Everything you need to "know before you show". Please note that this page is constantly being updated and for the best information, you should check back periodically.
Welcome to your Vendor Kit!
Please use the following links and drop down menus to learn more about what you need to do to prepare for the show. The Vendor Kit manual is linked below, and more forms & information are located within the drop down menus. Everything is a click away! Vendor Kits are not mailed. If you need assistance before, during, or after the show, please click here to contact a member of the show team.
Quick Dates & Times Reference (Show Days, Set-Up, & Tear-Down)
For complete details on set-up, move-out, and show days, please be sure to read the Vendor Kit Manual linked above in full.
SHOW DATES & HOURS
Friday, October 17, 2025: 9:00 AM – 6:00 PM
Saturday, October 18, 2025: 9:00 AM – 6:00 PM
Sunday, October19, 2025: 11:00 AM – 5:00 PM
SET-UP/MOVE-IN DATE & HOURS
Thursday, October 16, 2025: 9:00 AM – 7:00 PM (Exhibitors must be checked-in by 7:00 PM, but can continue set-up until 9:00 PM)
TEAR-DOWN/MOVE-OUT DATE & HOURS
Sunday, October 19, 2025: 5:01 PM – 8:00 PM
Check-In at the Show Office
You will need to check-in at the Show Office onsite before 7:00 PM on Thursday, October 16, 2025. You will pick up your wristbands here and can stop by anytime you have a question. The office is located in the Pavilion building outside the entrance doors, look for the Show Office sign!
Conventions & More Order Form (Pipe & Drape Orders and Table Rentals)
Conventions & More Order Form – Click Here - Early bird discount ends September 26, 2025, at noon CST and Final orders are due by October 9, 2025, at noon CST, for questions about orders or how to order, please contact Conventions and More at (405) 949-0641 or diana@conventionsok.com or marie@conventionsok.com. After you place your order, please call to confirm they received your order.
Food & Beverage Vendors: Action Required - Due by Monday, September 22, 2025
You will need to submit your COI (Certificate of Insurance, more info below), Health Department License/Facility # (if applicable), and theFood Vendor Electric Needs Formor notice that electricity is not required to Rachel Whitmire, Operations Manager,RachelW@mpeshows.comupon booking in the show.
Please be on the lookout for an email from the Oklahoma Tax Commission the week before the show regarding the pin and account numbers you will need to report your sales. Please direct all questions regarding taxes and that email to Chrishelle Bruner at the Oklahoma Tax Commission, (405) 522-6273 or SpecialEvents@tax.ok.gov.
COI - Show Insurance - A simple way to establish insurance for the show.
Show Insurance Made Easy - A simple way to establish insurance for the show. CLICK HERE
A few things to be aware of:
Vendors will have to pick the show from a drop-down list that includes shows other than just those run by MPE.
Marketplace Events is not selling this insurance and doesn’t profit from it in any way. This is simply a resource for those vendors who don’t already have the required insurance coverage per their contracts.
The Insurance clause is #5 on the Terms and Conditions page of all booth space contracts. You may use any insurance company for insurance but it must meet the following requirements:
Comprehensive General Liability and All Risk Property insurance
Coverage must be from the start of move in to the end of move out
Coverage of at least $1,000,000 for each separate occurrence
Name Marketplace Events LLC and the venue as additional insured
Provide a copy of the certificate of insurance (COI) to MPE if requested
OKC Fairgrounds Information: WIFI, Internet Orders, F&B Booth / Sampling Request & RV Park
Social Media Toolkit - Tag Us! Information about social media accounts, account tags, hashtags, Facebook event, & more.
SOCIAL MEDIA
Share your show pics and celebrations with us.
Hashtags: #AOTH #AffairOfTheHeart
In efforts to protect potential joint customers from fraudulent events and scammers, we request that you do not create your own Facebook Event. This helps us manage ticket sales for the event, and ensures that our team are available to support both exhibitors and potential attendees with any questions, comments, or concerns that they have. Please feel free to reach out to your show manager with your companies’ Facebook page and we can add you as a co-host to the official event.
Click Here for a short video on tips for using social media at the show. Click Herefor the Facebook Event.
Holiday Inn Oklahoma City Airport 4401 SW 15th Oklahoma City, OK 73108 (405) 601-7272 Rate: $99.00 Book hereby two weeks prior to show to secure this special rate!
Enhance Your Online Exhibitor Listing
Your basic listing will be uploaded to the website when you book your booth. Within 24 hours you will receive an automated email to enhance your listing. This link can be used multiple times and you can make updates and changes to your listing until ONE
day after the show commences.
If you have any questions regarding the online vendor listing or do not receive the link, please email our digital support rep, JenK@mpeshows.com.
As per our privacy policy, Marketplace Events is a permission-based email sender. We do not share, rent, or sell any email lists. There have been a number of spam emails offering our attendee lists. These are scams and the senders are unauthorized to use the Marketplace Events’ name. These scammers are attempting to receive monies from exhibiting companies without providing anything in return. These emails are not approved by Marketplace Events, and Marketplace Events would never ask for bank information or other sensitive information over email.
