DEALER/MANUFACTURER INVITATIONS

Dealer and Manufacturer invitations for the OKC Train Show will be mailed out to all of our previous vendors during June of the current year. Please call us at (405) 326-8879 if you have not received your invitation. Please note that our show is by invitation only, however, we are always receptive to hearing from quality businesses interested in marketing their railroad related items at our show. Our show offers an opportunity to present your merchandise to over 10,000 people. If your company has a business license from your state, you have model railroad or railroad related items for sale, and you would like to join our growing list of satisfied vendors, then please contact us at (405) 326-8879 or at okctrainshow@oklahomarailwaymuseum.org.

We only permit display and sale of merchandise that is hobby or railroad related. The sale of merchandise is permitted only in the retail sales booths of the show.

The OKC Train Show is located at I-44 and NW 10th Street., Oklahoma City, OK in the The Pavilion Building at State Fair Park. We have reserved over 80,000 square feet of exhibit space for industry displays, operating model railroads and retail sales.

We will do all that we can do to make your experience at the OKC Train Show a success. Our staff will be attentive to your needs and will assist you with information, registration, and on-site support services. We will provide assistance for your move in and move out and will provide booth-watchers for short periods during the show.

Each person will need to pick up their own badge, and a photo ID will be required to do so.  NO EXCEPTIONS TO THIS REQUIREMENT.

Each year the OKC Train Show attempts to provide the most reasonable show costs to our exhibitors. To accomplish this, we order the services and booth equipment extras at bulk rates. If you choose to participate in the OKC Train Show, we strongly urge you to order your electricity and extra booth needs before the November 1, cutoff date. After November 1, the bulk rates will no longer apply. The electricity access fee of $20.00 will be in effect again in 2017, but is only available until November 1st.

Just a reminder that animals are not permitted at show, except service animals.

If you have any questions or concerns, please contact us at (405) 326.8879 or at okctrainshow@oklahomarailwaymuseum.org

2023 hotel information

Coming soon!

The show will be open Saturday, November 4, through Sunday, November 5, for convention attendees and the public.

Saturday (9am – 4pm) & Sunday (10am – 4pm) the show is open to the public for an admittance fee.

All persons not registered at the OKC Train Show are charged an admittance fee.

Due to policy changes at the Oklahoma State Fair Grounds, we are no longer able to provide a Hospitality room, or catered meals.

ALL EXHIBITORS CAN BEGIN TO MOVE IN AFTER 9:00 AM ON FRIDAY THE 4th OF November

EXHIBIT HALL MUST BE VACATED BEFORE 9:00 PM SUNDAY NIGHT

The OKC Train Show does not sell non-boothed space or tables for merchandise display.

Booth fees are provided in the exhibitor reservation package.

The show is setup professionally in a booth setting with pipe and drape. Exhibitors are required to display their merchandise in a professional looking booth display. This is not a swap meet. Each booth is 10′ x 10′ in area. The booth fee includes a rear 8′ high drape, two 3′ high draped side rails, and two 8′ tables if requested.  Each exhibitor may request up to 2 chairs at no charge, but only 2 regardless of the number of booths.  Two people are included in your booth registration fees. 

Additional people may be registered for a modest price.  A sign with your company name is included in the price of the booth.  Multiple booths may be purchased.  Electricity if needed is available for a $20.00 access fee.

Electricity is only available in certain areas of the show.  If you need electricity you must so indicate on your registration form, so you can be placed in the proper areas.

Please bring suitable extension cords as your nearest plug in may be up to 50’ away.  After November 1st extra tables are available for $30.00 each, extra chairs to sit in are $5.00 each.  Chairs to hold or display merchandise are $30.00 each.  See your reservation form / letter for the discount rate for reserving tables and chairs early.  All booths must be paid for in full prior to October 31st.

We no longer have arrangements with FED-EX for delivery or pickup. If you need to have this service you will have to make arrangements.

