Student Activities Center

Vendor Information

Wednesday, August 28, 2019
5:30 – 8:30pm
Iowa State University
Great Hall, Memorial Union

Registration for WelcomeFest 2019 is now open. See Registration Options and How to Register below.

Once a year, the Student Activities Center at Iowa State University holds WelcomeFest for students to experience Ames local businesses, community organizations and ISU departments. Student Organizations have a similar opportunity at ClubFest.  

WelcomeFest attracts over 4,000 students, and 100+ businesses and departments. This event gives you the opportunity to promote your services, goods and employment opportunities, and welcome students to our community.

Registration Options

Standard Registration - $150 until Friday, June 28; $250 after Friday, June 28

  • One booth with access to electricity if needed (must indicate on the registration form).

  • One parking pass for the Memorial Union parking ramp.

  • Name of business, organization, or department listed on the WelcomeFest website.

Cardinal Sponsorship (Limited Availability) - $300 until Friday, June 28; $400 after Friday, June 28

  • One booth with access to electricity if needed (must indicate on the registration form).

  • Primary placement in the Great Hall by the entrance used by students.

  • Logo* included on all WelcomeFest promotions, including posters on campus and in the Ames community; the WelcomeFest webpage; a mass email sent out to all students; and signage at the event.

  • 2 parking passes for the booth included with this registration, and 1 parking pass for each additional booth purchased after that.

Gold Sponsorship (Limited Availability) - $500 until Friday, June 28; $600 after Friday, June 28

  • One booth with access to electricity if needed (must indicate on the registration form)

  • Premier placement in the Great Hall by the entrance used by students.

  • Premier logo* and link placement on all WelcomeFest promotions, including posters on campus and in the Ames community; the WelcomeFest webpage; a mass email sent out to all students; and signage at the event.

  • Digital promotions throughout the MU and in the Great Hall on the day of the event.

  • Social media shout-outs through MU accounts leading up to the event.

  • Curb-side supply drop-off from 12-4pm on the day of the event. Supplies will be placed on your table in the Great Hall for your convenience.

  • 3 parking passes for the booth included with this registration, and 1 parking pass for each additional booth purchased after that.

  • Access to a VIP room with snacks and bottled water from 4-9pm
     

*A high-res logo (300 dpi or greater, saved as a PNG file with a transparent background) is required. Logos must be e-mailed to welcomefest@iastate.edu no later than Friday, July 19. Logos received after this date will not be included on any advertisements.

How to Register

We are excited to offer a new, convenient way for vendors to register online via MidwesTIX. However, in-person and mail-in registrations will also be accepted.

  • Online registration through Midwestix: Register Here

    • A 3% convenience fee is added to all online registrations.

    • Each booth registration is subject to a $2 MidwesTIX fee.

    • One booth is included with each registration option. If you need to purchase additional booth spaces, you will need to add those as additional "Standard Registrations" to your purchase. See examples below:

      • Example 1) You would like to purchase a Standard Registration and have a total of 6 tables at the event. You will need to select 6 "Standard Registrations" on the MidwesTIX registration page.

      • Example 2) You would like to purchase a Cardinal Sponsorship and have a total of 5 tables at the event. You will need to select 1 "Cardinal Sponsorship" and 4 "Standard Registrations" on the MidwesTIX registration page.

  • In-person registration

    • Fill out and print the Offline Vendor Registration Form. (This form is an Excel document and will automatically calculate your total payment. Please fill it out BEFORE printing.)

    • Each booth registration is subject to a $2 MidwesTIX fee.

    • Bring both the form and your registration payment in the form of a check, credit card, or intramural (ISU departments only), to the Student Activities Center in the East Student Office Space of the Memorial Union (right across from Panda Express) between 7:30am and 4pm.

  • Mail-in registration

    • Fill out and print the Offline Vendor Registration Form(This form is an Excel document and will automatically calculate your total payment. Please fill it out BEFORE printing.)

    • Each booth registration is subject to a $2 MidwesTIX fee.

    • Mail the form and a check made out to the "ISU Student Activities Center" to the address listed below

      • Student Activities Center
        1560 Memorial Union
        East Student Office Space
        Ames, IA 50014

Booth Information

  • Booths will be assigned on a first-paid, first-served basis. 

  • Booth set-up will be from 4–5:30pm on Wednesday, August 28. Tear-down and load-out will be from 8:30 – 9pm the same evening.

 Display Information

  • Each registrant will receive one six foot table and one chair. If you need more than six feet you will need to purchase two spaces. Displays cannot extend beyond six feet in one space.

  • Displays must comply with fire code and safety restrictions. If we have concerns about your display, we will notify you immediately and work out an alternative solution.

  • Please let us know what freebies you are handing out so we can insure that they follow our standards for this event.

  • If you choose to give out food samples, you must be licensed and insured. Additional paperwork will be required for samples that are cooked by the restaurant or business.  Contact us at welcomefest@iastate.edu if you are interested in handing out samples.

  • WelcomeFest is advertised as a FREE event to students. Selling foods/services/products at the booths is NOT allowed, but you may give away samples, employment applications, invitations or information in regards to the products/services you offer to the ISU community. Credit card solicitation is prohibited at Iowa State University.

  • Electricity is limited to a first-registered-first served basis. Please bring your own extension cords.

 Other Information

  • All fees are non-refundable.

  • For questions contact Katie Haygood or Brigitte Milhous at (515) 294-8081 or welcomefest@iastate.edu. We look forward to your participation in welcoming ISU students to our community!

 

 

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