Christmas on the Square 2026
Saturday, Dec. 5, 2026
Historic Downtown Weatherford, TX
10:00am to 4:00 pm
Thank you for your interest in participating in Christmas on the Square (COTS)!
The Weatherford Chamber of Commerce is proud to host this annual community tradition and is committed to providing a safe, family-friendly, and festive experience for all attendees. Please read the Vendor Terms & Conditions carefully before submitting your application.
By applying, you acknowledge that you have read and agree to comply with all event policies and requirements.
Terms and Conditions
1. Vendor Application and Acceptance
- Vendor acceptance and booth placement are at the sole discretion of the Weatherford Chamber of Commerce and its event committee.
- Incomplete applications will not be considered.
- Christmas on the Square is a first-come, first-served event. Participation in previous years does not guarantee acceptance.
- Vendor categories and products may be limited to ensure a balanced and diverse event experience.
- Businesses interested in increased visibility and exposure are encouraged to contact the Chamber about sponsorship opportunities.
- Approved applicants will receive an acceptance notification by email.
- Your booth is confirmed only after your application is accepted and payment is successfully processed.
- Non-food vendors may not sell or distribute food or beverages from their booth unless they have obtained prior approval from the Chamber and submitted all required permits, licenses, and insurance.
2. Required Application Information
All vendors must provide the following as part of the application process:
- Valid Texas Sales Tax ID
- Two (2) photos of your booth setup
- Two (2) photos of the products or items you plan to sell.
3. For Food/Beverage Vendors:
- The Texas Department of State Health Services (DSHS) now licenses and inspects Mobile Food Vendors statewide.
- To participate in temporary/special events in the City of Weatherford, a valid permit/license, application summary, and payment receipt submitted to DSHS need to be presented to the event coordinator prior to the event.
- Vendors are responsible for ensuring that all information submitted with their application is accurate and current.
- All tent/booth vendors who do not fall under the Texas Cottage food law are required to submit a Temporary Food Establishment application to the City of Weatherford. Link is posted on application.
- Non-food vendors may not sell or distribute food or beverages from their booth unless they have obtained prior approval from the Chamber and submitted all required permits, licenses, and insurance.
- Activity booths may not sell merchandise, food, or beverages unless specifically approved as part of the vendor's application.
4. Sales Tax
- Vendors are responsible for collecting and remitting all applicable Texas State and Local sales taxes.
- Vendor tax information may be reported to the Texas Comptroller of Public Accounts as required.
5. Insurance
The following vendors must provide proof of a minimum $1,000,000 liability insurance policy if approved:
- Pre-packaged food vendors
- Food/Beverage vendors
- Activity vendors
- Proof of insurance must be provided by the deadline specified in your acceptance confirmation email.
The Weatherford Chamber of Commerce must be listed as a Certificate Holder and Additional Insured on the policy.
Weatherford Chamber of Commerce
401 Fort Worth Hwy
Weatherford TX 76086
6. Prohibited Items & Activities
The following items and activities are not permitted at Christmas on the Square:
- Profanity or vulgar materials
- Alcohol
- Tobacco or nicotine products
- CBD products
- Illegal drugs or drug-related products
- Prescription or non-prescription medications
- Health-related or medical products
- Offensive, inappropriate, or controversial materials
- Political booths, products or political campaign activities
- Raffles of any kind
- Any item or activity deemed inappropriate or inconsistent with the family-friendly nature of the event
The Weatherford Chamber of Commerce reserves the right to determine whether a product, display, or activity is appropriate for the event.
7. Booth Sales and Solicitation
- All sales and business activities must take place within your assigned booth space.
- Soliciting attendees outside of your assigned booth space is prohibited.
- Vendors may not share, transfer, or sublet their booth space to another business or vendor.
- Do not move to a different booth location, even if the space is vacant. All booth locations are assigned by the Weatherford Chamber committee.
- Only products and services approved as part of your application may be sold or promoted.
- Vendors may not add or substitute products that were not included in their approved application without prior approval from the Chamber.
8. Vendor Equipment and Supplies
Each vendor is responsible for providing their own:
- Tables
- Chairs
- Tent or canopy
- Electricity is limited and must be requested and approved in advance. Vendors may not connect to electrical sources without approval from the Chamber.
- Generators are not allowed per the Fire Marshall.
- All tents and canopies must be properly secured with appropriate weights (30lb weights).
