Holiday Market and Food Truck Vendors

Vendor Selection

• Limited Space: Space is limited and submitting an application does not guarantee acceptance into the festival.
• Criteria: All applications are carefully reviewed and vendors are selected based on product relevance to the event, presentation, uniqueness and overall fit.
• Confirmation: Participation is not confirmed until your application has been approved and you have received an official acceptance notification.
• Communication: All event communications will be sent from a University of the Incarnate Word (UIW) email address.

General Requirements

If selected to participate, vendors will be required to:

• Comply with all event and venue policies and procedures, including assigned load-in and load-out schedules.
• Submit a Certificate of Insurance, if requested.
• Complete and submit waivers for all individuals working in the booth, regardless of the length of time they will be assisting (waiver forms will be provided to selected vendors).
• Pay the vendor fee via a link provided once you have been notified of your selection.
  
• Active Food permit issued by the City of San Antonio, if requested.
  

Third-Party Vendors and Direct Sales Companies

• When creating your vendor profile, please disclose any third-party business affiliations, if applicable.
• Examples include, but are not limited to: LuLaRoe, LipSense, Paparazzi Jewelry, Mary Kay and similar companies.

Booth Sharing

• Booths may not be shared with another vendor or business.
• If a vendor is unable to attend, another vendor may not occupy the assigned space.
• Booths must be operated solely by the business registered and approved for that booth.

Early Departure Policy

• Full Duration: Vendors are expected to remain open and operational for the entire duration of the event.
• No Early Teardown: Early departure is not permitted under any circumstances, including selling out of merchandise. Vendors must bring sufficient inventory to last the entire event.
• Timing: Booths may not be dismantled, packed up, or vacated before 9:00 p.m.
• Penalty: Failure to comply with this policy may result in the vendor being ineligible to participate in future UIW events.

Trash and Site Cleanliness

• Vendors are responsible for properly disposing of all trash generated within their booth space before leaving the event site.
• Trash receptacles will be available throughout the venue.
• Vendors are encouraged to bring extra trash bags to help maintain a clean booth area.
• Failure to properly dispose of trash may result in the vendor being ineligible to participate in future UIW events.

Music and Sound

• To maintain the event atmosphere and support the scheduled entertainment, vendors may not use speakers or play music within their booth spaces or outside their food trucks. Music for the event will be provided and managed by the event coordinator to ensure a consistent experience and to accommodate the event's scheduled programming.

Generator and Power Rules

• No Campus Power: Electricity will not be provided to vendors. Campus electrical outlets will not be available for vendor use, as all available power sources are reserved exclusively for event operations and holiday lighting displays.
• Required Equipment: Vendors requiring electricity must provide their own quiet, inverter-style generator and any necessary extension cords.
• Operation: Generators must be maintained in safe operating condition and operated in a manner that does not disrupt neighboring vendors, event programming, or the guest experience.

Equipment Restrictions

Power should be reserved for equipment that is essential to the operation of your business.

• Prohibited Items:
  • Air conditioning units
  • Heaters
  • Large industrial-sized fans (personal fans are permitted)
• Battery-Powered Alternatives: Battery-powered alternatives should be used whenever possible for non-essential items, including:
  • String lights
  • Decorative displays
  • Phone chargers
  • Personal fans
  • Similar convenience items

Food Preparation & Cooking Policy

• Holiday Market vendors are not permitted to cook, prepare or warm food onsite. Open flames, fire, or electrical sterns/heating devices are not allowed within vendor booth spaces. The exception to this policy is approved food trucks, which may prepare and cook food onsite within their designated food truck areas while following all applicable safety regulations and event requirements.

Merchandise Guidelines

• Family-Friendly: Light the Way is a family-friendly event. Vendors may not display, sell, or distribute items containing political messaging, profanity, offensive language, or other inappropriate content.
• Collegiate Merchandise: If vendors sell collegiate-affiliated merchandise, priority must be given to highlighting the University of the Incarnate Word (UIW). To preserve and celebrate the spirit of the campus during this event, vendors are asked to feature UIW-related items when offering collegiate merchandise.
• Other Universities: Vendors are permitted to sell or display merchandise representing other colleges or universities onsite. In addition, merchandise featuring professional sports teams, including NFL, NBA and MLB teams, is permitted.
• Inspections: UIW staff will inspect vendor booths prior to the start of the event. Any prohibited items must be removed immediately upon request.
• Non-Compliance: Vendors who fail to comply with this policy may be required to close their booth and leave the event. Any vendor fees paid will be forfeited and considered a donation to the event.

Vendor Conduct and Event Standards

• UIW Event Values and Community Standards: Thank you for being a valued part of our event. Your participation helps create an engaging experience that celebrates community, education, health, service, and connection. As a partner in this event, we ask that all vendors, exhibitors, sponsors, and participants help uphold the Mission and values of the University of the Incarnate Word by fostering a welcoming, respectful, inclusive, and family-friendly environment for all attendees. Founded by the Sisters of Charity of the Incarnate Word, the University of the Incarnate Word is inspired by Judeo-Christian values, the Catholic Intellectual Tradition, and Catholic Social Teaching. UIW is committed to educational excellence in a context of faith and seeks to educate concerned and enlightened citizens within the global community. Through lifelong learning, thoughtful innovation, community service, social justice, and respect for the dignity of every person, the University strives to advance truth, mutual understanding, and the common good.
• UIW Rights: The University of the Incarnate Word reserves the right to deny participation, remove, or require modification of any booth display, merchandise, signage, promotional materials, activity, or vendor conduct determined to be inconsistent with the University's Mission, values, and the family-friendly nature of the event. In keeping with these values, this is a non-alcoholic event. The only exception is the designated Alumni Hospitality Area, where alcoholic beverages may be served under the supervision of authorized University personnel and in accordance with all applicable laws and University policies. Police officers and authorized event personnel are permitted to perform their official duties as required throughout the event. We appreciate your partnership and cooperation in helping us create an event experience that reflects the Mission, values, and spirit of the University of the Incarnate Word.
• Professionalism: Vendors are expected to conduct themselves in a professional, courteous and respectful manner toward guests, fellow vendors, volunteers, event staff and university personnel at all times.
• Final Authority: The University of the Incarnate Word reserves the right to make final decisions regarding vendor placement, product eligibility, booth operations, safety concerns and compliance with event policies.
• Penalties: Failure to comply with event policies or directions from event staff may result in immediate removal from the event without refund and may affect eligibility for participation in future University of the Incarnate Word events.
• Agreement: Participation in the festival constitutes acceptance of all event policies, procedures and requirements outlined in this application.

Weather and Event Conditions

• Rain or Shine: The Light the Way Holiday Festival is a rain-or-shine event. Vendors are responsible for providing appropriate equipment, coverings and materials necessary to protect their products, displays and booth spaces from weather conditions.
• Event Modification/Cancellation: In the event of severe weather, safety concerns, acts of God, government actions, public health concerns, utility interruptions, or any other circumstances beyond the control of the University of the Incarnate Word, the University reserves the right to modify, postpone, relocate, interrupt, or cancel the event at its sole discretion.
• No Refunds: Vendor fees are non-refundable, including in the event of weather-related interruptions, early closures, postponements, modifications, or cancellations beyond the University's control.
• Liability: The University of the Incarnate Word shall not be responsible for any loss, damage, theft, injury, expense, or other liability incurred by vendors as a result of participation in the event or event-related changes beyond the University's control.