Vendor FAQ

Food Vendors

Food vendor applications open each January for all events included on our annual event calendar.

Each year, we receive more than 60 food truck and food vendor applications, while the number of available spaces varies by event. Due to space limitations, event layouts, and logistical considerations, food truck spaces are limited, and food tent spaces are extremely limited and may not be available at every event.

While we carefully consider each application, we are unable to accommodate every event or date requested by each vendor. Vendor selections are based on available space, event logistics, and the goal of providing a diverse variety of food options for our attendees.

Our committee works diligently to create a well-rounded mix of food and beverage offerings at each event. We appreciate the interest and enthusiasm of our food vendors and thank you for understanding the limitations involved in event planning and vendor selection.

Food vendor requirements:

Occupational Tax Certificate/Business License
Food permit
Power is not provided - quiet or inverter generators are required

Retail Vendors

Retail vendor opportunities are available exclusively at the annual Christmas Tree Lighting. This event is hosted by the City of Dallas, and the Dallas Woman’s Club manages the application and selection process for all retail and tent vendors.

Retail vendor space is extremely limited. The committee looks for unique offerings that complement the event, with a particular interest in rare, handmade, and artisan items.

Due to the limited number of spaces, not all applications can be accommodated. Informational tents and multi-level marketing (MLM) businesses are not eligible. Other atypical products or businesses may be approved on a case-by-case basis.

Businesses interested in being part of the Christmas Tree Lighting may also consider becoming an event sponsor. Sponsorship packages offer businesses the opportunity to have a presence at the event, including select opportunities to set up at the event, along with additional promotional benefits and other sponsor perks.

Vendor opportunities are not available for Girls Night Out, Spooky Shopping, or Christmas in July, as we focus on supporting our local brick-and-mortar retailers on Main Street.

Vendor Information & Policies

Attendance

When you are selected as a vendor, a space is reserved specifically for you, and other vendors may have been declined due to limited availability. We rely on our vendors to honor their commitment and attend the event as scheduled. Consistent no-shows and last-minute cancellations may impact consideration for future events. Last-minute cancellations also create additional challenges for our staff, who must work quickly to find another vendor to fill the vacant space. We understand that unexpected circumstances can arise. However, we ask that vendors make every effort to honor their commitment and provide as much notice as possible if they are unable to attend.

Arrival times will be outlined in the load-in logistics email sent the week of each event. Vendors may begin selling as soon as they are set up. Vendors who show-up late might not be able to set up at the event or will be required to setup where event staff sees fit keeping the safety of event attendees as priority.

Weather

Events are rain or shine; canceled only for severe weather. Vendors are notified by email.
Vendors will be contacted directly if schedule changes occur, please wait for event staff to reach out to you with these updates.
Weather-related refunds or credits are issued at the discretion of the events team

Vendor requirements

Vendors are responsible for their own tents, tables, chairs, and electricity
Vendor fees must be paid on-time to attend the event
Retail tents only - vendors will not always be able to pull a vehicle directly up to their assigned space. Please bring a cart, wagon, or any other equipment needed to transport items from your vehicle to your booth location.
Tent vendors - Tents must be weighted. No staking is allowed.
Event logistics emails will be sent out the week of the event. Each downtown event can have different logistics. Please read every logistics email carefully.

Load-In & Load-Out

Do not leave the event area until instructed by event staff
Event layouts will not be adjusted for individual vendors
Food trucks must stop serving food at the end of the event time. Food Trucks are expected to pack up and leave event area within 30 minutes of the event end-time.

Fees

Payment is required at the time of vendor approval. View your due date on your invoice
Vendor invoices are sent through the city's system called Tyler. This systems does run slow on handheld devices. When you receive your invoice, please wait at least a minute for the page to load. When entering the invoice number, you must include the entire number including "INV-0000"

Scam Alert

Please be aware of unauthorized individuals or companies claiming to sell booth spaces for the city of Dallas events. Excluding the Dallas Woman's Club handling the payments for retail vendors at the Christmas Tree Lighting, the city of Dallas will not ask you for payment for anything other than a vendor fee. All payments go through the city's Tyler system, not through Zelle, Cash App, or Venmo.

Other Downtown Events

The following events take place in Downtown Dallas but are independently organized and are not hosted or organized by the City of Dallas:

Paulding Public Safety Appreciation's Glow Run
Paulding County Fine Art's Fall Festival
Paulding Rotary Club's Invitational Dallas Christmas Parade

For information about participating as a vendor in these events, please contact the event organizers directly.