Thank you for your interest in participating in Christmas on the Square (COTS)!

The Weatherford Chamber of Commerce is committed to providing a safe, family-friendly, and festive experience for all attendees. To help us maintain the joyful spirit of this community tradition, we ask that you carefully read the following Terms & Conditions in full. Your cooperation helps ensure a successful and enjoyable event for everyone.

                                      Christmas on the Square 2025
                                      Saturday, Dec. 6, 2025
                                      Historic Downtown Weatherford, TX 
                                      10:00am to 4:00 pm

Terms & Conditions: (incomplete applications will not be reviewed)

• Vendor acceptance and booth placement are at the sole discretion of the Weatherford Chamber of Commerce (WCOC) committee.
• This is a first-come, first-served event, and participation in prior years does not guarantee acceptance. 
• Businesses interested in greater visibility are encouraged to contact the Chamber regarding Sponsorship opportunities.
• Vendors are responsible for cleaning their space and removing all trash at the end of the event.
• Pre-packaged food, Food and Activity Vendors must provide a $1M Liability Insurance policy if approved.We should be listed as additional insured:Weatherford Chamber of Commerce 401 Fort  Worth Hwy Weatherford, TX 76086
• Prohibited items:
  • Profanity
  • Alcohol
  • Offensive or controversial materials
  • CBD, tobacco, alcohol, or health-related/drug-related items (including prescription or non-prescription products.
• Vendors MUST list their Tax ID on application.
• You are responsible for ALL applicable TX State Sales Taxes. Information is submitted to the Texas State Comptroller.
• If approved, you will be notified via email.
• Once a vendor has been accepted and payment has been processed, no refunds will be made for cancellation or removal for cause.
• All sales MUST take place within your booth space. No soliciting outside of booth.
• Sharing of booths, subletting is not allowed.
• Political booths do not meet criteria and will not be accepted.
• Raffles of any kind are not permitted.
• You must submit 2 photos of your booth set-up and 2 photos of items being sold. 
• All vendors are required to provide their own: 
  • Chairs
  • Tables
  • Tents and weights
  • 100 ft. heavy-duty extension cord (if approved for electricity).

Please note: This event will take place rain or shine, and all payments are non-refundable. 

Set-Up & Breakdown:

• Vendor setup times will vary by location and will be assigned in your confirmation email. Setup may begin as early as 7:45 a.m., 8:00 a.m. or 8:15 a.m.
• Booths must be fully set up and ready by 9:45 a.m.
• Vendors must remain open until 4:00 p.m., Early departure, even if sold out, disrupts the event and may result in exclusion from future participation.
• All vendors must vacate the event area by 5:30 p.m.
• Vendors who continue selling after closing time will be fined $300 and will not be invited back. 

Santa Policy

• The event will feature an official Santa Claus, sponsored by GS Realty Team at Fathom Realty. 
• To avoid confustion, vendors may not provide their own Santa or offer Santa photo opportunities at their booth. 

Booth Information:

• Standard booth: 10' wide x10' deep
  You may purchase one additional 10'x10' space for $40 (based on availablity).
• Food Vendor booth: 10' deep x20' wide
• Food trailers should fit in the 10x20 space.

 

Booth Information

 Arts/Crafts/pre-packaged food/Non-profit/Activity Vendor (10x10)

Chamber Member: $75	Non-Member: $100
Food/Drink Trucks or Tents (10x20)
Member: $200	Non-Member: $250

Other fee's: 

120 volt- 20 amp	$30		Water: $25
120 volt- 30 amp	$40		Additional booth (10x10): $40
220 volt- 50 amp	$50

INSURANCE:

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

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

Booth Competition is BACK!

THEME: Santa's Toyland

This unique opportunity will generate extra interest and publicity for your business/ organization/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 2026
• 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 10:00 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.
• 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 hlep 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.

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. 

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. 

	120-volt 20 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 30 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.

 

Electricity Information:

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.

If you are requesting electricity, you must complete this part.

PAYMENT:

All vendor applications will be reviewed by the committee. You will be notified via email regarding your acceptance status. If accepted, you will receive a link to submit your payment online. Please ensure that payment is completed within 5 days of receiving the acceptance email. Booth placement will be assigned only after payment has been received.