Glenpool Black Gold Car Show – Vendor Guidelines & Agreement
Event Date: Saturday, October 18, 2025
Location: Faith Church, Hwy 75 & 171st Street South, Glenpool, OK
Hosted by: Glenpool Optimist Club
Vendor Coordinator: Curtis Evans – ???? 918-230-9848 | ✉️ Curtisevans@olp.net
1. Vendor Set-Up:
Set-up must take place between 6:30 AM and 7:30 AM. Vendors must have their vehicles unloaded and removed from the drop-off area within 15 minutes of arrival at their assigned space.
2. Sales Tax Compliance:
All sales made at the event are subject to 9.5% local and state sales tax. If you have an Oklahoma Tax ID, please include a copy with your vendor application. Vendors without a Tax ID will have taxes submitted on their behalf. Full instructions will be provided with the setup confirmation email.
3. Space Assignment & Check-In:
Your vendor location and check-in instructions will be emailed to you during the week leading up to the event.
4. Equipment:
Vendors are responsible for bringing their own canopies, tables, chairs, and displays.
⚠️ Food vendors requiring power must provide their own generator and indicate this need on the application.
5. Tear Down:
Vendors may begin tear-down once trophy presentations begin around 2:00–2:30 PM. Please vacate and clean your area within 1 hour of the event’s conclusion.
6. Weather Policy:
This is a rain or shine outdoor event. No refunds will be given for weather-related cancellations.
7. Exclusivity:
We do not guarantee exclusivity for any product, service, or item offered at the show.
8. Door Prize Donations:
Vendors are invited to donate a door prize. Prizes may be delivered to the registration table between 9:00 AM – 10:00 AM. Please note this on your application.
9. Signage Regulations:
Per City of Glenpool ordinances, stand-alone signs are not allowed along streets, sidewalks, or common areas. Vendors may not approach the event announcer without prior approval from the Vendor Coordinator.
10. Food Vendors – Menu Requirements:
Please attach your menu with your registration and indicate which items will be served at the event. No changes are allowed after submission without approval from the Vendor Coordinator.
11. Refunds & No-Shows:
Refunds are at the discretion of the Vendor Coordinator. No-shows may not be approved for future events.
12. Behavior Policy:
Unprofessional or inappropriate behavior may result in removal from the event and ineligibility for future participation.
Hold Harmless Agreement
By participating, the exhibitor/vendor assumes all responsibility for losses, damages, or injuries to people or property and agrees to indemnify and hold harmless the Glenpool Optimist Club, its committee members, volunteers, and attendees from any claims, liabilities, or expenses, including legal fees. Vendors understand that the Glenpool Optimist Club and its event partners do not provide insurance for vendor property or lost revenue.
Vendor Application Deadline:
September 1, 2025
Early Bird Discount: $5.00 off if submitted by September 5, 2025
Vendor Fee Payment Options:
Make checks payable to: Glenpool Optimist Club
Mail to:
Glenpool Optimist Club – Black Gold Car Show
Attn: Curtis Evans
P.O. Box 444
Glenpool, OK 74033
Digital Payment Option: (to be provided if available)