All shipments to the show will need to be addressed as follows:

Your company name

c/o OKC Train Show

The Pavillion

State Fair Park

Oklahoma City, OK

Hold on dock for delivery Friday December 3rd.

All shipments should be sized so that they may be handled with a pallet jack on a lift gate truck.

NOTE:  Your shipper must be able to deliver your package(s) with a lift gate truck/trailer.  If a forklift is required to unload your shipment, we must rent one from the fairgrounds at $100.00.  You will be charged this fee if we have to rent the forklift.

It is Oklahoma State law that each exhibitor who sells merchandise must collect sales taxes.

The OKC Train Show welcomes displays of all facets of the hobby.  Over 15,000 square feet is allocated on the show floor to display both operating model railroad displays and static displays.  Reservations for displays are accepted for the current show.

For modular display information on this show, please contact the OKC Train Show chairman at (405) 326.8879 or at okctrainshow@oklahomarailwaymuseum.org.

The OKC Train Show expects that all display layouts will have a finished appearance.  We discourage “bare board designs.”  Layouts that represent the area modeled in such a manner that the area is readily recognizable are what we desire.  We require that the layout be fully operational before 9:00 AM Saturday morning.  If your layout is utilizing radio DCC, please be prepared to co-ordinate your operating channel with our representative.  Please be aware that we try to rotate layouts from year to year in order to provide maximum exposure for those layouts that wish to attend.  Our goal is to provide the best possible experience for the general public.

Layouts may only move in or out during designated times.  Layouts may not setup or tear down while the show is open to the public.

Because of the OKC Train Show’s concern for potential liability, we cannot accept layouts exhibitors who cannot comply with this policy.  Layout exhibitors who disregard this policy shall be excluded from future OKC Train shows.

If an early departure becomes necessary due to an emergency, we must be informed in advance prior to layout tear down and arrangements will be made to assist you without endangering the public if the show is open.

All layout exhibitors will wear an identification badge provided by the OKC Train Show.  It must be worn in a visible place, between your shoulder and waist, and may not be worn on your back or hat.  For security reasons, it must be worn at all times while in the show building or you will be asked to leave the building.

Each Club layout will be allocated a number of free admittance badges.  Extra badges may be obtained at a nominal fee.  All names must be turned in by November 1st to qualify for free or reduced rate pricing.  After November 1st all badges will be $5.00.  If you lose or forget your badge, it is $5.00 for replacement badges as well.  Each person will need to pick up their own badge, and a photo ID will be required to do so.

The OKC Train Show has supported the model railroad display layouts at the show for the past 42 years.  The show usually has given some form of monetary donation to each club for their layout. In order to be more equitable in these donations, the show is instituting the following policy:

The Show will make a donation for each layout that meets the following expectations:

The layout must have a “finished” look.  For example: fully ballasted track, full scenery modeling the area of the club’s choice (ie, mountains, high plains, river valley, etc.), scenery that goes above and below track level (ie. bridges, hills, mountains, rivers, streams, etc.), finished and detailed buildings, details such as vehicles and figures through-out the layout, curtains around the layout (not curtains from the Convention Decorators), and a club sign displayed prominently.

The exhibitor for itself, its successors and assigns hereby releases the OKC Train Show from any and all claims of every sort it may have against the OKC Train Show based upon, arising out of, or in connection with exhibitor’s occupancy and use of the Train Show premises, or any act or omission of any nature by the OKC Train Show or its agents or employees with or related to the Train Show, including, but not limited to: loss, theft, damage, destruction, or delay or non-delivery of goods, display material and other effects; any injury to exhibitor, its employees, agents, representatives or guests while in the Train Show premises; any damage to exhibitor’s business by reason of the failure to provide space for the exhibit or removal of exhibit, or failure to hold the Train Show as scheduled.  In the event, the Train Show is not held or cancelled, the liability of the OKC Train Show shall be limited to a refund of the fee paid for space.

