Soonercon 32: Adventure Awaits
Thank you for participating with us! Please see the information below respective to the space you’re applying for:
Exhibitors, Artist Alley & Clubs
All Vendor Packet materials for checking in to Soonercon, membership badges and perks are to be picked up at the Soonercon 32 convention Registration on Thursday, June 20 during loading hours or the morning of Friday, June 21. The convention is located at the Embassy Suites Hilton Norman Hotel and Conference Center; 2501 Conference Dr, Norman, OK 73069.
Vendor load-in occurs Thursday, June 20 beginning at 4:00 p.m. You are strongly encouraged to bring along carts, dollies and similar loading materials for setting up your vending space. A loading bay entrance for the Exhibitors Hall and Club area setups is available during designated loading hours. Please plan to load in as much of your vending space as possible on this day. Load out occurs Sunday, June 23 beginning at 4:00 p.m. (soft pack-up begins at 3:00 p.m. as needed). You will be emailed detailed check-in and loading/load out instructions by our convention staff before the show.
Applications are reviewed as received. Approvals will be prioritized using the following criteria:
Please ensure you complete the Vendor Packet document and return directly to the Embassy Suites convention center staff via email at jennifer.bradford@atriumhospitality.com. WIFI and other convention center amenities are ordered directly through the convention center and must be done using the Embassy Suites Vendor Packet form. All Soonercon vendors and clubs must complete the convention center's vendor packet form, regardless of using any amenities or not; this form is a required document for Soonercon's event agreement and vending at our facility.
All vendors are expected to operate during Soonercon's vending operating hours:
GENERAL: By applying for space at Soonercon you agree to abide by all terms, conditions, and policies of Soonercon. Additionally, you agree to hold Soonercon and the Future Society of Central Oklahoma harmless to any damages or loss due to theft during the course of the convention, and understand that insurance for merchandise and display materials is the responsibility of the exhibitor/participant. Stated attendance numbers are based on past Soonercon events. Soonercon does not guarantee attendance numbers.
MERCHANDISE and DISPLAYS: All vendors must communicate what they plan to sell and clubs must communicate what they plan to display in advance of the convention via their application. If changes to this general inventory or display are expected, then email Soonercon prior to the convention to review. Any materials not suitable for audiences under the age of 18 must be covered and made only accessible to persons verified by the seller to be age 18 or older. The Future Society of Central Oklahoma reserve the right to request removal and no sale of any materials deemed inappropriate for distribution at its events.
OKLAHOMA TAX COMMISSION SALES TAX INFO: Vendors agree that if they are selling taxable merchandise, then they will disclose this information to Soonercon at the time of execution of this agreement. Soonercon will provide the vendor's legal name and business contact information to the Oklahoma Tax Commission (OTC) for sales tax collection and reporting purposes on or before May 22, 2024. Physical goods and merchandise are considered taxable by OTC and sale tax collection is required and reportable on said types of items. (Note: This does not apply to sales in the Art Show where Soonercon personnel process the payments, collect the sales tax, and report/send the taxes to OTC.)
Soonercon is required to provide all Oklahoma Tax Commission sales tax forms information, as applicable, to the vendors as well as submit their vendor information to the Commission no later than 30 days prior to the start date of the convention sales event (by May 22, 2024).
Note: Vendors will be contacted directly by the OTC to complete their profile setup and tax reporting using the OTC’s online tax reporting portal. More information is available at: https://oklahoma.gov/tax/businesses/sales-use-tax.html.
