2026 Vendor Registration Form

The 2026 Broken Arrow Intertribal Veterans Association, 5th Annual Benefit Pow-Wow date is fast approaching.
Our Arts & Craft and Traditional Food vendors are an integral part of the Broken Arrow Intertribal Veterans Benefit Powwow. With visitors from both the local communities as well as from out-of-state during this one-day event, we are certain you will not want to miss out on being a part of the Arts & Crafts and Traditional Foods Vendors. 

We will be holding our event indoors in the Broken Arrow Public Schools Event Center this year. 

If you have any questions about vendor spaces or have specific requirements, etc., please contact Brittney Wilson (918) 986-6325 or email: BAIVAPowwow@gmail.com

Event Information
5th Annual BAIVA Benefit Powwow
Date: Saturday, September 26, 2026
Location: Broken Arrow Public Schools Event Center
2200 N 23rd Street, Broken Arrow, OK 74012

Time:

• Food Vendor Set-up: Friday, September 25 at 6 PM
• Arts & Crafts Vendor Set-up: Saturday, September 26 at 9:30 AM
• Event Opens to Public: Saturday, September 26 at 12:00 PM
• Vendor Teardown: Must be completed by 10:30 PM

Hosted by: Broken Arrow Intertribal Veterans Association
More Info: www.baiva4veterans.org  or BAIVAPowwow@gmail.com 

Sample Indoor Booth Layout – Subject to Change

This diagram shows a sample layout of our indoor Arts and Crafts vendor area. It helps vendors understand booth placement and the difference between booth types. While the final setup may vary, this layout gives a general idea of what to expect.

Booth Types:

C = Corner Booth: Exposed on 2 sides, offering greater visibility and access.
R = Regular Booth: Exposed on 1 side, with neighboring booths on the other sides.
All Arts and Crafts booths will be indoors in the climate-controlled Broken Arrow Event Center.
Food booths will be located outside near the north entrance and covered patio.

You can view the event venue here:
https://batigersports.com/broken-arrow-event-center/ 

Booth assignments are first-paid, first-served, with priority given to returning vendors and sponsors.
Final booth locations and layout are subject to change based on event needs.

Vendor Check-in

• Arts & Craft Vendor check-in and set-up begins at 9:30am on Saturday, September 26, 2026. Doors open to the public at 12:00 pm. All vendors must be fully set up by this time.
• Food Vendor check-in and set-up begins at 6pm on Friday, September 25, 2026. Food Vendors must be completely set up by 12:00pm on Saturday, September 26th and must be ready for inspection by the Tulsa County Health Department. 

Vendors will be assigned a space by the vendor coordinator. Vendor spaces will only be held until 2:00pm on Saturday, September 26th, unless prior arrangements are made with the vendor coordinator. No refunds will be issued.

Vendor Teardown

• Vendor booths must be closed for business by 9:30pm on Saturday. 
• All vendors and attendees must be off the property by 10:30pm on Saturday.
• We understand Food Vendors may need more time to clean up and break down. As such, they may arrange to remove trailers on Sunday morning. 
• The City of Broken Arrow noise ordinance begins promptly at 11:00pm on Saturday. If BAIVA is fined by a vendor remaining on the property, BAIVA may require the Vendor to pay the fine.
• Please bag and remove all trash from your booth area before leaving. There will be a large dumpster on site for trash.
• Please ensure your area is left clean and undamaged.

 Security

Security will patrol during the event. However, each vendor manages the security of their booth. Should you encounter any problems and need assistance from law enforcement officials, they may be found near the speakers stand.

 Taxes, Licensure, and Documentation

• Native American Arts & Craft Vendors must follow The Indian Arts and Crafts Act of 1990 “The law covers all Indian and Indian-style traditional and contemporary arts and crafts produced after 1934. The Act broadly applies to the marketing of arts and crafts by any person in the United States. Some traditional items frequently copied by non-Indians include Indian-style jewelry, pottery, baskets, carved stone fetishes, woven rugs, kachina dolls, and clothing.” More information on the law is available at https://www.doi.gov/iacb/act 
• 70% of the Items for sale should be Native American-oriented and must meet the Pow-Wow Committee's approval. All mediums of artwork and crafts, as well as Indian craft and regalia supplies, are welcome. Both contemporary and traditional native foods are welcome. 
• Vendors must have the proper and current licenses necessary for any items sold, including, but not limited to food and trademarked items.
• Each individual Food Vendor should have their own food licenses from the State of Oklahoma and City of Broken Arrow. For any vendor that does not have the annual food license, the Tulsa Health Department can issue a temporary food license for the event. 
• Each merchant is responsible for collecting and submitting their own State and City sales tax.
• Refunds will not be issued due to lack of proper documentation, vendor cancellation, or returned checks.

