Vendor Booth Information

Conveniently located on the first floor of the Renaissance Waterford the Vendor Market will be in the center of the majority of Bearadise activities throughout the weekend.

Limited space will be available and booths will be divided up on a first come first serve basis

A Vendor Market Designee will reach out to you to discuss booth layout options and locations.

Vendor Market Hours of Operation

Thursday, July 9th 2020
8am-11:30am Setup
12pm-5pm Market Opens
Friday, July 10th, 2020
8am-7pm Open
Saturday, July 11th, 2020
8am-7pm Open
Sunday, July 12th, 2020
10am-5pm Open
Breakdown after 5pm

Vendors will be able to make hotel reservations via the hotel registration link here.

Terms and Conditions

Vendors are solely responsible for their product, monies and vendor space (including using your own electrical cords and power strips).

WiFi/Internet access is available in the vendor market area for a free, Phone lines are not available.

Each vendor agrees to have at least one person monitoring their booth at all times during Market Hours

Vendors agree that all persons working with the vendor are at least 21 years of age. Anyone discovered to be under the age of 21 is not permitted to attend Bearadise, the market or the events and their badge will be revoked.

Bearadise, Sooner Bears, Sooner Charities, and the Host Hotel will not be responsible for your vendor area when it is unattended by you or your staff.

We reserve the right to approve or decline any application/registration for the vendor market.

Vendor set-up is Thursday morning 8:00am – 11:30am. All spaces must be set-up and ready for business no later than 11:30 am on Thursday, July 9th, 2020.

Vendor space will be forfeited if the vendor does not show up by 10:00 am on Thursday, July 9th, 2020. Once a space is forfeited, the space will be awarded to a standby vendor or distributed to other vendors in the room needing extra space. Exceptions will be considered if vendor contacts the Vendor Market Coordinator before the event begins to report extenuating circumstances for your late arrival. If you are selected to participate in the Vendor Market and fail to show up without notice – you will forfeit any future vending opportunities with Bearadise

Adult Items

Since the vendor market is open to the public you must use good judgment when displaying products, playing videos, etc. Please make sure you are abiding by the retail laws of Oklahoma.

Legal Attire

Booth staff can go shirtless or even in underwear. However, everyone must comply with Oklahoma State law. Please remember to keep genitals and butt covered at all times. A jockstrap or underwear that does not cover the anus/butt crack with a minimum one-inch wide (size proportionate) piece of material is not considered street legal in Oklahoma.

The Vendor Market will be closed, locked and secured by hotel security.
When the Vendor Market closes vendors have two options:
Leave your products in your booth – covered if desired.
Take your products out with you.
Vendors should never leave monies, credit card information, technology devices and/or irreplaceable items in the vendor area while your booth is unattended.

All vendor space must be vacated by 8:00 pm on Sunday, July 12th, 2020

Vendor Badges

Each vendor will be provided with two (2) complimentary Vendor ID badges. Two additional Vendor ID badges may be purchased for $75.00 each. Additional badges over 4 must be purchased for the full registration price applicable at the time of your request.

Vendor badges are solely for the use of you and your booth staff. All vendor badge names must match the badge holder’s government-issued ID. Lost or misplaced badges are subject to a replacement fee. No more than one badge will be replaced over the course of the event.

Vendor ID Badges allow you access to Bearadise events and venues which do not require the purchase of a separate event ticket.

Refund Policy

The Bearadise planning committee makes financial decisions based on registrations and the timeliness of money deposited into the Bearadise event account. We realize events happen in each person’s life that can cause a sudden change in plans to attend the event. Below are the refund policy guidelines to which our event staff will follow.

Refunds will be subject to a $25.00 administration fee. Refunds will be processed within 7-10 business days of receipt of written request for refund. Refunds will be made to the original payment mechanism unless noted otherwise.

Vendor fees will be refunded per the following schedule:
Requests received up to and including February 28, 2020 will receive a full refund of the registration amount paid less a $25.00 administrative fee.

Requests received from March 1st, 2020 to June 15th, 2020 will receive a 50% refund of the registration amount paid less a $25.00 administrative fee.

No refunds will be issued commencing June 16th, 2020.

Hotel Rooms

When you register for your Vendor Market booth, you will find a link on the confirmation page to make your hotel reservations. We have set aside a block of rooms for our vendors. Hotel room costs are the sole responsibility of the vendor.

Acknowledgments

Vendors are solely responsible for the behavior and actions of their Vendor Representatives.

Vendors and Vendor Representatives are expected to uphold themselves to truthful and ethical business practices.

Vendors should have a policy for returns and exchanges.

Bearadise may remove a vendor at any time, without refund, due to violations of the vendor market terms and conditions or for any actions or behaviors determined to be unethical, illegal or actions that would jeopardize the organization as a whole.