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Employee Wellness Fair Exhibitor Fee

$155.00 / unit

Event Details

  • Who: Wellness Exhibitors engaging with Texas A&M University System staff and faculty
  • When: Tuesday, October 7, 2025 from 8:30am – 3:30pm (schedule subject to change)
  • Where: Texas A&M Student Recreation Center – South Entrance near Olsen Field

Exhibitor Fee

As a reminder, in order to recoup some of the costs associated with the fair, we are charging a minimal fee of $155 for exhibitors who wish to participate in our event (fee requirement may be waived depending on your organization’s status, i.e. non-profit or TAMU entity only). This includes the service fee for credit card transactions.

Please familiarize yourselves with the exhibitor rules and expectations listed below and contact us with questions or concerns.

  • Exhibit hall booths must be staffed for the entire duration of the wellness fair (8:30am – 3:30pm).
    1. Booth set-up will begin at 7:30am. Please arrive promptly so that you are set up before 8:00am. Vendors will not be granted early access to the Exhibit Hall.
    2. Vendors should not begin taking booths down until after 3:30pm. Exhibitors who do not adhere to this requirement will not be invited to participate in future fairs.
  • Exhibit hall participants are encouraged to bring giveaways (promotional items such as pens, notepads, t-shirts, etc.)
    1. Exhibitors are NOT able to ship promotional items to the event location or the Living Well team before the event. Promotional items should be brought with the exhibitor on the day of the event.
    2. All items should be taken with the exhibitor at the conclusion of the event. Please do NOT leave any items behind for the Living Well team to clean up or store.
  • Exhibit hall participants are required to bring at least one door prize (minimum $50 value) to be distributed to attendees through a random drawing.
  • Exhibitors are expected to represent their organizations in a professional manner and should be mindful that this fair is a representation of Texas A&M University and the Living Well program. Attire and grooming must convey professionalism (based on your organization’s field/discipline).
  • Any activity or behavior that is disruptive in the exhibit hall or elsewhere on the wellness fair site is prohibited. Any activity or behavior of this nature will result in removal from the fair.
  • Interference with the exhibits of others will not be tolerated.
  • Only beverages that are in plastic, re-sealable containers are allowed.
  • Smoking, alcohol, and drug use is prohibited.
  • No exhibition or solicitation is permitted outside of the exhibitor’s assigned space, including elsewhere in the event facility.
  • Exhibitors must adhere to Rec Sports policies and procedures including but not limited to the Rec’s Assumption of Risk policy found at https://recsports.tamu.edu/about-us/.

Breakfast/Lunch

There will NOT be any coffee or breakfast provided to vendors. Feel free to bring your own in a plastic, re-sealable container. We will be providing a boxed lunch (sandwich, chips, and water) for a maximum of 2 representatives per exhibit hall booth. Please confirm the number of representatives per booth via email ([email protected]) no later than Wednesday, September 3, 2025. In this email, please let us know of any dietary restrictions your representatives may have.

Parking

  • Valid TAMU Parking Permit Holders: If you have a valid TAMU parking permit, parking will be available in all sections of Lot 100, with 100J being the closest parking area to the South Entrance of the Rec Center.

We look forward to your participation in this important event!

Love – Team Living Well

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