Westfest Non-Profit Food Vendor Application 2025
Food Vendor Hours
Friday, August 29, 2025 -- 5pm-9pm
Saturday, August 30 2025 -- 11am-11pm
Sunday, August 31, 2025 -- 11am-11pm
Food Vendor Rules and Regulations
1. Booth space charge will be $235.00 for a 10'x10' space. (School organizations will be charged $120.00.) Double Booth is $445.00.
2. Approval of vendor's food(s) will be given by the Board of Directors of Westfest, Inc.
3. All booths must be operated by the original renter. No sub-leasing to a second party is allowed.
4. Food booths must stay open until at least 11:00 p.m. all three days of the Festival.5. Electrical outlets (4) will be furnished.
6. Booths should be constructed and set up by Thursday, August 28, 2025, and must be completely ready and stocked by 4:30 p.m. on Friday, September 29, 2025 and 9:00 a.m. on Saturday, August 30, 2025, as well as on Sunday, August 31, 2025. All vehicles must be removed from the immediate Westfest area and parked in an approved parking lot by these times.
7. Payment for the total amount of booth space rental, booth storage fee (if applicable), WIFI service, Air Conditioner power and fee for liability insurance (if applicable) must be made no later than July 15, 2025.8. Refunds for organizations deciding not to participate will be made up to August 15, 2025. Any cancellation after August 15, 2025 will not receive a refund.9. Unless you receive approval from the Board of Directors of Westfest to serve additional items, you may only serve foods that are listed on your application. The Board of Directors will review all applications prior to approval and assignment in order to prevent too many of one food being sold.10. The Board of Directors may at any time authorize additional booth spaces for which applications will be made available.11. Soft drinks will be reserved for school groups. Only plastic bottles are allowed to be served. No cans or glass bottles will be permitted.12. A member of the organization must be present when delivery trucks arrive to supply your booth.13. Each booth is expected to furnish it's own light bulbs for night sales.14. Ice will be available for purchase by a Westfest Vendor.15. Please provide a trash container beside your booth and a "pick-up" stick for keeping your area clean. A place will be assigned for trash pickup. All liquid waste (grease, dirty water, etc.) must be removed from the grounds in suitable containers.
DO NOT POUR IN TRASH CANS OR DUMPSTERS.
CAUTION: DO NOT DISPOSE OF LIQUID WASTE ON WESTFEST GROUNDS.16. Westfest will not assume the responsibility of reporting or collecting sales tax for any group or individual.17. Food Vendors agree to hold Westfest, Inc. harmless for any accident or injury that may occur during the dates set forth above.18. Booths will be periodically checked during Westfest for cleanliness and food service. If booth is in violation, a warning will be issued. If not complied with, the violator will not be asked to return the following year.19. Each organization or individual who rents a booth is expected to clean up their area and remove their booth and equipment by 1:00 p.m. Monday afternoon, September 1, 2025 Failure to do so will result in a $100.00 penalty.20. No organization or individual shall have more than two booth spaces.21. How much money does Westfest generate into the community? In order to have a more realistic figure, we would appreciate you furnishing us with an approximate gross sales figure from your food booth as well as the number of food items sold.22. In order to accommodate the admission needs of your booth personnel, Westfest will provide the following admission and parking passes: For single booth - 4 Friday Admission Passes, 8 Saturday Admission Passes, 8 Sunday Admission Passes and 2 Parking stickers.
For double booth - 8 Friday Admission Passes, 16 Saturday Admission Passes, 16 Sunday Admission Passes and 4 Parking stickers.
Admission Passes will be sent by email to the main Vendor Contact. A parking sticker will be physically given or sent by US MAIL.
PLEASE NOTE: PARKING STICKERS MUST BE ATTACHED TO THE INSIDE OF YOUR WINDSHIELD TO BE VALID. SHOWING THE PARKING STICKER TO THE PARKING ATTENDANT WILL NOT BE ACCEPTABLE THIS YEAR AND YOU WILL BE DIRECTED TO PAID GENERAL PARKING. YOU MAY NOT MOVE PARKING STICKERS FROM ONE VEHICLE TO ANOTHER.
23. Fire regulations require all booths to have fire extinguishers fully charged and in operable condition.
24. As a Westfest vendor, you are authorizing Westfest to use your name as well as any photos taken in previous years for advertising purposes related to Westfest.
HEALTH REQUIREMENTS
McLennan County Health Department.
A. Floors (Tarp is sufficient)
B. Roof over Booth
C. Water (3 compartment with Sanitizer) (Sign: "Employees Must Wash Hands")
D. Paper Towels
E. Fire Extinguishers
F. Must have a way to get hot water (Coffee Pot, Microwave or Water Heater)
