2015 OKC Convention Exhibitor Info

APPLICATIONS

The OCHEC Home Educators' Convention exists solely to advance homeschooling and to further the educational goals of homeschooling families by providing encouragement, support, and resources. We gladly accept exhibitors that support these goals. We reserve the right to refuse any vendor or advertising not in keeping with our goals, without explanation. Advertising in the OCHEC Home Educators' Convention in no way expresses or implies any endorsement, educational or spiritual, of products. Exhibitors applying for space in the exhibit hall must complete, sign, and return the enclosed application, along with full payment. Checks will not be cashed until the convention committee has accepted the application. Credit cards will not be processed until the convention committee has accepted the application. By signing your application, you are agreeing to the conditions and rules stated herein. When your new application is approved, a confirmation letter will be mailed. Exhibitor packets will be online for approved exhibitors. Information will include directions, electrical, internet, decorating, extra tables and carpet information.

EXHIBIT HALL

The exhibit hall will be available for setup on Thursday, April 30, 2015, beginning at 12:00 noon. Exhibitors who have not checked into the exhibit hall by 6:00 p.m. on Thursday evening will forfeit their booth spaces, with no refund, unless prior arrangements have been made. All forfeited booth spaces will be given to a company on the waiting list. Friday morning setup will be on an as-needed basis. Your booth must be set up by 8:30 a.m.

IT IS VERY IMPORTANT that you contact the vendor coordinator at exhibitors@ochec.com if you CANNOT check in on Thursday and to make arrangements for Friday setup.

Each 10' x 10' booth space will be supplied with an 8' back wall and 3' side dividers. Each booth will also be equipped with one 8' skirted table, two chairs, and one 7" x 44" ID sign. The cost listed on the application form is for one 10' x 10' unit. This price does not include electrical service. Exhibitors are welcome to bring their own table coverings and skirting. Booths must be manned during exhibit hall hours. (OCHEC does have volunteers available for relief.) Booths may not be dismantled prior to 5:30 p.m. on Saturday, May 2, 2015. Companies that do not man their booths or exhibitors who begin to dismantle their booths prior to 5:30 p.m., without authorization from the convention committee, will not be allowed to return to future conventions. Exhibitors are responsible for their own shipping and handling arrangements and charges. Neither the Cox Convention Center nor OCHEC will store or hold materials. Items left unattended at the Cox Convention Center following breakdown will be discarded. Please inform OCHEC of your shipping arrangements, if your product is being left for pickup.

Companies must include a description of their products or services and/or a company brochure or catalog with the application. The convention committee will make the final decision regarding the acceptance of an exhibitor. Please send an application, but remember that space is limited. Once all exhibit hall spaces have been filled, other companies that apply will be placed on a waiting list. Those on the waiting list will have highest priority in the event of cancellations. Only exhibitors meeting the March 1 deadline will be included in the convention brochure and program.

EXHIBITOR BADGES

Exhibitors will be given three (3) free exhibitor badges for each booth space purchased. The badge covers admission to the exhibit hall for the entire convention. Badges may be used by different shifts of workers, but everyone working at a booth at any given time must wear an OCHEC exhibitor badge. Extra Exhibitor Badges may be purchased at check-in. BADGES ARE REQUIRED WHEN ENTERING THE EXHIBIT HALL.

EXTRA TABLES

Maximum of three (3) extra tables per booth. You will be given information on purchasing extra tables through the decorator. See link on vendor registration form.

PARKING

OCHEC is providing free parking for exhibitors’ vehicles and trailers. The free parking is about 13 (thirteen) blocks from the convention center. Shuttle service will be provided upon request.

ELECTRICAL SERVICE

Electrical must be purchased and paid for through the convention center. See Cox Convention Center application link below.

INTERNET SERVICE

Internet service may be purchased from the convention center. See Cox Convention Center application link below.

CARPET

To purchase carpet, see the Conventions and More application link on the vendor application.

HOTELS

To get hotel information, please go to www.okccvb.org.

FOOD

The Cox Convention Center, by contract, does not allow OCHEC to provide food or beverages for guests except through the Cox Convention Center's own catering and/or concessions. In lieu of raising booth prices to include the cost of providing catered box lunches for all exhibitors, OCHEC has chosen to allow exhibitors to make their own choices for meals. Also, NO prepared foodstuffs (i.e., candy, drinks, bread, etc.) may be sold.

