VetFest 2025

Policies, Information & Instructions

Updates will be posted on this website.

VetsFest – May 3 – Noon to 5:00PM

  • Location:  240 Edmond Rd NW, Piedmont, OK, 73078

  • Setup is from 9:00 AM – 11:00 AM.  Please do not arrive earlier than 9:00AM to give us enough time to ensure your setup process is as smooth as possible.

  • Event parking will be available at the lot between PAVA building and the high school football field. 

  • Handicapped parking will also be available.

  • Breakdown is from 5:00 PM – 7:00 PM

  • We do not exclude based on number of similar business - there may be 1 more businesses similar to yours at VetsFest.

 Questions:

o    If you have questions or need to change any of your registration info, let us know via email (pavavets@outlook.com).

 

Legal Items

o    Sales Tax:

  • All vendors are required to report their sales to the Oklahoma Sales Tax Commission.

  • Please have your Sales Tax Permit with you the day of the event, if applicable.

  • PAVA is required to give a list of vendors to the Oklahoma Tax Commission to collect sales tax, after the event.

  • Piedmont’s sales tax rate currently is 9.85%.

o    Permits:

  • PAVA has arranged with the City of Piedmont to NOT require a business permit for businesses outside of Piedmont, unless you are a food/beverage vendor.

  • Piedmont businesses should already have a business permit.

  • Food/beverage vendors:  for health code reasons, you are required to get a Piedmont Business Permit.  Contact the City of Piedmont for more information:  www.piedmont-ok.gov

o    Hold Harmless:

VetsFest/PAVA will not be liable for loss or damage to the property of the Vendor or Vendor’s representatives or employees from theft, fire, accident, or any other cause.  Vendor agrees to save and hold harmless PAVA, the City of Piedmont, its sponsors and organizers, the agents, representatives, officers, directors, and employees of the above from all claims, demands, damages and liability of whatsoever kind of character asserted by any person or persons arising out of, or related to, the use of Vendor’s booth space by Vendor. The Vendor is responsible for damage to property and injuries to persons caused by its own actions or inactions.

o    Assumption of Risk:

Vendor accepts all risks associated with the use or occupancy of the booth space and environs and shall not make any claim or demand or take any legal action whatsoever against VetsFest, PAVA, the City of Piedmont, or their respective owners, officers, directors, agents and employees for any loss, damage, or injury howsoever caused to the Vendor, their officers, employees, agents, or their property.

o    Fire, Safety & Health Regulations:

You will comply with all local, city and state laws, ordinances and regulations and the policies and regulations of the City of Piedmont covering fire, safety, health, and all other matters. All vendor equipment and materials will be reasonably located within the booth space and protected by safety guards and devices where necessary. Necessary fire precautions will be taken by the vendor.

o    Limited Liability

Use of the property will be at the risk of the participant(s).  VetsFest Committee or the representatives of the VetsFest Committee do not assume any liability or responsibility for any participant(s), loss of or damage to, the property of the participant(s).  The responsible participant(s) of VetsFest will be held financially liable for damage or destruction of property if such occurs.

o    Photography & Videography Policy

I hereby authorize VetsFest and those acting to its authority to: (i) record my likeness and/or voice on a video, audio, photographic, digital, electronic or any other medium, (ii) use my name and biological material in connection with such recordings; and (iii) use, reproduce, exhibit, and/or distribute my name, biological material, and such recordings in any medium (e.g. print publications, video, internet, etc.) for promotional, advertising, educational, and/or other lawful purposes. I release and waive any claims or rights of compensation or ownership regarding such uses and understand that all such recordings shall remain the property the Piedmont Area Veterans Association.  I certify that I am 18 years of age or older.

o    Cancellation Policy

  • If the event is cancelled, you will be notified ASAP, and no refunds will be issued.

  • Should you need to cancel, cancellations must be made via email no later than April 26th to pavavets@outlook.com

  • If you purchased booth space, half of the total fees will be refunded if cancellation is received by April 25th.  No refunds will be issued for cancellations after April 26th. 

o    Inclement Weather

  • We will monitor the weather forecast in the days leading up to VetsFest and notify you ASAP of any changes. 
    If severe weather is expected, we will provide additional information at that time.

  • Public storm shelters will not be available.

  • Vendors should use their own discretion for what is best for their safety.

 

Rules & Other Info

  • A table and 2 chairs will be provided.  All other equipment (tents, extension cords, etc.) must be furnished by the vendor.

  • Set up time will be Saturday from 9:00 AM to 11:00 AM. You will receive additional information from the Vendor Committee within 7 days of the event with further details.

  • Vehicles must be parked in the designated parking areas.  

  • Security will be onsite.

  • No booths shall be taken down before 5:00 PM on Saturday, unless prior arrangements have been made with the Vendor Committee.

  • Vendors are responsible for having their booth area cleaned and vacated by 7:00 PM on Saturday unless prior arrangements have been made with the Vendor Committee.

  • Vendors cannot sell or display anything obscene, lewd, illegal, offensive, or that might be deemed inappropriate to the community.

  • No real or toy weapons of any kind are to be displayed or sold.

  • No alcoholic beverage consumption or distribution is allowed.

  • No use of tobacco products or e-cigarettes are allowed.

  • Running water is not available onsite.

  • Bottled water will be provided to our vendors throughout the day, free of charge.  Feel free to bring other beverages (alcohol is not permitted).

  • The PAVA VetsFest Vendor Committee reserves the right to prohibit the sale or display by a vendor of any item or items deemed inappropriate. If the vendor fails to follow these rules, they will be asked to leave without refund of their registration fee.

  • All local and sales tax laws will be applicable.

Booth Information

  • Your booth must be open and always staffed during the festival hours of Noon – 5:00 PM

  • One 10’x10’ booth space will be provided with your registration.  You will be provided 1 table (approximately 8 feet long) and 2 chairs.  If you need more than that, bring it with you.

  • If you require a canopy, you will need to bring one with you.  We highly encourage you to bring a canopy!

  • Electrical access will not be provided.

  • Coolers are welcome, too (alcohol is not permitted).

  • If you paid for a booth during registration, payment will be verified before registration is granted. 

 

Giveaways/Swag/Promo Items

  • Giveaway items are not required, however, if you do hand out giveaway items, we encourage quality items as a courtesy to our patrons.

  • If you would like to have your swag/promo items included in the Vendor bags, please have them to us by April 26, 2025.