Windfest Festival Vendor Policies & Requirements

Exclusivity

Absolutely no rights to exclusivity are granted or implied to any exhibitor at this festival. While every effort will be made to separate similar or like crafts into different areas, no guarantee of exclusivity will be provided.

Sales Tax

All vendors must have a valid state sales tax permit to participate in the festival. Vendors are solely responsible for collecting and remitting any applicable sales tax incurred during the event.
Vendors must be able to produce their permit at any time throughout the festival weekend upon request.

Electricity

Efforts will be made to provide booth power only if electricity is selected on your vendor signup form.
Power limitations and requirements:

• Maximum usage: 500 watts or 4 amps per booth (e.g., five 100-watt bulbs).
• Only fluorescent or energy-saving bulbs may be used.
• Halogen and iridescent bulbs are strictly prohibited.
• Vendors must bring their own 100v extension cords with grounding prong.
• Only one item may be plugged into the cord at a time.
• Additional power needs will be reviewed and may incur extra charges.

Fire Extinguisher Requirements

All Food Vendors and Food Trucks must have a 5 lb fire extinguisher accessible at their booth at all times for safety purposes.
(This requirement does not apply to Market Vendors.)

Security

The festival grounds are fenced, and continuous security patrols are provided during festival hours and overnight.

• Vendors may bring a straight-leg canopy, which must be properly secured against wind.
• All vendors must cover or secure their merchandise at the end of each festival day.
• All merchandise must be kept fully inside your booth and behind tent walls when closed to allow for clear visibility by patrolling officers.

Failure to properly secure items increase the risk of theft or tampering. The festival is not responsible for any loss, theft, or damage to merchandise or equipment.

Insurance

All vendors are required to carry liability insurance for the duration of the festival. Your policy must list the following as Additional Insured:

• Portland TX Chamber of Commerce
  • 1211 US Hwy 181, Portland, TX 78374
• City of Portland, Texas
  • 1900 Billy G Webb, Portland, TX 78374

Proof of insurance is required before your application can be approved.
It must be submitted with your application or emailed to chamber@portlandtx.org.

Vendors are responsible for maintaining adequate coverage to protect against loss, injury, or property damage. The festival and its sponsors will not be responsible for any theft, loss, or damage to merchandise, equipment, or property, whether caused by natural events (fire, flood, wind, rain) or human causes (theft, vandalism, or any other event).

Merchandise Policies

The sponsoring entity reserves the right to accept or reject any application and to refuse duplicate merchandise offered by another vendor.

• All applications will be reviewed to ensure compliance with merchandise standards.
• If any listed items are not accepted, the vendor will be notified.
• Vendors found selling non-approved items will be instructed to stop. Failure to comply will result in removal from the festival with no refund.
• All merchandise must be sold only from your assigned booth.
  • No peddling, roaming sales, or calling/shouting to crowds is permitted.
• No marketing, network marketing, or online-only products may be sold or solicited.

Conduct

This is a family-friendly event, and all vendors are expected to behave respectfully.
The following behaviors are strictly prohibited:

• Foul or profane language
• Rude, aggressive, or disruptive behavior
• Possession or consumption of illegal drugs

Violations may result in immediate removal from the festival and permanent loss of vendor privileges.

No Cancellations / No Refunds Policy

No cancellations are permitted. All sales, reservations, and vendor fees are non-refundable. Our festival operates rain or shine, and participation is expected regardless of weather conditions.

If the festival is cancelled for any reason, no refunds will be issued.

Food Product Requirements

Vendors selling food, food mixes, or offering food samples must obtain all required documentation from the San Patricio County Health Department prior to the event. All food vendors must comply with all applicable county health regulations.

“Cottage Food Producers” may sell premade and properly packaged products, provided all required Cottage Food laws and procedures are followed.

No hot equipment (including warmers, hot plates, burners, or any device used to heat or keep food warm) is allowed in Vendor Booths.
If you need to cook, heat, or keep food warm, you must register as a Food Vendor.

Food Vendors may sell drinks; however, all beverages must be purchased through the Chamber for sale at the festival. Please inquire about pricing and availability.

A $100 non-refundable cleaning deposit is required for all Food Vendors.

Vendor Hours

Market Day Vendor Booth Hours (Required)

All Market Day Vendors must remain open and staffed for the full duration of vendor hours—no exceptions.

• Friday: 5:00 PM – 11:00 PM
• Saturday: 11:00 AM – 11:00 PM
• Sunday: 12:00 PM – 6:00 PM

Food Vendor Booth Hours (Required)

Food Vendors must remain open for all festival hours, without exception.

• Thursday: 5:00 PM – 11:00 PM
• Friday: 5:00 PM – 11:00 PM
• Saturday: 11:00 AM – 11:00 PM
• Sunday: 12:00 PM – 6:00 PM

Setup / Site Access

Vendor information will be emailed prior to the event.

Vendor packets must be picked up one week prior to the event from:
Portland Chamber of Commerce
1211 US Hwy 181, Portland, TX

All vendors will receive vendor bracelets in their packet, which must be picked up prior to the event at the Chamber offices.

• Bracelets must be worn at all times while on festival property.
• If a bracelet is lost or stolen, it will not be replaced.
• Each vendor receives up to four entry bracelets. Additional bracelets must be purchased in advance.
• All vehicles must be off grounds by 3 pm on Friday.

Vendors will not be allowed entry to set up or access the grounds without a valid bracelet. All retail vendors must be fully set up before opening on Friday.

Load-Out Instructions

Vendors may not enter the grounds with vehicles for load-out until after 7:00 PM on Sunday and only after all guests have exited the festival grounds.
Vehicles may enter only when a Windfest Representative opens the gate.
Please plan accordingly.

Site Commitment

A vendor’s assigned site is secured only after their application is accepted, full payment is received, and proof of required insurance has been provided.
Vendors are responsible for arriving on time, setting up within the assigned area, and complying with all festival requirements to maintain their site assignment.

All Market Retail vendor spaces are 10’x10’. These booths are on pavement.  The space does not include any tables, chairs, or shelving of any kind.

Vendor Parking

All vendors may park in any of the designated Windfest parking areas.
No parking passes will be provided. Vendors are responsible for paying any applicable parking fees and for following all posted parking rules and regulations.

Windfest Grounds
2000 Billy G. Webb Drive
Portland, TX

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