Spring WelcomeFest 2021

WelcomeFest provides local businesses and 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.

Booth Information:

• Space 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:

• To prioritize the health and well-being of all those in attendance, all vendors must adhere to the event's COVID-19 precautions noted below.
  
  


• Each registrant will receive one six foot table and one chair. If your booth exceeds six feet then 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. 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.
  
  


• 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 about 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.
  
  

COVID-19 Precautions:

To help mitigate the risk of COVID-19 transmission, the following restrictions will apply to all vendors registered for the event:

• Vendors may have a maximum of two people present per each table that is purchased (e.g. if you purchase two tables, up to four people will be allowed to staff those tables at the event).
  
  


• All vendors will be required to wear a face covering that covers the nose and mouth while staffing their table at the event. Vendors will be asked to maintain social distancing when possible throughout the event.
  
  


• All students attending the event will be required to wear face coverings as well.
  
  


• Only pre-packaged food will be allowed to be distributed. No eating or drinking will be allowed inside the event
  
  

Registration Options

Standard Registration
 - $150 until Friday, January 15; $250 starting Saturday, January 16

• 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 on the WelcomeFest website.

Cardinal Sponsorship (Limited Availability)
 - $300 until Friday, January 15; $400 starting Saturday, January 16

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


• Primary placement in the Great Hall by 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. 1 additional parking pass provided for each standard registration purchased after that.

Gold Sponsorship (Limited Availability)
 - $500 until Friday, January 15; $600 starting Saturday, January 16

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


• Premier placement in the Great Hall by 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 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. 1 additional parking pass provided 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/logo of business, organization, or department listed and hyperlinked on the 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 - $300 

• Premier logo and link placement on all digital WelcomeFest promotions, including the WelcomeFest website; 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.

Other Information

• All fees are non-refundable, with the following exception: If Student Activities is forced to cancel the event due to COVID-19 concerns or other issues, registration and sponsorship fees will be refunded minus applicable MidwesTIX processing fees.
  
  


• Every booth registration subject to a $2 MidwesTIX fee.
  
  


• A 3% convenience fee is added to all online registrations.
  
  


• 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 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.
    
    
  
  
  • Example 2) 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.
    
    
  
  
  
  


• For questions contact Kristine Heflin at (515) 294-8081 or [email protected]. We look forward to your participation in welcoming ISU students to our community!