Contact Roberta Fuhr, Exhibits Manager with any questions.
Email: robertaf@nwteafestival.com Tel: 206-406-9838
Mailing Address:
Northwest Tea Festival
PO Box 94531
Seattle, WA 98124
Summary of Application Deadlines & Fees
After your application is submitted, there will be an approval process to determine if you meet all the criteria to be a vendor. You will be notified within two weeks, and if approved, you will be billed by invoice within two weeks with a choice to pay by check or credit card. Payment in full must be received within 2 weeks of receipt of invoice. Your space is not guaranteed until full payment is received.
Booth Rates:
- Single Booth (booth size – 10' x 10') $650
- Double Booth (booth size – 10' x 20') $1,200
- Single Craft Booth (5' x 10') $400
- Double Craft Booth (5' x 20') $600
Discount offer
Special early registration and special discount offer
- Vendors that had a booth at the 2025 festival - $100.00 off booth fee (if paid by March 15, 2026)
Booth Assignments and Regular Equipment Provided:
Vendors will be assigned final booth locations in September.
Booths
- Each regular single booth (10' x 10') or double booth (10' x 20') will have pipe and drape on the back and both sides defining the space. See Exhibit Height Regulations for more specifics about pipe and drape heights.
- Craft booths do not have pipe and drape.
Regular Booth Equipment
- One table, two chairs. (Double booths will have two tables, four chairs). Tables are 30 inches wide by 6 feet long and covered with a table covering.
- One waste basket for dry waste and one for wet waste
- 24-hour perimeter security
- Dedicated secure Wi-Fi
- Electrical service (single booth one 110 V 1800-Watt capacity line; double booth two 110 V 1800-Watt lines). Be sure to verify that you do not exceed the wattage of each electrical line’s capacity. This capacity can easily be exceeded when using rapid heat hot water kettles (usually requiring 1000 or more watts) or other special electrical equipment. Do not plan to use more than one of these rapid heat hot water kettles per line unless approved by festival coordinators. If you need access to more power, additional lines must be ordered in advance (see below).
Craft Booth Equipment
- One table, two chairs. (Double booths will have two tables, four chairs). Tables are 30 inches wide by 6 feet long and covered with a table covering.
- One waste basket
- 24-hour perimeter security
- Dedicated secure Wi-Fi
- Each Craft Booth will have shared 110-volt electrical service of approximately 500-Watt capacity. This will not power rapid boil hot water kettles. If you need access to more power, consider registering for one of the regular booth packages as they have more electrical capacity as a part of their package. If you are unsure what electrical power capacity you need, please contact the Exhibits Manager in advance of registration.
Additional Booth Equipment (by request):
- Additional tables. Additional 8' x 30" tables can be requested at a charge of $15 each. These tables will not have table cloths or be skirted. Table covering must be supplied by the vendor.
- Additional chairs can be requested at no charge.
- Additional electrical service. If you need access to more power than described above, let us know well in advance of the Friday setup day. Additional lines cost $85.00 for 110v 20 amp & $200.00 for 240v 30-amp lines.
Provided by Exhibitor:
- Identifying signage
- Electrical power strip(s) rated at a minimum of 15 amps to supply electricity to areas of the booth.
Advertising in Festival Program:
Open to all exhibitors and sponsors. Festival Program is given to all festival attendees. There are three Ad sizes available.
- Full Page (5" wide x 8" tall) $400
- Half Page (5" wide x 3.875" tall) $200
- Quarter Page - (5" x 1.8125" tall) $100
Festival Sponsorship Opportunities:
Increase your support of the Northwest Tea Festival by becoming a sponsor at one of the levels on the sponsor document included with this email. Your business will receive additional recognition throughout the festival. You can sign up as a sponsor as a part of your booth application registration. All are invited to be a sponsor regardless of vendor status. For details on sponsorship opportunities, visit the Sponsorship page.
Business Licenses:
Exhibitors are required to have both a Washington State Business License (UBI number) and a City of Seattle Business License. Both of these numbers (if available) should be listed on the application form.
Washington State Business License - Unified Business Identification Number (UBI)
There are two types of business license registrations in the State of Washington.
- Regular Registration for a business that routinely does business in the State of Washington. There is a fee for this. You can also register online www.dor.wa.gov or call 360-705-6741 to register.
- Temporary Registration for a business doing business one or two times only per year in the state of Washington. There is no fee for a temporary registration certificate. You can register online www.dor.wa.gov. In the search window type “temporary registration” and you will be taken to the appropriate form to complete, or call 360-705-6741 to register.
City of Seattle Business License
For exhibitors who do not have a current City of Seattle Business License there are two types available.
- If you plan to regularly conduct business in the City of Seattle apply to the City of Seattle for a business license. You can apply online www.FileLocal-wa.gov or you can call 206-256-5416. Note: You may not need to pay for a full year’s license fee. There are reduced fee licenses if you need the license to be only valid for part of the year.