Additional Vendor Rules and Information

• No vehicles will be allowed inside the building.  
• Do not tape, tack, staple, or attach anything to the walls, bleachers, or permanent structures. 
• Do not puncture, cut, drag, or damage the tarp or flooring in any way. If you have heavy items, please bring mats or pads to place beneath them to protect the floor.
• Do not use glitter, confetti, or any materials that are difficult to clean up.
• Please report any spills or accidents immediately to event staff.
• Any vendor who causes damage to the venue may be held financially responsible.
• Direct Sales companies or those representing national franchise companies will be limited to one vendor per company (i.e., Scentsy, Color Street, Paparazzi, Mary Kay, etc.)
• Vendors will be responsible for bringing all their own tools, chairs, tables, trash bags, tents, sandbags, extension cords, zip ties, and anything else needed to set up your entire booth and display. Please also bring help if you need assistance setting up your booth. We do not have dollies, carts, or volunteers for your use.
• We do not provide rear or side booth dividers. They are not required but are strongly encouraged.
• We recommend covering and securing your booth, when you are not in your booth with a tarp or side walls. BAIVA is not responsible for any lost, stolen, or damaged items.
• If you are requesting electricity for Arts and Craft, you must bring 110-volt extension cords. Electricity is for display purposes only and is only available during event hours.
• Food Sellers will be responsible for their own electricity.
• Sales can take place ONLY in booths in which a booth fee has been paid. Walk around sales are not allowed. 
• Nothing may be displayed in the aisle ways. All items must be kept within your paid vendor spaces.
• ONLY Authorized food vendors may sell food and drinks. No food items, candy, gum, water, etc. can be sold or given away or distributed at Arts & Craft Booths. 
• Sponsor Information booths are NOT allowed to make any sales without prior consent.
• Smoking is prohibited on the Broken Arrow Public Schools property. Please smoke in designated areas only.
• NO gas appliances or flames are allowed in the vendor merchandise booths.
• Prohibited Items: water yo-yo balloons, "stress relief" (sand/flour filled) balloons, & face painting 
• Drugs, Alcohol and/or Firearms ARE NOT ALLOWED, including during setup and breakdown.
• Only Service Dogs are allowed on event grounds.
• Vendors are expected to be courteous to one another, customers, and event staff. Foul language or aggressive behavior towards any guest or employee will result in immediate removal.
• Please keep your booth presentable and discard refuse in a proper container. 
• Payments are non-refundable.
• There will be a $25 fee for Returned checks.

COVID-19 PLAN

We want to assure everyone that we will try our very hardest to hold this event as scheduled. Once you pay for your booth, your space is reserved. IF the event planning committee makes the decision to CANCEL due to COVID, vendors can choose one of the following options.

1. A 50% booth refund

Why 50%? IF we end up making this decision, by the time it comes, a large amount of the budget will have been spent already on advertising, deposits, and promotional materials.

2. Guaranteed space in 2026 Intertribal Pow Wow.

You will have a guaranteed spot at the price you paid. If there is any adjustment in the booth pricing for 2026, you will not owe anything extra and will have space of the same size.

In the event of event POSTPONEMENT, all vendors and plans for the Pow Wow will roll forward to the future date. If the new Pow Wow date does not work for your calendar, then you may request a 50% booth refund, or you can maintain a 100% credit to use at a future Pow Wow (must follow usual application procedure).

This policy DOES NOT cover cancellation by the vendor. We have a strict no refund policy. Once you pay for your space, it belongs to you. If the show is going on as scheduled, but you decide not to participate for ANY reason, you forfeit your booth rent.

HOLD HARMLESS CLAUSE: 

The Broken Arrow Intertribal Veterans Association, Broken Arrow Public Schools, and the Event Sponsors are not responsible for fire, theft, accidents, weather, or any unforeseen circumstances that result in damage to personal property or injury to self or guests. The exhibitor/vendor assumes all responsibility for losses, damages and claims arising out of injury to persons or damages to displays, equipment, or other property brought upon the premises and agrees to indemnify, defend, and hold harmless the Broken Arrow Intertribal Veterans Association, Broken Arrow Public Schools, agents, officers and any other employees or volunteers against all claims or expenses for such losses, including reasonable attorney fees, arising out of the space at the event. The exhibitor/vendors understands that the Broken Arrow Intertribal Veterans Association and Broken Arrow Public Schools do not maintain insurance covering the exhibitor/vendor’s property or loss revenues and it is the sole responsibility of the exhibitor/vendor to obtain such insurance.

Photo/Media Use Disclaimer: 

By participating in this event, you consent to the use of photos or video for promotional purposes by BAIVA or Broken Arrow Public Schools.

The event planning committee reserves the right to terminate any vendor contract, at any period before or during the show, at their discretion, if any of these terms are violated.