Thank you for your interest in participating in Christmas on the Square (COTS). The Weatherford Chamber of Commerce (WCOC) wants to provide a safe and fun experience for all attendees.  Please read the Terms & Conditions in its entirety so that we all do our part in keeping Christmas on the Square the fun family event we all know it is. 

Terms & Conditions:

1. Christmas on the Square will take place in the four quadrants of downtown Weatherford, TX 76086 on Saturday, December 2, 2023.
2. Hours are from 10:00 am to 4:00 pm. Please have your booth area ready to sell or serve by 9:30-9:45. Vendors must remain open until event closing, even if vendor is sold out. Leaving early makes the event look in disarray; vendors who leave early will not be invited to participate the following year. 
3. All vendors must be out of area by 5:30 pm, any vendor who stays to continue selling will be fined $300 and will not be invited back.
4. Companies/Business- please contact the Chamber for Sponsorship opportunities
5. Vendors who do not abide by the rules will not be invited back.
6. Christmas on the Square will have the official Santa Claus. We ask that to avoid confusion that vendors NOT have Santa for photos at their booth.
7. NO informational or political booths will be allowed.
   1. WCOC is a non-political organization
   2. Under Section 501c6 of the Internal Revenue Code, tax-exempt organizations are prohibited from participating in or intervening in political activities.
8. Acceptance and placement of vendors is at the sole discretion of the WCOC committee. Application will be accepted/denied at their discretion.
9. Vendors are responsible for trash removal at the end of the day.
10. Application deadline is Wednesday, Nov. 1st. If received after Nov. 1st. a $50 late fee will be assessed.
11. Vendors will be assigned a specific location designated by area and booth. This festival is based on a first come first serve basis and previous vendors are not guaranteed acceptance.
12. Businesses that will be limited to one vendor: Mary Kay, Scentsy, etc. 
13. We are a family-friendly festival. As such, profanity, alcohol, tobacco,CBD or controversial or offensive products are not permitted. 
14. Any CBD, alcohol, tobacco, health-related businesses, prescription or non-prescription drug related business/organization are prohibited as vendors. 
15. Vendors are required to furnish their own chairs, tables, awnings, umbrellas and 100 ft. heavy-duty outdoor extension cord (if requesting electricity). 
16. Vendors with tents MUST secure tent with 30 lb. tent weights. 
17. Applicants will be notified via email of acceptance or rejection. Once a vendor has been accepted, a form for credit card payment will be emailed. Payment must be made within 7 days of receiving acceptance email..
18. Once payment has been processed, no refunds will be made for cancellation or removal for cause.
19. All sales MUST take place within your booth space. No soliciting outside of booth.
20. Sharing of booths, subletting is not allowed.
21. NSF checks must be replaced with a cashier's check or money order. NSF check fee is $50. Booth will not be assigned till payment has cleared.
22. Absolutely no generators allowed per Weatherford Fire Marshall.
23. Vendor booth spaces are 10' deep x 10' wide. Additional booths will be $25.00.
24. Food vendor spaces are 10' deep x 20' wide, food trucks must fit in this space. 
25. No refunds will be made for cancellation or removal for cause once accepted.
26. No beverages or food may be sold or distributed from non-food vendors, unless a food permit and insurance has been submitted to the Chamber and City of Weatherford. 
27. Application deadline is November 1st. If postmarked after Nov.1, a $50 late fee will be assessed.
28. Incomplete applications will not be reviewed. You must submit the following: 
    1. 2 color photos of items/food to be sold 
    2. Photo of booth set-up
    3. Food Booths- menu w/ prices
    4. Food trucks- submit picture of food truck with dimensions

Food Vendor Information

HOME PREPARED FOODS ARE NOT ALLOWED. 

If your organization does not have a licensed commercial kitchen, you must obtain permission to use a kitchen facility.

1. Food vendors must provide proof of $1,000,000 insurance upon application submittal. Weatherford Chamber of Commerce must be added as an additional insured to your policy. Ex: Weatherford Chamber of Commerce 401 Fort Worth Hwy, Weatherford TX 76086
2. Food booths are 10x20, food trucks must fit in that space.
3. All food vendors must provide their own trash can and a functioning, readily accessible Class K fire extinguisher. Trash bags and trash removal from the cans during the festival will be provided by COTS staff. Dumping of grease or other food waste is not allowed and will be fined $300.00
4. Submit photo of food truck with dimensions. Food truck trailers that are larger than a 10x10 space, will need to request and pay for the additional space. 
5. All food vendors must have a functioning and readily accessible fire extinguisher. Vendors with any type of deep-frying equipment must have a Class K extinguisher. The Fire Marshall will be inspecting all food vendor booths before 9:00 a.m. on the day of the event. All requirements must be met. If not in compliance, you will not be permitted to operate. 
6. You MUST request water on application, or you will not be allowed to attach to the hose 
7. Health permits will be required ONLY AFTER you have been accepted.

Note:
If approved, all temporary Food Establishments and Mobile Food Units must comply with the City of Weatherford’s Rules & Regulations. Failure to do so may result in revocation or suspension of permit.

