Time Travelers Vintage Expo Vendor Agreement
Please review the information and stipulations below.
1. APPROVED ITEMS:
We do not accept franchise-based, bulk, or MLM vendors/products. We only book original vendors and artists who fit our show's "theme" of vintage, retro-inspired, groovy, funky, etc.
We accept clothing, records, home goods, art, handmade items, jewelry, accessories, furniture, comic books, antiques, collectibles, and more. If you fit the vibe, you will be considered!
DO NOT BRING FAST FASHION TO RESELL AT OUR EVENT. NO FOREVER 21, SHEIN, FASHION NOVA, ETC. This can result in removal from future events.
2. PROMOTION: Please help us promote the event as much as possible. The success of the event depends on all of us! We will provide digital promotional material to you prior to the event. Thank you for helping to make our event a success!
DO NOT CREATE YOUR OWN FACEBOOK EVENT PAGES.
3. TICKET GIVEAWAYS:
Vendors must request approval for any ticket giveaways they wish to hold for Time Travelers Vintage Expo. Vendors who hold ticket giveaways without prior approval can be removed from the event.
4. BOOTH INFO:
Your setup (tables, racks, displays, etc.) must fit into your assigned spot. No tables or chairs will be provided.
10x10’ - 40x10’ booth vendors: You provide your own tables, chairs, and displays. Do not obstruct our fire marshall-approved & ADA-compliant aisleways.
8x6 Table vendors: You provide a 4ft - 6ft table and 1-2 chairs. The space included in the table vendor booth is 8ft x 6ft. This is 1ft on each side of your table (for smaller displays) and 3ft behind your table for a banner, display and/or storage.
5. BOOTH SETUP:
Your booth setup should look neat, professional, and tidy. Attendees should be able to move through your space easily. We do not allow tarps on the ground for “rummage piles.” This does not fit the curated vibe of our show. If your booth does not meet our quality standards, you can be removed from future shows. Enforcing these quality standards helps to set us apart from your average flea market.
6. BOOTH SHARING:
Only approved vendors are welcome to set up at the event. All vendors must submit their own application, even if you are sharing a space. YOU MAY NOT SHARE YOUR BOOTH WITH OTHER VENDORS WITHOUT PRIOR APPROVAL. If you fail to get approval prior to the show, you will be removed from the event and future events.
7. LOAD IN/OUT:
Load-in day is Friday the day before the event from 12:00pm - 6:00pm.
You may arrive the morning of the event to load in but must have your display ready by 9:30 am. We prefer you set up on Friday, the day before the event.
Load-in doors will close by 9:15 am on the day of the event. We open to the public at 10 am.
All vendors must agree to stay set up for the duration of the 7-hour show. Packing up early without explanation can result in removal from future shows with no refund. (Unless for the reason of a health or family emergency.) You are required to wait until 5:00pm to begin packing up. Packing up early looks tacky and unprofessional - do not do this at our show.
Tear down and load out is from 5:00 pm - 7:00 pm. Please keep your items inside your allotted booth space and out of the walkways while tearing down. At the end of the event, please ensure your area is clean of trash and debris. No carts or assistance are provided for load in/out.
For drive-in load-out venues- You must pack up all your belongings and have them ready to quickly put in your vehicle before driving in during load-out. If you move your car in before you finish packing, you will be asked to move your car back out immediately. We will only allow a certain amount of cars in at a time. This number depends on the venue. Safety is our number one priority.
We will coordinate drive-ins with venue security during load-out and direct traffic to the best of our ability to make the process as seamless as possible. Please understand you may have to wait to bring your car in. There is no way we can allow all ~100 cars inside the building at the same time. Thank you for your patience and cooperation.
8. NO CALL, NO SHOW:
If you do not show up on the day of the event with no explanation, this will result in removal from future events.
9. TAPE/ADHESIVES:
Most venues do not allow vendors to tape or use any type of adhesive on their walls. This mainly pertains to vendors who could be up against a wall. Either plan accordingly OR ask first before taping up any items.
10. SALES TAX:
CLICK HERE FOR SALES TAX INFO PER STATE.
You are responsible for the collection of sales tax on your sales. Some states require us to submit a list of all vendors and contact info for them to reach out to collect your sales tax from the show. Please plan to have adequate change. We suggest allowing customers to pay via Cash, Card, Venmo, PayPal, and Cash App to boost sales.
Following tax guidelines is required. Some states also require temporary business permits/licenses. You are responsible for remitting the tax payment after the show unless otherwise noted. If you have tax questions, refer to the Department of Revenue per state.
11. PROHIBITED / NON-APPROVED ITEMS:
No illegal substances may be sold. In addition, items such as weapons of any kind or food, etc. may not be sold. Also, no bulk or surplus items. Inquire before the show if you have questions. All items should be clean and sanitized.
