Tulsa VegFest
jerry-kiesewetter-295218-unsplash.jpg

Vendor App

Vendor/Exhibitor Agreement & Application

Please read each of the following conditions, complete the application form and submit it to tulsa vegfest.  


Thank You for Applying

Thank you for your interest in being a part of Tulsa VegFest (hereafter "TVF")!  To participate as a Vendor or Exhibitor, please read carefully the information on this page and complete an online application. Applying does not mean automatic acceptance to participate in TVF. Applications will be reviewed by the TVF committee and on a first-come-first-served basis. If your application is accepted, you will then receive information regarding payment. Full payment with approved application secures your space.  


Conditions

  • TVF reserves the right to accept or decline any application at its discretion.

  • Each vendor/exhibitor (hereafter "Vendor") must submit an individual application (form is below) and payment.

  • Space is not guaranteed until your application has been reviewed, you have been invoiced and payment in received full.

  • Applications made after April 1 require PayPal as payment method.

  • Spaces may not be shared or combined.

  • Spaces are available on a limited basis.

  • Each Vendor is responsible to provide their own tent if desired (100 sq. ft. maximum = 10' X 10', per space purchased). **All tents shall be weighted on all four corners and not staked.** Vendors shall supply their own weights. Tying together of ’ tents to make a larger tent is not permitted.

  • Area utilized is not to exceed 10'x10' per space purchased.

  • One 6' table and two folding chairs are included in booth rental fee.

  • ***An additional $25 grounds fee will be charged to each for-profit vendor upon check-in on event day. Payment must be made directly to the Guthrie Green representative who will be available at the information/check-in booth.

  • All food/restaurant Vendors are strongly encouraged (but not required) to give out free samples and tastings, of their food products and/or discount coupons.

  • Vendors are responsible for set-up, take-down and removal of all their materials & trash.

  • Tulsa VegFest, its representatives, volunteers or agents are not responsible for Vendors' lost, stolen or damaged goods. Vendors exhibit at their own risk.

  • ***Set-up begins at 7:00a.m. on Saturday, May 4, 2019 . Vendors must be ready for operation by 9:00a.m.

  • ***Tulsa Health Department will begin inspections at 9:00a.m.

  • Vendors shall be cleared from the grounds by 5:30pm on May 4, 2019.

  • Vehicles are not allowed on the grounds of Guthrie Green, except in designated loading areas (south ramp behind the main stage and the northwest loading dock are on Cameron Street.

  • Vendors must staff their space during the entire event from 10:00 a.m. to 4:00 p.m. Failure to follow this condition will result in Vendor being ineligible to participate in future Tulsa VegFests or Plant-Based Green Country events. We request all vendors remain with their exhibits until 4:00 p.m. out of courtesy to patrons, other Vendors and organizers of the event.

  • All Vendors are encouraged to bring hand trucks or wagons to bring their items (particularly heavy items) into the event venue as there may be a distance to walk from where Vendors may park.

  • Vendors shall exhibit, sell, or give away ONLY the merchandise, literature, and services specified in this Application.

  • All food sold or given away must be vegan. Vegan means no animal products: flesh, fat, broth, gelatin, egg, dairy, or honey. It is requested to limit or omit the use of oil and salt in food products, but not required.

  • All food-service disposable items such as plates, cups, and containers, are requested to be compostable. No styrofoam products are permitted. It is strongly encouraged to not use plastic straws.

  • Electricity availability is limited and provided for an additional fee on a limited basis.

  • Food Court Vendors are strongly encouraged to provide their own generator power supply.

  • Vendors must have signage clearly identifying the name of the Vendor. Food Vendors must also have signage clearly listing food offerings and prices. No adhesives of any kind are allowed to be used to display signage on facility structures. Use easels, or use rope to tie banners or signs to structures, without damaging property.

  • No alcohol sales, promotion, information or display is permitted.

  • No drug use, promotion, information or display is permitted.

  • No smoking of any kind is permitted within Guthrie Green (including e-cigarettes).

  • No balloons of any type are allowed.

  • All Vendors shall conduct themselves in a safe, responsible and lawful manner that respects the facility, its neighbors, staff/volunteers and patrons. Guthrie Green staff and Tulsa VegFest staff reserve the right to require anyone demonstrating behavioral misconduct to leave the premises immediately.

  • Noise levels must be within the rules and ordinances of the City of Tulsa.

  • All food Vendors who are cooking/heating on site and/or have a refrigerator must have a fire extinguisher by order of the Fire Marshal.

  • All food Vendors must post applicable City of Tulsa, Tulsa County, and State of Oklahoma permits and licenses that are required for food vendors. Any vendor selling processed goods must obtain the proper license (seasonal, mobile, etc.) from the Tulsa County Health Department (918-595-4322). A copy of said licenses and permits must be provided to Tulsa VegFest with Vendor payment. A copy of each license must be posted by the Vendor at their booth during Tulsa VegFest.

  • Vendors are required to submit a copy of their sales tax permit with their payment.

  • Vendors who wish to exhibit as a non-profit organization must provide 501(c)(3) tax ID documentation with payment.

  • Animal rescues or shelters (or any organization or individual) must not breed animals nor promote or support breeding of animals. Adoptable small animals are encouraged to be available at the exhibit space.

  • Tulsa VegFest is an entirely outdoor event that will proceed rain or shine. In the case of emergency weather conditions, an announcement will be made. No refunds will be given in case of cancellation due to an emergency weather situation or extenuating circumstances.

  • Should any contingency interrupt or prevent the holding of the TVF, including but not limited to inclement weather, war, terrorism, protests or lockouts, the event coordinators and TVF, shall in no way be liable to Vendors. Should any contingency prohibit the event from taking place as scheduled, event coordinators will make their best effort to reschedule the event on a weekend day as near to the original date as possible, but there is no guarantee that the fest will be rescheduled.

  • TVF is an event run entirely by volunteers and presented by a non-profit organization. No refunds will be given.

  • Vendors agree to make no claim for any reason against event coordinators or TVF for theft, loss, damage, or destruction of goods, or for injury to themselves, employees, volunteers, or visitors incurred at the event.

  • Photos and/or video of you and your Vendor space may be used for outreach, education, marketing, or other purposes by the Tulsa VegFest committee and its agents.


  • Click on the button below to complete your Vendor/Exhibitor application to participate in Tulsa VegFest.

  • By completing your information in this online application form, selecting the "Yes, I agree" box at the end of the form, and submitting it to Tulsa VegFest, you are, in effect, in agreement to the above conditions.

Apply Here