Tokyo In Tulsa FAQ

 

Here is a list of Frequently Asked Questions … or should be.  Some of it may actually be true.

 

General

Weapons

Registration

Bag Check

Guests

Cosplay Etiquette

Artist Bazaar

Exhibitors

Vendors

 

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General

 

Q. What is Anime?

 

Anime, when used by westerners, refers to Japanese animation.

 

Trivia: (1) The term anime is actually French in origin.  (2) In Japan, Anime (notice the uppercase “A”) refers to all animation.  (3) In the west, Manga refers to Japanese comics but in Japan the word Manga can refer to either Japanese animation or comics.

 

Q. What is Tokyo in Tulsa

 

Tokyo in Tulsa is a Japanese and Pop Culture fan convention.  Tokyo in Tulsa's “first event” was October of 2005 as a block party promoting the store DarkStone Anime Store.  Tokyo in Tulsa's opened its doors as a convention August of 2008 and has outlived the original store which closed in 2006.

 

Q. Who are the masterminds behind Tokyo in Tulsa, inc.

 

Top level Kocho include:

 

James Fowler (Senior Chairman) – Founder of Tokyo in Tulsa.  He is only let out once a year to host TnT, otherwise he is kept heavily medicated, away from light and working on that little drooling problem.

 

Melinda West (Chairman) – Operations and programming director.  Rumor has it someone allows her to teach or something.  Scary HUH?

 

Shailaja Marion (Sales / Administration) – Never actually talks to anyone … just takes our papers and emails and does something magical (some sort of black voodoo) called filing and data entry.  She also is the local cat herder (if artists and vendors were cats …  maybe they are… get back to you on that).  We mostly keep her around because her Mom is an amazing cook and we are hungry.

 

Brett Washam (Human Resources) - She talks to everyone … no … really … do you want to volunteer?

 

We couldn’t do it without a number of Sensei and Kohai helping us along - each of them will have a color-coded shirt to designate them so watch out for that!

 

Q. Can I bring my dog, cat, iguana, snake, or other animal to the convention?

 

The only animals that are allowed in the convention space are service animals.

 

Q. My cosplay requires bare feet, do I have to wear shoes?

 

Yes. Due to safety, the soles of your feet must be covered at all times. Invisible flip flops are an option that you can make or purchase.

 

Q. Can I smoke, vape, use e-cigarettes in the convention center?

 

Cox Business Center is a smoke-free environment. The City of Tulsa has a non-smoking policy in all public and city-owned facilities. Vapor and electronic cigarettes are not permitted inside the Cox Business Center.

 

Q. Can I bring food and drinks into the convention?

 

Cox Business Center does not allow outside food or beverages. You may bring an empty bottle into the convention space and then fill it from the water fountain to carry around.

 

Q: Can you help me if I have a disability?

 

Tokyo in Tulsa supports equal-access and provides on-site assistance for anyone who has a disability. Please be sure to stop by the Disability Services table at the Information Desk if you need any assistance.

 

Also visit our Disability Services page for more information.

 

Q. I can't find my child. I can't find my adult. Can you page them for me?

 

We do not offer a paging service. Please have a designated place to meet your party in case you become separated.

 

Q: What programing will be at TnT?

 

Tokyo in Tulsa has several different kinds of Programming and we break them down into these categories:

 

HOSTED IN THE DOUBLETREE MEETING ROOMS:

* Workshops - Educational hands-on events hosted by vetted and qualified instructors. Some Workshops may have an additional charge to cover supplies.

*Sakura Club - Events for our VIP attendees or Sakura Club Members

 

HOSTED IN THE COX BUSINESS CENTER CONFERENCE HALL (PANEL ROOMS A-E):

*Panels - Fan Submitted and Hosted and can cover a wide variety of subjects including anime, culture, pop culture and a wide range of Fandoms.

