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(Draft) COMMUNITY BOOTH Application: 2024 Waterloo Arts Fest



Waterloo Arts is seeking community organizations for the Waterloo Arts Fest on Saturday, September 14, 2024. In keeping with the artistic theme of the Fest, we ask that all community organizations include a hands-on creative activity, or fun give-away at their booth. The community booth spaces are reserved for organizations providing services to the community as not-for-profit organizations. Submitting an application does not guarantee a space at the festival.


  • March 15, 2024 - Applications open
  • April 30 - Early Bird application deadline
  • May 10 - Early Bird applicants notified of acceptance/denial
  • May 31 - Early Bird payment & contract deadline
  • May 1 through July 31 - Space permitting, applicants will be considered on a rolling basis
  • July 31- All payments and contracts due
  • August 23 - Festival instructions emailed to vendors
  • September 14,2024 - Setup begins at 9 am, festival runs 12-7pm, breakdown at 7pm


Early Bird Discounted Fee - $30 (See Application & Payment Deadline Above)

Regular Fee - $40 (Applications received May 1 - July 31)

Waterloo Arts will not hold booth space until the signed contract and payment are received. 


Accepted community organizations will be e-mailed a logistics packet two weeks before the event.  This packet will include parking information, marketing materials, scheduled load-in time and instructions. Booth locations will be given when you arrive at the event, September 14, 2024. 

All accepted community organizations will be given a 10’ x 10’ booth space. Groups are required to bring their own tent and the tent may not exceed 10’ x 10’. Your Group is solely responsible for the appearance of your booth space and for bringing everything needed to complete the booth set up. Waterloo Arts Fest will not provide electric outlets, tables or chairs. Your booth must be staffed by your own personnel for the duration of the event. Set-up begins at 9:00 am and tear-down begins at the end of the festival at 7:00 pm. *Tents may be rented from Waterloo Arts for $100, which includes set up and breakdown.* 


As a safety measure, groups are not permitted to tear-down booths or move vehicles until given explicit notice from festival staff. Please drive slowly on festival grounds during set up and break down. 


  • The Waterloo Arts Fest is family-friendly. 
  • Community organizations are not permitted to sell food, beverages, or other merchandise.  
  • No fundraising is allowed at the festival.
  • Community Organizations must provide a fun activity or give-away at the event.
  • Booth space is 10 x 10. Tent, table & chairs not provided. Tent may be rented from Waterloo Arts for $100
  • The Waterloo Arts Fest happens rain or shine. In the event of severely inclement weather conditions, the festival may be canceled for safety concerns. No refunds will be issued should cancellation be necessary.
  • Community organizations are expected to staff for their booth for the DURATION of the festival. If a booth space is abandoned prior to the end of the festival, the community organization may not be accepted for booth space at future Waterloo Arts Fest events.
  • Submitting an application does not guarantee space. See details above.


Please direct questions about this application to the festival coordinators via email at:

Contact Information


I acknowledge that Waterloo Arts is not liable for the loss or damage of any application materials including samples.