Exhibitor & Vendor Policies and Information
Please read the policies and information before submitting your application.
The New Story Festival is a fantastic opportunity to get your organization in front of a highly engaged audience with an intrinsic interest in what you do. We are eager to develop a mutually rewarding relationship with non-profits and other organizations oriented toward the social good that amplifies and supports the work you are doing. All organizations wishing to exhibit at the New Story Festival and that are in alignment with our ethical commitments are welcome to apply.
We are expecting between 500-1000 attendees at the New Story Festival in March. While we are confident that the New Story Festival presents ample opportunity for exhibitors, the Festival does not warrant or guarantee any particular results from exhibiting at the New Story Festival nor does it guarantee any particular number of attendees during the event.
Click here for the Exhibitor/Vendor Application
INDOOR EXHIBIT HALL TABLES ARE NOW SOLD OUT! - We offer two options for exhibiting/vending at our March festival: a table in our indoor Exhibit Hall & Bookstore located in the Huston-Tillotson Student Union (NO LONGER AVAILABLE) OR an outdoor 10’x10’ space for an exhibit booth in the center of campus near our main stage. (Note: we expect there to be MUCH greater foot traffic in the outdoor exhibitor areas.) Outdoor exhibitors/vendors MUST supply their own tent. (If you don’t already have one, options include renting one at https://partyrentaltx.com/ for $40, purchasing one (~$100), or finding someone in your network to loan you one. If you need to ship your tent to Austin ahead of time, you may send it to: New Story Festival, 2607 Redleaf Ln, Austin, TX 78745.)
Because we desire to support smaller (i.e. low budget) nonprofits, local artisans, and small social enterprises, we offer two tiers of pricing depending on the size of your organization. Festival staff will make the final determination which category your organization or business falls into. (Note: Healing Arts vendors will receive a free booth in exchange for their services, see below for details.)
Members of the Compassionate Austin Co-op are also eligible for the discount pricing above.
Your fee includes your exhibitor space, weekend pass(es) for the March festival (one pass for the discounted rate, two passes for exhibitors paying the standard price). If you need more tickets to run your booth, please make a note of it on your application.
PLEASE NOTE: If you are already sponsoring the festival at a higher level (whether cash or in-kind), your exhibitor space is likely included. Check your sponsorship contract to confirm. ALSO, Program Contributors are eligible for a free exhibitor space of either kind they prefer.
We also ask all of our exhibitors to promote the festival through your own social media channels, as we will do for your business as well, including listing you on our website and in the souvenir program. If you wish to access even more promotional benefits for your business, please consider becoming a festival cash sponsor. Sponsorship details available in our Sponsorship Opportunities Guide. Contact firstname.lastname@example.org if interested.
Once your application is accepted, information regarding payment of fees will be emailed to you. The deadline for submitting an application is March 22, 2019. All fees are payable to New Story Festival, LLC.
HEALING ARTS PRACTITIONERS
We are also looking for practitioners in the healing arts (e.g. massage, Reiki, acupuncture, spiritual direction, life coaching, etc.) willing to offer 6-8 hours of their services free to festival attendees in exchange for FREE outdoor exhibitor space, advertising for your practice through the Festival website and program, and one free festival pass. If you are able to supply your own 10x10 pop-up tent, then you will be able to use it as your dedicated exhibit & practice space. If you would like the festival to supply you with a tent, you may be asked to share the space with similar practitioners. If you are interested in offering these services during the festival, please fill out the Exhibitor Application and the choose the options relevant to your services.
Space & Schedule
Depending on the option purchased, exhibitors receive a 2.5’ x 4’ table inside the Huston-Tillotson Student Union building (table sizes may vary) OR a 10×10 outdoor space on the grass along one of the walkways in the central quad on campus. Indoor exhibitors will be provided with their table and one chair. Outdoor exhibitors are responsible for providing their own tent and fixtures. A table and two chairs will be provided. Booth fixtures shall not obstruct walkways or entry to other booths. Each exhibitor must keep their site clean with all debris removed, and all trash and recycling placed in trash receptacles and recycling bins upon departure. Once spots have been designated, there can be no switching without the permission of the exhibitor coordinator.
Once your table/booth is set up, you will need to move all other vehicles to the staff and exhibitor lot.
Setup begins on Friday, March 29 at 11:00 am. Any site that is not occupied by 3pm on Friday, March 29 is considered forfeited and the Festival may use it for any other purpose. If a vendor plans to arrive after this time they must make arrangements with the exhibitor/vendor coordinator at least 24 hours in advance.
Breakdown will begin around 9pm Sunday evening, or may also be done Monday morning, April 1, between 9am-Noon. Exhibitors must be off site by noon on Monday, April 1. We ask that vendors stay at least until the end of our main stage program at 9pm that evening.
If you need to ship any items ahead of time, send to: c/o Mike Clawson, New Story Festival, 2607 Redleaf Ln, Austin, TX 78745
Electricity & Wifi
Electricity is available at booths for an additional $25. If needed, please note this on your application. You are also welcome to bring your own portable sources of power (e.g. a small, quiet generator or car battery). Wifi will also be available on the campus for no additional fee. Please note, that the festival runs until several hours after sunset each evening, and you will need to supply your own lighting if you wish to continue staffing it after dusk.
Inability to Perform
If Festival staff should elect not to or are prevented from hosting the Festival, or cannot permit the Exhibitor to occupy a space due to circumstances beyond the Festival or Exhibitor’s control, including but not limited to Acts of God, Festival will refund to Exhibitor the amount of rental paid. Should such occurrences happen during the Festival, Exhibitor will receive a pro-rated refund. After refund, the Festival shall have no other obligation or liability to the Exhibitor.
While the Festival site at Huston-Tillotson University is relatively secure (and guarded overnight), each exhibitor has full responsibility for the security of his or her property and booth at all times. Each exhibitor also has full responsibility of workers while at the festival. Exhibitors assume liability for any claims or damages resulting from their booth/fixtures.
Exhibitors and non-food/drink vendors may NOT sell or give-away food or beverages of any kind, including alcohol or other controlled substances. If interested in selling food or drink, please see our separate policies for Food/Drink Vendors. Exhibitors may give away other kinds of free items. Items must be in keeping with the values of the New Story Festival and may not promote hate or violence to individuals or groups. We reserve the right to ask any exhibitor not to display or distribute certain items. If an exhibitor chooses not to comply with any such request, the Festival may ask you to leave the premises without refunding your booth and/or table fee.
All applicable taxes are the responsibility of the vendor.
Festival staff shall have full power in the interpretation and enforcement of all policies contained in this agreement and may make additional policies as necessary for the proper conduct of the Festival. You must accept all of the above policies in order to submit an application.
If you have any questions please email our Exhibitor Coordinator, email@example.com.