Spring WelcomeFest 2025

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.
  
  


• 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 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.
  
  


• If you choose to give out food samples, you must be licensed and insured. Additional paperwork will be required for samples that are cooked by the restaurant or business.  Contact us at [email protected] 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 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.
  
  

Registration Options

Standard Registration
 - $200 through Monday, December 16; $250 starting Tuesday, December 17

• 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)
 - $350 through Monday, December 16; $400 starting Tuesday, December 17

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


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


• 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)
 - $550 through Monday, December 16; $600 starting Tuesday, December 17

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


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


• 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 4-8 pm. Snacks and bottled water may also be delivered to your table upon request.
  

*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. 

^Sponsors that register after Friday, January 3, 2025 will not be included on print marketing materials. We will do our best to include those sponsors on digital marketing materials, but cannot guarantee logo placement or any specific promotion.
 

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.
  
  


• 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 Student Engagement at (515) 294-8081 or [email protected]. We look forward to your participation in welcoming ISU students to our community!