Clubs & Organizations

General Vendor Information

• Standard Booth Size is 10’ x 10’ and includes one table and two (2) chairs.

• All Vendors are assigned a space on a first come first serve basis.   OSU reserves the right to determine the final location.  

• OSU does not provide canopies.  If Vendors choose to provide their own canopy, the Vendor shall ensure the canopy is secured with weights.  Staking is prohibited.   

• The Vendor must request access to electrical supply if needed at the time of registration.  Such access is subject to availability and OSU reserves the right to refuse access to the electrical supply for any reason.   

• OSU reserves the right to remove the Vendor from the Event if, in OSU’s sole discretion, Vendor is not complying with the Terms of Use

• Vendor’s participation in the Event is limited to the Vendor Activities described during registration. 

• Food sales are reserved for OSU Recognized Clubs and Organizations and offered for fundraising purposes only.

• The sale of merchandise or services is prohibited at this Event, without approval from Event organizers. 

Event Set-Up, Take Down and Parking

Set-Up: The Event is open to the public beginning at Noon. Vendors will be allowed access to set-up their booths beginning at 10:30am on the day of the Event. OSU reserves the right to manage Vendor access prior to the Event to control traffic flow.  Vehicle Loading Zones are adjacent to the Event venue. 

Take down: Vendor will clear and clean its booth before the Event venue closes at 6:00 pm.

Loading Zones:  Vendors may park without a permit for up to 30 minutes in a designated Loading Zone. Loading Zones are available adjacent to the Event venue. Due to the size of the Event, OSU may schedule times to Vendors for to access the Loading Zones.  Vendors will receive instructions for accessing Loading Zones at least 48 hours prior to the start of the Event.

Vendor Parking:  Vendors may be required to have a permit to park if utilizing restricted street parking or parking lots.  Vendor parking permits may be obtained through OSU’s Office of Transportation Services website. 

OSU Registration Information

This registration is free and for Recognized Student Organizations (USO or ASO), Department Student Organizations (DSO), or OSU Department or Program. You will be asked to provide the following information: 

• Name of Organization
• Organization Category (for table placement)
• Description of Organization
• For approval, a description of activities, food, or fundraising that go beyond simple tabling
• Power Request
• Any special accommodations
• Agree to Equity and Inclusion Notice

Any items that need review for approval will be reviewed and a decision provided via email to the submitter of the registration. If you need to change who receives email communication related to the fair after the registration is submitted, please contact Brittany Nefcy at [email protected] 

Vendor/Exhibitor Registration Information

Registration is $200 for external businesses or organizations. Registration is $150 for Tax-Exempt vendors/government agency. Discounts provided if organization is approved to provide a door prize or food samples (discount varies, see registration form for details). 

• Name of Organization
• Organization Category (for table placement)
• Description of Organization
• For approval, a description of activities or food provided that go beyond simple tabling
• Power Request
• Any special accommodations
• Agree to Equity and Inclusion Notice

Vendors also have the ability to purchase an extra booth ($200) or table ($35).

Beaver's Digest Best of Beaver Nation

Food vendors, you will have the opportunity to participate in the Best of Beaver Nation, where OSU students vote for their favorite food places. Phase 1 is taking place during the Beaver Community Fair, where students have an opportunity to sample your food.

Orange Media Network is also providing discounted advertising bundles for you to stay "top of mind" with the students during the academic year. Check out Tiers 2 and 3 below for different advertising opportunities. You can add Tier 2 or Tier 3 to your cart in the Payment tab

NOTE: You will need to complete the registration before the Payment tab will load the Tier 2 and 3 add-on options.

Tier 1: Regular registration with serving food samples (no further additional action needed) - $50 (savings of $100)

Tier 2: Tier 1 + 1/4 page color ad in the Baro (Oct or Nov. edition) - $345 (savings of $249)

Tier 3: Tier 2 + 1/4 page color ad in Beaver's Digest Best of Beaver Nation edition + free 1/2 page b/w ad in the February edition of the Baro to 1st place winners of Best of Beaver Nation - $694 (savings $819)

Fees, Cancellations and Refunds

While we do not anticipate any changes to this event being hosted in-person, we will issue full refunds if the event has to be moved to be facilitated remotely. 

Additionally, check reimbursements are complicated, therefore we will not cash checks until we are certain the event will not be changed to remote. This decision will be made no later than 2 weeks prior to the event (September 17th). 

• Registration Fees: Registration fees are due by Friday September 24th at 5:00pm. Fees do not include the cost of a parking permit, which shall be the responsibility of the Vendor.  Vendor Registration closes at 5:00pm on September 17, 2021.
• Right to Cancel: Request to cancel Vendor Registration must be received by OSU in writing no later than September 24, 2021, in order for the Vendor to be eligible for a refund.  
• Refunds: Refunds will be issued upon receipt by OSU of the Vendor’s written notice (in email to Brittany Nefcy) to cancel and request for refund as follows:
  • full refund: on or before September 24, 2021
  • no refund: after September 24, 2021.