Community

Booth Rental :
FREE

Deposit :
RM 100 /unit

Booth Space:
1.5m x 2.0m
(5ft X 6.5ft)

Basic Item included each unit:

Table: 1

Chair: 2

Booth Tag: 2*

Cosplayer

Booth Rental :
From RM 300 /unit

Deposit :
RM 100 /unit

Booth Space:
1.5m x 2.0m
(5ft X 6.5ft)

Basic Item included each unit:

Table: 1

Chair: 2

Booth Tag: 2

Artist

Booth Rental :
From RM 300 /unit

Deposit :
RM 100 /unit

Booth Space:
1.5m x 2.0m
(5ft X 6.5ft)

Basic Item included each unit:

Table: 1

Chair: 2

Booth Tag: 2

Exhibitor

Booth Rental :
From RM 400 /unit

Deposit :
RM 100 /unit

Booth Space:
1.5m x 2.0m
(5ft X 6.5ft)

Basic Item included each unit:

Table: 1

Chair: 2

Booth Tag: 2

Exhibitor PLUS+

Booth Rental :
From RM 1400 /unit

Deposit :
RM 200 /unit

Booth Space:
4.0m x 4.0m
(13ft X 13ft)

Basic Item included each unit:

Table: 2

Chair: 4

Booth Tag: 4

* Community booth does not include any booth tags. A minimum purchase of 2 tags at RM75 per unit is required. For more information, please refer to the Community Booths section below.

*Floorplan is draft only and will be changed from time to time by Otakyun! organiser as required by the venue management.

General Rules and Regulations

  1. Tenants MUST show their I.C. for verification upon collection of booth tags before the event. Failure to do so means that the tags will not be issued and may result in cancellation of the booth as well as the deposit being forfeited.
  2. Booth tags must be worn at all times for security and access purposes.
  3. Loss of booth tag will result in a penalty of RM75 for the replacement of a single booth tag.
  4. Tenants must inform the booth management committee via email if there are any changes at least THREE WEEKS before the event. This is to avoid miscommunication and misunderstanding for all parties involved.
  5. Once the booth spaces are assigned, there will be no further changes allowed.
  6. Each booth space would be measured and marked on the carpet. Extensions beyond the marking of any kind are not allowed.
  7. Each booth type description states how many chairs the tenants would get.
  8. Booth tenants are NOT allowed to bring their own tables/chairs (except for Exhibitor Booth PLUS+ booth tenants)
  9. Additional booth facilities (tables, chairs, etc) are available for a fee. Please refer to the bottom of the page for the fee.
  10. Add on of power socket will be subjected to approval, please request in the registration form remark section.
  11. Any racks or shelves should not exceed 2 meter height and is advisable to meshed or see through.
  12. NO DIY display racks or shelves are allowed.
  13. High power consumption/wattage equipment are STRICTLY NOT ALLOWED eg. Oven, Microwave, Electric Kettle, Pressure Cooker, Electric Stove etc. 
  14. Depending on the venue, low wattage appliances are subject to approval requests such as mini fridge etc.
  15. Displaying and sales of weapons and its replicas is allowed.
  16. Displaying and sales of real life weapon replicas/look alike and any weapons made from metal is prohibited and banned from this event.
  17. Please consult our friendly organising committee (GEKI Committee) on the above matter (#6, #8 and #10) if you are uncertain/unsure. We will kindly assist and advise on the matter.
  18. The GEKI Committee reserves the right to change these Rules & Regulations at any time without prior notice. In the event that any changes are made, the revised Rules & Regulations shall be posted on this website immediately.
  19. Usage of the GEKI logo and/or event logo are subject to the approval of the committee and tenants are required to formally email us to request for the usage.

