Vendors & Food Trucks

INOLA HAY DAY ASSOCIATION
September 9th and 10th, 2022

Vendor Application and Guidelines

The Annual Hay Day is scheduled in Inola for Friday and Saturday, September 9th & 10th, 2022.  This event will be held in the Town of Inola with festivities beginning at noon on September 9th to 11p.m. and 9 a.m. to 11 p.m. on Saturday, September 10th.

The number of vendors invited to participate in Inola Hay Day is limited.  Your application and entry fee must be received no later than August 31, 2022.  The show committee reserves the right to make final decisions as to whom and what products may be exhibited at the show.  Committee also reserves the right to assign all exhibitors’ location (but will try to accommodate exhibitor’s request). 

1.      Exhibitor may only conduct business and distribute printed advertising/literature from within its assigned exhibit space.  Any advertising/literature that is of an objectionable or undignified character will not be permitted.

2.      Concession space is outdoors, and all applicants must furnish their own display and equipment, including a heavy-duty extension cord if electricity is required and a hose if water is required.

3.      Please arrive early to gain access to your space on Friday morning.  Space is very limited.  Exhibitors should not leave merchandise unattended, especially during set-up and tear-down times.  Vendors are responsible for their own insurance coverage.  Inola Hay Day Committee, nor the Town of Inola will be liable for damage or theft of merchandise or any other property during the Hay Day events.

4.      No refunds for booth space will be issued for any reason after August 31, including but not limited to inclement weather, acts of God or war, etc.

5.      Vendor setup is from 10:00am to 2:00pm on September 9th.  No vehicles other than those that are an integral part of the actual booth will be permitted on site.  Vehicles, trailers, etc. must be out of the area no later than 12:00, midnight on Friday.  Vendor booths may be removed after the event closes on Saturday evening.

6.      Exhibitors booths must be manned at all times (unless prior arrangements have been made with Committee).  No sharing of booth space will be permitted (without express prior approval of the Committee.)

7.      Nearby reserved parking will be provided for vendors.  If handicapped parking is required, you must submit a copy of your handicap permit with your application.

8.      Each Exhibitor must know and comply with all laws, ordinances and regulations to health, fire and public safety while participating in the event.  Any food sampling must be approved by the Rogers County Health Department.    Please keep your area neat and clean during the event.  Place trash in the proper receptacle.

9.      Vendors must have sales tax permits readily available for inspections.  All state and local sales tax reports are the sole responsibility of the individual vendor.

10.     Vendor shall execute the attached Affidavit and return to Committee with the signed contract.  Vendor shall not allow any individual, whether employee or any other person performing any work for Vendor, to be on event property if that individual is currently registered or required to register under the

Oklahoma Sex Offenders Registration Act, OR the Mary Rippy Violent Offenders Registration Act OR any similar Acts of another state.

11.     Inola Hay Day Association does not share, sell or distribute your information with any other events, groups or festivals.  Any questions should be directed to Monica Clark at 918-760-1785 or Alyssa Blair at 918-636-3387. Feel free to text or call.

12.     Inola Hay Day Association reserves the right to accept or deny any application.  Applicants whose applications are denied will be notified and fees will be refunded within ten (10) business days following notification of denial.