Vendor & Sponsor Info

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 Texas Heat Wave July 20 -21st (Austin)

PLEASE CONTACT INFO@HEATWAVESHOW.COM

NON FOOD Booth Space Sizes:

Outdoor booth

  • 10×10 $400
  • 10×20 $600
  • 20×20 $800
  • 20×30 $1000
  • 20×40 $1200
  • 20×60 $1600
  • 20×80 $1800

Inside Booth Prices

  • 10×10 $800
  • 10×20 $950
  • 20×20 $1250
  • 20×30 $1350
  • 20×40 $1600
  • 20×60 $2000
  • 20×80 $2400

Tattoo Booth Price

  • 10×10 $550
  • 10×20 $850

Food Concession Vendors must e-mail or call 512-252-0283 for Rates and Info.

Tent Rentals for Weekend 

Any Tents larger then a 20x30 may require cost for permit:

  • 10×20 $300
  • 20×20 $375
  • 20×30 $425
  • 20×40 $525
  • 20×60 $775
  • 20×80 $1025

Larger sizes available if needed

Inside Spaces are Limited – Please call for Pricing (512-252-0283)

Additional $100.00 for end cap booth.

Power not included ($75 Pre-show/$95 at show)

Booth Agreement: 50% of the booth fee and tent rental is required to reserve a space. All fees must be paid in full two weeks prior to the event. Please let us know if additional time is needed. You may send check or money order to: HEAT WAVE, P.O. BOX 2177, PFLUGERVILLE, TX 78691 or call (512) 252-0283 for credit card use. There will be no sharing/renting/donating of booth space to other vendors. There will be no soliciting from any company/individual that did not officially purchase vending space. Any person(s) doing so will be escorted from the premises.

Booth/Sponsor Cancellation: Must be received before 60 days till Show in writing. Your company’s refund would be based on the cancellation date:

  • 50% refund-90+ Days prior to show date
  • 25% refund-60-89 Days prior to show date
  • 0% refund-59 Days or fewer before show date

Our staff will be more than ready to assist you in finding Vendor Check-in so that you may take care of any business that you may have. You must come to Vendor Check-In FIRST so that you can receive your wristband(s). The wristband is your entry into the event and must be worn for the duration. Please be prepared to take care of any outstanding balance at this time.

When you get to Vendor Check-in, you will be given ____ weekend passes. The number of passes you receive is determined by the size of the package you purchased. All persons must have a wristband. Up to five (5) additional wristbands may be purchased at half-price.

We do NOT accept business or personal checks the week of the show under any circumstances.

Move in Times:

  • Austin Show Thursday: 12:00 PM – 6:00 PM
  • Austin Show Friday: 10:00 AM – 7:00 PM
  • South Padre Island Show: Thursday 2pm-5pm Firm
  • South Padre Island Show: Friday noon to 7pm

NO MOVE-IN ON SATURDAY.

POWER: There is a $75.00/$150 before the show. Time of show is $95/$175 per plug fee. Bring extension cords as power may be some distance from your booth. Heat Wave, Inc. is not responsible for any power failures, but will do everything possible to restore power to your booth space when a problem arises.

TABLES AND CHAIRS: Tables and chairs are available in limited quantities. There will be a deposit due per table and chair that will be refunded after the tables and chairs have been returned. The deposit applies to all tables & chairs (even if it is stated in your contract that you receive them.) The cost of renting tables or chairs varies so ask about pricing.

Shipping Information: If you plan on shipping freight to the Convention Center, you must fill out a Heat Wave, Inc. shipping form so that we can make sure someone is there to receive and store your shipment. Please try to have it delivered on Thursday week of the event if possible.

Freight must be picked up no later than Monday.