*Guest Panels - The same as Panels but hosted by the Tokyo in Tulsa Guests and VIPs

*18+ Panels - Can be hosted by Fans or Guests but has mature content.  Scheduled in the evenings, usually after 8pm.  Note:  Must be at least 18 to enter and everyone’s ID will be checked… does not matter what age you appear to be.

 

HOSTED IN THE COX BUSINESS CENTER EXHIBIT HALL A (THE ARTIST BAZAAR):

*Demonstrations - Performance art with discussion.  Can range from dancers to martial arts to Cosplay Chess and beyond.

*Meetup - Fandom Groups that wish to meet and discuss their passion.  These can also be hosted in the Panel Rooms depending on time and size of the Meetup.

 

HOSTED IN THE COX BUSINESS CENTER ASSEMBLY HALL (MAIN EVENTS):

*Main Events - Any large scale programming.  This includes the Main Stage Cosplay Contest, concert, Afternoon with the Voice Actors, DDFT and so on.

 

And finally we have our Charity Events which can happen anywhere and at anytime… this is Programming designed to raise funds and awareness.

 

 

When is the SCHEDULE coming out?

 

We will have a DRAFT of the schedule around Mid-June.  Keep in mind, the schedule WILL change between the first release and July 14th.  It’s the nature of events and we will do our best to keep everyone up to date on revisions as they happen. You can find the Schedule here.

 

Note: On Thursday as well as Friday until official Convention Opening, access to the Cox Business Center is limited.  Once your Registration has been claimed, you will be asked to exit the building.  This is for your safety as well as the safety of staffing.  While in the building, please be mindful and courteous to the staff that is in the building setting up.

 

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Weapons

 

Q. What is a weapon?

 

A WEAPON is defined as follows:

 

Illegal Knife” means a:

 

  • knife with a blade over 4 ½ inches.
  • hand instrument designed to cut or stab another by being thrown
  • dagger, including but not limited to a dirk, kunai, shuriken, tessen or poniard
  • bowie knife
  • sword
  • tomahawk
  • spear

 

Club” means an instrument that is specifically designed, made, or adapted for the purpose of inflicting serious bodily injury or death by striking a person with the instrument. Includes, but is not limited to:

 

  • blackjack
  • nightstick
  • mace
  • tomahaw
  • bat (wooden or metal)

 

* for complete details see our Weapons Policy

 

 

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Registration

 

Q. How much does it cost to attend Tokyo In Tulsa?

 

Weekend Memberships cover all three days of Tokyo In Tulsa and will give you access to all standard events. Please note that memberships are good only for the year they are purchased in (i.e. 2017 membership is only good for the 2017 convention.)

 

  • Early Bird Registration begins shortly after the previous year and runs to the end of January.  This is a weekend membership for $40.
  • Pre-Registration begins when Early Bird ends and runs until approximately 30 days before Tokyo In Tulsa.  This is a weekend membership for $50.
  • “At-the-Door” Weekend Memberships are available during the convention at the registration desk.  This is a weekend membership for $65.
  • Will-Call three day memberships will be available for purchase online from the end of Pre-Registration until 11:59 pm on July 15th.
  • Day Passes are available during the convention at the registration desk.  These are one day only passes for $60.
  • Sakura Club Memberships are available in limited supply until 14 days prior to the convention.  Sakura Club Members have access to special events and receive a bag of goodies.  Sakura Club Memberships are $185.

 

Limited access Gamer/Concert Passes are also available for $TBD for the day. Shopping Passes are also available for  $25 for the day.

 

 

Q. Where do I pick up my Membership?

 

Membership can be picked up at the Cox Business Center during Registration Hours. Attendees who have pre-registered will need to bring the “ticket” included in their confirmation email, along with a valid picture I.D.

