- EXHIBITOR KIT -

Our Tulsa Women's Expo Exhibitor Kit contains all of the information, rules and regulations that you will need to setup your booth at the Expo.

Quick Form Links:

• Welcome.pdf - A printable move-in memo for exhibitors.
• TULSA_2025 Sanitation_and_FoodSafety_Policies- Food Safety
• TULSA_2025 StageRegistrationForm- Exhibitors in specific categories can request stage time for the Main Stage, Chef's Kitchen Stage and the Lifestyle Stage. Stage time is very limited, please call our office for confirmation.

Electrical Form - Ordering electrical service for your booth space.

TULSA_2025 ELECTRICAL_OrderForm - Order Electrical service for your booth space. Save by ordering in advance, before Monday January 27, 2025.

REGISTRATION DESK and STAFF BADGES

Exhibitor Registration Desk is located inside the build, next to the front entrance. Exhibitors must check-in at this location when they arrive to setup their booth space. Your (5) Exhibitor staff badges will be available for pick up at our Exhibitor Registration Desk. During the Expo on Saturday and Sunday, your staff without badges will be able to enter the door labeled "Exhibitor Entrance" and pick up an exhibitor badge for your company. We will assist you in rotating your badges for changing staff all weekend.

COMPLIMENTARY TICKETS Spread the word about your appearance at the Expo

Free Tickets are an excellent way to spread the word about your appearance at the Expo, and to increase traffic to your booth.
1. Each Exhibitor will be mailed (time permitting) a pad containing (25) Printed Free Tickets to share with your guests/clients/customers.
2. For unlimited digital use, we will also send you a "Free Ticket" image you can use for Social Media Posts. This digital "Free Ticket" can also be sent using mass emails or other distribution methods to your customers.

- DECORATOR Services -

EVENT1 is our designated Expo Decorator.  Please use the links below to order additional drapes, furniture, carpet, or display items for your booth space.  Early orders receive a discount, Discount Deadline (for orders received w/ payment) is  January 4th by 4:30pm.
Items may be ordered direct from Event 1 with the form below, or via their website.

• Event 1 Link ONLINE Vendor Order Form - Event1 Online Order Form
• Event1_order_form_TWE_VP_2025.PDF -  Event1 Vendor Order Form (PDF)

- EXPO SERVICES -

EXPO HOST HOTEL

The Courtyard by Marriot Tulsa Central is our EXPO HOST HOTEL.
3340 S. 79th East Ave. Tulsa, OK 74145
H 918.660.0646 M 539-242-6388Expo Group rate
Tulsa Women's Expo,  Friday, Jan 31, 2025 TO Monday, February 3, 2025
Group Rate $92.00/102.00 for Queen/King, Breakfast included.
BOOK HERE: Book your group rate for Tulsa Women's Expo 40th Anniversary!

EXPO PRINTER

The official Expo Printer is Boomerang Printing who is offering discounts for Exhibitors - Banners, Foam core prints, business cards, brochures, flyers and promotional products - ORDER NOW!
Flyer: Boomerang - Women's Expo Flyer 2024
Call: 918.747.1844 or Email: boomerangprinting@gmail.com
boomerangprinting.net

- Additional Information -

- Oklahoma & Tulsa SALES TAX -

All vendors are responsible for collecting any required sales tax. Expo Square is within Tulsa City Limits, therefore the sales TAX RATE is 8.517%. The Oklahoma Tax Commission requires each vendor to file an online tax form, whether or not sales are made. All tax forms are filed and paid by the vendor online at https://tax.ok.gov

- INSTRUCTIONS for FOOD and BEVERAGE VENDORS -

Any vendor selling a consumable product requires a permit for food sales. This includes but is not limited to packaged spices, dips, prepared foods, candies, and bottled beverages. Listed below are the Health Department Instructions.

