Booth Rules & Regulation

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.

1. Basic and Premium Artbooths are selected based on curation

2. Cosplay Booths are selected based on a combination of eligibility and random lottery

3. For Premium Booths which have a mix of art and cosplay products, the Comic Fiesta artbooth team will select the booth type based on which products are more dominant.

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

a. Booth Registration Details

Timeline

Registration: Until 31st August 2023, 11.59pm.
Confirmation email: by 15th October 2023
Booth payment deadline: 22nd October 2023
Event day & booth operation hours: 23rd & 24th December 2023, 9.30am – 7.00pm

1. Booth rental is for 2 days only. 

2. The registration period will last until 31st August 2023. 

3. There will be NO first come first serve basis for Comic Fiesta. 

4. Incomplete forms will not be entertained. 

5. A Booking Confirmation will be sent out to you to inform you of your status (Confirmed or Waiting List) by 15th October 2023. 

6. Payment information will be included in the booking confirmation email. Kindly reply with all information requested. 

7. A confirmation reply via email will be sent once payment is received. Please allow at least 2 weeks of processing time before expecting the email. 

8. A detailed information email will be sent out 2-4 weeks before Comic Fiesta 2023 containing the booth map, setup and other important event information.

9. Payment is not refundable within 4 weeks before the event. 

b. Event Day Information

Booth Setup

Day 0 (Friday): 7pm –10pm*
Day 1 (Saturday): 8.00am - 9.30am*
Day 2 (Sunday): 8.00am - 9.30am* 

*subject to change

1. Only booth owners with tags are allowed into the convention hall for setup.
   Booth owners need to register for their booth and collect their tags before entering the convention hall. 

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

3. During registration, 1st or 2nd representatives in the submitted form need to bring their original identification cards only in order to register for the booth. Other than 1st & 2nd representatives or using soft copy of identification cards will not be entertained.

NEW – 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. 

2. This is to avoid injury to booth owners, event goers and all those present at the event.

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

4. Do not cram too many people in the booth resulting in nuisance caused to your booth neighbors. If the booth only has 2 chairs, kindly ensure there are only a maximum of 2 people in the booth at all times.

2.2 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 allow spaces for the number of groups that have supported us for so many years and to provide room for new groups to experience booth ownership as well.

2. Confirmed booking must be fully paid within 7 days time. Failure to do so will result in cancellation of booking and your booth will be put into the waiting list.

3. 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 purposes.

4. The registered booth owner (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 the law of Malaysia, the merchandise may be confiscated and/or the booth owners may be asked to leave the event.

5. Please note that booth artists are not allowed to apply for multiple different booths under the same artist name. If you need 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.

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

7. Booth owners are responsible for all buying, selling, trading and operations of their respective booths. Our crew are there only to ensure safety and the flow of the event.

8. The event will not be providing any extra security or escort services for high profile artists or cosplayers. 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.

9. Comic Fiesta does not provide any merchandise delivery service. Kindly arrange for your own delivery of merchandise to the event venue.

2.3 Tag Information

1. Additional tag(s) can be purchased for RM 90 during registration period. 

2. Basic artbooth can purchase a maximum of up to 3 extra tags. 

3. Purchasing additional tag(s) on Day 0 and during the event day will cost you RM100 EACH. 

4. NO purchasing of additional tag(s) is allowed 4 weeks before the event. 

5. Any replacement tags needed during the event will have a penalty charge of RM100.

2.4 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. 

4. Proof of consent: 

1. 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. 

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

6. 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.

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. The following items are NOT ALLOWED to be sold in Comic Fiesta: 

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

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

3. 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)

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

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

6. Skincare and cosmetic products

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

1. Self made Comic/ Manga (original / fan arts)

2. Illustration/ printed book

3. Self made games / digital product

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

5. Craft – handmade accessories, plushies, etc

10. 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.

2.5 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)
   Please SMS/whatsapp the person in charge if you will arrive later than 9:30am (number will be given along with booth location email) 

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

3. 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.

4. 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.

5. Loss of Facilities Provided 

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

6. 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.

7. 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.

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

2.6 Foreign Artbooth Participation

Foreign booth owners must ensure their visa allows them to participate as a booth owner at our event. A written confirmation from the Malaysian embassy in your home country (or equivalent) is required before registering as a booth owner.

Foreign artists may apply through a local Malaysian but are not allowed to be involved with booth operations or be present at the booth without the appropriate written permission.

2.7 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.

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.

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 new artbooth registration system.

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