Deposit

Forfeited / Not Refundable
  1. Breaking of the aforementioned rules will result in the deposit being forfeited. Aside from those rules, these are additional rules set by the GEKI committee that if broken will result in the forfeiture of deposit. It is including and not limited to:
    1. Displaying pirated items or items against copyright law,
    2. Displaying R-rated items publicly (including and not limited to x-rated doujinshi, figures or etc.),
    3. Finding that non-booth tag holders are standing in the booth area (unauthorised entry into the booth area.),
    4. Cancellation of booths after payment,
    5. Not setting up booths on time without a valid reason. Any emergencies should be informed to the booth management committee or the GEKI committee right away.
    6. Giving false or incomplete information during booth registration,
    7. Closing up and leaving the event early without permission and valid reason,
    8. Displaying real weapons (including and not limited to swords, guns etc) or items that can be used as weapons to harm people,
    9. Unauthorised plugging of power sockets, taking extra chairs, tables, and table cloth (either own or from venue) without organiser’s permission and if found, will result in additional fees charged as per stated in the General Rules above.
    10. Damages to the provided tables/chairs/tablecloths/carpets/booth name holder and/or the surrounding area, including utilities, provided to the vendor at the event venue, will be the responsibility of the vendor. This includes any other damages not explicitly mentioned in this rule. The venue management will discuss these damages with the vendor to determine appropriate resolution.
  2. For tenants who are unsure about whether or not their products or displays are following the rules, please consult the booth management committee.
  3. For booth operation hours, please refer to item 1 in the Booth Operation section.
  4. For booths that are not clean and tidy, please refer to item 5 in the Booth Setup section.
  5. For booth alterations, please refer to item 6 in the Booth Setup section.
Returning of Deposit
  1. Booth tenants can collect their deposit refunds facilitated by the GEKI committee at the official GEKI booth between 7:00pm and 8:00pm on Sunday, 27th October 2024.
  2. Booth tenants must present their I.C. or passport for identity verification to process their deposit refund.
  3. Booth tenants whom fail to claim their deposit refund on 27th October 2024, will have their refunds transferred to the bank account provided during booth registration within the next 2 weeks.
  4. The committee will verify that booth tenants adhered to the event’s rules during this period.
  5. Tenants who violated the rules & regulations will be notified that their deposits have been forfeited during this time as well.

Cancellation Policy

  1. In the case of booth cancellation, the deposit will NOT be refunded.
  2. Any requests received:
    • On or before 25th August 2024, rental refund 50% minus a RM 25 processing fee.
    • After 25th August 2024, rental refund 50% minus a RM 50 processing fee.
    • After 1st October 2024, NO refunds will be granted.

Booth Operation

  1. Operational Hours:
    1. The booth must be operational by 10:00 am on Day 1 (Saturday, October 26, 2024) and Day 2 (Sunday, October 27, 2024).
    2. The operation hours of the booth will be from 10:00 am to 8:00 pm on both days.
    3. If the booth is not ready and operational by 10:00 am on either Day 1 or Day 2, or both days, the deposit will be forfeited.
  2. Booth Preparation:
    1. The booth should be fully prepared and ready for operation by 10:00 am on both days.
    2. All displays, promotional materials, products, and equipment should be arranged and set up prior to the operational hours.
    3. Booth staff should be present and ready to attend to visitors/customers at the booth by 10:00 am
  3. Notification of Delay:
    1. In case of unforeseen circumstances that may cause a delay in booth setup, the booth tenant must notify the GEKI committee immediately.
    2. The booth tenant must provide a reasonable explanation for the delay and an estimated time of readiness.
    3. Failure to notify the GEKI committee about a delay may result in the forfeiture of the deposit.
  4. Compliance with Operational Hours:
    1. The booth should remain operational until the designated closing time of 8:00 pm on both Day 1 and Day 2.
    2. Booth tenants should not close the booth earlier than 8:00 pm without prior approval from the GEKI Committee.
  5. Security and Safety:
    1. Booth tenants are responsible for the security and safety of the booth and its contents.
    2. Any damage or theft occurring during the operational hours will be the responsibility of the booth operator.
  6. Compliance with Laws and Regulations:
    1. Booth operators must comply with all applicable local, regional, and national laws and regulations during the event.
    2. Any violation of laws or regulations may result in immediate closure of the booth and forfeiture of the deposit.
  7. Dispute Resolution:
    1. In the event of any disputes or disagreements regarding the operational hours, rules and regulations, the decision of the GEKI Committee shall be final and binding.

