Exhibitor & Vendor Policies and Information

These policies are for NON-Food or Beverage vendors. If you wish to sell food or beverages, please visit this page instead.

Please read the policies and information before submitting your application.

Invitation

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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.

Estimated Attendance

We are expecting between 1000-2000 attendees at the New Story Festival in September. While we are confident that the New Story Festival presents ample opportunity for exhibitors, the Festival cannot warrant or guarantee any particular results from exhibiting at the New Story Festival nor can it guarantee any particular number of attendees during the event.

Pricing

Regular exhibitors and vendors may purchase a space in our outdoor Vendor Village in the center of campus near the main stage. Fees include transferable festival passes for your staff, one 6’ or 8’ table, two chairs, and water barrels/rope for staking your pop-up canopy tent (required by Huston Tillotson). Fees are as follows:

  • 10’x10’ space + 2 passes -  $400

  • 10x20 space + 3 passes -  $750

  • 20x20 space + 4 passes -  $1450 

PLEASE NOTE: ALL exhibitors in the outdoor Vendor Village must provide their own pop-up canopy tents OR may opt to rent a 10x10 pop-up tent (with sidewalls) from the New Story Festival for $100 or a 10x20 pop-up tent (with sidewalls) for $150.

DISCOUNT FEES

We offer discount options for low budget non-profits, local artisans, small/start-up social enterprises, and Compassionate Austin Co-op Members.  (Festival staff will make the final determination as to which category your organization or business falls into.) We offer two discount options:

  • A table in our indoor Exhibit Hall & Bookstore located in the Huston-Tillotson Student Union - $150
    Includes one transferable festival pass,  a 4’ or 6’ table, one chair, and free access to electricity if requested.
    (Limited Availability - not open to Compassionate Austin Coop members unless you already fall into one of the other discount categories - i.e. a small non-profit, artisan, or social enterprise.)

  • A 10’x10’ space for an exhibit booth in our outdoor Vendor Village - $250
    Includes one transferable festival pass, a 6’ or 8’ table, one chair, and water barrels/rope for staking your pop-up canopy tent (required by Huston Tillotson). We expect there to be MUCH greater foot traffic in the outdoor exhibitor areas

SOCIAL MEDIA PROMOTION

ALL exhibitors will have their logo and clickable link listed in the Festival Partners section of  our website, and your logo included in our souvenir print program! We ask all of our exhibitors and vendors to similarly promote the festival through your own social media channels as often and enthusiastically as possible. If you wish to access even more promotional benefits for your business, higher levels of cash sponsorship are available. Details are available in our Sponsorship Opportunities Guide  or contact sponsors@newstoryfestival.com for more information.

HIGHER LEVEL SPONSORS & PROGRAM CONTRIBUTORS

If you are already sponsoring the festival at a higher level (whether cash or in-kind), your exhibitor space is likely included and no additional exhibitor fees are required. Check your sponsorship agreement to confirm and fill out the special exhibitor form that was emailed to you upon completion of your contract.

Confirmed Program Contributors are also eligible for a free outdoors exhibitor space (or indoors for as long as space is available). If you selected this benefit when submitting your proposal, you will be sent a link to a special exhibitor form upon acceptance of your submission.

TENTS & ELECTRICITY

ALL exhibitors in the outdoor Vendor Village must provide their own pop-up canopy tents OR may opt to rent a 10x10 pop-up tent (with sidewalls) from the New Story Festival for $100 or a 10x20 pop-up tent (with sidewalls) for $150. Electricity for outdoor exhibitors is also available for an additional fee of $25 (electricity is included for indoor exhibitors). You are also welcome to bring your own portable sources of power (e.g. a small, quiet generator or car battery). Please note that evening mainstage events run past dusk on both Friday and Saturday evenings, and you will need to supply your own lighting if you wish to continue staffing your exhibit after dark.

Wifi will be available on campus for no additional fee.

Space & Schedule

Booth fixtures must not obstruct walkways or entry to other booths. Each exhibitor/vendor must keep their site clean with all debris removed, and all trash and recycling placed in trash receptacles and recycling bins. Once spots have been designated, there can be no switching without the permission of the Exhibitor Coordinator (exhibitors@newstoryfestival.com).