Introducing a completely new product requires approval from us first. You are approved based on the application submitted - if your new product is completely different than the items on your application… Please email us for approval. Without prior approval, we have the right to remove a vendor/specific product from the show.
12. COPYRIGHTED/LICENSED MATERIALS:
Selling any copyrighted or licensed material that you do not own/have the right to use is prohibited and can result in removal from the show without a refund.
13. ADULT ITEMS:
18+ items must be submitted for approval prior to the event. Without prior approval, we have the right to remove a vendor/specific product from the show. If approved, IDs must be checked before a customer can purchase adult items. Email us for approval.
14. CANCELLATION/REFUNDS/TRANSFERS:
If you cannot make it to this event, please let us know ASAP.
NO REFUNDS ON BOOTH FEES. (Refunds will only be issued in the instance of family or health emergencies.)
Our events and advertising take an incredible amount of planning over a year in advance. If you need to cancel, please contact us immediately.
We are unable to transfer booth fees to other event dates or issue credits.
15. TENTS/CANOPIES:
Some venues do not allow inside tents/canopies with fabric tops due to fire marshall regulations, if your setup requires this - please contact us first so we can get you the venue rules on this. If you do not let us know in advance, there is a possibility you will have to remove the canopy and this could affect your booth setup. This is out of our control. All fabric material in your booth must be flame retardant regardless.
16. COMPETING EVENTS:
Promoting a competing event is prohibited at the Time Travelers Vintage Expo unless approved prior to the show. Just ask!
We reserve the right to remove any vendor organizing a similar/competing event that could potentially impact the Time Travelers Vintage Expo. This does not include events already established prior to 2022. To continue providing a well-run show with high attendance, we must monitor oversaturation. If you have any questions regarding this topic, please email us.
17. HEALTH & SAFETY:
No smoking is allowed inside the event or anywhere inside the facility. Service animals are permitted with a proper license. No hazardous materials are allowed. Please do not attend the event if you are ill.
No candles or incense are allowed to be burned during the show. This is due to the fire marshall, but also to not bother those around you who may be sensitive to scents.
18. DAMAGES/LIABILITY:
If you damage, destroy, or vandalize anything belonging to Time Travelers Vintage Expo or the event facility you will be responsible for any fees incurred to repair or replace what has been damaged. This can also result in removal from future events.
19. NO TOLERANCE FOR DISCRIMINATION:
Time Travelers Vintage Expo does not discriminate on the basis of race, sexual orientation, gender preference (or lack thereof), age, religious beliefs, political beliefs, etc. We do not tolerate racism, sexism, homophobia, transphobia, xenophobia, or any other sign of hate in our show. TTVE is a safe place for people of all races, colors, and preferences. If you don’t hold these same values, we are not the show for you. Treat all customers, fellow vendors, crew members, and facility employees with kindness and respect.
20. CONTACT:
Use the same contact email on your application when reaching out to us. Multiple email addresses make things confusing and it's easy for you to miss important information.
When contacting us, please use email only. It's easier for us and helps us keep track of all of our conversations so we never miss anything! It can take a few days for a response during shows. Please do not message our personal social media pages or message us via FB/Instagram. All vendors can contact the main vendor email at: tulsatimetravelers@gmail.com - make note of your business name and the city you’re inquiring about.
If you have any issues the morning of the event please contact Sarah at 918-770-1342 or Jesse at 918-770-3747 by call or text (Day of only!)
21. FOLLOWING LOAD-IN & OUT INSTRUCTIONS:
You will receive a detailed event-specific/load-in information email at least 30 days before the event. Please read this email PROMPTLY, in full each time, and follow all information. Failure to follow these simple instructions can result in removal from future shows.
Do NOT share the load in information with anyone. This goes for another vendor or a venue employee, etc.
22. ADDING / MODIFYING DATES:
Please submit a new application for the new dates you would like to add. Do not check the cities you have already previously applied for, only the new additions. Please email us if you have any questions: tulsatimetravelers@gmail.com
23. VENDOR DISAGREEMENTS/CONFRONTATIONS:
Please be kind and cordial to your fellow vendors. If you are experiencing an issue with a fellow vendor/disagreement with a neighboring vendor, please get with Sarah to work out a solution before allowing a disagreement to escalate.
23. MEDIA CONSENT, RELEASE, & WAIVER :
By participating in our events, you agree to your booth setup potentially being filmed by Time Travelers Vintage Expo LLC and used for future promotional materials.
24. DISCLAIMER:
Time Travelers Vintage Expo LLC is not liable for any accidents or injuries to you, your belongings, or vehicles at our events or during load-in hours. Time Travelers Vintage Expo LLC is not responsible for any missing goods.