2020 Exhibitor Application and Contract

Join the Texas Book Festival as we celebrate our 25th Annual Festival to be held in and around the Capitol grounds in Austin, Texas, on November 7 and 8, 2020. The Texas Book Festival connects authors and readers through experiences that celebrate the culture of literacy, ideas, and imagination. The two-day Festival is a gift to the state of Texas, free and open to the public, bringing books to life through author readings, innovative panel discussions, demonstrations, and book signings. Advertised and promoted nationally, the Texas Book Festival attracts 50,000 attendees. The Festival offers exhibitors a great opportunity to showcase their products and/or services to this large audience of book lovers.

Application Instructions
We will be handling exhibitor applications a little differently from now on! Due to increased interest in our exhibitor space over the past few years, we will now require all exhibitors to first send in an application to be reviewed by a selection committee. The committee will accept applicants on a rolling basis, and upon acceptance, applicants will be provided with the payment contract, link to pay online and instructions on where to send a check. We do not accept cash as form of payment. Note that you are not confirmed as an exhibitor until we received your payment contract and FULL payment.

First, submit the application via the form below or download the PDF here.

Exhibitor Pricing 

Standard Exhibitor Booth

$825.00 Early Registration Discounted Fee, prior to May 22, 2020

$725.00 Early Registration Discounted Fee, each additional booth, prior to May 22, 2020

$925.00 Standard Registration Fee, May 22, 2020 through September 18, 2020

$825.00 Standard Registration Fee, each additional booth, May 22, 2020 through September 18, 2020

$1,025.00 Late Registration Fee, September 18, 2020 through October 9, 2020

$925.00 Late Registration Fee, each additional booth, September 18, 2020 through October 9, 2020

Booth fee includes:
  • 10’x10’ booth space within a large tent; access to electricity
  •  One 8’ covered/skirted table with two chairs
  • One identification sign in booth
  •  One parking pass
  • One exhibitor listing in Festival publication
  •  One exhibitor listing on Festival website

Non-Profit Booth

$525.00: Registration Fee

Note there is no early registration discount for non-profit booths. If you are a non-profit, you must submit a copy of your 501(c)3 status certification with your application and payment. Limited availability; sells out fast.

Booth fee includes:
  •  10’x10’ booth space within a large tent; access to electricity
  •  One 8’ covered/skirted table with two chairs
  • One identification sign in booth
  • One parking pass
  • One exhibitor listing in Festival publication
  • One exhibitor listing on Festival website

Open Pavilion Exhibitor Table

$475.00: Registration Fee

Note there is no early registration discount for open pavilion exhibitor tables. Limited to indie authors, indie presses, and non-profits with limited budgets. Limited availability. Exhibitor table will be grouped with other tables under an open-style pavilion tent with no sides, no electricity. Note: sells out fast.

Table fee includes:
  • One 6’ covered/skirted table with two chairs
  •  One identification sign on table
  • One parking pass
  • One exhibitor listing in Festival publication
  •  One exhibitor listing on Festival website
  • NO access to electricity with this option
  • NO walls on tent sides – topped tent only

Cancellation Policy

If you need to cancel, we will refund you 50% through September 4, 2020. A 25% refund will be issued for cancellations between September 5 and September 18, 2020. No cancellations or refunds will be issued after September 18, 2020, unless the 2020 Texas Book Festival is canceled. If the Texas Book Festival is canceled due to public safety concerns, all exhibitors will be refunded. The Texas Book Festival will take place rain or shine. Refunds will not be issued due to inclement weather.

2020 Exhibitor Application

  • For non-profit organizations only
    Choose the category that best describes you or your organization
    Two exhibitors may share a booth or table. The Festival will only accept one application per booth or table. That application must designate the company with whom they are sharing the booth or table, and assume full payment for the booth or table. Complete the following section only if you are sharing a booth or table.

    Turnkey Event Rentals

    Texas Book Festival has selected Turnkey Event Rentals to serve as the independent contractor to provide services and equipment to exhibitors. Complete information concerning equipment and services that the exhibitors may purchase or rent will be included in the exhibitor’s information kit that each exhibitor will receive in late September. Turnkey Event Rental will maintain an exhibitor service desk on site.

