp the person in charge if you will arrive later than 9:30am (number will be given along with booth location email) 

      2. Note: Any booth owner arriving later than 11:00am on ANY day of the event will have their deposit auto forfeited.

      Taking Early Leave 

      1. Booth owners are responsible to ensure that their booths are manned through the two days of the event (9:30am - 7:00pm). 

      2. The only exceptions to this are booths who have completely sold off their products whereby a member of the artbooth organizing committee (at the registration counter) must be notified before leaving.

    3. Damage to Facilities Provided 

      1. Rented booths and its surrounding areas are the responsibility of the booth owners. Any damage sustained, whether permanent or otherwise, that may result in the devaluation of the facilities provided will constitute a violation to this rule.

      2. A checklist will be provided during registration of booths to help booth owners ensure that everything is in good functioning order before the event. 

      3. Booth area will be checked during the return of the deposit.

    4. Loss of Facilities Provided 

      1. Any facilities provided (e.g. tables, chairs) will be the responsibility of the booth owners themselves.

    5. Forgetting to collect the deposit 

      1. Basic artbooth, premium artbooth and cosplay booth owners forgetting to collect the deposit on Comic Fiesta Day 2 before 7:00pm will forfeit their RM100 deposit. 

      2. The forfeit of the deposit does not constitute for any penalty that result from compensation for the loss/damages, which will be the added responsibility of the booth owners themselves. 

      3. The refundable deposit can be claimed from the registration artbooth from Sunday, 5:00pm onwards.

    6. Failure to follow merchandise rules 

      1. All artists and cosplayers participating in the booth must be declared in the registration. If the booth is found to be occupied by artists or cosplayers that are not declared during registration, the particular artist or cosplayer may be asked to leave the event. This is to ensure that merchandise sold at the event complies with the event rules.

    7. Cleaning Penalty

      1. Any spillage, vandalism, destruction, defacement of provided booth area/furniture, will incur a cleaning penalty and forfeiture of deposit

Any booth owners found violating the rules will have their deposit forfeited, booth flagged and/or blacklisted for future events.

2.8 Foreign Artbooth Participation

  1. For non-Malaysian art booth applicants, kindly ensure your visa allows you to participate as a booth owner in Malaysia.

  2. For non-Malaysian cosplay booth applicants, a professional work pass is required to participate as a cosplay booth owner. Approved non-Malaysian cosplay booth applicants will be advised on future action.

2.9 Extra Information 

  1. Booth Storage: 

    1. Booth owners are allowed to leave and store their merchandise overnight in their booth area in the convention hall.

    2. It is advisable NOT to leave any valuables overnight in the convention hall. Comic Fiesta is not responsible for any loss or damage of booth owners’ belongings.

    3. Merchandise stock storage may not exceed the booth area provided.

  2. Move in:

    1. Commercial trolleys are NOT ALLOWED through the hall foyer. A detailed guide will be provided closer to the event date.

  3. During booth registration, a merchandise check might be conducted. Booth owners are encouraged to register their booth as early as possible in the time period listed to prevent any time wastage.

2.10 Venue Information

  1. Address:

    Kuala Lumpur Convention Centre, Kuala Lumpur, 50088 Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur

  2. Website:

    https://www.klccconventioncentre.com

  3. Getting there:

    https://www.klccconventioncentre.com/visitors/getting-to-the-centre-and-car-parking

Any additional requests from the booth owner must be done 4 weeks before the event. Any request made after the 1 month period will not be entertained.

Registration will now be performed on comicfiesta.net, our Creative Art Market Registration System.

*Comic Fiesta reserves the right to change the Rules and Regulations without prior notice.

Edo fe Errol
Previous

Terms & Conditions
Next

Props Policy