State Fair Space Sales
The Oklahoma State Fair is one of the premier State Fairs in North America. In part, this success is clearly a result of the participation of the best exhibitors, concessionaires and attractions in the industry.
Important News, Dates & Reminders
During any part of the season, it is crucial to be informed of deadlines and respond in a timely manner. Some important dates to remember are highlighted below; however, please review the full document for more.
IMPORTANT DATES TO REMEMBER 2014 – Full Document (PDF)
- Mid-January – Renewal Invitations emailed to eligible exhibitors.
- March 4 – 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 8 – Signed Contracts due WITH payment in FULL and ALL required paperwork to reserve space. After this date, partial refunds may be granted ONLY if full space is resold.
- July 9 – Spaces not reserved by July 8 are subject to cancellation. If the space has not yet been resold and the original vendor is allowed by OSF to reinstate, a progressive scale reinstatement fee (determined by time) will be assessed. Fees start at 5% and climb to 20% depending on timing of reinstatement.
- August 1 – Final deadline to place orders for additional services without late fees.
- August 29 – CHECKS NO LONGER ACCEPTED; Payments will only be accepted by cash, cashier’s checks, money orders, or VISA and MasterCard credit cards.
Applications will be accepted at any time throughout the year; however, everyone is encouraged to apply early in the year for the best possibility of acceptance and space availability. Oklahoma State Fair renewal rates exceed 90%, so early application is key. 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 by far the quickest and preferred method, however, postal service is always acceptable.
If selected to participate as a Commercial Exhibitor, Food Concession or Pay-To-Play Attraction, vendors will receive a letter of invitation which will include a specific booth assignment and the cost for the space rental. This letter will also serve as the invoice which should be used when remitting full payment for that space.
2014 Guidelines and Rates (PDF) (subject to change without notice)
2014 Online Application (Web form)
Special Information for OKLAHOMA-BASED Applicants
A special opportunity for Oklahoma-based companies can be found in the uniquely-themed Oklahoma Expo Hall, now known as The CONNECTION at State Fair Station – it’s an Oklahoma showcase and 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 Station Platform, 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 for Display and Presentation Standards in the forms section.
Food Concessions and Pay-To-Play Attractions
There are some special requirements that vendors should know when applying to the Oklahoma State Fair including leasing/using cash registers provided by Oklahoma State Fair and purchasing all products from approved on-site State Fair suppliers. More information on these additional requirements can be found in The HANDBOOK in the forms section. Depending on the time of year, The HANDBOOK may be related to the prior year yet, while changes are possible, the prior year version should still provide helpful information to anyone seeking to participate at the Oklahoma State Fair.
Handbook and Forms
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’s version. In that event, the documents may be used for reference only until the current year versions are updated and posted.
On Site Exhibitor Survival Guide (PDF)
Printing tip: for best results, this document is set up to be a double-sided document
(flipped on the short edge) that folds in half to make a booklet.
The HANDBOOK 2013 (PDF)
Add-On Services Order Form 2013 (PDF)
General Liability SAMPLE Certificate 2013 (PDF)
Family of Five or Fewer Workers’ Compensation Exempt Statement 2013 (PDF)
Worker’s Compensation Purchase Application Form 2013 (PDF)
Credit Card Payment Request Form (PDF)
Display & Presentation Standards (PDF)
Product Variance Request Form (PDF)
OK Tax Commission Special Event Registration (PDF)
Restocking Space Reservation Form (PDF)
Beverage Pricing (PDF)
Operating guidelines and pricing information for Oklahoma State Fair's exclusive service vendors and suppliers can be found right here. The information will be updated as it is received. The 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’s version. In that event, the documents may be used for reference only until the current year versions are updated and posted. Vendor Supplies updates are expected to be available in July or August.
Show Decorator and Freight/Materials Handling – Superior Expo Services (PDF)
Beer: Capital Distributing (PDF)
Bread: Earthgrains/Sara Lee
Groceries, Meat and Produce: US Foods (PDF)
Ice: Reddy Ice (PDF)
Paper and Janitorial Supplies: Southwest Paper
Propane: American Propane (PDF)
Soda and Water: Great Plains Coca-Cola (PDF)
Location maps are subject to change, without notice, at any time.
Overall Space Sales Location Guide (PDF)
Centennial Building (PDF)
Cox Pavilion (PDF)
Modern Living Building (PDF)
Oklahoma Expo Hall (PDF)
14 Flags Plaza & Kiamichi North (PDF)
Centennial Plaza (PDF)
Chisholm Trail (PDF)
Gordon Cooper North & Gate 9 Area (PDF)
Gordon Cooper South & Central (PDF)
Kiamichi South (PDF)
Entertainment Plaza (PDF)
Witchita Walk (PDF)
If you have any questions, please contact the Office Of Space Sales.
Manager, Commercial Space Sales (Exhibitors)
Phone - 405.948.6739 Fax - 405.948.6720
Email the Commercial Space Sales Department (CommSpaceSales@okstatefair.com)
Manager, Concession Space Sales (Food Concessions & Pay to Play Attractions)
Phone - 405.948.6709 Fax - 405.948.6720
Email the Concessions Department (Concessions@okstatefair.com)