ARTS & CRAFT VENDORS: Please include a full description of items to be sold, pictures are preferred. You will be notified if the items are NOT allowed to be sold. The ECLSR Committee reserves the right to remove items/vendors WITHOUT a refund. If you have any questions or concerns, please feel free to contact Kaitlyn Shaw at vendors@ecyexpo.com or (214) 957-8859.
Spaces will be available for rent to any person or organization wishing to sell RETAIL ITEMS, CRAFTS, HANDWORK, PAINTINGS OR HANDOUTS…NO GARAGE SALE ITEMS. We do reserve the right to refuse application of a vendor at the discretion of the ECYE. Items NOT permitted and enforced include silly string, water guns, BB guns, plastic guns, disappearing ink, stink bombs, fireworks of any kind, pop balls,
play cigarettes, hair paint or hair painting, and absolutely no political handouts or items.
FOOD VENDORS: All food vendors must submit their full menu to vendors@ecyexpo.com, or a picture of the menu on the form below. Please note that all food vendors will also be required to show proof of their health permits prior to opening. Food Vendors must move-in Wednesday March 20th between 12pm-7pm. Rusty Allen will coordinate your specific set-up time, once application is approved. We are requesting that Food Vendors open on Thursday morning for the PRCA Slack Performance and Friday morning for the Breeding Livestock Show.
REGISTRATION, SET UP AND TEAR DOWN: This is an INDOOR/OUTDOOR EVENT – Vendor must provide all of their own display equipment. No tables, chairs, or tents will be available at the venue. Electrical Outlets will be available for purchase, on a first come-first serve basis. Electrical Outlets are $50 each. Vendor must supply their own extension cords/power strips.
Set up is Wednesday March 20th from 9am-7pm & Thursday March 21st starting at 9am. Vendor booth must be customer ready no later than 3pm on Thursday. There will be traffic managers available to direct you during set up time. Please be considerate of others and keep all cars in designated parking areas. ALL VENDOR TRAILERS AND UHAULS WILL BE PARKED AT THE COWBOY CHURCH OF ELLIS COUNTY.
Call or text Kaitlyn (214) 957-8859 or Kristi (214) 912-0383 with any questions.
Please have all vehicles out of the Expo parking lot at least one hour prior to event starting (reference times above). Vendors will be required to be open during operating schedule. If you close early, you must have approval by Fair Chairman prior to event start. Request must be submitted in writing.
ALL VENDORS MUST BE OUT OF THE EXPO CENTER NO LATER THAN 8AM SUNDAY MARCH 24TH, 2024!
We highly encourage all vendors to stay set-up and leave merchandise available for purchase during the set vendor booth hours listed above.
It is the vendor’s responsibility to dismantle and clean their space prior to leaving.
THREE fair entry passes and ONE parking pass will be included with booth rental. Any additional passes can be purchased at the gate for $30-$35 per person/per day. Parking Passes are available for $10 per vehicle, per day. All parking will be at the Cowboy Church of Ellis County. There will be no vendor parking permitted at the Ellis County Youth Expo building- unloading only.
WEATHER: This is an indoor/outdoor festival. There will be no refunds due to inclement weather.
SECURITY: General security will be provided overnight Thursday thru Sunday. However, vendors are responsible for their own booths, securing their own merchandise, money, and goods. Neither ECLSR Committee nor the Festival Volunteers or Sponsors will be responsible for stolen, lost or damaged property, accidents, or injury.
FEES: Fee details are outlined on the application. Fees are to be paid in advance with application & signed contract. Booth spaces are on a first paid-first assigned basis. There will be no refund due to inclement weather. Space reservation must be made in writing and accompanied by full payment.
PAYMENT: Upon application approval we will email you an invoice through Quickbooks. All payments must be made within 3 business days upon receiving the invoice. Please note that all sales are final. All proceeds benefit the 4H & FFA Youth of Ellis County .Vendor Booth payment may be made by a credit card or money order. There will be a 5% service charge if you choose to pay by Credit Card. Cashier checks and money orders should be made payable to the Ellis County Youth Expo. Post-dated checks are not accepted.
DEADLINE: FULL payment must be received within 3 business days of receipt of invoice. If payment is not received, or arrangements have not been paid through Vendor Chairman (Kaitlyn Shaw 214-957-8859) then your vendor spot is subject to forfeit.
WIFI/ INTERNET CONNECTION: The ECLSR Fair Committee does not guarantee wifi/internet access during the event. Each vendor is responsible for their own internet/hot spot access. Please note that the event is in a metal building, so reception/internet connections may be difficult, especially with the number of guests and vendors in attendance. ATM's will be available onsite . SPECIAL REQUESTS or NEEDS: If you have a special request or need, please note them on reservations. These will be accommodated, if possible, if application is received prior to February 15, 2023. It will be difficult to make changes in space assignments, etc. on the show day.
*We require each vendor donate an item valued at $25 for the giveaway during the SIP-N-SHOP on Thursday March 21st*