Participation Information
Pricing:
- $400 for a 10 x 10 booth space with 1 table and 2 chairs
- $600 for a 10 x 20 booth space with 2 table and 4 chairs
- $800 for a 20 x 20 booth space with 3 tables and 6 chairs
- Prices include participation for all four days of the Mayfest Festival.
- Tents and sidewalls may be available if ordered in advance (sides are $25 per 10' x 10' side). Spaces are in the grass with no flooring.
- Vendors may utilize trailers as a booth. Pricing is subject to the booth space needed to hold the trailer. Vendors may be asked to bring the trailer earlier if approved. Trailers may not be moved until festival move-out. Any exposed trailer hitch on festival grounds must be covered.
- Additional tables and chairs may be rented in advance. The rental fee is $50 per 1 table and 2 chairs.
- There will be an outlet (110v) with two plugs-ins made available in booths that are placed OUTSIDE of the Children's Area. Booths located INSIDE the Children's area WILL NOT receive electricity. Please note that the Children's Area closes at 7:30 PM Thursday - Saturday and at 7:00 PM on Sunday. No outside generators are allowed. Additional electrical must be requested and is by approval only.
- All fees are non-refundable.
More Details:
- Mayfest is a four day OUTDOOR festival.
- Vendors must supply their own lighting inside the booth.
- Mayfest does not provide: walkboards, electric cords, hay or flag roping.
- Booth placements are not guaranteed and site maps will not be provided ahead of the festival.
- Non-Profit participant personnel must wear uniform family-friendly attire.
- Non-Profit participant will sufficiently staff booth space during all festival hours.
- Nonprofit booths must provide an activity for the patrons ie. a game, physical activity, art activity, learning experience, etc.
Timeline:
- Fees must be paid in full within 30 days of executed agreement and no later than March 1st.
- Certificate of General Liability Insurance in an amount no less than One Million Dollars ($1,000,000.00), which includes Mayfest, Inc. listed as additional insured must be received by Mayfest no later than March 1st.
- Distribution of brochures, giveaways, and activation of the booth must be approved by Mayfest by March 15th. (a separate form will be made available)
- Activation/activity of the booth must be approved by the Mayfest by March 1st.
- Once agreements are signed and invoices are received, checks may be made payable to Mayfest, Inc.
Mailing address:
6115 Camp Bowie, Suite 280
Fort Worth, Texas 76116
- Credit card payments will available by request with a 3.5% processing fee.
Booth Check-In will be by appointment only.
Appointment windows:
- Monday, April 28, 2025 from 12:00 pm - 5:00 pm
- Tuesday, April 29, 2025 from 8:00 am - 5:00 pm
- Wednesday, April 30, 2025 from 8:00 am - 12:00 pm
Move-in / set-up of the booths may continue until 12pm on Thursday/Opening day.
Parking
- A maximum of two (2) vendor parking passes will be available to vendors for parking in a dedicated off-site lot outside of the Trinity Park grounds of Mayfest.
- The vendor parking passes will also allow vehicle access to the festival ground before opening each day for re-stocking purposes.
- Vehicles must be off Trinity Park grounds 90 minutes prior to opening each day.
- Vendors will not be allowed to stay within the Mayfest Festival grounds or in the parking lots utilized by Mayfest during the hours when the Mayfest Festival is not open to the general public except for purposes of setting up and taking down.
Admissions
- Gate admission credentials will be in Vendor Packets. Each Nonprofit Vendor will be issued six Vendor Badges.
- Each Vendor staff must have a Festival issued credential for entrance weekdays after 2:00 PM and weekends after 9:00 AM. It is the sole responsibility of the Vendor to schedule and assign daily passes to workers. No one will be admitted without a Gate pass or credential.
- Vendors will not be allowed to pass tickets through the gate. If observed engaging in this practice, a full price admission ticket must be purchased at that time. Repeated ticket violations may lead to the forfeiture of Vendor space.
- Vendors have the option of trading Vendor badges for daily passes, 1 Vendor Badge = 4 Day Passes prior to the Festival opening.
- A limited number of additional Vendor Badges may be purchased for $20 prior to the festival.
Move-Out
- Move-out shall begin after all festival patrons have departed on Sunday night and security provides approval to begin. This usually occurs by 8pm. Non-profit participants may move out on Sunday until 11pm and Monday from 8am - 5pm. Load out must be completed by Monday at 5pm.
If you have questions, please feel contact hello@trinitycollab.org or call our office at (817) 332-1055. If you leave a voicemail, please identify your name and the organization you are calling from and please repeat your telephone number twice. Thank you.