 

REGISTRATION HOURS:

 

Thursday:  6PM-9PM (Early Bird, Pre-Reg and Sakura Club Only)

Friday:  9AM-9PM

Saturday: 9AM-9PM

Sunday:  9AM-2PM

 

Q. My friend can’t get there until after Registration is closed. Can I pick up my  friend’s badge for them?

 

Tokyo in Tulsa has a strict policy regarding picking up badges. Regardless of who purchased the registration, only the person’s whose name is listed on the badge may pick it up; hence the photo I.D. requirement. This policy protects both the badge holder and Tokyo in Tulsa.

 

Q. I pre-ordered a convention shirt with my registration. Where do I pick it up?

 

Pre-ordered shirts can be picked up at the Tokyo in Tulsa Merch Booth, located at the back of the Vendor Room. All shirts must be picked up before 4pm on Sunday, July 16th unless prior arrangements have been made. All shirts that have not been picked up by then will be placed back into sales inventory.

 

Q. If I decide attend another day or the rest of the weekend after purchasing a Day Pass, do I have to spend another $50 for a Day Pass or $65 for the Weekend Membership?

 

No.  If you have purchased a Day Pass and wish to attend another day or 2 more days, then take your day pass to the registration desk and they will upgrade you to a weekend pass for the difference in cost.

 

 

Q. How much is a membership for a child under 12?

 

A child 12 years or younger is free with a paid adult membership. They can request a Kids Pass on-site during registration hours, either when picking up their pre-registered membership or at time of purchase.

 

 

Q. What is a Sakura Club Membership?

 

The Sakura Club is our VIP membership.  Sakura Club members receive extra perks such as the Sakura dinner which includes a private autograph session, the Sakura Brunch, a TnT convention shirt, exclusive merchandise, company promotions, and more. Sakura Club passes are only available prior to the convention. Please see the Sakura Club Members page for more information.

 

 

Q. What does the Gamer Pass include?

 

The Gamer Pass is a limited access pass, which allows you access into the Game Rooms. The Gamer Pass does not cover the cost of tournaments or allow you access into any other events.

 

 

Q. My child is attending but I am not.  What can I do if he or she needs me while attending the convention?

 

All hallways and common areas are open to the public in general.  Memberships are required to enter events, gaming rooms, vendor room or panel rooms.  If your child requires an adult presence you can claim a Chaperone Pass from the registration desk while it is open. You will be required to leave your keys with registration for the duration of use of the Chaperone Pass, which must be returned before registration closes that day.

 

 

Q: I purchased a memberships to TnT but can no longer attend. What are my options?

 

You can

  1. Request to transfer your membership via the contact form, or
  2. Request a refund.
    • Refunds will be 100% through 04/10/17 and 50% through 06/12/17.
    • No refunds will be issued after 06/12/17.

 

No transfers will be available after June 12, 2017. On-site transfers will no longer be available.

 

Q: Can I come and solicit at TNT?

 

NO SOLICITING!

 

 

Bag Check

 

Q: What time is bag check?

 

Bag Check Hours:

Friday        2:00pm - 1:30am

Saturday     10:00am - 1:30am

Sunday        10:00am - 5:00pm

 

Q: What if I forget get to pick up my stuff?

 

Any items that are not picked up from Bag Check by 6pm on Sunday will be packed up and kept in lost and found. The cut off date for retrieving a forgotten item from Bag Check is August 16th, 2017.

 

Questions or Concerns regarding lost and found items may be directed via email to lostandfound@tokyointulsa.com

 

Q: If  my weapon does not pass weapons check can I be escorted to bag check?

 

Weapons brought into Cox Buisness Center that are not allowed will not be escorted to Bag Check. The weapon must be removed from the convention center immediately. Please review the Weapons Policy before hand.

 

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Guests

 

Q. Why have you not asked (insert name of guest here) to Tokyo In Tulsa? I have sent you emails and sent you their contact information. I have even talked to them about it at (insert name of location here). WHY?