    Care of Exhibit Space

    TBF will arrange for cleaning of aisles and removal of trash from large receptacles at the end of each tent. The exhibitor will keep their booth or table space in a neat and professional manner and appearance. Handwritten signs are not permitted. Overflowing trash should not be visible within your booth. Fire Department safety regulations require that aisles be kept clear at all times. Decorations, signs, banners, etc. may not be fastened to tents and other structures. The Exhibit area is a non-smoking area; smoking is NOT allowed in any exhibitor tents, or within 15’ of any TBF tents or structures. No possession or consumption of alcohol is allowed on Festival grounds.

    PLEASE DO NOT leaflet or distribute products in the aisles, near the doors or outside of the exhibitor tents, or on festival grounds. Exhibitors must remain within their booth or table space. Mascots cannot roam the festival grounds.

    Helium Balloons

    Due to safety issues created with the use of helium tanks, and a fee to retrieve balloons from trees near and on State Capitol grounds, helium balloons are not allowed at the Festival.

    Dogs

    Dogs and other pets that are part of a display must be fully vaccinated. No aggressive dogs allowed. All pets must be leashed and in complete control by the owner at all times. Owners accept full responsibility for the safety of their pets and all visitors.

    Operating and Vacating Hours

    Each exhibitor will maintain and operate their booth or table between 10 a.m. and 5 p.m. on Saturday, November 7, 2020, and 11 a.m. and 5 p.m. on Sunday, November 8, 2020. The exhibitor will remove all contents of booths no earlier than 5 p.m. and no later than 7 p.m. on Sunday, November 8, 2020, except for boxed materials to be shipped at the exhibitor’s cost arranged prior to the Festival. Any exhibitor who has not occupied the booth or table by 10:00 a.m. Saturday, Saturday, November 7, 2020, forfeits the use of that space, no refund.

    The exhibitor agrees that no Festival titles shall be sold. Other titles by Festival authors are permitted.

    Subletting of Space

    The exhibitor shall not assign or sublet any space allotted to the exhibitor and shall not advertise or display goods other than those sold by such exhibitor in the regular course of its business. The space assigned to the exhibitor is for its own exclusive use and may be used only for the display and sale of its goods and services.

    Cancellation and Refund Policy

    All cancellations must be made in writing to TBF. 50% refunds will be honored on cancellations received by or before 5 p.m. (CST) on Friday, September 4, 2020. 25% refunds will be honored on cancellations made between September 5, 2020, and September 18, 2020, received no later than 5 p.m. (CST) on September 18, 2020. No refunds will be given after Friday, September 18, 2020, unless the Texas Book Festival is canceled due to public safety concerns. All exhibitors will be refunded if the Texas Book Festival is cancelled.

    Liability

    The exhibitor assumes the risk of loss and all liability for any damages, liability, or expenses, arising from, out of or by reason of the exhibitor’s occupancy and use of the exhibition premises, or any part thereof. The exhibitor shall at all times protect, indemnify, save, and keep harmless TBF from any damage, liability or expense arising from or out of any loss or injury to any property or person, including the exhibitor, its agents, sponsors, employees, and business invitees, which arise from or out of or by reason of the exhibitor’s occupancy and use of the exhibition premises or any part thereof. The exhibitor is encouraged to insure itself against property loss or damage and against liability for personal injury at its own expense. The Texas Book Festival is not responsible for items left behind at the Festival. All items left behind will be disposed of at 9:00 p.m., Sunday, November 8, 2020.

    Security

    TBF will furnish security on a 24-hour basis, but the furnishing of security shall not be deemed to imply any liability or acceptance of responsibility on the part of TBF, its volunteers, or representatives, or to modify in any way the assumption of risk and release provided for above. All property of the exhibitor will remain under the exhibitor’s custody and control at all times. All containers, packages, and vehicles are subject to inspection.

    Sales Tax

    If sales or orders are taken at your booth, a Texas Sales Tax Permit is required. The permit can be obtained free of charge by calling the Comptroller’s Office at 800-252-5555 or by contacting them in writing at 1711 San Jacinto Blvd., Suite 180, Austin, Texas 78701-1416, (512) 463-4865.

    By submitting this application, the applicant and all parties who will be setting up, tearing down, and working at the festival agree to abide by all rules and regulations described within the contract.