Tulsa VegFest
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Vendor App

Vendor/Exhibitor

Guidelines & Application

  1. Please read through all the following guidelines as they are updated annually

  2. complete & submit the application form (link at bottom of this page)

  3. receive notification of acceptance, invoice and then pay


Thank You for Applying

Thank you for your interest in being a part of Tulsa VegFest (hereafter "TVF")! Please read carefully the information below and complete the 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.  


Guidelines

Guidelines for all Vendors & Exhibitors at Tulsa VegFest

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

  • Each vendor/exhibitor (hereafter "Vendor") must submit an individual application.

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

  • Only PayPal is accepted as payment method.

  • Registration fees are non-refundable.

  • Vendors are required to submit a copy of their sales tax permit or ID number after payment.

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

  • Vendors shall exhibit, sell, or give away ONLY the merchandise, literature, and services specified in this Application. Meal and beverage offerings may vary as discussed with the TVF food vendor coordinator.

  • It is the responsibility of all vendors to turn in all sales tax collected during TVF

Booth Spaces

  • Spaces may not be shared or combined with other businesses.

  • Spaces are available on a limited basis.

  • All food Vendors are required by the Health Dept. to have a tent covering. Food Vendors preparing food on site must also have a screen with a serving window.

  • Each non-food 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. NO STAKING INTO GRASS OR ASPHALT.

  • TVF assigns space locations at its discretion. No booth location request guarantees. Sponsors have location priority. If you want to know ahead of time where your booth will be located, contact your TVF vendor coordinator. Location subject to change at TVF discretion.

  • Each booth space area utilized is not to exceed 10'x10' per space purchased.

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

  • Electricity availability is limited and provided at no additional fee on a limited basis.

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

Logistics

  • Set-up begins at 7:00a.m. on Saturday, April 25, 2020. Vendors must be ready for operation by 9:30a.m.

  • Vendors may begin break-down no earlier than 4:00p.m. Vendors shall be cleared from the grounds by 6:00p.m.

  • 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. We request all vendors remain with their exhibits fully operational until 4:00 p.m. out of courtesy to patrons, other Vendors and organizers of the event. If you sell out, we appreciate waiting until 4:00 p.m. to break down your booth.

  • All Vendors are encouraged to bring hand trucks or wagons to bring their items into the event venue as there may be a distance to walk from available parking.

Vegan vending & Exhibiting

  • TVF is a plant-based event. All food and items sold or given away must be vegan. Vegan means no animal products: flesh (fish, sea life, poultry, beef, pork), fat, broth, gelatin, egg, dairy (milk, cheese, butter, whey, casein), or animal derivatives (honey, lanolin, lard, gelatin, beeswax).

  • All nutritional supplements, cleaning supplies, beauty products must be free from animal products and by-products. This includes: leather, fur, silk, lanolin, gelatin (including capsules).

  • It is requested to limit or omit the use of oil and salt in food products, but is not required.

  • Vendors shall refrain from promoting or displaying information of animal-based, non-vegan, items their company may sell elsewhere. Additionally, vendors shall agree that no books, literature or signage shall be used or displayed to promote animal foods or products or any form of animal exploitation.

  • Vendors must post signage clearly identifying the name of the Vendor, which will be provided by TVF on event day. No adhesives of any kind are allowed to be used to display signage on facility structures. Use easels, bungee cords or rope to display banners or signs to structures, without damaging property.

  • Vendors with large, upright, colorful signage with clearly written text of offerings seem to attract the most business.

  • 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.

  • Please refrain from handing out out sugary candy (ie: suckers, chocolate). Stickers and customized promotional items are popular alternatives.

  • 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.

Sustainability

  • Help TVF make this event as green as possible. Compostable, recyclable containers, bags, utensils are encouraged. No styrofoam is permitted.

  • 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.

Guidelines for Food court Vendors

  • All food court vendors are required to have insurance and must provide proof of current coverage (copy of policy) to TVF. Work with the TVF food vendor coordinator if you have questions. Failure to have insurance coverage on April 25, 2020 will result in forfeiture of your booth space.

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

  • Food Vendors must be ready for operation by 9:00a.m.

  • Food Vendors are required by the Health Dept. to have a tent covering. Food Vendors preparing food on site must also have a screened enclosure with a serving window.

  • Food vendors are also responsible for proper wash stations and gray water disposal.

  • Food Vendors are encouraged to display large signage clearly listing food offerings and prices. Signage that is readable from 15’+ away attracts more business.

  • 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 paper straws in lieu of plastic straws, or no straws at all.

  • Food Court Vendors are strongly encouraged to provide their own generator power supply as steady electrical supply at Guthrie Green is limited in availability and capacity.

  • 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.

  • Ultimately, it is the vendor’s responsibility to know and prepare for necessary permits and licenses applicable for their business in order to participate at TVF.

  • All food Vendors must adhere to OK and Tulsa Health Department guidelines. Failure to have necessary permit and license on April 25, 2020 will result in forfeiture of your booth space.

  • Any vendor selling processed foods must obtain the proper license (seasonal, mobile, etc.) from the Tulsa County Health Department (918-595-4322) which may be done with the TVF food coordinator as included with the food court vendor fee.

  • Pre-packaged food vendors are subject to Health Dept. regulations and respective applicable permits and licenses. Please prepare accordingly well in advance.

  • Vendors handing out food samples are subject to Health Dept. regulations and respective applicable permits and licenses. Please prepare accordingly well in advance.

  • If already in possession, a copy of 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.

  • Per Health Department regulations, the following are not allowed to be sold in a temporary food establishment: pre-bottled fresh squeezed or pressed juices, pre-bottled smoothies, fresh prepared frozen smoothie bowls. Smoothies and juices may be vended from a large drink container with a valved spout. See Tulsa County & State of OK Health Department websites for details on vending these items from a temporary food establishment.

Indemnity

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

  • 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. Registration fees are non-refundable.

  • 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.

Print these guidelines for your records and future reference


  • Click on the button below to complete your Vendor/Exhibitor application.

  • By completing this online application, 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 guidelines & conditions.

Apply