 

Most of the planning for TnT is finished nearly a year ahead of time including guest invitations.  Like you, we have to work within a budget and everyone's schedule and sometimes not everything aligns. We do pay close attention to your requests and try to bring who we can when we can. If your favorite band or voice actor is not at TnT this year, let us know via our Contact Form and we will TRY to invite them in the future.

 

PLEASE DO NOT CONTACT POSSIBLE GUESTS YOURSELF TO INVITE THEM.  This causes no end of trouble and confusion. If you meet up with someone that you would like to attend Tokyo in Tulsa in the future, give them our web address and ask them to contact us, or, like stated before, let us know through the contact form.

 

Q. I stood in line for an hour and did not get (insert guest name here)'s autograph!

 

Each autograph session has a limited amount of time which we try to get as many people autographs as possible. The only attendees that we can guarantee autographs (in as much as we can) are Sakura Club members who have private events with the guests.

 

Q. What is “Fan Etiquette”?

 

Fan Etiquette is how we ask you to act toward Guests and other attendees.

 

First, guests are people too. Outside of their job, what you admire them for, they have lives, problems, and emotions just like everyone else. Treat them calmly and courteously. During Tokyo in Tulsa they have schedules to keep and need time off. If you see a guest in the hall, do not glomp or swarm them. If a guest has time, he or she will spend time with you. Do not be offended if they do not have time to talk. He or she maybe on a schedule or needing a break. There will be other opportunities to talk to them.

 

Second, while at the convention, observe the Gold Rule. If you have a problem, tell a member of the Safety Team.

 

We reserve the right to refuse service to anyone. In other words, if you are causing a problem, we can and will remove you from the convention and take your badge.

 

For more information, please see the Tokyo In Tulsa Code of Conduct.

 

Guest Autograph Session Rules

 

So that the most people can meet and get the signature of their favorite personality or performer, we have set these rules for all of our autograph sessions.

 

  • Tokyo in Tulsa cannot guarantee that you will receive an autograph.  Signatures are first come first served.
  • Do Not Cut In Line.
  • You cannot “Hold” a position in line for someone else.
  • Guests are stationed in small groups and each group has their own line.  This is to ensure that the most people can get Autographs.  Once you have the autograph(s) of one group, you will need to return to the back of the line to obtain signatures from one of the other groups.
  • Signatures are limited to two (2) items per person per Guest
  • You are limited to one (1) minute with each Guest.
  • Ask Permission before taking any photographs of or with a Guest.
  • Do not ask for Recordings or for a Guest to perform your favorite character voice.  Many of our guests are hired and paid based on the condition of their voice and they still have to go to work on Monday morning.  They may make it look easy, but performing is hard work and can place a strain or damage their vocal cords.
  • Please be courteous to Guests, staff and your fellow attendees.
  • If you have issue with a staff member, please report it to the Safety Desk in the North South Hallway.

 

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Cosplay Etiquette

 

Q. Want to take a picture of a cosplayer?

 

Ask, and ask politely, rather than snapping the picture covertly.  If they say no, then accept that the answer is no–don’t try to sneak the shot in anyway.  Also, look them in the eyes when you speak to them and not in the … well you know.

 

Q. Choose the right time.

 

If a cosplayer is eating or resting, please allow them their time to rest.

 

When taking photos, do your best not to block hall traffic … Makes it easier for other people to move around and less chance of a random person walking in front of your photo.

 

Q. What an awesome prop...grab?

 

This seems like it should go without saying, but there have been instances I have seen where people have actually run off with a friend’s prop or grabbed it and started playing with it, resulting in a break. Props can take a very, very long time to make and most tend to be fairly fragile. If a cosplayer says you can handle it, handle it with care. You wouldn’t want your props broken, so don’t do it to someone else.

 

Be respectful of others craftsmanship level.

 

Cosplay is not consent!!

 

Cosplayers, if you have an overly large cosplay weapon, it does not deserve its own seat during panels and events.

