Beer & Wine Vendor Application

PLEASE REVIEW THE INFORMATION BELOW BEFORE BEGINNING YOUR APPLICATION.

Thank you for your interest in becoming a Beer & Wine Vendor at the 2026 Old Town Christmas Festival! This application is for Beer & Wine vendors interested in participating in the festival on Saturday, December 5, 2026. 

Application Process

• Submission of an application does not guarantee acceptance.
• The Old Town Christmas Festival Committee reviews vendor applications regularly.
• The committee typically meets around the beginning of each month, or more frequently as needed, to evaluate applications.
• You will be notified by email as soon as a decision has been made regarding your application.
• Once your application has been approved, you will be able to log back into your Eventeny account to select your booth space.
• Payment will process through Eventeny after your application has been approved.
• Your booth space is not reserved until you have both selected your booth and submitted payment in full. Failure to complete both steps promptly may result in your selected space becoming unavailable.

Vendor Information

Vendor spaces include:

• One 10’ x 10’ booth space.
• Vendors are responsible for providing their own tent, tables, chairs, displays, extension cords, and any other equipment needed for their booth.
• Booths must remain staffed and open during event hours.

Additional Information

• Vendors are responsible for complying with all applicable local, state, and federal laws and regulations.
• Event organizers reserve the right to determine vendor placement and make adjustments as needed.
• Additional event details, including setup times, parking information, and load-in instructions, will be sent to approved vendors prior to the event.

We appreciate your interest in participating in the Old Town Christmas Festival and look forward to reviewing your application!

By submitting this application, you acknowledge that you have read, understand, and agree to the following Terms & Conditions. Submission of an application does not guarantee acceptance into the 2026 Old Town Christmas Festival. The Leander Chamber of Commerce reserves the right to approve or deny any application at its sole discretion.

Booth Selection & Payment

• Upon approval, vendors will receive notification through Eventeny and may log back into their Eventeny account to select an available booth space
• Booth selection is available on a first-come, first-served basis among approved vendors.
• Payment will process through Eventeny after your application has been approved.
  Your booth space is not reserved until both your booth has been selected and payment has been received in full.
• Failure to complete booth selection and payment within the required timeframe may result in the forfeiture of your space.

Booth Space & Equipment

• Each vendor will be assigned one 10' x 10' booth space unless otherwise specified.
• Vendors are responsible for providing their own tent, tent weights, tables, chairs, displays, lighting, extension cords, and any other equipment needed for their booth.
• Tents (any color, white preferred) are a requirement along with 160 lbs of tent weights (40 lbs per leg)
• Vendors requiring electricity must indicate this on their application and receive prior approval.
• Electricity is limited to certain areas. If you would like electricity, you must select a specific booth indicated on the map. Vendors are required to bring their own electrical cords - bring long cords as electric may be up to 150 ft away.
• All vendors are permitted to bring quiet generators.

Event Hours

• Vendors must complete setup during the designated load-in period provided by the event organizers.
• Booths must remain fully staffed and operational throughout the entire event.
• Early breakdown or departure is not permitted without prior approval from event management.

Arrival & Setup

• Vendors must arrive and complete setup during their assigned load-in time.
• For the safety of attendees, vehicles will not be permitted inside the festival area once designated load-in has ended.
• Vendors arriving after the designated load-in period may forfeit their booth assignment without refund unless prior arrangements have been made with event organizers.
• Cars parked in festival grounds after 10:00 AM will be towed.

Vendor Conduct

• Vendors are expected to maintain a clean, safe, welcoming, and professional booth at all times.
• Vendors are responsible for keeping their booth area clean and disposing of all trash before departing.
• The Leander Chamber of Commerce reserves the right to remove any vendor whose conduct, products, or displays are deemed inappropriate, unsafe, or inconsistent with the family-friendly nature of the event.
• Vendor agrees to be kind to our staff and volunteers at all times.  Vendors not exhibiting kindness will be asked to leave the premises and not allowed to reapply.

Insurance

• Vendors are encouraged to carry general liability insurance appropriate for their business.
• Vendors are solely responsible for their merchandise, equipment, displays, and personal property.
• The Leander Chamber of Commerce, the City of Leander, event sponsors, volunteers, and organizers are not responsible for any loss, theft, damage, or injury occurring before, during, or after the event.

Permits & Compliance

FOOD VENDOR GUIDELINES

• Electricity requirements and any electrical food service equipment you plan to bring requiring heating elements must be noted in the space provided on the application.

• All supplies (bowls, plates, napkins, utensils, etc.) must be provided by the vendor.

• Food service can include beverage sales, soft drinks, and water.

• Food vendors will have access to electric (one 110V plug per vendor) - bring long cords as electric may be up to 150 ft away.

Food Service Requirements

• All groups using a generator and/or cooking on-site must have a new or inspected 5lb dry chemical fire extinguisher. Your booth will be inspected by the Fire Marshal before the event. If you fail inspection you will not be able to operate until your booth is in compliance.
• Mobile food establishments: Gas containers shall be located and secured on the exterior of the mobile food establishment, open to the atmosphere or if containers are kept in a compartment, the compartment must be separate from the interior preparation area. Access must be from the exterior of the unit and compartment floor and the exterior door must be vented to the atmosphere.
• All food vendors must complete the Temporary Food Establishment Application with the Williamson County and Cities Health Department and pay the fee associated with the permit. It is the responsibility of the vendor to contact the Health Department separate from the City of Leander. The City of Leander has no involvement with this permit being issued.
• The Temporary Food Establishment Permit is needed for any group that is serving and/or providing samples of foods. If you have an Annual Mobile Food Establishment Permit with Williamson County this can replace the Temporary Food Establishment Permit Requirement. 

• Permit Applications must be submitted to the Williamson County Health District at least two weeks before the event. Permit Applications can be submitted by mail, fax, or email. For more information please visit http://www.wcchd.org/services/food_and_restaurant. 

Cancellation & Refunds

• No refunds will be issued for vendor cancellations, no-shows, late arrivals, weather-related conditions, or failure to comply with event requirements.

Weather Policy

• The Old Town Christmas Festival is a rain or shine event.
• Event organizers reserve the right to modify or cancel the event due to severe weather or other circumstances beyond their control.
• Refunds will not be issued for weather-related cancellations or interruptions unless otherwise determined by the Leander Chamber of Commerce.

Liability

• Vendors participate at their own risk and assume full responsibility for their booth, merchandise, employees, and guests.
• By participating, vendors agree to release, indemnify, and hold harmless the Leander Chamber of Commerce, the City of Leander, event sponsors, volunteers, employees, and event organizers from any claims, damages, losses, liabilities, or expenses arising out of participation in the Old Town Christmas Festival.

BONUS BENEFITS OF PARTICIPATING

• All vendors are listed on our website and we link all vendors to the site for continued shopping!
• When you donate an item for us to use at a future chamber event, we will advertise it on the Old Town Facebook and event page.

Electronic Agreement

By submitting this application through Eventeny, you certify that you are authorized to act on behalf of your business and agree to abide by these Terms & Conditions. Your electronic submission constitutes your electronic signature and acceptance of this agreement.