Exhibitor Policies and Information
These policies are for non-merchant exhibitors. If you wish to sell items at the festival, please click here for Merchant and Vendor Policies. 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 your work. 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 approximately 400 attendees at our November New Story Experience and between 1,000-2,000 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.
We offer two options for exhibiting at our March festival: a table in our indoor Exhibit Hall & Bookstore (located in the Huston-Tillotson gymnasium) OR an outdoor (i.e. higher traffic) 10’x10’ space for an exhibit booth (you must supply your own tent and table).
Because we desire to support smaller (i.e. low budget) nonprofits and small local 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.
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), AND a FREE indoor exhibitor table and one free ticket for our November 3 preview New Story Experience. If you need more tickets to run your booth, please make a note of it on your application.
We also ask that all of our exhibitors help 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 sponsor. Sponsorship details available in our Sponsorship Opportunities Guide. Contact email@example.com if interested.
Once your application is accepted, information regarding payment of booth fee will be emailed to you. The deadline for submitting an application is January 31, 2019. Any applications submitted after this date will be subject to a $50 late fee. All fees go to New Story Festival, LLC.
Space & Schedule
Depending on the option purchased, exhibitors receive a 2.5’ x 4’ table in the Huston-Tillotson gymnasium (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, table, chairs, and fixtures. 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 9:00 am. Any site that is not occupied by 2pm 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 begins Monday morning and vendors should be off site by Monday, April 1 at noon. Vendors may request special permission if they prefer to pack-out late Sunday evening (March 31) instead, though we ask that vendors stay at least until the end of our main stage program at 10pm that evening.
Exhibitors attending the New Story Experience will be provided with a 2.5’ x 4’ table in the Davage-Durden Student Union building. Exhibitors may arrive between 8-9am on Saturday, November 3 and should expect to stay until at least the closing session beginning at 7pm that evening.
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.
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, 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 may not sell items (click here for Merchandise Vendor policies if interested in vending), but may distribute 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. No exhibitor may distribute food or beverages (including alcohol), weapons, or other controlled substances. 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.
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 firstname.lastname@example.org.