Special Events, Craft Shows, Trade Shows

Taxing jurisdictions, venues, coordinators, vendors, and others can find Kansas Department of Revenue information regarding coordinator and vendor responsibilities, registration, point of contact, current tax rates, tax bracket cards and filing of returns for special events on this website or by contacting a special events agent.

Consumer Information

Collecting tax at special events ensures fair treatment to all customers and vendors, and helps the local economy. Sales tax is paid by the consumer, remitted to the state by the retailer and distributed from the state to the city and county where the sale was made. The money collected helps local schools, roads, police, fire departments, etc. and stays within the community to which it was generated.

Kansas requires that all persons and entities making retail sales within the state collect and remit sales tax, even if selling only one time per year. This includes nonprofit charitable organizations.

Taxing districts should be aware of all special events occurring in their jurisdictional area and coordinate with the Kansas Department of Revenue to ensure all vendors are submitting taxes accurately and timely. Special events include craft shows, trade shows, flea markets, art shows, farm markets, concerts, festivals, carnivals, swap meets, and fund raising events. They may also include conventions, picnics and other gatherings where retail sales are made.

Coordinators are required to provide the department with notification of an event and a list of all participating vendors.

Contact for additional information

Special events are managed out of the Metropolitan Assistance Center (MAC) in Shawnee, KS or the Wichita Assistance Center (WAC) in the Twin Lakes Shopping Center, Wichita, KS. Find a territory map and contact information for each office below. You may also email: KDOR_special.events@ks.gov

Event Promoter Vendor Tax Clearance Application Process

Tax clearance letters verify all promoters and/or vendors are compliant with tax laws before an event occurs and level the playing field for all participants.

Participation in your event requires tax clearance letters. Three tax clearance letters are necessary for each promoter and/or vendor. Each letter is for a different area of tax accounting.

  • Individual (#1)
  • Business (#2)
  • Special Events (#3)
  1. Apply for individual (#1) & business (#2) tax clearance letters online.
    1. Start by going here https://www.kdor.ks.gov/apps/TaxClearance/
    2. Click “Submit Request”
    3. Click “Individual”
    4. Complete the form and click submit
    5. Begin the process again by going here https://www.kdor.ks.gov/apps/TaxClearance/
    6. Click “Submit Request”
      • If you are a sole proprietor click “Business-Sole Proprietor
      • If you are not a sole proprietor click “Business-Not-Sole-Proprietor
    7. Complete the form and click “submit.” You will be given a transaction ID, which you will need in order to check the status of your request.
      • Please print out or write down this transaction ID.
    8. Submitted tax clearance requests process overnight, so you must return to the web page visited above to verify the status of your request on the business day following your submission. Click “View Status”
    9. Enter your FEIN or SSN and the transaction ID for your submission and click “Retrieve Status”.
    10. If your tax clearance has been approved, the message “The request has been approved. Click here to view and print certificate” will appear. Click and print your approved tax clearance.
    11. If your tax clearance has not been approved, you will be prompted to contact the Kasnsas Department of Revenue or Kansas Department of Labor to discuss and resolve any issues found. Once resolved, the customer representative assisting you will be able to update the status of your request and you can repeat step J to print your certificate.
  2. Apply for a special event (#3) tax clearance letter.
    1. Start by going http://www.ksrevenue.org/pdf/cm21.pdf
    2. Complete the CM-21 tax clearance form
    3. Submit the following to the Kansas Department of Revenue
      • Online individual tax clearance certificate (#1)
      • Online business tax clearance certificate (#2)
      • Completed CM-21
           1. Fax to: 866-743-4812 OR
           2. Email to: kdor_special.events@ks.gov and enter in the subject line “Tax Clearance Request” OR
           3. Mail to:
              KDOR
              Attn: Special Events
              13420 W 62nd Ter
              Shawnee, KS 66216
    4. If approved, the Special Event (#3) tax clearance letter will be emailed to you.
      • If you have checked “Submit a copy of my tax clearance letter to the event noted above” (Part 4.) the Kansas Boxing Commission will be a recipient on the email.
      • Save a copy of the tax clearance letter for your records.
      • Contact the Kansas Boxing Commissioner to ensure a copy of your tax clearance letter was received.
    5. If your special event tax clearance is not approved, you will be contacted by the Kansas Department of Revenue to discuss and resolve any issues found. Once resolved the special events agent assisting you will be able to update the status of your request and proceed as in step #d.