 

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Artist Bazaar

 

Q. What is the Tokyo in Tulsa Artist Bazaar?

 

Tokyo in Tulsa’s Artist Bazaar is a venue for artists, crafts, events, self promotion and special interests. Artists may sell anything that is related to their own personal hard work, craft or designs. It is not a place to sell manufactured items such as DVDs, keychains and plushies, etc.

Please keep in mind that if you are the creator of an online webcomic or writer/artist of your own creation and would like to promote it, the Exhibitor Area might be more suited for you!!

 

Q. How do I become an artist at TnT?

 

Beginning in 2017, the Tokyo in Tulsa Artist Bazaar will be 100% juried. As all applications will be reviewed, artists MUST submit a way to view their work - website, tumblr, facebook photo gallery, etc. Artists interested can apply here.

 

Q. How much does an artist table cost?

 

For 2017, each table in the artist bazaar is $175 plus applicable taxes and fees.

 

Tables are 8’ x 30” and come with 2 full weekend badges. A max of two (2) tables can be purchased. If additional badges are needed, they can be purchased for a discounted rate of $50/badge (max 4 per table purchased). Additional badges purchased on-site, day of convention will be regularly priced.

 

If access to an electrical outlet is required, artist must pre-purchase at a rate of $50. Additional badges and electrical fees will be invoiced separately after table purchase.

 

Q. Can there be more than one artist at a table?

 

Artists are more than welcome to share space in the Artist Bazaar; however, we must be informed prior to the convention.

 

Q. What if I have to cancel my table at TnT?

 

Refunds are offered as follows:

Prior to April 10     100% refund

April 11 - June 12     50% refund

After June 12      0% refund

 

Q. As an Art Bazaar attendee, can Tokyo In Tulsa help me with my table?

 

The short answer, no. As a part of the Art Bazaar, there is a reason we provide 2 badges and additional badges at a discounted price. As a rule, Tokyo in Tulsa is always short handed. We do not have the staff to help you with your table and run the convention. As an Artist, we ask that you bring sufficient staff to man and secure your tables.

 

Q. What are the hours of the Artist Bazaar?

 

For 2017, the Artist Bazaar will be open from 2p-8p Friday; 10a-8p Saturday; and 10a-5p on Sunday. Artists are expected to have their table covered during those times.

 

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Exhibitors

 

Q. What is an exhibitor?

 

An exhibitor is a merchant selling or promoting branded items. This space also includes our Partners, the convention charity, area conventions as well as interests groups such as local anime/manga clubs. We also welcome local/regional authors/artists who are strictly promoting a book/webcomic/etc.

 

All exhibitors receive one 8′ x 30″ table and a number of badges determined by exhibitor type.

 

The Exhibitor area will be located in Exhibit Hall A along with our Artist Bazaar participants and the Demo Arena. If you are an entity wishing to spread the word about your event or product, keep reading! If you are interested in being an exhibitor for Tokyo in Tulsa, please visit the Exhibitors Area page.

 

Q. Which type of exhibitor are you?

 

Type I – Partner

 

It takes a lot of time, effort, and money to make a convention like Tokyo in Tulsa run smoothly. Whether it’s financial backing or services rendered, our Partners help make it happen. This category is strictly for those that have a contract with Tokyo in Tulsa. If you are interested in becoming a Partner, please let us know via the contact form.

[cost: included in package; badges received: TBD]

 

Type II – Convention Charity

 

Each year Tokyo in Tulsa chooses an organization to donate the proceeds from designated events at the convention. Charities from previous years include Penny Arcade, Bikers Against Child Abuse (BACA), Chapter 61 Ministries/Truckers Against Trafficking, Japanese Relief through AmeriCare, Greenwood Cultural Center’s Kids Korner, and OpenArms Youth Project. The designated charity for 2016 is currently under discussion.

[cost: $0; badges received: TBD]

 

Type III – Non-Profit Organizations/Government or Educational Institutions

 

Tokyo in Tulsa is happy to provide space for any non-profit organizations and/or government/education institutions who would like to promote themselves. Please note: groups must be able to provide proof of non-profit status upon request.

