Student Engagement

Vendor Information

Wednesday, January 19, 2022
5:30 – 8:30 pm
Iowa State University
Durham Great Hall, Memorial Union

Registration for Spring WelcomeFest 2022 will open in November 2021.

Spring WelcomeFest provides local businesses and community organizations from the Ames community, along with ISU departments, an opportunity to engage with ISU students and showcase their services. Student organizations have a similar opportunity at Spring ClubFest.  

Spring WelcomeFest attracts thousands of students, and 100+ businesses and departments. This event gives you the opportunity to promote your services, goods and employment opportunities, and welcome students to our community.

Registration Options

Standard Registration - $150 through December 10; $250 beginning December 11

  • One booth with access to electricity if needed (must indicate on the registration form).

  • One parking pass for the Memorial Union parking ramp.

  • Name of business, organization, or department listed and hyperlinked on the Spring WelcomeFest website

Cardinal Sponsorship (Limited Availability) - $300 through December 10; $400 beginning December 11

  • One booth with access to electricity if needed (must indicate on the registration form).

  • Name of business, organization, or department listed and hyperlinked on the Spring WelcomeFest website.

  • Primary placement in the Great Hall by the entrance used by students.

  • Logo* included on all Spring WelcomeFest promotions, including posters on campus and in the Ames community; the Spring WelcomeFest webpage; a mass email sent out to all students; and signage at the event.

  • 2 parking passes for the Memorial Union parking ramp included with this registration, and 1 additional parking pass for each standard registration purchased after that.

Gold Sponsorship (Limited Availability) -  $500 through December 10; $600 beginning December 11

  • One booth with access to electricity if needed (must indicate on the registration form)

  • Name of business, organization, or department listed and hyperlinked on the Spring WelcomeFest website.

  • Premier placement in the Great Hall by the entrance used by students.

  • Premier logo* and link placement on all Spring WelcomeFest promotions, including posters on campus and in the Ames community; the Spring WelcomeFest webpage; a mass email sent out to all students; and signage at the event.

  • Digital promotions throughout the MU and in the Great Hall on the day of the event.

  • Social media shout-outs** through MU accounts leading up to the event.

  • Curb-side supply drop-off from noon-4pm on the day of the event. Supplies will be placed on your table in the Great Hall for your convenience.

  • 3 parking passes for the Memorial Union parking ramp included with this registration, and 1 additional parking pass for each standard registration purchased after that.

  • Access to a VIP room with snacks and bottled water from 4-9pm. Snacks and bottled water may also be delivered to your table upon request.

Virtual Registration - $100

  • Name of business, organization, or department listed and hyperlinked on the Spring WelcomeFest website

  • Opportunity to provide a flyer, info sheet, or small swag item in advance to be added to bags passed out to attendees

Virtual Sponsorship (Limited Availability) - $300

  • Premier logo* and link placement on all digital Spring WelcomeFest promotions, including the Spring WelcomeFest webpage; a mass email sent out to all students; and signage at the event.

  • Opportunity to provide a flyer, info sheet, or small swag item in advance to be added to bags passed out to attendees.

  • Digital promotions throughout the MU and in the Great Hall on the day of the event.

  • Social media shout-outs** through MU accounts leading up to the event.

*A high-res logo (300 dpi or greater, saved as a PNG file with a transparent background) is required. 

**Graphics for social media shout-outs will be created using the Spring WelcomeFest brand and the logo provided by the sponsor. If preferred, you may also provide your own ad for us to use. Ads should consist of the highest quality images possible as a 150-300px PNG/JPG with both vertical and horizontal formatting if available. Please keep in mind readability—text heavy ads are hard to see and may not be read by viewers. All ads are subject to review by Student Engagement. 

How to Register

Vendors can register online via MidwesTIX. Every registration is subject to a $2 MidwesTIX fee and a 3% convenience fee.

One booth is included with each registration option. If you need to purchase additional booth spaces, you will need to add those as additional "Standard Registrations" to your purchase.

  • Example 1) You would like to purchase a Cardinal Sponsorship and have a total of 5 tables at the event. You will need to select 1 "Cardinal Sponsorship" and 4 "Standard Registrations" on the MidwesTIX registration page.

  • Example 2) You would like to purchase a Standard Registration and have a total of 6 tables at the event. You will need to select 6 "Standard Registrations" on the MidwesTIX registration page.

If you are unable to register online, please contact welcomefest@iastate.edu for assistance.

Booth Information

  • Booths will be assigned on a first-paid, first-served basis. 

  • To reduce congestion, booth set-up will occur in shifts from noon-5:30pm on the day of the event (more info on how to sign up for your booth set-up shift will be sent out after we receive your registration). Tear-down and load-out will be from 9 - 9:30pm the same evening.

 Display Information

  • Each registrant will receive one six foot table and one chair. If you need more than six feet you will need to purchase additional spaces. Displays cannot extend beyond six feet in one space.

  • Displays must comply with fire code and safety restrictions. If we have concerns about your display, we will notify you immediately and work out an alternative solution.

  • Please let us know what freebies you are handing out so we can insure that they follow our standards for this event. Note that only pre-packaged food items will be allowed to be distributed this year due to COVID-19 precautions. Food items should be packaged in such a way that participants can take them to consume after the event--no eating or drinking will be allowed inside the event as participants must wear face coverings at all times. 

  • Spring WelcomeFest is advertised as a FREE event to students. Selling foods/services/products at the booths is NOT allowed, but you may give away samples and promotional items, employment applications, invitations or information in regards to the products/services you offer to the ISU community. Credit card solicitation is prohibited at Iowa State University.

  • Electricity is limited to a first-registered-first served basis. Please bring your own extension cords.

 Other Information

  • All fees are non-refundable, with the following exception: If Student Engagement is forced to cancel the event, registration and sponsorship fees will be refunded minus applicable MidwesTIX processing fees.

  • For questions contact Student Engagement at (515) 294-8081 or welcomefest@iastate.edu. We look forward to your participation in welcoming ISU students to our community!

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