Frequently Asked Questions

An event is an occurrence, occasion, activity or function at which merchandise is sold or traded or taxable services are provided. The event can be one day or up to three consecutive days. When an event is held regularly, each consecutive day, period (weekend) constitutes a separate event. See the consumer information section above for examples of special events.
A vendor is defined as a person or entity selling merchandise, providing a taxable service or attending to an informational booth. A vendor may also be referred to as a seller, exhibitor or booth owner.
A coordinator is defined as a person or entity (partnership, corporation, association or organization) that arranges, promotes or sponsors an event. A coordinator may be referred to as an organizer or promoter.
All retailers participating in the special event must have either a Kansas sales tax certificate or agree to remit the tax collected immediately after the event using the tax packet provided specifically for the event.
The fastest way to register a new business is through the Kansas Department of Revenue Customer Service Center. Your Retailer’s Sales Tax Number and Certificate will be available upon completion of the online application. The Business Tax Application (Form CR-16) is available on our web site or by calling 785-296-4937. There is no fee for registration.
Fixed filers who annually sell at four or fewer special events outside their usual taxing jurisdiction may remit event sales tax due using the tax packet provided specifically for the event. Fixed filers who sell at more than four special events outside their usual taxing jurisdiction must contact the Kansas Department of Revenue to have their status changed to non-fixed filer.
No, there is not a fee for registration of your business with the Kansas Department of Revenue.
The simplest answer is that it is the law. Provided everyone complies, sales tax ensures fair opportunity to all vendors. The communities benefit because a portion of the sales tax is distributed to the jurisdiction where the sale takes place, and the sales tax revenues provide the roads and infrastructure that make the events possible.
Yes, admissions to any place providing amusement, entertainment or recreation services require sales tax.
Yes, sales tax is required on all food sales. There are NO reduced tax rates for food sales.
Yes, sales tax is required on the sale of clothing.
The bottom line is – you did collect sales tax. Sales tax is collected on all sales. Sales tax may be added to the price of an item or included in the price of an item. If sales tax is included in the price of an item, the vendor must post, in a conspicuous location, a sign stating “All prices include sales tax”. You are responsible for sales tax whether you intentionally collected it or not.

When sales tax is included in the price, sales tax due is calculated by using the formula below:

Total Sales / 1.0 tax rate = Gross Sales

Total Sales – Gross Sales = Sales Tax

Example: Bob sold $830 worth of pumpkins at the Washington Farmers Market where the sales tax rate is 8.15 percent. Bob included sales tax in the price of each of his pumpkins. Bob would calculate the sales tax due as follows:

830 / 1.0815 = 767.46

830 – 767.46 = 62.54

Bob must remit $62.54 in sales tax for his sale of pumpkins.

  • Boxing/MMA Promoters
    Click here for the Tax Clearance Process page.
  • Vendors
    Download a tax clearance request specifically for special events. Choose the request form below based on the location of the event for which you are requesting the clearance letter.

Filing frequency is based on the projected amount of Kansas sales tax that is collected in a calendar year. The filing frequencies are monthly, quarterly, annually, and seasonally. Seasonal sales require filings for specific months which you indicate to the Kansas Department of Revenue at the time of your business registration. Changes to these months must be updated annually with the Kansas Department of Revenue.

As of July 1, 2010, businesses are required to submit retailers' sales returns electronically. Filings should be completed using the Kansas Department of Revenue Customer Service Center. If you should need assistance with your online filing, contact our Electronic Services Department at 785-296-6993.

You may choose to complete a special event return and file using a packet provided specifically for the events you attend. A packet will be provided to you by the event coordinator or a Kansas Revenue Agent attending the event. If you do not receive a packet, please print off the generic return (CTE-50) or use the map provided at the bottom of this page to contact the proper special event office by telephone.
Vendors attending more than four events in Kansas annually are required to register their business for a Kansas sales tax number. Businesses can register by selecting the Register New button in the top right-hand corner of the website and following the directions.
If you have misplaced your sales tax packet from the event, please print off the generic return (CTE-50) to submit your sales tax.
  1. Notify the department of the date(s) of the event, and provide a contact name with an address or telephone number. This can be done by faxing the information to 913-631-6125 Attn: Special Events or by emailing the list to KDOR_special.events@ks.gov
  2. Request packets, 30 days prior to the event by completing the Event Packet Request Form and mailing, emailing or faxing it to the Special Events Agent assigned to the event location. The Agent’s contact information can be found by clicking on the Special Events regional map at the bottom of this page.
  3. Distribute all materials furnished by the Department of Revenue to participating vendors
  4. .
  5. Educate participants of the state and local sales tax rate for the jurisdiction on the date(s) of the show. This information is provided in the special event packets.
  6. Provide a list with name, address and phone number of all participating vendors within 14 days after the event. If available, the vendors' Kansas sales tax registration number should be included.
Yes, the event coordinator is required to report all vendors at the event, including those who sales may be exempt from sales tax or those only displaying and not selling merchandise.
Download the Local Sales Tax Rate by Jurisdiction (Publication KS-1700) booklet.