Booth Setup

  1. Booth setup must be done from 25th October 2024 (from 6:00pm to 10:00pm) or latest by 26th October 2024 (from 8:00am to 9:30am).
  2. Booths must complete their setup by 9:30am both event days.
  3. All products in the booth are the responsibilities of the tenants. The GEKI committee will not be responsible for the damage or loss of the products.
  4. Tenants are responsible for their own space and items within their area from setup until the end of the clean-up time after the event is over. Tenants are required to keep their area clean and orderly throughout this period. If the tenants do not adhere to this rule, the committee reserves the right to forfeit their deposit.
  5. Tenants must inspect their booths and space before the set-up to ensure the booth provided is according to standards. During this stage, it is the tenants’ responsibility to inform the booth management committee of any booth problems (i.e. booth table is wet, power socket is not functioning etc). This is to ensure that both parties are already aware of the booth conditions. Any complaints after this stage, if no reports were made, will not be entertained.
  6. The tenants must not alter the booths without the permission and knowledge of the booth management committee. Altering booths without permission will be treated as damaging them and will result in the forfeiture of deposit.
  7. The GEKI committee is not liable for any setup requests outside of the designated setup timeframe, such as those made after 9:00pm on the setup day (25th October 2024, Friday).

Setup Time

Friday (Setup Day)

Date : 25th October 2024
Time : 18:00 to 22:00

Saturday (Day 1)

Date : 26th October 2024

Time : 08:00 to 09:30

Sunday (Day 2)

Date : 27th October 2024

Time : 08:00 to 09:30

Community Booth

  1. Community booths are for showcasing hobbies and collectibles & are for communities promotional purposes only. Selling of items/services/registration fees are NOT PERMITTED on these booths. If you are looking to sell items or services at the event, please choose the “Exhibitor Booth” category instead.
  2. Priority will be given to Communities/Clubs related to Anime, Comics, Games or Japanese Culture.
  3. All applications will be vetted accordingly.
  4. Any form of brand commercial advertising is not allowed, such as directly promoting an item/service/product for sale.
  5. Community booths are allowed to conduct free activities for attendees such as workshop, tournament, contest, giveaways and etc.
  6. Please provide information on the planned activities at your booth in the registration form remark section.
  7. Link to your Community/Social media page MUST be submitted for verification purposes. Failure in doing so will result in your application being rejected.
  8. Booth rental is FREE OF CHARGE, however, you are REQUIRED to purchase a minimum of 2 booth tags per booth, with a maximum of 4 booth tags per booth.
  9. In case only 1 booth tag is purchased, the application will be rejected automatically.
  10. Booth tags are available at RM75 per tag. (Minimum purchase is 2 tags, up to a maximum of 4 tags).
  11. Booth deposit is RM100 per booth.
  12. Each booth comes with:
    • Space of 1.5m x 2.0m (5 feet x 6.5 feet).
    • 1 table (6 feet x 2 feet) with table cloth and 2 chairs.
  13. Additional facilities for your booth are available however these will be chargeable. Please refer to the Additional Booth Facilities/Items Fees for your reference. (Only chairs and booth tags are available for add on)
  14. Laptops/tablets are allowed but there will not be any plug socket provided.
  15. No extra tables or furniture allowed in the booth area (due to space constraints)
  16. Booth tenants are NOT allowed to bring their own tables/chairs (except for Exhibitor Booth PLUS+ booth tenants)
  17. Booth tenants must ensure that the items on display adhere to the rules listed under Deposit– Forfeited / Non Refundable section above.
  18. Community booths are LIMITED and allocated on a first-come, first-served basis.

Cosplayer Booth

  1. Cosplayer booths are for cosplayers to sell their own cosplay and merchandise only.
  2. Booth rental rate is RM300 per booth.
  3. Booth deposit is RM100 per booth.
  4. Each booth comes with:
    • Space of 1.5m x 2.0m (5 feet x 6.5 feet).
    • 1 table (6 feet x 2 feet) with table cloth and 2 chairs.
    • 2 booth tags only (for security verification).
  5. Tenants that require more booth tags should request for them at least 4 weeks before the event and be subjected to approval by the booth management committee.
  6. Please upload your Cosplay photo as your Booth logo instead.
  7. Cosplayer booth tenants are responsible to ensure that the crowd in front of their booths will not disrupt the neighbouring booths’ space.
  8. Laptops/tablets are allowed but there will not be any plug socket provided.
  9. No extra tables or furniture allowed in the booth area (due to space constraints)
  10. Booth tenants are NOT allowed to bring their own tables/chairs (except for Exhibitor Booth PLUS+ booth tenants)
  11. Booth tenants are also responsible to ensure that the products sold or displayed adhere to the rules listed under Deposit – Forfeited / Non Refundable section above.

