The Texas Book Festival will begin accepting 2025 Exhibitor and Food Truck applications January 20, 2025.
The form to apply will be available on this page starting January 20th. Please return at that time to submit your organization for review.
Join us at the 30th Annual Texas Book Festival November 8-9, 2025 at the Texas Capitol and surrounding area! The two-day gathering is free and open to the public, bringing books to life through author readings, innovative panel discussions, cooking demonstrations, and book signings. Advertised and promoted nationally, the Texas Book Festival attracts 40–50K attendees. The Festival offers exhibitors a great opportunity to showcase their products and/or services to this large audience of book lovers.
What is an Exhibitor?
TBF Exhibitors are individuals and organizations who purchase booth spaces at our annual event to advertise or sell. Participating as an Exhibitor will give you access to a 10×10 booth space all day Saturday, November 8th, and Sunday, November 9th. Exhibitors are not connected to Featured Festival Authors or Titles. While many authors, publishers, and bookstores may choose to participate as vendors in our marketplace, they are not included in our annual lineup of Featured Authors. To submit your book for consideration to participate as a featured author, please refer to our 2025 Submissions page.
Overview
Due to increased interest in our exhibitor space over the past few years, we will now require all exhibitors to submit an application that will be reviewed as they are received. The committee will accept applicants on a rolling basis. Upon acceptance, a payment link will be sent to your email address. After you receive the payment link, you have two weeks to submit payment before your space is offered to the next applicant.
When payment is complete, a receipt will be sent by email confirming your acceptance. You are not confirmed as an exhibitor until we receive your application, it is approved, and we receive full payment. We will endeavor to respond to all applicants, but if you do not hear from us and are not billed, then you may assume that your application was not selected this year.
Booth Rates
Standard Exhibitor
*NOTE: Due to increased application submissions and Festival capacity restrictions, only a limited number of Exhibitors will be able to purchase two booths. Applications will be reviewed on a first come, first serve basis. If we are unable to offer you multiple booths at the time your application is approved, you will be processed and billed for a single booth.
| Registration Date | One Booth | Two Booths |
|---|---|---|
| Non Profit Booth (Year Round Fee) | $550 | $1,100 |
| Early Registration (January 20, 2025 – March 31, 2025) | $850 | $1,700 |
| Standard Registration (April 1, 2025 – July 15, 2025) | $950 | $1,900 |
| Late Registration (July 16, 2025 – November 6, 2025) | $1,050 | $2,100 |
Food Truck
| Food Truck Type | cost |
|---|---|
| Small Food Truck (less than 8 feet) | $550 |
| Standard Food Truck | $1,400 |
Review Before Applying
- 10’x10’ booth space within a large walled tent; two booths total 10’x20’
- One 8’ topped/skirted table with two chairs; two booths include two 8’ tables, four chairs
- One identification sign in booth
- One parking pass
- One exhibitor listing in Festival publication and on Festival website
- Access to electricity
- Listing as an official 2025 Exhibitor on the TBF website.
- Each listing includes a logo photo and a link to exhibitor websites.
TBF (Texas Book Festival) has selected Turnkey Event Rental and A Perfect Star Decorator & Exposition to serve as the independent contractors 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 and A Perfect Star will maintain an exhibitor’s service desk on site to facilitate service requests from exhibitors.
Care of Exhibit Space
TBF will arrange for the cleaning of aisles and the removal of trash from large receptacles at the end of each tent. The exhibitor will keep their booth 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 of furnishings and equipment 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. Exhibitors who leave a large amount of trash in their booth/table space at move-out will be billed for excessive cleanup.
PLEASE DO NOT leaflet or distribute products in the aisles, near the doors, outside of the exhibitor tents, or on Festival grounds. Exhibitors must remain within their booth. 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/Pets
Dogs and other pets that are part of a display must be fully vaccinated. No aggressive dogs are 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 from 10 a.m. to 5 p.m. on Saturday, November 8, 2025, and 11 a.m. to 5 p.m. on Sunday, November 9, 2025. The exhibitor will remove all contents of booths no earlier than 5 p.m. and no later than 8 p.m. on Sunday, November 9, except for boxed materials to be shipped at the exhibitor’s cost, arranged before the Festival. The exhibitor agrees that no Festival titles shall be sold. Other titles by Festival authors are permitted. Any exhibitor who has not occupied the booth or table by 10:00 a.m. Saturday, November 8, 2025, forfeits the use of their booth, no refund available.
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.
Liability
The exhibitor assumes the risk of loss and all liability for any damages or expenses arising from exhibitor’s occupancy and use of the exhibition premises, or any part thereof for any reason. 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 9, 2025.
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.
- Space on Festival Grounds to operate Food Truck
- Link to Food Truck website from the TBF website.
- Inclusion on Festival Map on TBF website and printed materials.
- Acknowledgement in TBF Social Media
- Exposure at the festival
- Opportunity to distribute coupons and promotional materials from Food Truck at Festival.
General
“TBF”, the Texas Book Festival, a Texas non-profit corporation, will occur the weekend of November 8-9, 2025, in Austin,
Texas. TBF shall have the power to interpret and enforce the following terms and conditions governing Food Trucks. All matters and questions not covered by these terms and conditions shall be subject to the final judgment and decision of TBF. This FoodTruck Contract, when properly executed, shall be a binding agreement between the two parties.
Applications and Eligibility
Application for Food Truck space must be made using this form. TBF reserves the right to determine the eligibility of any Food Truck for inclusion in the Festival. The acceptance of a rented space does not carry TBF’s endorsement of the Food Truck’s products. TBF reserves the right to require the modification or removal of any Food Truck that, in its sole discretion, is not in character with the event and does not comply with health, safety and fire codes.
