2025 Information and Application for Exhibitors and Food Trucks
Please note: The City of Winters' Business and Residents will be given priority
We are excited to share that Exhibitor spaces are available in Rotary Park, along Main Street and Railroad Avenue. Food Truck spaces are available on Main Street and Railroad Avenue. Please remember, the event will take place Rain or Shine!
About the Event:
This is a vibrant Non-Profit Community Event that has flourished since its beginning in 2015, thanks to the dedication of incredible local residents and volunteers. As the event has expanded, we have recognized the need for more annual support to continue delivering a fantastic and safe experience.
In 2021, The City of Winters embraced the opportunity to enhance the event’s management by collaborating with Bay Area Pop Up Events. This partnership has been instrumental in effectively managing logistics and introducing exciting new activities while preserving the rich history and community spirit that have made this event a cherished local tradition.
We look forward to collaborating once again to ensure that the 2025 event surpasses all previous ones. If you have any questions, feel free to reach out to us at Steven@BayAreaPopUpEvents.com.
Application Process:
To successfully apply, please read through the information below thoroughly, as it outlines our policies and procedures. Complete the application provided, and upon review, we will notify you about your acceptance into the event within 7 business days. Accepted applicants will receive a link to make their payment through the City of Winters Payment Portal, or they will have the option to pay with a check.
All accepted participants will need to provide:
- A copy of your liability insurance naming the City of Winters and Bay Area Pop Up Events as additional insureds.
- A City of Winters Business License.
Who Can Apply:
Please review the categories below and choose the one that fits your business type. Our team will review the images you provide in your application to help us confirm and verify that you are applying for the event at the correct level.
Small Commercial Businesses:
For businesses with 5 employees or fewer. This category is for small businesses only, not individual representatives of larger companies. Other businesses will need to participate as sponsors.
Wholesale/Imported Goods/Gourmet Pre-Packaged Food items:
Exhibitors who sell arts and crafts or pre-packaged food items, not created by them or using a third party to package their items, including imported inventory like jewelry, clothing, and beauty products, should apply here.
Food Trucks:
Spaces are available on Main Street and Railroad Avenue for Food Trucks on Friday, Dec. 5th, and Saturday, Dec. 6th, 2025. Each Food Truck will receive a 10ft x 25ft space. Due to Tractor Parade preparations on Saturday, December 6th, we need to have Main Street completely clear by 4 pm, which means all Food Trucks on Main Street will need to relocate to a side street by 4 pm on Saturday, December 6th, 2025.
Health permits are necessary for Food Trucks and Gourmet pre-packaged food vendors, and associated Health Fees are not included in the space fee. Accepted vendors must provide a current Yolo County Health Certificate, liability insurance, and a City of Winters Business License.
Handmade Artists/Makers:
This category is for artists/makers who personally create all items on display at the event, such as paintings, ceramics, and photography.
Non-Profits:
Non-profits should include their 501(c)(3) documentation with their application for consideration.
City of Winters Downtown Merchants/Restaurants:
If you are a Merchant or Restaurant in Downtown Winters, we offer complimentary space on Friday, December 5th, and Saturday, December 6th, 2025. Due to Tractor Parade preparations on Saturday, December 6th, we need to have Main Street completely clear by 4 pm that day.
Timely Application:
Applying early will enhance your chances of securing a favorable spot, as we consider the submission date when allocating spaces. While we strive to accommodate location requests, they cannot be guaranteed.
What We Provide:
Each exhibitor will receive a 10ft x 10ft space. Food Trucks will have designated 10ft x 25ft spaces. Please note that tents, tables, chairs, umbrellas, electricity, and signage are not provided. Additionally, large, loud generators are not permitted. Because space is limited, we recommend applying as early as possible. You will need to bring your own battery or solar-powered lighting for evening hours.
Payment Policy:
Payments can be made via credit card through the City of Winters Payment Portal, money order, cashier's check, or regular check. All checks should be payable to The City of Winters, P.O Box 151017, San Rafael, CA 94915. There are no commission fees charged at the event.
If paying by check, please include a printed application. A fee of $35 will be applied for any bounced or returned checks. All fees will be processed upon acceptance to the event. A processing fee will be applied for credit card transactions.
Insurance Requirements:
All participants are required to provide proof of liability insurance naming The City of Winters and Bay Area Pop Up Events as additional insureds.
City of Winters Business License:
Participants must possess a City of Winters Business License. We offer assistance in obtaining this. The City of Winters has created a one-day event license for community events.
Waitlist Policy:
Due to space limitations, if you are placed on a “Waitlist,” your payment will not be processed until you are accepted. Should you wish to withdraw from the waitlist, please notify us in writing via email or regular mail. If a spot opens up, we will contact you regarding your acceptance.
Refund Policy:
Please be aware that refunds are not available for this event. Funds are allocated to cover production, promotion, marketing, and advertising expenses. All event space sales are final, and the event will proceed Rain or Shine!
Sales Tax and Resale Numbers:
All exhibitors bear the responsibility for collecting and remitting California Sales Tax on sales conducted during the event. If you are coming from another state, you will need a temporary license. For those without a resale number, contact the California Department of Tax and Fee Administration at 1-800-400-7115. The Sales Tax Rate for the City of Winters is 8.25%.
Application Deadline & Notification:
There are no set deadlines for applications; we will process them until all spaces are filled. Once your complete application is received, you will be notified within
7 business days on your status as “Accepted,” “Waitlist,” or “Decline.” If you don’t receive a response within 7 days, please reach out, as your application may not have been received.
Three to four weeks before the event, we will send detailed instructions, including vehicle ID tags, space numbers, site plans, and general participation guidelines. After reviewing these materials, please feel free to reach out with any questions.
Health Permits for Gourmet Pre-Packaged Gourmet items and Food Trucks:
If you’re offering pre-packaged gourmet food products or operating a food truck, acquiring a health permit from Yolo County is mandatory. You will need to contact the Yolo County Health Department for the application and details. Please be aware that the Health Permit Fee is separate from your space fee, and you pay it directly. If you already possess a Yolo County Health Permit, we will require it upon acceptance. We will send you all the contact information to help you acquire the temporary health permit.
Promotional Release:
All participants consent to allow Bay Area Pop Up Events and The City of Winters to utilize photos and promotional materials taken at the event for marketing purposes, both for this year and in future editions.
Contact Information:
For any inquiries, the best way to reach us is via email at Steven@BayAreaPopUpEvents.com. We strive to respond quickly and are available to assist at any time.