Artist Booth

  1. Artist booths are for artists selling their own original artwork / handicraft only.
  2. Booth rental is RM300 per booth.
  3. Booth deposit is RM100 per booth.
  4. Each booth comes with:
    • Space of 1.5m x 2.0m (5 feet x 6.5 feet).
    • 1 table (6 feet x 2 feet) with table cloth and 2 chairs.
    • 2 booth tags only (for security verification).
  5. Any racks or shelves on the table should not exceed 2.0m height from the floor and is advisable to be meshed or see through.
  6. Tenants that require more booth tags should request for them at least 4 weeks before the event and be subjected to approval by the booth management committee.
  7. Laptops/tablets are allowed but there will not be any plug socket provided.
  8. No extra tables or furniture allowed in the booth area (due to space constraints)
  9. Booth tenants are NOT allowed to bring their own tables/chairs (except for Exhibitor Booth PLUS+ booth tenants)
  10. Artists must ensure the products sold or displayed adhere to the rules listed under Deposit – Forfeited / Non Refundable Section above.

Exhibitor Booth

  1. Exhibitor Booths are for selling of goods and merchandises only.
  2. F&B is allowed, however it MUST be halal or pork-free ingredients.
  3. Booth rental rate is RM400 per booth.
  4. Booth deposit is RM100 per booth.
  5. Each booth comes with:
    • Space of 1.5m x 2.0m (5 feet x 6.5 feet).
    • 1 table (6 feet x 2 feet) with table cloth and 2 chairs.
    • 2 booth tags only (for security verification).
  6. Any racks or shelves should not exceed 2.0m height from the floor and is advisable to be meshed or see through.
  7. NO DIY display racks or shelves are allowed. 
  8. High power consumption/wattage equipment are STRICTLY prohibited eg. Oven, Microwave, Electric Kettle, Pressure Cooker, Electric Stove etc.
  9. Depending on the venue, low wattage appliances are subject to approval requests such as mini fridge etc.
  10. Tenants that require more booth tags should request for them at least 4 weeks before the event and be subjected to approval by the booth management committee.
  11. Upon approval, tenants will be notified and cost for extra booth tags must be paid before the event.
  12. Booth tenants are NOT allowed to bring their own tables/chairs (except for Exhibitor Booth PLUS+ booth tenants)
  13. Exhibitor booths must ensure that the products sold or displayed adhere to the rules listed under Deposit – Forfeited / Non Refundable section above.

Exhibitor PLUS+ Booth

  1. Exhibitor booths PLUS+ are for selling of goods and merchandises only.
  2. F&B is allowed, however it MUST be halal or pork-free ingredients.
  3. Booth rental rate is RM1400 per booth.
  4. Booth deposit is RM200 per booth.
  5. Each booth comes with:
    • Space of 4.0m x 4.0m (13 feet x 13 feet).
    • 2 tables (6 feet x 2 feet) with table cloths and 4 chairs.
    • 4 booth tags only (for security verification).
  6. The racks or shelves in the picture above are NOT PROVIDED. Booth tenants are allowed to bring display racks or shelves (not exceeding 2.0m height).
  7. High power consumption/wattage equipment are STRICTLY prohibited eg. Oven, Microwave, Electric Kettle, Pressure Cooker, Electric Stove etc. 
  8. Depending on the venue, low wattage appliances are subject to approval requests such as mini fridge etc.
  9. Tenants that require more booth tags should request for them at least 4 weeks before the event and be subjected to approval by the booth management committee.
  10. Upon approval, tenants will be notified and cost for extra booth tags must be paid before the event.
  11. Booth tenants are allowed to bring their own furniture eg. tables and chairs.
  12. Exhibitor booths must ensure that the products sold or displayed adhere to the rules listed under Deposit – Forfeited / Non Refundable section above.

Additional Booth Facilities/Items Fees

These are additional booth items which are available upon request for a fee.

  1. IBM Table (4ft x 2ft) with Table Cloth and additional space – RM 60 per unit
    *Choosing to add table will re-assign to the EX Booth area
  2. Banquet Chair – RM 10 per unit
  3. Additional Booth Tag – RM 75 per unit
  4. Power plug socket – RM 50 per socket, limited to 1 socket per EX Booth only, subject to approval (usage of high power consumption/wattage equipment are prohibited)
  5. Standard Shell Scheme Unit – RM 550 per unit
  6. Advertising Space in Official Event Brochure/Social Media/Bunting/Stage LED Billboard*

*Subjected to availability, kindly contact us for more info.

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