SETUP

Setup will on Friday, September 25, 2020, from Noon to 4pm. Any site that is not occupied by 3:00 pm on Friday, September 25, 2020, is considered forfeited and the Festival may use it for any other purpose. If you need to arrive after this time, you must make arrangements at least 48 hours in advance with the Exhibitor Coordinator.

You may bring your vehicle onto campus via the Chicon St entrance to unload. However, once items for your booth/table are unloaded to your space, you will need to move all vehicles to the general parking lots on the corners of 8th St and Chalmers Ave.

HOURS OF OPERATION

The festival is open during the following hours:

  • 4-9 PM on Friday, September 25

  • 10 AM-9 PM on Saturday, September 26

  • 9 AM- 2 PM on Sunday, September 27 

While we encourage exhibitors and vendors to staff their booth throughout the entire festival, you are free to come and go as you choose, and leave your booth unattended if you so desire. The Festival is not responsible for any loss that may occur due to unattended booths.

BREAKDOWN

We ask that exhibitors and vendors stay until the close of our main stage program at 2:00 pm on Sunday, September 27. Breakdown will begin immediately after closing ceremonies. Exhibitors and vendors must be off site by 5pm on Sunday, September 27. Any items left behind at that point will become festival property.

SECURITY

While the Festival site at Huston-Tillotson University is relatively secure (and guarded overnight), each exhibitor/vendor has full responsibility for the security of their property and booth contents and fixtures at all times.

ELECTRICITY AND 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.

WEATHER PLAN AND INABILITY TO PERFORM

In the case of inclement weather, we will do our best to move exhibitors into indoor table spaces for as long as necessary, though this is subject to availability and we cannot guarantee that spaces will be found for all exhibitors.

If Festival staff should elect not to or are prevented from hosting the Festival or cannot permit the Exhibitor or Vendor to occupy a space due to circumstances beyond the Festival or Exhibitor’s or Vendor’s control, including but not limited to Acts of God, the Festival will refund to the Exhibitor or Vendor the amount of rental paid. Should such occurrences happen during the Festival, the Exhibitor or Vendor will receive a pro-rated refund. After refund, the Festival shall have no other obligation or liability to the Exhibitor or Vendor.

General POLICIES

RESTRICTED ITEMS

Exhibitors and non-food/drink vendors may NOT sell 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 and vendors may give away free items, but food and drink give-aways may only be small samples, not whole items. Exhibitors and vendors may not sell or distribute any illegal items or weapons of any kind. Any items sold or distributed 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 or vendor not to display or distribute certain items, take certain actions, or speak in certain ways that we consider not to be consistent with the values of the New Story Festival. 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 fees.

INSURANCE & LIABILITY

Each exhibitor/vendor also has full responsibility for the safety and conduct of themselves and their workers and the festival attendees affected by their interactions while at the festival. During the application process, all exhibitors and vendors will be required to sign a waiver accepting full responsibility for all such risk and releasing New Story Festival from responsibility.

All exhibitors and vendors are encouraged to obtain Special Event insurance naming New Story Festival, LLC as the co-insured. Proof of liability insurance naming New Story Festival, LLC as co-insured WILL BE required from all exhibitors and vendors who are providing samples intended for bodily consumption or application (e.g. food/drink samples, oils, scents, etc.) or providing services that involve touching festival attendees (e.g. massage, acupuncture, etc.). 

TAXES

All applicable taxes are the responsibility of the exhibitor. All exhibitors selling products or services must display their Sales and Use Tax Permit in the manner required by Texas law and must provide the Festival with their 11-digit Texas State Sales and Use Tax ID during the application process.

INTERPRETATION & ENFORCEMENT

Festival staff shall have full power in the interpretation and enforcement of all policies described herein 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.

Application

If you wish to exhibit or vend at the 2020 New Story Festival, you are warmly invited complete an Exhibitor/Vendor Application. Once your application is accepted, a contract and invoice will be emailed to you. The deadline for submitting an application is September 1, 2020.

If you have any questions please email our Exhibitor Coordinator, Claire Corrigan, at exhibitors@newstoryfestival.com.