What food vendors can expect at Cosplay SYLA

How many people will come?

We will not promise you a number. What we can show is our last event: the SYLA Spring Festival on 21 March 2026 at Ledumang Senior Secondary School drew 500 plus attendees and 16 exhibitors. Cosplay SYLA is planned as a bigger step up, with entry kept low at BWP 20 so families can come.

When will people be hungry?

Doors open at 9:00 and the event closes at 17:00 or later. The first two to three hours are a shared programme with the audience in the hall, so expect the biggest rush when the programme ends and people move around the hall, and steady trade through the afternoon. We confirm your trading times with you when you are approved.

Where will my stall be?

Food is cooked and sold outside the hall, by the corridor, in the cooking area. Cooking stays outside in all weather for fire and oil safety. Your space is 2 x 2 m, and your stall just needs to be within the hall vicinity.

How much competition will there be?

We want several food vendors rather than one or two, so visitors have variety and fair prices. We are looking for festival finger foods, Japanese and Asian dishes, and local classics such as fresh chips and fat cakes. There are five food stalls, each with its own space outside by the corridor, separate from the 13 stalls inside the hall.

Who sets my prices, and do you take a cut?

You set your own prices and keep your own takings. Afurotaku does not interfere with food pricing and takes no commission. We only ask that prices are shown clearly, and we hope you keep the food affordable for families.

How do customers pay?

You handle your own sales. We advise being able to take cashless payments as well as cash. Afurotaku does not process payments for stalls.

What do you provide, and what do I bring?

• We provide: your 2 x 2 m space, free power, free entry for 4 people on your stall, a Stall badge, and a designated Afurotaku guide as your contact on the day.
• You bring: your own table, cover or shade for the cooking area, your own extension cables, and water. BNYC has no running water, so bring all the water you need for cooking and cleaning.
• Keep cooking equipment away from walkways and queues, bring a fire extinguisher if you use gas or oil, keep food covered and clean, and take used oil and cooking waste away with you. Please put other rubbish in the nearest bins and leave your space tidy.

The power source is inside the hall, so we will extend it outside to the cooking area. Tell us what you plan to plug in when you apply, so we can plan the power.

Do I need a permit?

You may need a valid food permit. If you do, send us a copy before the day and have it with you. Applications ask for your menu and your permit status.

When do I set up and pack down?

Stall setup is expected to start at 8:30 in the morning, and we confirm the time when you are approved. Nobody packs down before the event closes. The time pack-down must be finished by is still being set, and we will tell you when you are approved.

What if it rains, or I cannot make it?

Rain is our planning baseline, so cooking goes ahead outside under your own cover, and weather is not a reason for a refund. If you withdraw, you get 85% back up to 14 November (the remaining 15% covers the charges on the refund), 50% from 15 to 20 November, and nothing from 21 November or if you do not arrive. If Afurotaku cancels or postpones, you get a full refund with nothing taken off, or you can move to the new date.

What is not allowed?

Alcohol, smoking products and pork are not permitted anywhere on the premises, including at vendor stalls. This helps us maintain a welcoming environment for all guests and vendors. Stalls are also not permitted to play their own music, as all event music will be managed by the DJ on stage. Please keep in mind that this is a family event attended by children.