2019 Craft or Non-Food Vendor Application

Print
Press Enter to show all options, press Tab go to next option

Call 432-335-4683 to pay Booth Fee with credit card or mail check to address listed on form below.

Please correct the field(s) marked in red below:

1

New this year, Downtown Odessa, Inc. is using a common application for all events. You may either submit an application for each event individually whenever you know you are able to commit to the event, or you may submit multiple events on one application if you know your schedule far enough in advance.

Dates:

  • October 31 - Night of Light * (Load in: As early as 3pm, Booth Setup Complete: 5pm, Event: 6pm-9pm)
  • November 30 - Winter Fest Weekend 1 / Santa's Small Business Saturday Workshop (Times TBD)
  • December 7 - Winter Fest Weekend 2 / Gingerbread Rock (Pre-Parade of Lights Festival) (Times TBD)
  • December 14 Winter Fest Weekend 3 / Staycation Weekend (Times TBD)
  • December 21 Winter Fest Weekend 4 / Sno-dessa Weekend (Times TBD)
  • December 28 Winter Fest Weekend 5 / Merry-achi Weekend (Times TBD)

* Night of Light has an additional fee and certain restrictions not found at other events due to high attendance

 

Fees: Booth fee is $200 for Night of Light (a non-refundable $100 fee and a $100 refundable* deposit) and only the $100 refundable deposit for any Winter Fest weekend. This fee will be returned to you 1 week after your event or may be rolled over to your next event with us if you meet the following conditions: 1. do not cancel your participation within 2 weeks of the event date, 2. have arrived and are prepared at the communicated time, 3. do not cause damage to your area/city property at the event, 4. do not leave trash and litter on your area, 5. remain open for the entirety of the event (unless you sell out of product).

Your deposit must be received at least 2 weeks in advance of earliest event for which you are applying. Check or money order must be payable to Downtown Odessa, Inc., credit card is accepted in our office or over the phone, and cash is accepted in our office.

 

 Booth space: Individual 10’ x 20’ spaces will be allocated to each vendor. Vendors will be responsible for furnishing their own set-up, including tables and chairs, etc. No items may extend more than two feet from your booth or visually block the booth next to you.

For most events, all trailers must be unhitched and personal/tow vehicles removed from the event area and parked in a legal parking area. This will be specified in an informational email you'll receive in advance of the event.

A MANDATORY meeting will take place the week before each event; your organization must have a representative at this meeting or make arrangements for a private meeting to go over information.

 

Electrical outlets: Vendors will be responsible for their own electrical and lighting needs, as necessary.

 

Set Up/Move Out/Cleanup: Load in and setup times will be communicated with you in writing in advance of the event. All private vehicles must be out of event area 2 hours before the event begins. A representative must remain in your booth at all times until closing. All vendors need to secure merchandise during the hours of set up, event and tear down. Downtown Odessa, Inc. is not responsible for any lost or damaged items, equipment, or personal property. You are responsible for cleanup of your area during and after the festival. Any dumping of grease will result in a fine. Any damage to public space, trees, electrical outlets, etc. will be the responsibility of the vendor. 

 

Location: Vendor spaces will be assigned communicated in an informational email before the event and at the mandatory meeting that takes place during the week of the event.

 

Insurance: Vendors must provide a copy of their of general liability insurance ($500,000 minimum) with Downtown Odessa, Inc. and the City of Odessa listed as Additional Insured by event day. Vendor will not be allowed on grounds without appropriate insurance certificate on file with Downtown Odessa, Inc.

 

MAKE ALL CHECKS OR MONEY ORDERS PAYABLE TO DOWNTOWN ODESSA, INC. Cash is accepted in the Downtown Odessa office only. Do not mail cash. Mail checks or money orders to: Downtown Odessa, Inc. P.O. Box 4398, Odessa, TX 79760. Credit cards are also accepted in office or over the phone.

 

 Thank you for reviewing our invitation – we look forward to hosting you and promoting your business!

 

Please select the events below for which you'd like to be a vendor:

 *
New this year, Downtown Odessa, Inc. is using a common application for all events. You may either submit an application for each event individually whenever you know you are able to commit to the event, or you may submit multiple events on one application if you know your schedule far enough in advance. Dates: October 31 - Night of Light * (Load in: As early as 3pm, Booth Setup Complete: 5pm, Event: 6pm-9pm) November 30 - Winter Fest Weekend 1 / Santa's Small Business Saturday Workshop (Times TBD) December 7 - Winter Fest Weekend 2 / Gingerbread Rock (Pre-Parade of Lights Festival) (Times TBD) December 14 - Winter Fest Weekend 3 / Staycation Weekend (Times TBD) December 21 - Winter Fest Weekend 4 / Sno-dessa Weekend (Times TBD) December 28 - Winter Fest Weekend 5 / Merry-achi Weekend (Times TBD) * Night of Light has an additional fee and certain restrictions not found at other events due to high attendance Fees: Booth fee is $200 for Night of Light (a non-refundable $100 fee and a $100 refundable* deposit) and only the $100 refundable deposit for any Winter Fest weekend. This fee will be returned to you 1 week after your event or may be rolled over to your next event with us if you meet the following conditions: 1. do not cancel your participation within 2 weeks of the event date, 2. have arrived and are prepared at the communicated time, 3. do not cause damage to your area/city property at the event, 4. do not leave trash and litter on your area, 5. remain open for the entirety of the event (unless you sell out of product). Your deposit must be received at least 2 weeks in advance of earliest event for which you are applying. Check or money order must be payable to Downtown Odessa, Inc., credit card is accepted in our office or over the phone, and cash is accepted in our office. Booth space: Individual 10’ x 20’ spaces will be allocated to each vendor. Vendors will be responsible for furnishing their own set-up, including tables and chairs, etc. No items may extend more than two feet from your booth or visually block the booth next to you. For most events, all trailers must be unhitched and personal/tow vehicles removed from the event area and parked in a legal parking area. This will be specified in an informational email you'll receive in advance of the event. A MANDATORY meeting will take place the week before each event; your organization must have a representative at this meeting or make arrangements for a private meeting to go over information. Electrical outlets: Vendors will be responsible for their own electrical and lighting needs, as necessary. Set Up/Move Out/Cleanup: Load in and setup times will be communicated with you in writing in advance of the event. All private vehicles must be out of event area 2 hours before the event begins. A representative must remain in your booth at all times until closing. All vendors need to secure merchandise during the hours of set up, event and tear down. Downtown Odessa, Inc. is not responsible for any lost or damaged items, equipment, or personal property. You are responsible for cleanup of your area during and after the festival. Any dumping of grease will result in a fine. Any damage to public space, trees, electrical outlets, etc. will be the responsibility of the vendor. Location: Vendor spaces will be assigned communicated in an informational email before the event and at the mandatory meeting that takes place during the week of the event. Insurance: Vendors must provide a copy of their of general liability insurance ($500,000 minimum) with Downtown Odessa, Inc. and the City of Odessa listed as Additional Insured by event day. Vendor will not be allowed on grounds without appropriate insurance certificate on file with Downtown Odessa, Inc. MAKE ALL CHECKS OR MONEY ORDERS PAYABLE TO DOWNTOWN ODESSA, INC. Cash is accepted in the Downtown Odessa office only. Do not mail cash. Mail checks or money orders to: Downtown Odessa, Inc. P.O. Box 4398, Odessa, TX 79760. Credit cards are also accepted in office or over the phone. Thank you for reviewing our invitation – we look forward to hosting you and promoting your business! Please select the events below for which you'd like to be a vendor:
2
Name of Vendor/Business:
 *
3
Contact Person
 *
4
Email Address
 *
5
Mailing Address
 *
Mailing Address
6
Daytime Phone Number
 *
7
Evening Phone Number
8

Please Describe What you Will be Selling

 *
9

Do you Accept Credit Cards or Cash Only?

 *
10

Do you Want your Deposit Refunded After Each Event or Would you Want Downtown Odessa to Automatically Roll your Deposit from one Event to the Next One for Which you Sign Up?

 *
11

I understand the following:

1. Downtown Odessa Inc., the City of Odessa, our partner organizations, or any volunteer associated with each event is not responsible for any personal injuries, fines, fees, or property damage that may directly or indirectly occur as a result of participating in the event.

2. Participation Deposit is refundable if you comply with all terms and may be rolled from one event to the next or refunded back to your original form of payment 1 week after the conclusion of the event. Deposit must be paid before any marketing will occur. Payment can be made with credit card by calling 432-335-4683, checks that are made payable to Downtown Odessa, Inc. may be mailed to PO Box 4398, Odessa, TX 79760, or any form of payment is accepted in our office, 119 W. 4th Street, Suite 103, Odessa, TX 79761.

 *
12

Vendors will obey all safety, health and sanitation laws and regulations of the State of Texas, County of Ector and the City of Odessa.  The Ector County Health Department may impose additional requirements to protect against health hazards related to the temporary food service establishment, may prohibit the sale of some potentially hazardous food and where no health hazard will result, may waive or modify requirements of these rules.

  1. Vendor must be open during all hours of the festival.

  2.  Only approved items submitted on the application form may be sold at the event. All products must be appropriate for a festive, family event. The only food items that may be sold from a Non-Food Vendor Booth are pre-packaged food items (spices, dips, jellies, candy, ect.). Merchandise exclusivity is not guaranteed; other vendors may be permitted to sell similar items. Vendor retains 100% of sales, and is responsible for paying all applicable taxes and fees.

  3. Vendors may sell only approved items. No Alcohol will be sold by any vendor. Water or soft drinks may be sold by vendors.

    Novelty items must be pre-approved by Downtown Odessa, Inc.

  4. Every booth must contain an up-to-date working fire extinguisher. In the event of a heavy rainstorm, we will cut electricity to the booths in order to maintain a safe environment.

  5. Vendors requiring ice should make their own arrangements. Ice on site is not available to vendors.

  6.  No amplification device such as microphones, bullhorns or loudspeakers shall be used by vendors.

  7.  Vendors must stay within the confines of their booths to distribute their wares. No product or service information shall be communicated on the streets, curbs, or business areas.

  8.  Booth locations will be assigned about one (1) week prior to the event. Booth placement will be assigned to best benefit the event and all of its participants, as determined by Downtown Odessa, Inc. staff.

 *
  1. To receive a copy of your submission, please fill out your email address below and submit.

    Free viewers are required for some of the attached documents.
    They can be downloaded by clicking on the icons below.

    Acrobat Reader Download Acrobat Reader Flash Player Download Flash Player Windows Media Player Download Windows Media Player Microsoft Silverlight Download Microsoft Silverlight Word Viewer Download Word Viewer Excel Viewer Download Excel Viewer PowerPoint Viewer Download PowerPoint Viewer