Winterfest Vendor Logistics

Thank you for signing up to be a vendor/sponsor with us at Winterfest – we’re looking forward to a fantastic event!

To ensure a safe and fun event for all please carefully review all the information below and share it with your festival team.  Below are all the details you’ll need to know. If you have any questions and/or need any clarifications, please reach out to Shanna at or by phone/text at 206.661.6478. Please not that I will be limited on all communication after Thursday so please get any major request in asap and I’ll get to you asap!  Please read thoroughly before reaching out!


Saturday, February 10, 2024

1pm Early Entry Ticketholders  |   2-6 pm General Admission Ticketholders

2023 Attendees: 5380 not including volunteers/vendors/staff


West Pavilion at the Indiana State Fairgrounds.

1202 E. 38th Street, Indianapolis, IN 46205


Vendors: You will check in with a volunteer at the brewery/vendor check in located at the South entrance of the WEST PAVILION building on.  You will enter in the South East Side & EXIT on the South West side.  (PLEASE SEE MAP) PLEASE PARK CLOSE TO YOUR BOOTH WHILE UNLOADING AND BE MINDFUL OF TRAFFIC FLOW. All vendors and staff must be 21+ and have valid ID.


Each attending vendor gets (1) one vehicle parking pas.  If you’re local I can mail them tomorrow, if you would like to meet me instead please send a message via email or text and I’ll try to coordinate with you. Otherwise you can try to arrive early and grab it at check in or pay a $10 parking fee.

The State Fairgrounds have asked us to remind everyone that there is no parking on the West and South Sides of the building (including during load-in and load-out) as this is a fire lane that must be kept clear for everyone’s safety.

Winterfest 2024 Brewers MAP

Please reference this map the most up to date layout of the festival layout. This is where you’ll find your booth location for labeling your beer and to see where you’ll be set up for the event.



Friday, February 9  |  2 p.m. – 5 p.m. (vehicles must be out by 4:45 p.m.)

Saturday, February 10 |  10 a.m. – 12 p.m. (vehicles must be out by 11:45 a.m.)

  • Enter the Fairgrounds through the Fall Creek entrance. The brewer/vendor entrance to the West Pavilion is located on the South end of the building.
  • The State Fairgrounds have asked us to remind everyone that there is no parking on the West and South Sides of the building (including during load-in and load-out) as this is a fire lane that must be kept clear for everyone’s safety.

To make load-in easier and to minimize confusion, please allow yourself extra time for any delays. Traffic around the Fairgrounds can be busy, and late arrival can cause difficulties for you and others. With the large number of participants, you’ll want to arrive and set up as early as possible. All booths must be set up by 12:45 p.m. on Saturday.


  • Vehicles will be allowed on-site for load-out through the gate that you were directed to load in at.


Electricity will not be provided to your booth.


The Guild will provide ice, an 8′ table, and two chairs for each booth.


We encourage you to bring a branded 10×10 popup tent if you have one.


As a reminder, here are the festival guidelines for your booth – Food vendors please see your registration for additional info & health department permits.

In exchange for said fee, Vendor will receive the following:

  • Two event wristbands for working personnel (4 bands for food vendors)
  • Booth space of approximately 8’ x 10’ (Must provide own tent)
  • One banquet table 8′
  • Two chairs
  1. Vendor shall have access to the location no less than three hours prior to the start of the Event for set up.
  2. Vendor understands that merchandise sold at the festival must not include glass growlers, pint glasses or any other vessel that could hold beer unless prior written consent given by authorized IBG’s staff.
  3. Vendor agrees that its setup will not exceed allotted space, approx. 10’ x 10’
  4. Vendor agrees to comply with all applicable laws and regulations of the State of Indiana, Brewers of Indiana Guild and those of the Event Venue.
  5. Vendor agrees to have one staff person at the booth at all times during said Event hours.
  6. No loud music, noise, or sound amplification devices shall be used by vendor’s staff at the location unless prior permission given.
  7. Vendor understands electricity is NOT available unless prior arrangements have been made.
  8. Vendor agrees to leave booth area in the same or better condition to which it was received.  Vendor will use recycling and trash bins provided on the festival site and will break down all supply/inventory boxes.  Vendors who do not comply with the clean requirements will be charged a $50 cleanup fee and possibly not receive future invitations to participate in any Brewers of Indiana Guild events/festivals.
  9. Vendor hereby agrees to indemnify and hold harmless the Indiana Brewers Guild staff, board of directors and agents against any damages or claims that may arise in connection with Vendor’s presence at the Event and Vendor’s activities of any kind.


    • If you need assistance at the event, or an attendee has a question which you can’t answer, reach out to one of the Volunteer Captains.
    • If there’s an emergency, immediately notify the nearest police officer or ER professional, a Volunteer Captain, or Indiana Brewers Guild staff member, or call 911.
    • Bring marketing items that folks aren’t just throwing away.  This is your opportunity to get in front of a huge audience – make a display that has your newsletter sign up QR, your website QR, or create a sign up form where if they sign up today they can win one of your products.  Another great one is stickers of your brand/logo, with the location (for collectors) and promo codes on the back of the sticker – make it #INDYWINTERFEST(yourbrand) to keep Press alive. 🙂  We are trying to improve our festival user experience more each year, especially as we grow more stable coming back from the shutdown.  If you have any ideas please don’t hesitate to reach out.
    • Please post your attendance other fun stuff before and at the event using #IndyWinterfest on your social media channels – SEE PRESS KIT email

Indiana Brewers Guild