Wedding Show Vendor Application

Sponsered by Bartlesville Wedding Association

Fill out the form below if you're interested in being a Vendor. If you need more than one booth, please select that option below. This information will be used on our website and event forms. Please complete this entire questionnaire with as much detail as possible.

VENDOR NOTE

Applications are accepted through December 31, 2026 or until spaces are filled. Spaces fill on a first come - first served basis. Past attendance does NOT guarantee an acceptance for 2027. We reserve the right to refuse any application.

ABOUT YOU, THE VENDOR

Acceptance Terms:

Selected vendors will receive an acceptance email and an invoice for their booth. Once booth fees have been paid, the vendor will be announced and listed on our social media and website. Please read through our terms/conditions and our cancellation policy.

Booth Specifics:

All booths will include a 8ft table with black table clothes and 2 chairs. If black does not go with your aesthetic you will need to provide your own table cloth. All tables must be covered. Booth assignments are made on a first-come, first served basis and are not guaranteed until payment is received. No one selected spot is guaranteed, as we put vendors in spots that work best with the flow and keep two of the same category vendors in different spaces. We will not be moving booths the morning of setup. NO EXCEPTIONS!

Booth Space Limits, Compliance, and Removal from Event

Each vendor is provided an 8-foot booth space, including the designated table and chairs. All displays, signage, products, equipment, and other materials must remain entirely within the vendor's assigned booth space.

Need more room for your display? If your setup requires more than the standard 8-foot table and designated booth space, you must select the two-booth option on your application. Purchasing two booth spaces allows you to use a total of 16 feet of booth width. All additional space requests are subject to availability and approval by the Bartlesville Wedding Association (BWA).

On the day of the event, if a vendor's display or materials extend beyond the designated 8-foot booth space, the vendor will be required to promptly adjust or reduce their setup to fit entirely within their assigned space.

Failure to comply with this requirement may result in removal from the event. If a vendor refuses or fails to bring their setup into compliance as directed by the Bartlesville Wedding Association (BWA) Board, the vendor may be required to vacate the show and will forfeit all booth fees and other payments made to the BWA, to the extent permitted by applicable law.

Any vendor required to leave the event due to noncompliance or violation of show policies may be prohibited from applying for or participating in future Bartlesville Wedding Association shows. Decisions regarding future participation will be at the discretion of the BWA Board.

The BWA reserves the right to enforce booth space limits and event policies to maintain safe walkways, accessibility, and fair and consistent space allocation for all participating vendors.

By submitting an application and participating in the event, vendors agree to comply with these requirements and all other show policies.

Cancellation Policy:

Due to limited space, we cannot offer refunds due to cancellations, unless Bartlesville Wedding Association is the one to cancel the vendor.

Social Pages

If you would like more exposure, please include the full URL link to your social media pages.

Vendor Guidelines

1. Applications must be submitted no later than December 31, 2026.

2. Payment must be received by January 15, 2027. There will be NO EXCEPTIONS. Space is limited and will be given on a first-come, first- serve basis.

3. Information supplied on the application form will be used on the vendor list and posted on the website and/or social media. If your business is out of your home and you do not want the information posted publicly, please send us an email to BartlesvilleWeddings@gmail.com and include what information you do not want us to publish.

4. Due to limited available space, we reserve the right to limit the number of vendors in each category.

5. Any and all damages to the venue that is specific to a vendor are at the expense of the vendor.

6. All decorations, sound/electrical equipment or supplies must be provided by the vendor.

7. All Wedding Show vendors and their employees must confine their activities to their exhibit space. Handouts, including literature, giveaways and promotional materials, may be distributed from your space ONLY. These items may not be distributed in the aisles, parking lot or other booth spaces.

8. All vendors must limit noise to an acceptable level. Acceptable level is defined as low enough that two people 8 ft away from space can speak without having to raise their voices beyond a normal conversation level.

9. Exhibit space will NOT be reserved without payment.

10. It is the responsibility of the vendor to provide artwork, i.e.: logos for print materials by the deadline. Any items received after the deadline, even with payment, are NOT guaranteed inclusion. There will be no refunds for failure to provide artwork nor will your artwork be pulled from your website or social media for you.

11. You may begin unloading your booth items at the specified times before the show opens. Please DO NOT break down your booth until close of the event.

12. Please provide appropriate visible signage at your booth so that it is easily identifiable.

13. Promotion of business/products for non-vendors is strictly prohibited.