Vendor Information

 

We have a NEW application process this year.

Please read ALL instructions BEFORE filling out the form.

Applications not filled out properly or completely will not be considered.

 

The Lorton Holiday Extravaganza & Craft Show now in its 17th year at South County High School is scheduled for Saturday, Dec 3, 2022, from 9a-3p. This is an indoor show and as of now we are planning to go back to our pre-covid event with 170 vendors, a Candy Cane Kids Fun Run, Santa, Concessions and Silent Auction utilizing the Gym, Cafeteria, and school hallways.

 

THE SELECTION PROCESS

While we are not a juried show, we do reserve the right to limit vendors in each category to provide a balanced shopping experience. Our shows have become very competitive for vendors, and we sell out very quickly. It is NOT first come, first served but the timestamp on your application will be used in the case of a tie as we are considering applications. The earlier you apply, the better.

We have sold out every year for the last ten years and our last 3 events have sold out within weeks. Popular categories fill up very quickly so do not delay. Once a category is closed, we will not consider additional applications even for long-time vendors. The earlier we can close to new applications, the sooner we can get to work promoting the show.

 

COMPLETING THE APPLICATION

This year, apply as a vendor using this google-form link

 

ALL sections of the application are required to be filled in. Applications not filled out properly and in full will NOT be considered for selection. Accepted applicants will receive an acceptance email no later than mid-September with a link to make payment of the Vendor fee. At that time, you will be able to place an order to rent tables, purchase Bonus Marketing, and request a specific type/location for your booth. PLEASE DO NOT SEND AN EMAIL ASKING IF WE RECEIVED YOUR APPLICATION OR IF YOU ARE ACCEPTED. You should receive an automatic email for the system stating that your application has been received.

 

A BIG CHANGE THIS YEAR 

You will NOT make your vendor fee payment with the submission of the initial application. If you receive an acceptance into the show, you will be sent a payment form and a link to make payment. You will be given 10 days to accept the invitation and make payment. If you do not make payment within 10 days, your spot will be offered to another vendor. Once the spot has been claimed, there is nothing the Craft Committee can do as booth space is limited.

 

OUR NO REFUND POLICY

When you accept and make payment, requests for REFUNDS under ANY circumstances will be denied. We are a volunteer committee, and our software is not set up to facilitate refunds. THERE ARE NO EXCEPTIONS TO THIS NO REFUND POLICY. We realize that unexpected events happen, and they happen to a handful of vendors every year. Unfortunately, we are not in a position to refund fees. We spend approximately $3,000 on marketing materials, maintenance fees, purchasing advertisements, and buying road signs and banners. If we refunded fees each time a vendor became ill or had a death in the family, we would have to significantly raise vendors' fees for the following event. The silver lining is if you must cancel, your vendor fees are considered a tax-deductible donation as the South County PTSO is a 501-C3 charity.

 

CANCELLATION

We have to follow all Fairfax County Public Schools rules and regulations. If FCPS closes facilities or activities for the day for ANY reason, we are forced to cancel the event. Notice may come as late as the morning of the event or during the event, especially for a weather-related closing or delay. The Extravaganza Committee reserves the right to offer a partial mass refund in the event Fairfax County Public Schools cancels the event. There will be NO REFUND if the event is cancelled once the event has opened to the public.

 

PLEASE BE ACCURATE ON YOUR APPLICATION

Select your vendor and merchandise category carefully and accurately. We host a Handmade Vendor Craft Show, however we do accept a limited number of manufactured product vendors.

 

WHAT IS A HANDMADE VENDOR?

If you design your products and the final assembly of your products are 100% by hand, you are a Handmade Vendor. If you use manufactured products to create your own product, you are considered a Handmade Vendor. For example, if you design tie-dye t-shirts, you are a handmade vendor even though you did not sew the t-shirt.

 

WHAT IS A MANUFACTURED PRODUCT VENDOR?

If your product arrives to you already created and you do not do anything to upgrade or change it, you are in the Manufactured Product/Direct Market category. All Direct Marketers such as Mary Kay Cosmetics, Tupperware, Pampered Chef etc. are considered Manufactured Products. All supplements, diet items, or pre-made (by a third party) food/drink are considered Manufactured Products unless you do something to change/upgrade the product.

 

Handmade Example - Evergreen branches the vendor uses to make a wreath and decorates to reflect a holiday theme OR a purchased evergreen wreath that is decorated by the Vendor to reflect a holiday theme.

 

Manufactured Product Example - An evergreen wreath that arrives to the Vendor complete with no additional design or upgrade.

 

Direct Marketers - We only allow one vendor per specific business. We no longer use first come, first served for Direct Market vendors. Booth spaces for Manufactured Products and Direct Market businesses are extremely limited. We will do a random draw of ALL Direct market vendors. Once we draw a specific business, such as Creative Memories, no other vendor selling Creative Memories products may participate. We do not have room for one vendor from every Direct Market business so we will draw names until the available booth spaces are filled.

 

Vendors may only sell products/services in the categories they select on the application. Vendor booths will be checked to ensure compliance.

 

If you do not see a category for your product, email craft@southcountyptso.org BEFORE submitting an application.

 

COMPLETING THE APPLICATION

ALL vendors, even returning vendors, must submit photos of the products they plan to sell. If you have photos of your booth setup, please send those too.  Applications will NOT be considered until photos are received at craft@southcountyptso.org

Put "Photos from Your Business Name" in the Subject Line.

Be sure to include your name and business name in the email. 

Attach photos in jpeg or png format. PDF files, Zip files, or other types of files will not be accepted. Rename each photo to reflect your business. For example, "XYZcrafts1" and "XYZcrafts2".

 

This will be our first time using a 2-step application process so please bear with us as we work out any kinks that may come up. Our goal is to expedite the application process so we can select our vendors, collect payment, and sell out the show! We are a small volunteer committee. We work full-time and like you, have many family and community obligations. Most of the time, your email inquiries will be answered in the evenings within 48 hours of submission. It helps us when you send an email with your Business Name in the subject line or in the body of the email as we need to locate your application before answering your question.

 

VENDOR ACCEPTANCE

We will send out acceptance emails as soon as we finalize the list of vendors in any given category. Not all vendors will be notified at the same time. When a category is closed, we will notify the accepted vendors in that category. All accepted applicants will receive an acceptance email no later than mid-September with a link to make payment of the Vendor fee. At that time, you will be able to place an order to rent tables, purchase Bonus Marketing, and request a specific type/location for your booth. If you receive an acceptance into the show, you will be given 10 days to accept and make payment. If you do not make payment within 10 days, your spot will be offered to another vendor. When you accept and make payment, NO REFUNDS under ANY circumstances will be made. PLEASE DO NOT EMAIL ASKING IF YOU HAVE BEEN ACCEPTED AS A VENDOR!

 

If you have any questions, please send an email to craft@southcountyptso.org.