Student Activities Center

Vendor Information

Wednesday, August 26, 2020
5:30 – 9 pm
Iowa State University
Great Hall, Memorial Union

Registration for WelcomeFest 2020 is now open. See Registration Options and How to Register below.

WelcomeFest provides local businesses and community organizations from the Ames community, along with ISU departments, an opportunity to engage with ISU students and showcase their services. Student organizations have a similar opportunity at ClubFest.  

WelcomeFest attracts thousands of 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, July 31; $250 starting Saturday, August 1

  • 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 and hyperlinked on the WelcomeFest website​​​​​​​

Cardinal Sponsorship (Limited Availability) - $300 until Friday, July 31; $400 starting Saturday, August 1

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

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

  • 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 Memorial Union parking ramp included with this registration, and 1 additional parking pass for each standard registration purchased after that.

Gold Sponsorship (Limited Availability) - $500 until Friday, July 31; $600 starting Saturday, August 1

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

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

  • 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 noon-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 Memorial Union parking ramp included with this registration, and 1 additional parking pass for each standard registration purchased after that.

  • Access to a VIP room with snacks and bottled water from 4-9pm. Snacks and bottled water may also be delivered to your table upon request.

Virtual Registration - $100

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

  • Opportunity to provide a flyer, info sheet, or small swag item in advance to be added to bags passed out to attendees

Virtual Sponsorship (Limited Availability) - $300

  • Premier logo and link placement on all digital WelcomeFest promotions, including the WelcomeFest webpage; a mass email sent out to all students; and signage at the event.

  • Opportunity to provide a flyer, info sheet, or small swag item in advance to be added to bags passed out to attendees.

  • 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.

 

*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 Wednesday, August 5. Logos received after this date will not be included on any advertisements.

How to Register

Vendors can register online via MidwesTIX. Mail-in registrations will also be accepted. Every booth registration is subject to a $2 MidwesTIX fee.

  • Online Registration: Register Here

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

    • 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.

      • 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.

  • 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.)

    • 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. 

  • To reduce congestion, booth set-up will occur in shifts from noon-5:30pm on the day of the event (more info on how to sign up for your booth set-up shift will be sent out after we receive your registration). Tear-down and load-out will be from 9 - 9:30pm the same evening.

 Display Information

  • To prioritize the health and well-being of all those in attendance, all vendors must adhere to the event's COVID-19 Precautions.

  • Each registrant will receive one six foot table and one chair. If you need more than six feet you will need to purchase additional 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. Note that only pre-packaged food items will be allowed to be distributed this year due to COVID-19 precautions. 

  • 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 and promotional items, 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.

COVID-19 Precautions

To help mitigate the risk of COVID-19 transmission, the following restrictions will apply to all vendors registered for the event:

  • Vendors may have a maximum of two people present per each table that is purchased (e.g. if you purchase two tables, up to four people will be allowed to staff those tables at the event).

  • All vendors will be required to wear a face covering or face shield that covers the nose and mouth while staffing their table at the event. Vendors will be asked to maintain social distancing when possible throughout the event.

  • Only pre-packaged food will be allowed to be distributed. 

  • All students attending the event will be required to wear face coverings or face shields as well.

 Other Information

  • All fees are non-refundable, with the following exception: If Student Activities is forced to cancel the event due to COVID-19 concerns or other issues, registration and sponsorship fees will be refunded minus applicable MidwesTIX processing fees.

  • 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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