APPLY
Applications for the 2025 season are now open.
Vendor FAQs and Things to Know
What is different this year?
A majority of shops will only be slated for one weekend only to allow for others to participate. Shops can apply for two weekends but should know it is not guaranteed.
If slated for more than one weekend, shops must bring a different set of product each week (rule of thumb is to plan for 75% different products) and make their space look different. Shops would also be placed in non-consecutive weekends (1 and 3 or 2 and 4).
Domes will come with floors installed. Tents will come with floors and lights installed. These fees are included in the initial cost along with the commission deposit (see full price breakdown below).
There is a $30 non-refundable application fee for administrative processing. This fee is required when submitting your application to participate in the Holiday Pop-Ups.
What are the dates for the 2025 Holiday Pop-Up Shops?
The event has four sessions between Thanksgiving and Christmas. The event will be open Friday-Sunday.
Session 1: Nov. 28-30
Session 2: Dec. 5-7
Session 3: Dec. 12-14
Session 4: Dec. 19-21
Who is eligible to apply?
The Holiday Pop-Ups is a fundraiser for the Independent Shopkeepers Association, a non-profit 501(c)(6) organization supporting independent brick-and-mortar shops around the state of Oklahoma year-round. Because of that, participants must be members of ISA. To be eligible to apply, you must either be a current member of the association or agree to become a member immediately following your approval.
While most spaces are reserved for brick-and-mortar shops, one tent each week will be allotted for non-brick-and-mortar shops.
Unless otherwise voted by the jury, all new participants will be placed in 10X10 tents.
We will host a meeting for all participants in September. This meeting is mandatory and plays a big part in the success of the event.
What is the cost to participate?
Our pricing is primarily based on an after-event commission of 10% of sales to ensure that your fee is proportional to your success at the event. To secure your space, a deposit is required in July and goes toward that commission and infrastructure. Here is the breakdown:
Dome: $1,000
Includes flooring and a non-refundable $750 deposit toward your 10% commission. Remainder of commission will be due after the event.10X10 tent: $525
Includes lights, flooring and a non-refundable $350 deposit toward your 10% commission. Remainder of commission will be due after the event.10X20 tent: $850
Includes lights, flooring and a non-refundable $500 deposit toward your 10% commission. Remainder of commission will be due after the event.Optional: If you choose to pay in installments, a 5% processing fee applies.
Example A:
You’re selected for a 10x20 tent and your total sales are $12,000.
In July, you pay $850. This covers the tent (with lights and flooring) and includes a $500 deposit toward your 10% commission.
After the event, your 10% commission comes out to $1,200 (10% of $12,000).
Since you already paid $500 toward that, you’ll only owe the remaining $700 after the event.
Example B:
You’re selected for a 10x10 tent and your total sales are $3,500.
In July, you pay $525. This covers the tent (with lights and flooring) and includes a $350 deposit toward your 10% commission.
After the event, your 10% commission is $350 (10% of $3,500).
Since you already paid the full $350 commission as part of your deposit, you owe nothing after the event.
When are the fees due?
The initial deposit is due by July 30. Payment plans are available to break it up in three payments due July 30, Aug. 30 and Sept. 30. If you choose to pay in installments, a 5% processing fee applies.
The remainder of commission invoices will be invoiced after the event and due by Dec. 31.
Are the shops allowed to set up more than one weekend?
A majority of shops will only be slated for one weekend this year to allow for more participants. You can apply for two weekends but should know that is not guaranteed. The final selection will depend on space availability - this means that the more flexible you are, the better. If slated for more than one week, the jury will place you in non-consecutive weeks. You will also need to bring a new set of products for each week.
How are participating shops selected?
Although we wish we could find space for everyone at the event, with only four weekends between Thanksgiving and Christmas, there is unfortunately limited space at the event which means not all applicants will be able to participate or be slated for their preferred choice. Our goal is to have a diverse selection of shops each weekend to provide customers with a wide choice of quality products while keeping the selection process as fair and transparent as possible.