- Vendors are responsible for ensuring their equipment is safe, stable, and suitable for outdoor use.
9. Booth Size & Space
- Standard Vendor Booth - 10' wide x 10' deep
- Food/Drink Vendor Booth - 10' wide x 20' deep
- Food trailers and equipment must fit completely within the assigned 10' x 20' space.
- Vendors may not extend beyond their assigned booth boundaries or obstruct sidewalks, streets, walkways, or neighboring booths.
- Vendors may purchase an additional 10' x 10' booth space for $40, based on availability and approval.
10. Setup & Breakdown
- Vendor setup times will vary based on booth location. Your assigned setup time and location will be provided in your confirmation email
- All booths must be fully set-up and ready for attendees by 9:50 a.m.
- Vendors must remain open and operational until the event officially ends at 4:00 p.m.
- Vendors who sell out of merchandise or products may close their booth once they have sold out. However, no merchandise, equipment, or booth materials may be removed or dismantled before 4:00 p.m.
- Early departures disrupt the event experience and may result in exclusion from future Christmas on the Square events.
- Vendors must completely remove their equipment, merchandise, trash and vacate the event area by 5:00 p.m.
11. 4:00 p.m. Closing Time Requirement
- Vendors who continue selling or conducting sales transactions after the official event closing time of 4:00 p.m. will be subject to a $300 fine and will not be invited to participate in future Christmas on the Square events.
12. Clean-Up
- Vendors are responsible for keeping their assigned booth space clean and free of excessive trash throughout the event.
- The City of Weatherford Sanitation Department will assist with trash collection and cleanup throughout the event.
- Vendors should place trash in designated trash receptacles or follow instructions provided by event staff and sanitation personnel.
- At the conclusion of the event, vendors must remove all personal belongings, merchandise, equipment, boxes, and other materials from their assigned booth space. Do not leave any vendor materials or large amounts of trash behind.
13. Santa Policy
Christmas on the Square will feature the official Santa Claus, sponsored by Whit's Frozen Custard of Weatherford.
To avoid confusion for attendees and maintain a consistent event experience:
- Vendors may not provide their own Santa Claus or Mrs. Claus at their booth.
- Vendors may not offer Santa photo opportunities at their booth.
- Vendors may not promote or advertise their booth as an alternative Santa experience.
- Other holiday characters and costumes are welcome, provided they are appropriate for a family-friendly event.
14. Theme & Booth Appearance
Christmas on the Square's 2026 theme is “Gingerbread Christmas.” Vendors are encouraged to incorporate the theme into their booth displays, decorations, signage, and activities. Creative and festive displays are encouraged and will help create a cohesive holiday experience throughout the event.
15. Weather & Event Cancellation
- Christmas on the Square will take place rain or shine.
- The Chamber reserves the right to modify, postpone, or cancel the event due to severe weather, safety concerns, or circumstances beyond its control.
- Vendor payments are non-refundable due to inclement weather or event cancellation.
16. Cancellation, Refunds & Removal
- Once a vendor has been accepted and payment has been processed, vendor cancellations are non-refundable.
- No refunds will be issued if a vendor is removed for violating these Terms & Conditions.
- Vendors removed for cause may not be invited to participate in future events.
- The Weatherford Chamber of Commerce reserves the right to remove any vendor, product, display, or activity that does not comply with event guidelines or is deemed inappropriate for the event.
- Vendors removed for cause may not be invited to participate in future events.
17. Vendor Compliance
- By applying to Christmas on the Square, vendors agree to follow all Terms & Conditions established by the Weatherford Chamber of Commerce.
- The Weatherford Chamber of Commerce reserves the right to interpret and enforce these guidelines and to make decisions regarding vendor acceptance, booth placement, products, displays, and participation.
- Vendor acceptance and all event-related decisions are final.
Gingerbread Christmas Contest!
As part of our Gingerbread Christmas theme, Christmas on the Square will feature a Gingerbread House Contest for families and businesses.
While this is not a vendor activity or requirement, we wanted to share the information with vendors in case you or someone in your family would like to enter, or if you know a friend, family member, or business that might enjoy participating.
Contest details, entry information, and rules are available on our website. We encourage you to share the information with anyone who may want to join in the Gingerbread fun!
We appreciate your partnership!
Thank you for helping us create a festive, safe, and enjoyable Christmas on the Square experience for our community. We look forward to celebrating the holiday season with you in Historic Downtown Weatherford!