Agreement to Conditions
Each Food Truck, for itself and its employees, agrees to abide by these terms and conditions and agrees that the sole control of the event rests with TBF.
Assignment of Space
Space assignments will be made on a first come, first-served basis, taking into consideration the date an application and payment are received, the amount of space requested, special needs, and compatibility of other Food Trucks to eliminate duplicate products. TBF reserves the right to relocate the assigned space. Additional tents added to your space are not allowed. Business must be conducted within each Food Truck (no tents/canopies outside the food truck).
Care of Food Truck Space
Food Trucks are responsible for providing their own grease collection container and disposal of such; and provide complete and thorough cleanup of their areas. There will be a grease barrel located nearby for use, as needed. Failure to dispose of grease may result in a fee of $100.00 per hour charged to the Food Truck for a cleanup crew, as determined by TBF management in its sole discretion. Food Trucks are responsible for removing all trash from their area, placing it in the provided dumpsters.
Space and Electricity
TBF will assign a specific space in TBF’s sole discretion and electrical service and water at vendor’s request. Due to the location of the festival, not all locations will have water access; therefore, your Food Truck will be placed in a specific location determined by your water and electrical needs.
Operating and Vacating Hours
The Food Truck shall maintain and operate concessions between 10:00 a.m. and 5:00 p.m. on Saturday, November 8, 2025, and between 11:00 a.m. and 5:00 p.m. on Sunday, November 9, 2025. The Food Truck shall remove all contents of Food Truck area no earlier than 5:00 p.m. and no later than 8:00 p.m. on Sunday, November 9, 2025.
Subletting of Space
The Food Truck shall not assign or sublet any space allotted to it and shall not advertise or display goods other than those sold by them in the regular course of its business. The space assigned to the Food Truck is for its own exclusive use and shall be used only for the sale of its food and beverages.
Liability
The Food Truck shall always 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 but not limited to the vendor, its agents, employees, and business invitees, which arise from or out of or by reason of the Food Truck’s occupancy and use of the vending premises or a part thereof. The Food Truck is encouraged to insure itself against property loss or damage and against liability for personal injury at its own expense.
Security
TBF will furnish security on a 24-hour basis, but the furnishing of security shall not be deemed to imply any liability 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 vendor will always remain under the vendor’s custody and control.
Tax and Health Permits
Each Food Truck shall display all proper Texas State tax and health permits. Note that the City of Austin has implemented a system that fines event owners if food trucks at their event are in violation of food and safety regulations. The Texas Book Festival is a nonprofit organization. If a food truck is in violation, causing a fine to the Texas Book Festival, the food truck will be charged the fine amount, charged to the credit card on file. The food truck owner will be notified prior to any credit card charge.
Restrictions
Food Trucks shall be selected from Austin and surrounding communities. Food Trucks who have been selected for previous Festivals are not guaranteed acceptance for the 2023 Festival. Booth location will be at the discretion of TBF. Open flames are prohibited, including smokers and grills. Warming grills accepted. Vendors will be allowed access for food delivery through-out the day only with the use of handcarts from the parking area.
Food Trucks will be selected from Austin and the surrounding community. Participation in previous
Festivals does not guarantee placement. Food Truck location assignments are made at the sole
discretion of TBF. NOTE: ONLY food trucks with a valid and current City of Austin mobile food
vending permit will be allowed in the 2025 Festival. If your food truck is not operational during the
Festival, you won’t be able to participate using a tent, no refunds available. All operations must be
performed within the mobile vending unit (per City of Austin regulations). No additional tents or structures
are allowed.
Points of Service: In an effort to minimize wait times for Festival patrons we ask that you have a
minimum of two to three service lines. NOTE: PLEASE LIMIT YOUR MENU TO A FEW QUICK TO
PREPARE ITEMS. Our attendees have requested faster food truck service lines.
Water: Note that there is no water available this year. Please bring your own for cleaning purposes. The use of
compostable paper goods and utensils is recommended and preferred.
Signage & Sound: TBF will not provide signage – all food trucks are responsible for and must provide
menu signage. Food trucks may not broadcast music, announcements or information through any type of
public address system or other audible device due to proximity of live performances and Festival
sessions.
Fire Department Violations: Note that the Austin Fire Department may fine Event Organizers if food trucks at their event are in
violation of fire safety rules. Please read the attached Fire Department regulations, especially the fire
extinguisher and propane tank information. Fines incurred will be passed along to the individual food
truck, using the credit card on file for your food truck fee.
Fees:
$100.00 per hour, to power wash the street under a truck if food items, grease or dirty water are left behind.
$100.00 for propane storage violation.
$100.00 for fire extinguisher violation.
Cancellation Policy: If you must cancel your reservation, an email requesting a refund must be sent to Texas Book Festival, attention Debra Saleny, [email protected]. Refund terms: 50% through September 1, 2025. 25% between September 14 and September 27, 2025. No refunds after September 30, 2025. The Texas Book Festival will take place rain or shine. Refunds will not be issued due to inclement weather. If the Texas Book Festival is cancelled, all exhibitor/food truck fees will be refunded. The Texas Book Festival will follow all public health advice and mandates from Austin Public Health, and will use those guidelines, to make event changes and cancellations. If the Festival changes to virtual, exhibitors will be offered a virtual listing for $100, and refunded the remainder. Exhibitors may choose a full refund if they do not want a virtual listing.