An independent selection jury, separate from ISA and composed of members of the community, will review all applications and select participants based on a 100-point scoring system. When selecting shops, the jury will score applicants in specific categories including:
Sales performance (based on previous years’ sales at the event for returning shops or on annual gross sales for new shops)
Visual merchandising
Application completion (the more details you provide, the better)
Product mix, price point and inventory size
After the initial review process, applicants will be placed on the slate based on their ranking until all spaces are full. For returning shops, sales performance plays a big part in the type of structure you are placed in.
Shops who have performed well compared to overall average sales will be likelier to be upgraded to a 10X20 tent or dome. Shops who have performed significantly below average will be likelier to be placed in a smaller space. Knowing where you stand compared to the average will help guide your expectations.
If you participated in the past, we suggest comparing your sales to the averages below before applying to know what to expect. Note that the jury does take weather history into consideration.
2024 Dome: $22,000
2024 10X20: $14,000
2024 10X10: $8,000
Other eligible applicants who are not placed in the first selection round will be put on a waitlist in the event other participants drop out.
What do I need to submit my application?
You will be asked for general information about your business in addition to:
A detailed description of your product selection
Your average price point
If you have never participated before, your annual gross sales at your shop (this helps us gauge your inventory size)
Your week availability (the more flexible you are, the more chances you have of being placed)
Merchandising plan (if you apply for a dome)
The inventory size you plan to bring to the event.
Visual Merchandising:
Throughout the years, participating shops have worked hard to merchandise and decorate their space to provide a magical experience for customers. From the 30-foot tree anchoring the pop-up village to each little display inside of the domes, attention to detail has been key to the overall event’s success. Shops spend months planning their displays and decorations. Scroll through these pictures of previous domes for examples of merchandising expectations.
When is the deadline to apply?
The deadline to apply is June 5.
When will I know if I was selected?
The selection jury will reach out to each applicant and notify them of their decision by June 30.
Payment Plans:
We are accepting payment plans. There is a 5% fee for selecting the payment plan. Full payments are due July 30. Payment plans require monthly payments, the final of which is due September 30.
What is each shop responsible for managing?
Each shop will manage their own shop, including point of sale and employees. All participants are expected to follow rules and guidelines including:
Being on-site and ready for customers at least 30 minutes prior to opening
Merchandising their dome or tent in a creative and thoughtful manner
Using an eye-level or standing point of sale
Providing adequate overhead lighting or planning to rent lighting from the Holiday Pop-Ups
Reporting sales data every evening
Not streaming music during the event
Not damaging the dome or tents
Is there security?
We hire security while shops are installed. You will not need to load out in the evenings, but you will need to remove any cash or computer equipment.
Insurance:
You will need to provide a certificate of insurance. You will also need to make sure that your merchandise is covered under your business insurance. The Holiday Pop-Up Shops are not responsible for your merchandise.
Is the event insured?
Yes, we provide event insurance, but the shops are responsible to insure their merchandise.
What are the Holiday Pop-Up Shops?
The Holiday Pop-Up Shops was created in 2013 as a way to bring independent retailers to Downtown OKC and promote local shopping throughout the holidays by featuring 35-40 shops in one central location. Over the past seven years, the event has become a staple of the holiday season in OKC and provided a unique platform for independent shops to generate additional revenue.
In early 2020, the Holiday Pop-Up Shops became part of the newly formed Independent Shopkeepers Association (ISA), a 501(c)(6) non-profit organization for independent shops in Oklahoma. The Pop-Ups now act as the main fundraiser for this association and help fund programming year-round to fulfill ISA’s mission of promoting local shopping and advocating for independent shopkeepers.
This new structure ensures that:
1. The event can continue to bring shops and customers together each holiday season for years to come.
2. Independent shops throughout Oklahoma can have a year-round platform for support and professional development.
What is ISA?
The Independent Shopkeepers Association is a 501(c)(6) non-profit organization launched in early 2020. ISA’s mission is to support, educate, celebrate and encourage the growth of local retail in Oklahoma by providing a platform for independent shopkeepers to grow, support one another and maximize their individual contributions to our unique local culture.
More information about ISA can be found at isaok.org.
If you have any other questions, please reach out to popups@isaok.org