Heat Wave Inc. # 512-252-0283

SHOW HOURS

Saturday: 9am-7pm

Sunday: 9am-6pm

Sponsorship

WRISTBAND SPONSORSHIP - $600

  • Company logo on All wristbands (day and weekend)

NAME SPONSORSHIP - $600

  • Company logo on posters, flyers and the back of official t-shirts (one color artwork)

SILVER SPONSORSHIP $3500

  • Booth space up to a 20×20 Includes Tent
  • Posters, flyers, class cards (Logo one color artwork will be printed on these items)
  • Official T-shirts (Small Logo one color artwork will be printed on these items)
  • Banners hung around Show Area (you supply banners)
  • Passes 6 and 1 free t-shirt
  • Power Included one plug if available in your booth location

GOLD SPONSORSHIP $5000

  • Booth space up to a 20×40 Includes Tent
  • Posters, flyers, class cards (Medium Logo one color artwork will be printed on these items)
  • Announced as the co-sponsor on radio advertising (limit 2)
  • Official t-shirts (Logo one color artwork will be printed on these items)
  • Banners hung around Show Area and Near the main stage (you supply banners)
  • Passes 10 and 2 free t-shirts
  • Goodie Bags your company can supply give always and flyers Minimum 500
  • Power Included one plug if available in your booth location

TITLE / PRESENTING SPONSORSHIP

  • Booth space up to a 20×60 (prime location) Includes Tent or Inside if available
  • Your Company Name will be mentioned and will appear after Texas Heat Wave as the presenting Sponsor
  • Posters, flyers, class cards (Logo one color artwork will be printed on these items)
  • Announced as the presenting sponsor on radio advertising
  • Official T-shirts Front and Back (Logo one color artwork will be printed on these items)
  • Printed media such as newspaper, magazines, etc. (Logo one color artwork will be printed on these items)
  • Trophies and awards (Logo one color artwork will be printed on these items)
  • Banners hung around Show Area, ON the stage, second priority space (you supply banners)
  • Social Media Facebook, Twitter, Instagram and others (Logo one color artwork will be printed on these items)
  • Passes 20 and 4 free t-shirts
  • Goodie Bags your company can supply give always and flyers minimum 500
  • Power Included one plug if available in your booth location

ADDITIONAL SPONSORSHIP OPPORTUNITIES:

  • $1000 Burnout Contest
  • $300 Banners hung in show area limit 5
  • $1000 Bikini Contest
  • $1000 Sound-Off Sponsor
  • $1000 Hydraulic Contest
  • $100/class Trophy Class Sponsor
  • $1500 Official After-Party Sponsor
  • $300 On-Site Promotions (No Booth)

ENTERING A VEHICLE

If you have a vehicle that is going to be entered into the show, please notify the Heat Wave, Inc. staff in the Vendor Check-In Booth and take the vehicle through the registration and classification procedures by 7:00 PM on Friday. The Vendor area will be shut off to traffic Saturday at 10:00 AM and you will be unable to get the vehicle to your display. After you are classed, let the parking crew know which vendor booth you are going to. If you do not have a colored sticker on your windshield by 5:00 PM Saturday, please notify a Heat Wave Inc. Judge or Staff Member.

FOOD AND DRINK

Heat Wave, Inc. or Venue has all rights to food and drink concessions. Please do not sell any food or drinks at the show without prior approval. All food, drink sampling, or giveaways are prohibited unless there has been written approval from Heat Wave Inc. If you fail to comply you will be asked to leave the show. Personal food and drink items are allowed, no glass containers please.

SECURITY

Heat Wave, Inc. will have 24-hr Security on the grounds starting Thursday night through show ending on Sunday. We suggest that all merchandise be put up in a secure and locked place when the show ends each day. The venue is a very large place and we cannot watch all the booths at the same time. If you would like to hire additional Security, please contact our office at 512-252-0283 in advance so we can help you with these arrangements. Heat Wave Inc. is not responsible for any lost or stolen goods or property.

Have a great weekend and if there is anything we can do to help make this show more enjoyable or successful, please let us know. All suggestions will be evaluated.

Thank you,

  • David MacDonald
  • President