- If you plan to only conduct business in the City of Seattle during the Tea Festival, you can join the Tea Festival’s Group Trade Show Seattle City License. The fee is $20, which needs to be submitted with your booth fee.
Liability Insurance:
All exhibitors must be covered by Liability Insurance while exhibiting at the Tea Festival. If your business has its own insurance policy, you will need to provide Northwest Tea Festival with a Certificate of Liability, issued by your insurance company. Most carriers will issue these certificates at no charge to the insured. The Certificate of Liability should show Northwest Tea Festival as the Certificate Holder:
Northwest Tea Festival
PO Box 94531
Seattle, WA 98124
Note: There are no specific limits required and the certificate can match the liability levels of your current policy. The usual coverage amount is $1,000,000 each occurrence.
A copy of the Certificate of Insurance must be provided to the Northwest Tea Festival by August 1st, 2026. Email the policy to info@nwteafestival.org.
Pallet and Freight Handling:
The Tea Festival can help with the receiving, handling and pickup of vendor materials shipped via motor freight to the show. Storage resources are very limited and careful coordination of any freight deliveries MUST be coordinated with the festival staff beforehand. A handling fee of $50 or more will be charged depending on the time required to provide this service and the size and weight of the shipment.
Exhibits must be of high quality and the products or services exhibited must be clearly related to tea and tea education.
Booth Assignments:
- Vendors will be assigned booth locations in September.
- No space will be assigned until the booth payment is received.
Cancellation Policy:
No refunds for booth cancellations will be made after August 1, 2026. Extenuating circumstances will be considered on a case by case basis.
Hours of Operation:
- Booth setup can start on or after 1:00 PM on the Friday before the festival.
- Exhibitors are to remain open for business during festival operating hours for the duration of the show.
- Exhibits are not permitted to be taken down until 4:01 pm on Sunday, after the festival closes. Any exhibitor violating this policy will lose seniority for booth placement and may not be accepted as an exhibitor in the next exhibiting year.
General Booth Layout and Acceptable Products or Services:
- The festival assigns exhibit space only for tea education and the promotion and sale of products and services specified in your application (including any subsequent modifications for which exhibitors have obtained approval before move-in). Exhibitors promoting or selling any other products or services will be required to remove them from their exhibit.
- Exhibitors are encouraged to have a significant educational component.
- Exhibitors are not permitted to exhibit or promote their products or services outside the boundaries of their assigned space or other approved spaces.
- Exhibitors are not permitted to play music or use any equipment that projects sound, images or objects outside the bounds of their assigned space.
The use of headset and hand-held microphones is prohibited - Exhibitors are not permitted to place signage outside the bounds of their assigned space except in the case of Sponsors whose sponsor package includes such signage.
- The exhibit space price does not include decorations, storage, janitorial or other services.
- Additional power and tables for your booth can be ordered on application. Additional power must be ordered by August 15, 2026.
- Stocking with hand carts/dollies must be done prior to the festival opening and after the festival closes each day, to ensure public safety.
- Storage - There is no on-site storage other than within your booth and under your tables.
Exhibit Height Regulations:
- For standard Aisle and Corner exhibit space the maximum height of walls and the contents of your exhibit is 8’3”, except for the front 5’ of your exhibit that connects with an aisle. In this front 5’ the maximum height of walls and the contents of your exhibit is 4’. The reason for this policy is to allow for good sight lines up and down the aisles into your exhibit and all other exhibits. In fairness to all exhibitors this policy is strictly enforced.
- Maximum Height of Booth Walls and Contents to Protect Sightlines. Note: Drape height is 3’ on the two sides and 8’3” at the back.
Fire Safety:
- Any decoration or display item within 18 inches of an ignition source must be flame-proofed prior to the Show. Documentation must be submitted to the Exhibits Manager before move-in. Examples of “ignition source” are any electrical outlet and electrical extension cords. The Seattle Fire Marshal insists on strict compliance by every exhibitor.
- Tea lights in the form of candles are permissible, Oil lights are not permitted by the Seattle Fire Marshal.
Photography is encouraged (with limitations):
- Casual, amateur photography is allowed, and encouraged, throughout the Show. For reasons of public safety, the use of tripods is not permitted during Festival hours.
Exhibitor Listing on the Festival Website and Show Guide:
- Logo file needs to be at least 500 x 500 px, 72dpi. Email to info@nwteafestival.org. (If we already have your current logo from your participation last year, you do not need to send it to us again.)
- Website Address (URL)
- Description – Provide a description of your business and its goods & services that best describe you to tea festival attendees.
Festival Tote Bag:
- Vendors and sponsors are encouraged to add informational flyers, educational pamphlets, etc. to the festival bag that every attendee receives at admission. Contact Roberta or Andrew for approval and to arrange to get the materials to the festival on time. We plan on distributing over 4,000 bags so prepare accordingly.
Read the Payment Policy, Limits of Liability & Responsibility.
APPLY ONLINE:
