Terp Float Vendor Information 2024

Terp Float 2024 – Vendor Information Packet

First and foremost, we want to say that we appreciate your sponsorship of Terp Float 2024! This event doesn't happen without the support of our sponsors. We hope we can provide enough information below to ensure your organization has an amazing time.

Event Address:
Sparrowhawk Camp - 21985 N Ben George Rd, Tahlequah, OK 74464

August 1st – August 4th

  • Thursday: Load-In
  • Friday & Saturday: Festival
  • Sunday: Load-Out

Check-in will be available starting at 11 AM on Thursday, August 1st. We highly encourage all vendors to show up on Thursday to get settled in, even if you are just dropping off your booth equipment and claiming your space within the festival grounds.

Once you arrive, you will see a check-in booth along the main road.

You will need your order number and name for check-in. You will receive wristbands for everyone in your party, and you will be responsible for distributing the wristbands and communicating with them upon arrival. When they arrive, you can meet them at the main entrance and hand them a wristband. We will not be able to hold tickets and distribute them for you once your guests arrive. Please plan ahead and communicate this important rule with your employees.

If you cannot arrive until Friday (August 2nd), please check in after 11 AM. We will be getting Friday floaters on the water, and we will have all staff hands on deck and will not be able to assist you from 8 AM – 11 AM while we are facilitating getting everyone on the water.

On Thursday, you will be allowed to pull your vehicle into the festival grounds area to drop off any gear or equipment you have. If you arrive on Friday, you will not be able to pull a vehicle into the main booth area.

Reentry is allowed with a valid wristband. We are aware of many guests staying off-property, locally or in hotels in Tahlequah.

Heat Warning:

It is HOT in Oklahoma! 

1. Hydrate, Hydrate, Hydrate!

  • Drink plenty of water throughout the day. Aim to drink at least 8 ounces every hour, even if you don't feel thirsty.
  • Avoid excessive alcohol and caffeine as they can lead to dehydration.

2. Take Breaks in the Shade

  • Find shaded areas to rest and cool down periodically.
  • Use our cooling stations and hydration spots located throughout the festival grounds.

3. Wear Appropriate Clothing

  • Light-colored, loose-fitting clothes are best for staying cool.
  • Don’t forget a hat and sunglasses to protect against the sun.

4. Recognize the Signs of Heat Illness

  • Heat Exhaustion: Symptoms include heavy sweating, weakness, cold, pale and clammy skin, a fast, weak pulse, nausea or vomiting, and fainting.

You will have a 10x10 area, unless you have purchased a larger booth space. Please be aware we have limited space, and you will need to be right up next to the vendor next to you. The main festival grounds will be relatively quiet during the day. Most guests will be on the river floating, resting, hanging out at the campsite, or at our second river stage where we are hosting live music.

We start live music at 6 PM within the main festival grounds, and we recommend you be present at your booth at this time or prior.

Although we will have security on-site 24 hours a day monitoring the festival grounds, do not leave valuables unattended at your booth with nobody there.

  • Please bring a tent, tables, chairs, or anything you will need for your event space.
  • 110v power access will be provided for all vendors except those with the $350 basic sponsor packages. If you wish to upgrade prior to the event, please reach out to the coordinator. You are allowed to bring your own generator and power sources. This is a good idea for booths that require power to function. We run commercial generators for the vendors, but they will not be running when the festival grounds are dormant. If your booth is trying to power something that pulls excessive watts, it will be a good idea to bring an additional power source for your booth.
  • We ask that vendors remain set up through 11 PM on Friday and Saturday to respect the artists and festival-goers. Live music will go until 2 AM on the main stage.
  • Misters, fans, and ideas to keep festival-goers cool are always great ideas to attract people to your booth. Booths do not have access to a water hose, so plan accordingly.
  • Bring lights to keep your vendor booth illuminated as it gets dark.

We will have ice available on-site for vendor purchase, and we will also have a booth handing out free bottled water when the festival grounds are open.

Please make sure you are staking down your tents and vendor area. Weather is unpredictable in Oklahoma and can change at any time. Make sure your tent is prepared to withstand wind and rain.

VIP Bags:
We have 150 VIP bags for attendees who purchased this option. VIP bags will be filled with swag from Terp Float sponsors and Terp Float production. Sponsors have the option for medicated (licensed) samples or swag to contribute. Licensed products need to be transferred to our partner dispensary by July 22nd. Swag bag ideas include: stickers, koozies, T-shirts, beach balls, or a licensed product for the MMJ Card VIPs to try your product.

Swag Items Sent To:
1004 North Jones Ave, Tahlequah, OK (Deadline: July 26th)

Licensed Products:
Stoney’s Joint (DAAA-9CMS-RSSL)
1401 ½ E Downing Street, Tahlequah, Oklahoma 74464
Contact: Freddie – 918-822-3282

All sample products need to be invoiced at $0.01 each. Please communicate with the dispensary on when you plan on delivering the products.

This whole resort is cannabis-friendly. Please make sure you are following all local and state laws. Please consume responsibly. You can bring your own alcohol on the property. Please be responsible and note that alcohol consumption and heat can be dangerous.

Camping is first come, first served. There is plenty of room for everyone, but the most popular spots right along the river will go first. You can get there as early as 11 AM on Thursday to claim your camping spot. Campers will be able to park their car near where they are camping in most cases. Please be aware of space and be courteous to your neighbors. Please use reasonable judgment and don’t take up unnecessary space.

You are allowed generators and power sources in the camping area. We do not have camping sites with power sources available. Please plan ahead!

You are allowed to bring bikes, e-bikes, UTVs, ATVs, and golf carts on the property. We have a strict one-and-done policy if you are speeding, being dangerous, or driving while intoxicated.

If you are not floating, we will have live music daily at the swimming hole and river take-out. This is a great place to hang out if you don’t intend on floating the river.

Fires are allowed, and you can grill and cook food. Please note we will have 15+ food trucks on the property; some will be open for breakfast and lunch, and all will be open in the evenings.

There is over half a mile of riverfront camping at Sparrowhawk. Please be aware that the ground is a mixture of rock and sand. You will be allowed to car camp along the river. Shade is sparse for riverfront camping, so plan ahead.

We have ample shaded camping among the tree groves and in shaded areas as well.

We float on both Friday (August 2nd) and Saturday (August 3rd). Float check-in is from 8 AM – 11 AM on both days. Please do not arrive after 11 AM and expect to get on the river after we have closed the float check-in.

  • You will be shuttled 6 miles upstream where you will float back down to Sparrowhawk Resort. The water is typically calm with a fairly slow current.
  • River authority does not like glass on the river; please be cautious of local laws and understand GRDA river rules. They do monitor the river and will issue tickets if you are not following the rules.
  • The float typically takes 3-4 hours from put-in until you reach Sparrowhawk Camp. It could be longer if you don’t paddle or plan on hanging out on the riverbanks for extended periods of time.

Sharp objects are not a good idea and should be avoided on the river. You risk popping a hole in the raft or serious injury.

Every floater will be required to sign and submit a waiver before floating.

  • Bring lots of sunscreen, snacks, drinks, a portable stereo, an umbrella (for shade), and a dry bag if you have one. Make sure you grab ice before you leave!
  • Water shoes or hard-sole shoes are recommended for the river trip.
  • Note on the provided map where the float check-in area is on the festival grounds. Make sure everyone in your party that intends to float is with you when you arrive at check-in.
  • If you are renting a raft, float, or kayak, vests and paddles will be provided for you. Please make sure you wear your life vest.

We will have 15+ food trucks on-site. Food will be available Thursday through Sunday. Some food trucks will be open for breakfast and lunch, and all will be open from 6 PM until late into the night.

RV / Trailer:
For vendors planning on bringing RVs, all of them will be parked in assigned spots. RV hookups have water and power but no sewer. Sparrowhawk does have a dump on the property for sewer and grey water. If you intend on bringing a trailer or RV and do not have a pass, make sure you purchase one prior to arrival. We are currently sold out of hookup RV spaces. For spaces with no hookups, you are allowed to operate a generator or alternative power source.

We will have an ATM on-site, but we always recommend coming prepared with cash for vendors, food, and drinks.

We will have port-a-potties situated all over the festival grounds. Additionally, there is a bathroom/shower area. The on-site shower area only has three stalls, so we anticipate it will get lots of use. Plan ahead.

Off-Site Hotels:
If you plan on staying off-site, we recommend booking at the Holiday Inn Express in Tahlequah. You can also take a look at Tru by Hilton or the Best Western.

We will have a designated day parking area for those staying off-site. For those staying on-site, it is recommended you camp near your vehicle.

Festival-only tickets will be sold at the door all weekend long. If you need additional tickets for your staff or guests, you can purchase them online in advance or at the door.

Point of Contact:
Josh Berner – 918-931-8931
Brent McDonald – 916-276-4850

Feel free to text or call us with any questions.