You will need to contact, City of Weatherford Consumer Health Department- Monica Johnson  at 817-598-4475 or mjohnson@weatherfordtx.gov to complete the required application and to pay the permit fee. Completed food applications along with payment MUST be returned to the Consumer Health Department by 12:00 p.m. Friday, November 17, 2023

The City will inspect your booth/trailer the day of the event.

LIABILITY WAIVER

THE UNDERSIGNED HEREBY ELECTS TO AND DOES RELEASE THE WCOC AND ITS RESPECTIVE OFFICERS, AGENTS, EMPLOYEES FOR ANY AND ALL CLAIMS, DEMANDS, RIGHTS OR CAUSES OF ACTION OF WHATSOEVER KIND OF NATURE WHICH THE UNDERSIGNED HAS EVER HAD OR MAY NOW HAVE OR MAY HEREAFTER HAVE, WHERE NOW KNOWN OR UNKNOWN, FORESEEN OR UNFORESEEN, ARISING FROM OR BY REASON OF ANY WAY CONNECTED WITH ANY INJURIES, LOSSES, DAMAGES, PROPERTY DAMAGE OR LOSS, OR THE RESULT THEREOF, WHERE THERETOFORE HAS EVER OR HEREAFTER MAY BE SUSTAINED BY THE UNDERSIGNED AS A RESULT OF OR IN CONNECTION WITH OR ARISING OUT OF THE UNDERSIGNED'S PARTICIPATION IN CHRISTMAS ON THE SQUARE. 

Arts/Crafts/pre-packaged food and non-profit booths are 10x10 spaces.
An additional 10x10 booth space may be purchased for $25.00

Arts/Crafts/pre-packaged food and Non-profits

Chamber Member: $50.00	Non-Member: $75.00
Food/Drink Trucks or Tents
Member: $250.00	Non-Member: $300.00

Food/Drink Vendors must provide proof of $1,000,000 insurance upon application submittal. Weatherford Chamber of Commerce must be added as an additional insured to your policy.

Example:
Weatherford Chamber of Commerce
401 Fort Worth Hwy, Weatherford TX 76086

 

 Activity Vendor (bounce houses, face-paintings, etc)

Member: $100.00

Non-Member: $125.00

Activity Vendor includes face-painting, bounce houses, any charged activity. You must provide proof of $1,000,000 insurance upon application submittal. Weatherford Chamber of Commerce must be added as an additional insured to your policy. Ex: Weatherford Chamber of Commerce 401 Fort Worth Hwy, Weatherford TX 76086

 Join in on the fun!

• This unique opportunity will generate extra interest and publicity for your organzation/company.
• Create a memorable experience for the attendees.
• Vendors are automatically entered when submitting vendor application.
• Most outstanding booth will be awarded:
  • One free booth at Christmas on the Square 2024
  • Recognition in the Weatherford Chamber Facebook page
  • Recognition in the "Weekly Business Update Eblast".
• Winner will be announced day of event.

Criteria

• Creativity, imagination and originality using the theme.
• Booth staff enthusiasm & friendliness.
• Overall neatness and presentation.
• Follow competition rules.

Rules

• All participants must have booth ready by 9:45 am and remain set-up till 4:00 pm.
• Name of the organzation/company must be visible on booth.
• All decorations must remain within the booth perimeter.
• Must stick to the theme.
• Winner will be chosen according to the competition rules and guidelines.
• Judges will be comprised of a 4-member panel and judge's decision is final.
• We encourage you to have fun with the theme and help share the Christmas spirit.
• COTS will have the official Santa Claus. We ask that to avoid confusion that NO vendors have Santa at their booth.

 

Please do not request electricity unless necessary as it is highly limited. Generators of any type are not allowed. The 220-volt power is not interchangeable with the 120 volt power, so please request the proper electrical plug. Each vendor is required to provide a 100-ft. heavy duty outdoor extension cord. If you try to access power source that you did not purchase, you will be disconnected. Electricity must be requested and paid for.

So that set-up runs smoothly, you will need to list the amperage and appliance on the application, this will ensure we assign the proper outlet, in not doing so could keep you from having electricity. 

If requesting water, you must make sure the hose or fittings do not leak. 

	120-volt 30 amp- $30.00 If you do not have the proper plug-in as shown, you will need your own adapter to connect to the 30-amp female plug. Each outlet provided will accommodate 24 amps total.  Only use HEAVY-DUTY extension cords and power strips.
	120-volt 20 amp - $40.00 Each outlet provided will accommodate 16 amps. total.  2 refrigerators requiring 8 amps each will be 16 amps total 3 bun warmers pulling 5 amps each will be 15 amps total. You will not be allowed to plug cords into each other to make it reach.
	220-volt 50 amp- $50.00 You must provide at least a 50-foot power cord. You will not be allowed to plug cords into each other to make it long enough. The Fire Marshall will disconnect the morning of the festival if you do not comply with this statement.

 

You must list all appliances you intend to use during COTS so that we may verify your voltage needs. Ex: heating lamp .4 amps. If you are not requesting electricity, please type, N/A on top field.

PAYMENT:

Committee will review applications and you will be notified via email if you have been accepted or denied. If accepted, there will be a credit card form for you to complete. Payment must be made within 7 days of receiving email. Booth placement will not be assigned until payment has been made.