Vendors & Exhibitors
Invitation to all Vendors and Exhibitors
We have put together an event that promises to be bigger and better than ever, and we would love for you to be a part of it. We therefore are thrilled to invite you to be a part of the Great Lakes Large Scale Train Expo.
Please note this two day event is for G gauge and larger model trains (Ride on), accessories, tools, plants and related items. This includes Railroad themed books, clothing, videos and other items.
As a vendor/exhibitor, you will have the opportunity to showcase your products to a large and enthusiastic audience of large scale train enthusiasts, hobbyists, and collectors. This is a fantastic chance to connect with potential customers, network with other vendors, and be a part of a vibrant community. We encourage you to register as soon as possible to ensure your participation.
Vendor or Exhibitor?
Please see what our definition of a vendor is versus an exhibitor below before proceeding to registering so you select the correct option.
We define a vendor as a person, business or other entity that will be making sales at the show or showing products or offerings that are available for sale elsewhere.
We define exhibitors as Organizations, Clubs, Non-Profits or Individuals not making any sales or offering products for sale elsewhere.
Clubs wanting to setup their operating layouts and displays please email us by selecting the “Contact” link at the top of the page and we will get back to you.
Keep Scrolling For Info On Why We Require A Vendors License, How To Get One and FAQ about them.
Additional Information For Vendors & Exhibitors
Setup Dates & Times
Wednesday May 7, 2025 5:00 pm to 10:00 pm (Via Special arrangement Only)
Thursday May 8, 2025 12:00 pm to 8:00 pm
Friday May 9, 20225 7:00 am to 9:30 am
Costs
Standard 96″x30″ Table $60 each
Booth Space $1.50 sq ft, 40 sq ft minimum. This cost includes tables if you need them.
Please note while we do offer free space for Exhibitors it is limited and approved on a case by case basis.
Vendors License & Ohio Sales Tax
Sales other than food are subject to Sales Tax in the State of Ohio. To be a vendor at our show you must register for a Transient Vendors License through the State of Ohio. We want to assure you the process of obtaining a transient vendors license is not that difficult and not that big of a hassle.
To apply for a State of Ohio Transient vendor’s License you have two options.
- Option 1 (Quickest): Complete your registration from the Ohio Business Gateway Website. You will get your license as soon as you pay the filing fee and click submit.
- Option 2 (Longest): Fill out and mail in form ST-1T. This option will take a minimum of 6 weeks to receive your license.
Both options cost $25 which is a one time fee with no annual renewal costs. You may access both options from the official State ofOhio website here: https://tax.ohio.gov/home/forms/landing-page-area/st1t
Why we require you to have a Transient Vendors License.
There were two decisions on the table when we decided to do this show. Those were to do the show and follow the law as laid out by the state of Ohio or to not do a show at all. We feel doing the show was the right choice and as such you must have a vendor’s license to be a vendor at the show. Simply put we would not be requiring this if it wasn’t the law in Ohio. This has been the law for sometime in Ohio. Shows in Ohio that are not the Great Lakes Large Scale Train Expo and why they do or do not require a vendor’s license to sell we cannot comment on. We can only speak on why it is a requirement at our show.
So, how did we end up at the decision to require vendor’s to have a transient vendor’s license? We did a good bit of research online which led to us having more questions. That resulted in us calling the state department of taxation, three times. All of that research culminated in finding out several things.
- The State of Ohio requires all vendor’s making retail sales to charge and collect sales tax.
- Ohio does allow casual sales without a vendor’s license. However, the state does not consider it a casual sale once you pay for space in a venue setup to make sales.
- Making taxable retail sales without a vendor’s license is a criminal offense in the state of Ohio.
- Operators/Organizers of trade shows, flea markets, swap meets and similar also have to comply with the state. We must keep record for four years the name, address and transient vendor’s license number of each vendor. Should they audit us and we do not have that info or allowed a vendor to sell without a vendor’s license we could be fined and charged with a criminal offense.
FAQ About Ohio Transient Vendors Licenses
How often do I have to file my taxes?
- Either every month or every six months depending on how you answer question 9 “How much sales tax do you expect to collect each month?”.
- Directions we received from the state of ohio: If you plan to return to our show each year and do not plan to sell at any other locations in Ohio before then select the option that says “Less than $200”. Selecting this option will put you on a semi annual filing where you only file every six months. Selecting the option that says “$200 or greater” will put you on a monthly filing.
What if I’m only planning on selling at your show this one time?
- If you only plan to sell at our show this one time the process is still the same with one exception. After the show when you file your first return there will be an option on the return that says “This business is closed/defunct” or similar. This will close out your transient vendor’s license and you will not have to file any further returns.
I thought Ohio allowed casual sales without a vendor’s license?
- Ohio does allow casual sales for example listing something for sale on marketplace or craigslist. Venues such as a trade show, train show, flea market, swap meet etc. would not be a casual sale.
I saw a “Tax Fact” release from the state of Ohio about selling at flea markets that states “People who sell items originally purchased for personal use, and which were subject to any state’s sales taxing jurisdiction, do not need a vendor’s license.”. Why do I need a vendor’s license then?
- The “Tax Fact” release in question was put out by the state in 2004 which was 20 years ago. That used to be the case but the laws have changed since then. We have had three separate calls with the State to confirm this and other questions.
Why do I need a vendor’s license if I’m only selling items I originally bought for myself and paid tax at the time of purchase?
- The state of Ohio considers it a retail sale once you have paid for a space to sell items at a venue setup to make sales.
Does Ohio offer a temporary vendor’s license?
- No, Ohio offers one type of license for vendor’s selling from temporary locations which is a Transient Vendor’s License.
How much does an Ohio Transient vendor’s License cost?
- $25 One time filing fee with no annual renewal costs.