[cost: $0; badges received: 2-4]

 

Type IV – Community Arts & Enrichment

 

Community Arts & Enrichment includes local/regional authors and artists as long as they are only promoting their items. Type IV exhibitors simply promoting their product may able to procure a space for $75; type IV exhibitors selling a branded product (no fan art) may procure a space for $150.  Community programs/events without a 501(c)(3) status would also fall into this category*.

[cost: $75/150; badges: 2]

 

Type V – Corporate

 

Corporate exhibitors are any other businesses that do not fall into the above categories.

[cost: contact for pricing; badges: TBD]

 

Q. How do I become an exhibitor at Tokyo in Tulsa?

 

The first step is to complete the 2016 Exhibitor Consideration Form.

Please note that completion of the form does not guarantee a spot in the Exhibitor Area. A formal offer will be sent via the email on file. Once an exhibitor has responded to accept that offer, an invoice will be sent out. All invoices must be paid within 48 hours or the exhibitor forfeits the space.

 

  • If access to an electrical outlet is required, a fee of $50 will be requested unless otherwise noted on invoice.

 

 

Q: What if I have to cancel my exhibitor space at TnT?

    • Refunds are offered as follows:
    • Prior to April 10     100% refund
    • April 11 - June 12     50% refund
    • After June 12      0% refund

 

* Conventions that are willing to trade booth/table space will be exempt from current pricing.

 

 

Vendors

 

 

Q. What is a vendor?

A vendor is a merchant that sells/offers pre-packaged items; however, the Tokyo in Tulsa Vendor Room may also contain Partner booths, as well as TnT guest-related booths.

 

Q. How do I become a vendor at TnT?

Spaces in the vendor room are invite-only. Tokyo in Tulsa does its best to balance variety and need, as well as try to ensure our vendors do the best they can do during the weekend.

 

To be considered for a space at the 2017 convention, please complete Vendor Consideration Form. All vendors must comply with the Tokyo in Tulsa Code of Conduct, including the Weapons Policy.

 

 

Q. How much does vendor space cost*?

 

  • July 20 - December 31    $700/booth
  • January 1 - June 12           $725/booth
  • After June 12                      $750/booth

 

Booths are 10’ x 10’ and come with 2 full weekend badges. A max of four (4) booths can be purchased. If additional badges are needed, they can be purchased along with booth space for a discounted rate of $45/badge (max 4 per booth purchased). Additional badges purchased on-site, day of convention will be regularly priced.

 

If access to an electrical outlet is required, vendor must pre-purchase at a rate of $50.

 

Q. What happens when a vendor receives an invitation?

 

All consideration forms will receive a reply, even if that vendor is not selected for the 2017 convention. Those that do receive an invite will be sent a link to register. Payment is due upon registration unless other arrangements have been made.

 

Q. What if I have to cancel my booth space at TnT?

 

Refunds are offered as follows:

  • Prior to April 10     100% refund
  • April 11 - June 12     50% refund
  • After June 12      0% refund

 

Q. What is Tokyo in Tulsa's Bootleg Policy?

 

Tokyo in Tulsa also has a very strict “No Piracy or Bootleg” policy.  Because of agreements and contracts signed, your Bootlegs have the potential of costing Tokyo in Tulsa money in form of fees and fines so we have instituted a no-tolerance and no-warning system.  If a vendor is found to be selling Pirated or Bootleg materials, they will be removed immediately.

 

Q. A vendor has sold me an item that I think is bootleg (poor quality).  What do I do?

 

Please bring the item that you have purchased to the Safety Team or a volunteer and let them know who you purchased the item from.  We have members of our staff who can identify Bootleg items properly (sorry guys, some legit manufacturers just suck) and take the appropriate actions.  We can not guarantee that you will get your money back but we will do what we can to help you.

 

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