Student Engagement

Vendor Information

Wednesday, January 31, 2024
5:30 – 8:00 pm
Iowa State University
Durham Great Hall, Memorial Union

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 ClubFest.  

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 - $200 ($250 after December 15)

  • 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 WelcomeFest website

Cardinal Sponsorship (Limited Availability) - $350 ($400 after December 15)

  • 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 WelcomeFest website.

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

  • Logo*^ included on all WelcomeFest promotions, including posters on campus and in the Ames community; the 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) - $550 ($600 after December 15)

  • 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 WelcomeFest website.

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

  • Premier logo*^ and link placement on all WelcomeFest promotions, including posters on campus and in the Ames community; the 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 service for 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 4-8 pm.

Additional Sponsorship Opportunity

  • Student Engagement would like to provide bags for students to grab when they are entering the event. If you are interested in providing reusable bags or shopping bags with your branding on them, please let us know at welcomefest@iastate.edu BEFORE registering and we will provide a discount on your registration (discount amount dependent on the number of bags provided).

  • Tote bags must be delivered to Student Engagement no later than Friday, January 19.

*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 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. 

^Sponsors that register after January 5 will not be included on print marketing materials. We will do our best to include these sponsors on digital marketing materials but cannot guarantee logo placement or any specific promotion.

How to Register

Vendors can register online via MidwesTIX (registration will open November 20). 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.

In an effort to diversify the vendors present at our WelcomeFest events, Student Engagement has a limited amount of full or partial fee waivers available to help offset the cost of registration. If you are interested, please submit a fee waiver request form prior to registering for the event.

Booth Information

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

  • Check-in and booth set-up will occur from 3 - 5 pm on the day of the event. All booths must be set up by 5:15 pm. Tear-down and load-out will be from 8 - 8:30 pm the same evening.

 Display Information

  • Each registrant will receive one six foot table and two chairs. 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 ensure that they follow our standards for this event. 

  • If you choose to give out food samples, you must be licensed and insured. Additional paperwork may be required for samples that are cooked by the restaurant or business. Contact us at welcomefest@iastate.edu if you are interested in handing out samples.

  • 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

  • Carts are not provided. Please bring your own cart for loading, unloading, and transportation of materials onsite. 

  • 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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