STATE FAIR COMMERCIAL SPACE

During any part of the season, it is crucial to be informed of our deadlines and respond in a timely manner. Your cooperation with paperwork and other necessary requirements creates a much smoother process for everyone. As much as we would like to contact each and every one of our exhibitors personally, with almost 600 of you, it’s just not possible. If we don’t hear from you, we cannot hold your space – missed deadlines will result in forfeiture of space. (And please be reachable – home phone, mobile phone and email addresses should all be current and accessible. Use the link below to email any updated contact information.)

The due date for first-run contracts (those sent out in mid-May) is July 9. Signed contracts along with any remaining balance due must be received by that date. After July 2, spaces with delinquent balances due will be subject to a reinstatement policy: From this date forward, if contracted exhibit space has not yet been resold and is still made available to Exhibitor, rent may be subject to a Reinstatement Fee of 5% of the remaining balance due. If deadline is missed, you must contact the Office of Commercial Space Sales to determine space availability BEFORE submitting any further payments.

• Mid-January – Renewal Invitations mailed to eligible exhibitors.
• March 2 – Last day to renew space by returning signed Invitation AND 50% deposit; Last day to request full refund with no penalties.
• Mid-May – Contract Packets mailed to those exhibitors with at least 50% deposit on file.
• July 9 – Signed Contracts due WITH payment in FULL to reserve space; After this date, partial refunds may be granted ONLY if full space is resold.
• August 1 – Final deadline to place orders for additional services.
• September 1 – CHECKS NO LONGER ACCEPTED; Payments will only be accepted by cash, cashier’s checks, money orders, or VISA and MasterCard credit cards.

IMPORTANT DATES TO REMEMBER 2012 – Full Document

Applications will be accepted at any time throughout the year, however, we encourage everyone to contact us as early in the year as possible (January is NOT too early) for the best possibility of acceptance and space availability.  And please note, at least one photo of the proposed display (or quality drawing, if that’s all you have) must be submitted with the application in order to be considered for space.  If at all possible, submission by email is the by far the quickest and preferred method, however, postal service is always acceptable.

If you are selected to participate with us as a Commercial Exhibitor, Food Concession or Pay-To-Play Attraction, you will receive a letter of invitation which will include your specific booth assignment and the cost for the space rental. This letter will also serve as your invoice which should be used when remitting full payment for that space. Typically, we allow approximately three weeks from the date the letter is mailed to the day the payment is due, however, as the event draws nearer, payments will be due upon notification of acceptance. And so, when you submit your application, please be prepared to follow up with payment immediately once an invitation is offered. If you are unable to do so, the space will be offered to another applicant. (And please be reachable – home phone, mobile phone and email addresses should all be current and accessible.)

Guidelines and Rates (.pdf)

2012 Application (fill-in form Word doc)
Save on your computer, enter your information and attach to an email back to us.

2012 Application (.pdf)
Print, fill out by hand, and mail back to:

Oklahoma State Fair, Inc.
Office of Commercial Space Sales
P.O. Box 74943
Oklahoma City, OK 73147

Special Information for OKLAHOMA-BASED COMPANIES

A special opportunity for Oklahoma-based companies can be found in our uniquely-themed Oklahoma Expo Hall, now known as The CONNECTION at State Fair Station – it’s our Oklahoma showcase, and it’s all about our great state! Divided into seven distinctly different sections (Vineyard Marketplace, MIO Trading Post, Business District, Resource Square, Recreation Station and Backyard & Beyond), there really is something for everyone in this building. And with special entertainment and activities featured on the two Station Platforms, the personality of this exhibit hall is definitely fun and inviting! If you’re an Oklahoma-based company with something exciting to share with other Oklahomans, don’t delay — send your application and photos ASAP! Booth presentation standards in this building are strict, so please take a look at the photo examples provided via the link in the Display and Presentation Standards section. You may also access the Pocket Guide which was distributed last year to guests of this building. The Pocket Guide is updated each year to list all current exhibitors, printed in full color, and distributed to building visitors. Maps with the exhibitor list are also posted throughout the building.

2011 Pocket Guide

Diplay & Presentation Standards (.pdf)

Special Requirements: Cash Registers and On-Site Commissary (.pdf)

Product Variance Request Form (.pdf)

PRODUCT VARIANCE – Food vendors must also purchase all products from approved on-site State Fair suppliers.  If a specific product is not offered, a variance may be granted and an exception made for special items to be purchased elsewhere.  All requests for product variances must be submitted in writing using the form provided below.  OSF will provide written notification to each vendor with approval.  If you have not received approval for a variance, you MUST use the on-site commissary suppliers – no exceptions.

FENCING STANDARDS – For all our food vendors, please take special note of required fencing elements associated with your setup.  In an effort to provide a clean and safe event, all back-of-house food prep and storage areas must be visually screened from the public view.  Access to these areas must also be restricted from the public as most contain utility connections such as water hoses, sewer drains, electrical cords and other potentially hazardous elements.  Side areas must also be fenced to keep the public on the main thoroughfares and out of private work space.

Additionally, for those vendors providing seating within their contracted commercial space, you must also come prepared to dress up these dining areas.  The entire reason behind providing a seating area is to make your operation more inviting to the public, and so follow through and make sure they appear well-planned and not just an afterthought to fill vacant space.  Ideas include:  decorative fencing, screening, planters, foliage, lighting, awnings, tents, umbrellas, etc.  The exact nature of the decoration is up to each individual vendor; however, these stylistic elements must make it clear that the space was well thought out.   (See the link in the Display & Presentation Standards section for some examples of successful, attractive fencing.)

The following forms and documents are always available to view, however, depending on the time of year they are being accessed, please be aware that they might possibly still be the previous year version.  In that event, the documents may be used for reference only until the current year versions are updated and posted as current year information is always subject to potential changes.

Request to pay by credit card form

The HANDBOOK 2011

2011 Service Order Form

General Liability SAMPLE Certificate 2011

Exhibitor’s WC Status 2011

Family of Five or Fewer Exempt Statement 2011

Worker’s Comp Application Form 2011

If you have any questions, please call the Office of Commercial Space Sales at (405) 948-6739, email us by using the link provided below, or information may be faxed to (405) 948-6720.

email the Office of Commercial Space Sales

We look forward to seeing you at the 2012 Oklahoma State Fair, running September 13 – 23!