EXHIBITOR AGREES TO INDEMNIFY AND HOLD FOREVER HARMLESS THE OKC TRAIN SHOW FROM ANY AND ALL DAMAGE, LOSS, LIABILITY, CLAIM OR EXPENSE (INCLUDING LEGAL FEES) BASED UPON, ARISING OUT OF, OR IN CONNECTION WITH (I) THE VIOLATION OF ANY LAW OR ORDINANCE BY THE EXHIBITOR, ITS EMPLOYEES, AGENTS, REPRESENTATIVES, GUESTS OR OTHERS HOLDING UNDER THE EXHIBITOR; (II) FAILURE BY EXHIBITOR OR ANY SUCH PERSONS TO COMPLY WITH ALL APPLICABLE TERMS AND CONDITIONS CONTAINED IN THESE RULES OR IN THE AGREEMENT BETWEEN THE STATE FAIR PARK AND THE OKC TRAIN SHOW REGARDING THE TRAIN SHOW; AND (III) EXHIBITOR’S OCCUPANCY AND USE OF THE TRAIN SHOW PREMISES OR A PART THEREOF; WHETHER OR NOT SUCH DAMAGE, LOSS, LIABILITY CLAIM OR EXPENSE WAS CAUSED IN WHOLE OR IN PART BY THE ACT OR OMISSION OF THE OKC TRAIN SHOW OR ITS AGENTS OR EMPLOYEES

RECORDED SOUNDS

The exhibitor may provide recorded sounds in the space occupied by the exhibitor only on the following terms and conditions:

Playback of recorded sound shall be at volume levels that are deemed reasonable considering the surroundings.

The exhibitor shall be copyright holder or have a release from the copyright holder in his/her possession during the show.

The Train Show Chairman or his designate shall have complete and final authority in determining whether the sound volume levels are reasonable.

OKC TRAIN SHOW EXHIBITOR SHOW RULES AND REGULATIONS

EXHIBITOR BOOTH STAFFING

Authorized representatives must staff exhibit booth(s) during all show hours.   Exhibitors are required to be at the show for the two-day period when the show is open for the general public.

EXHIBITOR SETUP & TEAR DOWN POLICY

Exhibitors may only move in or move out during the designated time periods.  Exhibitors may not set up their booth(s) after the show has opened.  Exhibitors may not pack their products or tear down their booth(s) before the show closing.

Because of the OKC Train Show’s concern for potential liability, we cannot accept exhibitors who cannot comply with this policy.  Exhibitors who disregard this policy shall be excluded from future OKC Train shows.

If an early departure becomes necessary due to an emergency, we must be informed in advance prior to booth tear down and arrangements will be made to assist you without endangering the public if the show is open.

EXHIBIT DISPLAY POLICY

Exhibits may not exceed the booth area reserved by the exhibitor.  Exhibitors will not be permitted to put on demonstrations unless the OKC Train Show is notified in advance and sufficient aisle space exists to support an audience.

Note:  If you are against the wall, there is a 3’ space behind your rear curtain.  This is to allow space for electricians to access the electrical boxes.  You are not allowed to store items in this area.  If the electricians need to access the box and you have the area blocked, you will be charge $60.00 per hour, 1 hour minimum, which is the charge the fair board is charging us.

BOOTH DISPLAY INTERFERENCE

No exhibit may interfere with or block a neighboring exhibit.

Display material exceeding three feet in height above a table may not extend more than four feet from the back of the booth.

Exhibitors who have end or corner booths may not exceed the three-foot height limitation on the back or side rail.

Display materials at the back of the booth may not exceed the eight-foot height of the drape.

SAFETY PROVISIONS

All display material must be flameproof material or be made flameproof.

Exhibitor must provide the necessary shielding or safety items to protect attendees, exhibitors and all others from equipment that may cause bodily harm.

Electrical wiring and equipment must meet the standard electrical codes.

PROMOTIONS & LITERATURE DISTRIBUTION

Promotions and commercial literature that pertains to the products sold or displayed by an exhibitor is restricted to the confines of the exhibitor’s booth area.

