Vendor FAQs
I
know that it is an Arts and Crafts Fair, but what type of event is this and
what type of items will be sold?
We are asking that all craft items sold be handmade or handcrafted by the vendor that applies to participate. The following types of items are representative of what is expected to be sold: jewelry, pottery, ceramics, paintings, drawings, blankets, quilts, cards, woodworks, candles, hair accessories, and more. Handmade food items are also allowed, as long as they are packaged and labeled before arriving. No open food or drink containers other than water will be allowed on the field. Any people selling homemade food items will be placed outside the entrance to the field.
I am a consultant for a direct sales company (Mary Kay, Premier Jewelry, etc). Can I set up a table?
This years craft fair is strictly for craft and hand made items so unfortunately we will not be able to accommodate direct sales vendors on the craft field. However, this years craft fair is running during the nZone's 2nd Annual Fit Fest and they will be taking direct sales vendors for their event. If you are interested in a booth, please contact [email protected]
Can I share a table with a friend?
No-- one vendor per table. We want it to be fair to everyone involved in this event, so only one vendor per table will be allowed.
Who is sponsoring this event?
This event is being sponsored by New Life Women’s Ministry. We are a part of New Life Christian Church in Chantilly, VA. New Life Christian Church also has a 501(c)3 faith based organization, Passion for Community, that helps serve those in need throughout the counties of Fairfax, Prince William, Loudoun and Fauquier.
I heard that this is a charity event, so who does the application fee go to support?
The money goes to support Passion for Community, a 501(c)3 faith based organization that helps to support those that are under-served Fairfax, Prince William, Loudoun, and Fauquier counties. They offer an array of outreaches focused on building healthier communities from educational classes to social activities, care/support groups, volunteering and other community services.
Will you be limiting the amount of vendors of the same type?
Yes. In order to ensure that we have a good variety of vendors of different types, we are going to set a limit for each type of vendor. They will be accepted in the order that the applications are received and once the category is filled, you will need to email [email protected] to be placed on a waiting list.
Where is the event going to be held?
The event is going to be held at The nZone at 14550 Lee Road, Chantilly, VA. The nZone is an indoor sports facility that is a part of New Life Christian Church.
How long is the Arts and Crafts Fair?
It is a one-day event and doors will be open from 9am until 3pm for guests to shop.
What is the earliest time that I can arrive to begin setting up?
We have reserved the space at the nZone starting at 7am. You can begin to set up at this time.
Is it okay to pack my table up and leave early?
We ask that you don't start to pack your table up before 2:45. Packing your table up early may give shoppers the impression that the event is winding down and they may leave, which could affect the sales of other vendors.
What size is the space I am reserving?
The space that will be marked off for you will be 10’ wide by 6’ deep.
Where will this space be located?
We have reserved Field #1, a very large playing field that is covered in comfortable turf. You will be able to set up your table and other displays with no problem on the turf. Plus, be comfortable as you stand during the day.
Do I have to rent tables and chairs from you?
No. We have set the fee structure so that you can choose what will work best for you. You can bring your own or for an additional cost, we can set one up for you. Two chairs will be provided for you (at no cost). If you need a table to be provided for you, please make the selection on the application when registering.
Do I have access to electrical outlets?
We will not have access to outlets on the field.
Are there any restrictions for using the event area?
Yes. Since we are using a playing field, we ask that you only bring bottled water into this area. However, you are welcome to enjoy coffee, soda, and food in the concessions area that will be set up at the entrance to the building, area 10 located on the map above. Also, you can not tape, staple or nail anything to the walls or turf.
Will there be food and/or drinks that I can purchase during the fair?
Yes. We will have a concession stand that will have both breakfast and lunch items. In the morning, there will be items such as coffee, bagels and donuts. In the afternoon, we will have available sandwiches, popcorn, chips, and drinks. All proceeds from the sale of these items will go to Passion for Community. If you would like to take a food or bathroom break and do not have someone with you to watch your table, we will have several volunteer staff members available to stay with tables to make sure your merchandise is safe.
If I am selling food items, can I sample them?
You may sample them, but please have a container for trash at your table to dispose of any napkins, toothpicks, etc.
Where will I load and unload?
We will have a loading and unloading zone area on the outside of the building between areas 6 and 7. We will have these parking spaces dedicated for this specific use. Please note that you will have to move your vehicle once you have unloaded/load items.
I am concerned that the event is being held on a playing field, can I tour the facility before submitting my application?
Yes. If you would like to take a tour of The nZone, please feel free to contact us and make arrangements for a tour.
What time will clean up begin?
Beginning at 3pm, we will be asking all vendors to start breaking down tables and packing up all items. Please do not pack up earlier than 3pm. We have been allowed to remain in the space until 4pm. Beginning at 4pm, another event is scheduled to begin on this field so we must have all items removed and the field clean at 4pm. If you still need to do some packing, you can move your items to the hallway outside of the field, and complete any packing you need.
Who is responsible for taxes on items I sell?
You, as the vendor, are responsible for all taxes – local, state, and federal.
What can I sell?
