Vendor Terms & Conditions – CarFest 2026
Event Dates: April 10–12, 2026
Location: Freeman Coliseum, San Antonio, Texas
By submitting your vendor application, you agree to the following terms and conditions for participation in CarFest 2026:
GENERAL POLICIES
CarFest is a rain-or-shine event. No refunds will be issued due to weather, cancellation, or no-shows.
CarFest SA reserves the right to relocate vendor booths at any time to accommodate layout changes, safety regulations, or optimize traffic flow.
Vendors must provide their own setup, including weighted tents, tables, chairs, lighting, and extension cords.
All displays must remain within the assigned footprint and must not block neighboring booths or walkways.
Each vendor will receive:
(2) Vendor Badges
(2) Parking Passes
Additional Badges: $10 each
Additional Parking Passes: $15 each
FOOD VENDORS & FIRE COMPLIANCE
Food trucks are outdoor only and must operate in designated areas.
Vendors are responsible for paying for electricity and securing all necessary permits.
All food vendors must have valid food handling permits and applicable licenses.
Failure to provide proper documentation may result in disqualification from participation.
All food trucks must undergo a fire inspection before operating.
CarFest SA will coordinate with the Bexar County Fire Marshal for inspections during setup.
SETUP & BREAKDOWN SCHEDULE
Friday, April 10, 2026 – Mandatory Setup
Indoor Vendors: 9:00 AM – 11:00 AM
Outdoor Vendors: 1:00 PM – 3:00 PM
No setup allowed after 4:00 PM
Sunday, April 12, 2026 – Breakdown
Begins at 6:00 PM
Early breakdown is strictly prohibited and may result in fines and loss of eligibility for future events.
ELECTRICITY
Electricity must be requested in advance via the application:
Pre-paid (110v/15A): $100
On-site (if available): $250
Vendors must supply their own extension cords and surge protectors.
CLEANLINESS & WASTE
Vendors are responsible for maintaining a clean booth space during and after the event.
All trash and booth materials must be removed by the end of the event.
Violations may result in cleanup fees or disqualification from future events.
COMPLIANCE
Vendors must comply with all local, state, and federal regulations.
All required inspections and permits must be completed prior to participation.
CarFest SA reserves the right to update these Terms & Conditions at any time.
PHOTOGRAPHY & PROMOTION
By participating in CarFest, vendors grant permission to use event-related photos or video for promotional purposes.
LIABILITY
CarFest SA, its affiliates, organizers, and venue partners are not responsible for loss, damage, or theft of vendor property.
Vendors are fully responsible for their own booth setup, merchandise, and attendee interactions.
For more details, visit: www.carfestsa.org/exhibitor-rules