NON-PROFIT ORGANIZATIONS

OCHEC will consider applications from non-profit organizations on an individual basis as space is available beginning April 1. Please contact us before sending your application. Applications received after April 1, 2015, will not be reviewed.

SECURITY

Local police officers are provided in the exhibit hall after convention hours.

CHILDREN

Children under the age of 13 must be adequately supervised at all times. Children left wandering unsupervised throughout the facility will be returned to their parents or guardians.

ATTENDEE BAGS

Handout bags will be processed through OCHEC. Applications for handout bag inserts is on the vendor application. You will need to supply 1200 inserts, once you receive confirmation with instructions regarding where and when to send your inserts.

ADVERTISING

Every registered family will receive a copy of the convention program upon arrival at the convention. Advertising space is available in the convention program. Ads must be black and white and camera-ready. All ads are subject to the approval of OCHEC. No refunds will be issued for ads that do not arrive in time. The deadline for submissions for the convention program is March 15, 2015. Advertising rates are as follows:

Display Ads
Black and White Full Page, $500
Half Page, $275 One-third Page, $190
One-sixth Page, $120 One-twelfth Page, $75

Acceptable Formats: Ads must be sent in the following formats. If ads are not in the following formats, OCHEC cannot guarantee placement in the program.

Digital Formats:
Mac or PC - .PDF or .JPG
Resolution: 300 dpi photos, 600 dpi text
Mac - QuarkXpress, Adobe Photoshop, Adobe Illustrator (include fonts & support files)
Media - E-mail, or mail on CD-ROM, 100MB or 250MB Zip disk

iPAD GIVEAWAY

Each registered family will be given a post card with your name in a box. An adult must come to your booth to receive a punch or mark on the card after listening to your presentation about your products. The filled out card is placed in a drawing for the iPad. Past participants report a 43-60% increase in traffic to their booth.

SALES TAX INFORMATION

Tax Rate: 8.375% (as of 4/2005)

Please be advised that as a Special Event Promoter/Organizer, OCHEC is now required by law to keep sales tax records, file reports, and remit the sales tax, when due. OCHEC shall be liable for failure to report and remit all sales taxes due.

Vendors holding a valid Oklahoma Sales Tax Permit shall be exempt from remitting to OCHEC. You should continue to report and remit sales tax as in your normal course of business. However, be aware that OCHEC is required to provide the Oklahoma Tax Commission with a listing of vendors with permits, including the vendors’ sales tax permit number. OCHEC must have your sales tax permit number prior to the convention.

As part of this process, OCHEC will:
1) Provide the vendor with a sales tax number and report form. This report and remittance must be received by OCHEC before leaving the convention floor. Checks should be made payable to OCHEC.
2) Provide the Oklahoma Tax Commission with a listing of vendors who do not have a valid Oklahoma Sales Tax Permit, including vendor name, address, and telephone number.

This is not an activity that either OCHEC or our vendors will look forward to at the end of the convention, but it is the law. If you wish to speak to someone at the Tax Commission, please call (405) 522-4324. This event is considered a “special event”, and you will need to speak to someone in that division to obtain correct information.

CANCELLATION POLICY

The following applies in case of cancellation. All cancellations must be in writing.
1) Cancellation on or before February 15, 2015: 75% of booth space rental and exhibitor workshop fees and 100% of fees for equipment, electricity, and/or additional badges will be refunded.
2) Cancellation after February 15, 2015, but on or before March 15, 2015: 50% of booth space rental and exhibitor workshop fees, IF the vacated space is resold. (No refund will be given if vacated space is not resold.) 100% of fees for equipment, electricity, and for additional badges will be refunded.
3) Cancellation of advertising space in the convention program will receive a 75% refund, if such request is received before March 31, 2015. No refunds will be issued for cancellations received after the deadline or for ads not received in time to meet the publishing schedule.
4) Cancellations after March 15, 2015: NO REFUNDS WILL BE GIVEN FOR ANY REASON. However, if the Cox Convention Center should be partially or totally destroyed by fire, the elements, or by any other cause, or in the event that any other circumstance should make it impossible for the management to permit the contracted space to be occupied by the exhibitor, then this lease with OCHEC shall be terminated, and the exhibitor shall waive any claim for damages or compensations except the pro rata return of the amount paid for space rented.


OKC Convention Vendor Online Registration

OKC Convention Vendor Mail-In Registration