All goods that you market, advertise, offer for sale, or sell at the Fair must be fully compliant with all applicable mandatory federal, state, and local regulations and standards. Due to the fact that the Fair is a charitable fundraising event for Passion for Community, we are asking that no pornographic or offensive items be sold at the fair. Please note that the nZone is considered a safe haven for children and also a part of New Life Christian Church.
What if I need to leave my table for lunch?
If you need to leave your table for a short period of time to use the restroom or eat and do not have anyone with you to stay at your table, we will have volunteers available to make sure that your items are safe while you are gone.
Do I have to contribute a portion of my proceeds from my sales?
No. We are not asking for any portion of your sales from this event. However, if you would like to do so as a donation to help further support Passion for Community, you may. Any donation you make is tax deductible and a receipt will be provided to you.
How is my space reservation fee going to be used?
All fees collected from this event will be used to support Passion for Community. Passion for Community is a 501(c)3 faith based organization that helps those in need in Fairfax, Prince William, Loudon, and Fauquier counties. All money will be used to purchase items such as household goods and mattresses to help families in these communities that otherwise would go under-served by social service agencies.
Will any of my fees be used to pay staff or administration?
No. All participants have volunteered their time to help with this event through New Life Women’s Ministry and Passion for Community. We are not paid staff.
How will this event be marketed?
We are planning to use a variety of marketing to help ensure the best turnout possible. We will be displaying signs along Route 50 and surrounding areas closer to the event date. We also have a website containing all of the Fair information, a facebook page, and will also be using emails, fliers, posts on social media, and you. Yes, we are asking that you send out emails to your faithful patrons to let them know where you will be located. You also can post information to your personal website or pages. We are also looking into other advertisement options as well such as radio and newspapers in the area. If you have any advertising ideas at all, please send them to [email protected] so we can work on getting the word out to as many people as possible!
Are there any entrance fees for guests/patrons?
Yes. We will be asking that anyone wanting to shop at the Fair bring a can of food or other non- perishable item to help stock the Passion for Community Food Pantry.
Where can I park?
Once you unload your items for your table onto the field, you will need to move your car across the street to the parking garage. We have a shuttle that will bring you back at no cost. Please note that we are trying to reserve the spaces in the nZone lot for your guests/patrons to use throughout the event.
What if I have to cancel?
Due to the fact that this is a fundraising event, we will not be issuing refunds for cancellations.
How can I find out more information about New Life Christian Church, Passion for Community, or The nZone?
New Life Christian Church http://newlife4me.com/
Passion for Community http://passion4community.org/
The nZone http://thenzone.com/
How do I contact the sponsors for the event?
Email: [email protected]
Website: www.artsncraftsfair.weebly.com
We are asking that all craft items sold be handmade or handcrafted by the vendor that applies to participate. The following types of items are representative of what is expected to be sold: jewelry, pottery, ceramics, paintings, drawings, blankets, quilts, cards, woodworks, candles, hair accessories, and more. Handmade food items are also allowed, as long as they are packaged and labeled before arriving. No open food or drink containers other than water will be allowed on the field. Any people selling homemade food items will be placed outside the entrance to the field.
I am a consultant for a direct sales company (Mary Kay, Premier Jewelry, etc). Can I set up a table?
This years craft fair is strictly for craft and hand made items so unfortunately we will not be able to accommodate direct sales vendors on the craft field. However, this years craft fair is running during the nZone's 2nd Annual Fit Fest and they will be taking direct sales vendors for their event. If you are interested in a booth, please contact [email protected]
Can I share a table with a friend?
No-- one vendor per table. We want it to be fair to everyone involved in this event, so only one vendor per table will be allowed.
Who is sponsoring this event?
This event is being sponsored by New Life Women’s Ministry. We are a part of New Life Christian Church in Chantilly, VA. New Life Christian Church also has a 501(c)3 faith based organization, Passion for Community, that helps serve those in need throughout the counties of Fairfax, Prince William, Loudoun and Fauquier.
I heard that this is a charity event, so who does the application fee go to support?
The money goes to support Passion for Community, a 501(c)3 faith based organization that helps to support those that are under-served Fairfax, Prince William, Loudoun, and Fauquier counties. They offer an array of outreaches focused on building healthier communities from educational classes to social activities, care/support groups, volunteering and other community services.
Will you be limiting the amount of vendors of the same type?
Yes. In order to ensure that we have a good variety of vendors of different types, we are going to set a limit for each type of vendor. They will be accepted in the order that the applications are received and once the category is filled, you will need to email [email protected] to be placed on a waiting list.
Where is the event going to be held?
The event is going to be held at The nZone at 14550 Lee Road, Chantilly, VA. The nZone is an indoor sports facility that is a part of New Life Christian Church.
How long is the Arts and Crafts Fair?
It is a one-day event and doors will be open from 9am until 3pm for guests to shop.
What is the earliest time that I can arrive to begin setting up?
We have reserved the space at the nZone starting at 7am. You can begin to set up at this time.
Is it okay to pack my table up and leave early?
We ask that you don't start to pack your table up before 2:45. Packing your table up early may give shoppers the impression that the event is winding down and they may leave, which could affect the sales of other vendors.
