What are the requirements to operate an event?

Every event or market promoter should minimally have the following:

• A DBA on file with the county the event is held.

• A Texas Sales and Use Tax Permit

• General Liability Insurance

• Business banking

• Written agreements with property owners, if they are not using their own property.

What information should a promoter be advertising?

You should be able to readily see the following information on an event or vendor recruiting flyer:

• Name of the event

• Location of the event

• Date and time of the event

• Contact information (name, email, phone, website)

You also need to easily find:

• Types of vendor spaces

• Pricing (so important)

• Application and policy

• How to apply and make your payment

How To Verify Events & Promoters

• Research and call the venue to verify the event details, and organizer name.

  • Ask for their public contact information to compare it to what you see advertised.

• Look for any Assumed Name (DBA) filings on the county clerk’s website for the county the event is held.

  • Use the advertised info and the venue info

• Check for any Business Entity filing with the Texas Secretary of State

  If you go through the TXSOS Direct portal on the state website, it’ll make you create an account and pay $1 for every search you do during that session. Do this instead:

  • Go to the Texas Comptroller of Public Accounts (TXCPA) website and perform a business entity search

    • Use the event name and contact info you have

      This search will also show you if the business entity is active. It must say active in order to legally operate in Texas.

• Check for a Sales and Use Tax permit by using the promoter contact information, the business name, and the event name

  • This must also say active.

• Perform a general internet search using all the information you have available to see what comes up.

Questions to Ask.

• Is there a website with adequate information on it?

• How do I apply to be a vendor?

• How do I pay for a space?

  • Is it requesting payment through “friends and family” or other personal methods?

  • Is the CashApp or Venmo a business account?

• How long has it been since they responded to my inquiry?

  • You should receive a response in 2-3 days.

  • Is there a notice somewhere for an extended response time or when to expect a response?

  • Will the response be by email, text, phone call or social media?

Check for References!

Always check for references! Facebook event groups are a great place for this, especially if you’re just getting started.

• Our statewide group is a great start: Texas Vendor Resource & Events

• Ask other vendors

• Visit events first before applying

Stay Safe!

Identity theft and financial scams are becoming more common. Practice these safe tips:

• Never give out your personal information unless you’re absolutely sure who you’re dealing with.

• Always verify the event and promoter before allowing them to verify you.

• Never send money to people you haven’t verified.

• BEWARE OF WIRE FRAUD: Never click an email link to enter your bank account information! STOP: Verify the email with your verified contact first!

• Never write out your credit card or bank account information for someone.

  • Manual payments are risky to merchants - we know this!

  • If someone wants to delay payment, don’t give your info now. Wait until they’re ready to accept it.

  • Use the credible methods of payment online.

  • Always use a cashier’s check or money order when paying through the mail.

    • These are typically insured and traceable.

    • Keep your stubs, too! Those are your receipts in case something goes wrong and you need to file a claim.

• Never give your social security number, EIN/TIN letter or number, Driver License or Identification number, or other personal identifying numbers to anyone.

  • All they need is your application information and any of the numbers above to cause serious financial harm to you.

When in doubt. Move on!