Call for Vendors

Stillwater Arts Festival 2022

The Arts & Humanities Council of Stillwater is seeking vendors for the 43rd Stillwater Arts Festival to be held April 15-16, 2022 in Downtown Stillwater.

This vendor category will not be eligible for fine art awards or prizes associated with the fine art component of the Stillwater Arts Festival. Instead, vendors are sought who make/sell Made in Oklahoma* products including packaged food items, wine/beer/liquor, and other types of items that do not directly compete with our fine art offerings.

*Items do not have to be Made in Oklahoma certified, but are preferred.

Event: Stillwater Arts Festival is scheduled for Friday, April 15, and Saturday, April 16, 2022.  Vendors are needed BOTH days.  Setup will take place between 9am and noon on Friday, 4/15/ 2022. Festival hours are from 12pm to 8pm on Friday, 4/15/ 2022, and 10am to 8pm on Saturday, 4/16/2022.

Location: The festival takes place in Downtown Stillwater and has multiple outdoor activities and events for all ages with an estimated expected attendance of 5,000 to 10,000 patrons. Vendors will be emailed a detailed event map and setup information prior to the event.

Vendor Application, Documents Deadline, Fee: Please read this section carefully – Incomplete or Late Applications will not be accepted. Your Vendor Application, Required Documents and Entry Fee of $150 are due no later than March 31, 2022. There are no refunds for vendor’s withdrawal of application or cancellation of assigned space; however, should your application not be accepted, you will receive a refund of your entry fee.

Required documents: Any appropriate alcoholic beverage license (if applicable), sales tax permit (you can remit sales tax through the Arts & Humanities Council if you don’t have a permit number), description of items to be sold, photograph of booth setup.

The entry fee is $150.  This is a flat entry fee and the Arts & Humanities Council of Stillwater, OK will not collect a percentage of your profits. Refunds are not available for vendor cancellations or withdrawal; however, if your application is not accepted by the Stillwater Arts Festival, your entry fee will be refunded.

  • No application will be complete without these items and no agreement is accepted in their absence.
  • Please see the 2022 Vendor Application Checklist on the Vendor Application Form page below to ensure your application is complete.

Vendor Requirements:

  • Vendor must submit all required documentation and payment with the Vendor Application.
  • Vendor will promote the event on their social media and schedule/calendar.
  • Vendor is self-contained, provides their own booth, weights, display elements, etc.; electricity and water will NOT be provided.
  • Vendor booth space is 10 x 10.
  • Early dismantle is not allowed under any circumstances.
  • All trash and debris must be cleared from the event area at event close. Failure to properly clear grounds shall result in a $75 cleanup fee assessment.
  • Collect, report and remit sales tax as required by law and comply with any applicable regulations.

Vendor Space and Location: Vendor spaces will be assigned, no bigger than 10′ x 10′ in dimension, in a specific area of the festival layout. You will be provided location information and setup/teardown times upon application acceptance. Vendors are responsible for all equipment, canopy, weights, and/or any other booth items. Stillwater Arts & Humanities Council does not provide these items.

Vendor Selection: Vendors will be selected based on the criteria below.

  • Date/time of receipt of complete application with payment and all required documents
  • Local vendors and Made in Oklahoma vendors preferred
  • Availability for BOTH days
  • Quality and originality of items to be sold
  • Items in the following fine art categories will NOT be considered: Basketry, Clay/Porcelain, Fiber/Leather, Glass, Jewelry, Painting/Drawing, Printmaking, Metal, Mixed Media, Photography/Digital Art, Wood, Sculpture.

Important Event Information:

Set up:
4/15/2022 Fri., 9am-noon

Festival hours:
4/15/2022 Fri.  noon – 8pm
4/16/2022 Sat.  10am – 8pm

All decisions made by the Council are final.  If your application is not accepted by the Stillwater Arts Festival, your entry fee will be refunded.

In case of inclement weather, please make sure your business is able to withstand wind and rain and that your setup is protected accordingly. In the event of severe weather, you will be contacted by a member of the Stillwater Arts & Humanities Council if the event is canceled. Cancellation due to weather is at the sole discretion of the Stillwater Arts Festival; however, this is traditionally a rain or shine event. An email address is required for contact purposes. There are no refunds.

Arts & Humanities Council of Stillwater, OK will not be responsible for any loss or injury which may occur due to acts of God, illness, or the negligence or intentional acts of third parties.

Vendor is solely responsible for obtaining any permits, licenses, and certificates of liability when required, and complying with all sales tax requirements and health regulations where required. Vendors are responsible for overseeing the promotion and sale of their work during festival hours. All proceeds earned from sales belong to the vendors. By law, vendors must collect and remit sales tax on items sold during the Festival. The sales tax rate in Stillwater, Oklahoma is 8.813%. 

Contact Information:

If you have any questions about the event, please contact Stillwater Arts & Humanities Council at ArtsHCStillwater@gmail.com.