What size is the space I am reserving?
The space that will be marked off for you will be 10’ wide by 6’ deep.
Where will this space be located?
We have reserved Field #1, a very large playing field that is covered in comfortable turf. You will be able to set up your table and other displays with no problem on the turf. Plus, be comfortable as you stand during the day.
Do I have to rent tables and chairs from you?
No. We have set the fee structure so that you can choose what will work best for you. You can bring your own or for an additional cost, we can set one up for you. Two chairs will be provided for you (at no cost). If you need a table to be provided for you, please make the selection on the application when registering.
Do I have access to electrical outlets?
We will not have access to outlets on the field.
Are there any restrictions for using the event area?
Yes. Since we are using a playing field, we ask that you only bring bottled water into this area. However, you are welcome to enjoy coffee, soda, and food in the concessions area that will be set up at the entrance to the building, area 10 located on the map above. Also, you can not tape, staple or nail anything to the walls or turf.
Will there be food and/or drinks that I can purchase during the fair?
Yes. We will have a concession stand that will have both breakfast and lunch items. In the morning, there will be items such as coffee, bagels and donuts. In the afternoon, we will have available sandwiches, popcorn, chips, and drinks. All proceeds from the sale of these items will go to Passion for Community. If you would like to take a food or bathroom break and do not have someone with you to watch your table, we will have several volunteer staff members available to stay with tables to make sure your merchandise is safe.
If I am selling food items, can I sample them?
You may sample them, but please have a container for trash at your table to dispose of any napkins, toothpicks, etc.
Where will I load and unload?
We will have a loading and unloading zone area on the outside of the building between areas 6 and 7. We will have these parking spaces dedicated for this specific use. Please note that you will have to move your vehicle once you have unloaded/load items.
I am concerned that the event is being held on a playing field, can I tour the facility before submitting my application?
Yes. If you would like to take a tour of The nZone, please feel free to contact us and make arrangements for a tour.
What time will clean up begin?
Beginning at 3pm, we will be asking all vendors to start breaking down tables and packing up all items. Please do not pack up earlier than 3pm. We have been allowed to remain in the space until 4pm. Beginning at 4pm, another event is scheduled to begin on this field so we must have all items removed and the field clean at 4pm. If you still need to do some packing, you can move your items to the hallway outside of the field, and complete any packing you need.
Who is responsible for taxes on items I sell?
You, as the vendor, are responsible for all taxes – local, state, and federal.
What can I sell?
All goods that you market, advertise, offer for sale, or sell at the Fair must be fully compliant with all applicable mandatory federal, state, and local regulations and standards. Due to the fact that the Fair is a charitable fundraising event for Passion for Community, we are asking that no pornographic or offensive items be sold at the fair. Please note that the nZone is considered a safe haven for children and also a part of New Life Christian Church.
What if I need to leave my table for lunch?
If you need to leave your table for a short period of time to use the restroom or eat and do not have anyone with you to stay at your table, we will have volunteers available to make sure that your items are safe while you are gone.
Do I have to contribute a portion of my proceeds from my sales?
No. We are not asking for any portion of your sales from this event. However, if you would like to do so as a donation to help further support Passion for Community, you may. Any donation you make is tax deductible and a receipt will be provided to you.
How is my space reservation fee going to be used?
All fees collected from this event will be used to support Passion for Community. Passion for Community is a 501(c)3 faith based organization that helps those in need in Fairfax, Prince William, Loudon, and Fauquier counties. All money will be used to purchase items such as household goods and mattresses to help families in these communities that otherwise would go under-served by social service agencies.
Will any of my fees be used to pay staff or administration?
No. All participants have volunteered their time to help with this event through New Life Women’s Ministry and Passion for Community. We are not paid staff.
How will this event be marketed?
We are planning to use a variety of marketing to help ensure the best turnout possible. We will be displaying signs along Route 50 and surrounding areas closer to the event date. We also have a website containing all of the Fair information, a facebook page, and will also be using emails, fliers, posts on social media, and you. Yes, we are asking that you send out emails to your faithful patrons to let them know where you will be located. You also can post information to your personal website or pages. We are also looking into other advertisement options as well such as radio and newspapers in the area. If you have any advertising ideas at all, please send them to [email protected] so we can work on getting the word out to as many people as possible!
Are there any entrance fees for guests/patrons?
Yes. We will be asking that anyone wanting to shop at the Fair bring a can of food or other non- perishable item to help stock the Passion for Community Food Pantry.
Where can I park?
Once you unload your items for your table onto the field, you will need to move your car across the street to the parking garage. We have a shuttle that will bring you back at no cost. Please note that we are trying to reserve the spaces in the nZone lot for your guests/patrons to use throughout the event.
What if I have to cancel?
Due to the fact that this is a fundraising event, we will not be issuing refunds for cancellations.
How can I find out more information about New Life Christian Church, Passion for Community, or The nZone?
New Life Christian Church http://newlife4me.com/
Passion for Community http://passion4community.org/
The nZone http://thenzone.com/
How do I contact the sponsors for the event?
Email: [email protected]
Website: www.artsncraftsfair.weebly.com