Exhibitors are not permitted to use other persons to distribute materials at other locations on the show premises.

No other literature distribution will be permitted without the prior approval of the show chairman.

PROPER LANGUAGE

The OKC Train Show is a family venue, therefore the use of profane language will not be tolerated at any time during the OKC Train Show.  The use of profanity will automatically exclude you from the next shows invitation list!!

8.  ALCOHOLIC BEVERAGES

The OKC Train Show is a family venue and as such no alcoholic beverages are allowed on the show premises, nor are they allowed as per Fair Board Policy.  Violation of this will result in your removal from the show without refund.

EXHIBITOR BADGES

All show exhibitors will wear an identification badge provided by the OKC Train Show.  It must be worn in a visible place, between your shoulder and waist, and may not be worn on your back or hat.  For security reasons, it must be worn at all times while in the show building or you will be asked to leave the building.

Each person will need to pick up their own badge, and a photo ID will be required to do so.

NOTE:  At any time Fair Board or Show Security personnel may ask to see a PHOTO ID that matches the name on your badge.  You may not at any time give your badge to someone else to use to gain admittance to the show.

PROHIBITED ITEMS

The following items are prohibited at the show:

Alcoholic Beverages

Firearms of any type (No Concealed or Open carry allowed)

Weapons of any type

Animals (Except Service Animals)

Smoking

Vaping

RIGHT OF REFUSAL

The OKC Train Show reserves the right to refuse any manufacturer, exporter, importer, distributor, dealer, or other persons or corporations who request exhibition space, or the privilege of selling, or the privilege of playing sound recordings at the OKC Train Show, if their past business practices have been shown to be detrimental to the best interests of the OKC Train Show, members of the association, or the hobby, as determined by the Train Show Chairman.

The initial version of the floor plan’s BOOTH LOCATIONS ARE SUBJECT TO CHANGE BASED ON FINAL FIRE MARSHAL APPROVAL.  If floor plan changes are required we will attempt to provide you with comparable space if possible.

Product demonstrations must be cleared with the show chairman in advance to ensure compliance with fire and public safety regulations and space clearance.

Exhibitor booth space is available in three categories:

MFGR: Industry display of products.

DEALER: Retail product sales.

(3)  MUSEUM or EXHIBITOR:  Railroad and Hobby related organizations.

We do not accept exhibitors who promote any venues outside of the railroad hobby-related environment.

We do not accept reservations by telephone for space, but we will be happy to discuss your needs and space availability with you.  If you desire a special configuration for your booths, please call (405) 326.8879 and we will do our best to accommodate you.

List of Manufacturers 

Aunt Heidi's Toys

Bob Pope

Brad’s Trains

Elite N Scale

Gene’s Trains-N-Things

Harris Hobbies

J & T Ltd

Jan’s Train Boutique

Joe’s Trains

Keith Edmonds

M & W Toy train

Nolen Rails

Rickey Custar

Spring Creek Model Trains

Texas Model Train Collection

Texas Trains and Diecast LLC>

Texas Zephyr Publishing

Tucson Rail Trains

Oklahoma Model Railroad Association

LGMS LEGO Layout

Santa Fe All the Way Modular Layout

Arbuckle Model Railroaders

COGRS

Oklahoma N-Rail

Cotten/T-Trak

N.E.O.N.S.

TNT (Tulsa N Trak)

OK Freemo

Dakota Southwestern Division

List of past attended museums.

Oklahoma Railway Museum

Santa Fe Historical & Modeling Society

Amarillo Railroad Museum

Oklahoma Passenger Rail

The State Fair Park of Oklahoma has made a few changes to how traffic enters and exits the gates.

Please adjust your travel routes to the park entrances shown on the map below.

State Fair Park Map

Parking Availabilities near The Pavilion are located near the 14 Flags Plaza,

Open Field area North of General Pershing Blvd., and Along Kiamichi Blvd.

Maps

Driving directions to the OKC Train Show

Follow the link below for driving directions to the OKC Train Show.

Google Maps