- HEALTH DEPARTMENT INSTRUCTIONS for FOOD and BEVERAGE VENDORS -

GUIDELINES:  If you are sampling or selling food / beverages at the Tulsa Women’s Expo, and do not have a state mobile packaged retail license, the fee for a temporary license for two days is $75 for a state license and $25 for the city license. Total for vendors needing both is $100. This amount can be paid in cash or check (no temporary checks) on site to the Health Department after your booth has been inspected by the Health Dept on Saturday Feb. 4th at 9am. Should you have any questions regarding licensing please contact Aaron Greenquist at the Health Dept. at 918-595-4322.

FOOD AND BEVERAGE SAMPLING:  Amounts for sampling must be limited to 2 oz. for food, 2 oz. for beverages and 1 oz. for wine.  Please read and follow the Food and Sanitation Guidelines, available on our Exhibitor Kit web page.

- CERTIFICATE OF INSURANCE: -

Exhibitors conducting interactive demos, sampling or selling food or conducting any services that poses a liability are required to provide a Certificate of Insurance listing Donnell Productions as a co-insured.
List as: Donnell Productions 75 Old Post Road Southport CT. 06824 and have your insurance provider fax to 203-259-3354 or email to to bdonnell "@" womenslivingexpo.com

 - SHIPPING TO EXPO SQUARE -

Shipments should arrive ON Thursday Feb 1st, OR Friday Feb. 2nd, sent directly to SHIPPING / RECEIVING address at Expo Square. (The Expo Square Shipping Dept will accept packages for a few days in advance of the Expo)
PICKUP PACKAGES AT THESE TIMES:
NOTE:Thursday Feb 1 or FRIDAY Feb 2 (Move-in DAY): 8-11am or 1-3pm ONLY - CLOSES AT 3PM FRIDAY
The Tulsa Fairgrounds Shipping Receiving Department closes as 3:00pm on Friday, you cannot pick up your packages after 3:00pm on FRIDAY.
Contact Expo management if you are shipping items to Expo Square.
The Shipping Label must contain:
Your Name, Your Cell Phone
Tulsa Women's Expo
4000 E. 15th Street
Tulsa, OK 74112

PALLET DELIVERY TO THE EXPO CENTER from Tulsa Fairgrounds Shipping and Receiving Dept.: The fee for this service is $50 and is only available for PALLETED SHIPMENTS. We will have a forklift bring the pallet to the vendors booth once they arrive and are ready to set up. Payment is made to the EXPO SQUARE at the Registration DESK at the Expo.
FOR RETURN SHIPPING of PALLETS: You must provide a return label, PALLETED shipments will be picked up from the same delivery address, on Monday FEB 21st. If you have any questions about shipping to the Expo Center, call Expo Square's Shipping and Receiving Center at 918-744-1113 ext. 2151
ADVANCE SHIPPING to EVENT 1 For Shipping to arrive PRIOR to Feb 1 2023 - Contact the Expo office before choosing this option - NOTE FROM EVENT 1: If you require shipments to be received more than a two days before the expo, please use the Event1 shipping and dryage services. This is a pre-pay item billed directly from Event1. CONTACT THE EXPO MANAGER at wlexpo@womenslivingexpo.com if you require advance shipping.

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Booth Setup

Booth Diagrams In-line Booths One side exposed, usually 10'x10'. The back wall is 8ft Height, with 3ft side drapes. The maximum height of 8ft is only allowed in the back of the booth, the height restriction in the front half to the aisle is 4ft. Corner Booths Corners are exposed to aisles on two sides End Cap Booths End cap booths are 10ftx20ft and are exposed on 3 sides. A maximum back height is 8ft extending to within 5ft of any aisle. A 4ft height restriction is in effect within 5ft deep from any ailse.
Showcase Diagrams (below) Peninsula Showcase A 20ftx20ft Showcase with one back wall shared with other booth space. These showcases have a height restriction to 10ft in the back center to 5' from any aisle. Height is restricted to 4ft along all aisles to 5ft inside booth space from ailse. Island Showcase Exposed to aisles on all four sides, the entire space can be used up to building allowed maximum height.

STAFF BADGES
Exhibitors are allocated staff badges based on the size of your exhibit space. Your staff badges will be available for pick up at our Registration desk on Move-in day
Complimentary Passes
Passes permit one free entry to our Expo for your guests. Each exhibitor will receive passes by mail, time permitting.