INSTRUCTIONS FOR VENDORS
(Instructions updated for April 2011 Parkfairfax plant sale.)
Click here to download vendor instructions. (PDF format - 106 KB)
1. 100% Native
2. Vendor Fee and "Sale Results" Info
3. Discount for Volunteers
4. Vendor Arrival Time
5. Sale Start / End
7. Vendor Information and Brochures
8. Number of
9. Information to Confirm Before the Sale
10. Vendor "Sale Results" to Send After the Sale
12. My Contact Information
1. 100% Native:
All plants sold at the
Parkfairfax Native Plant Sale must be native plants.
Please do not bring
non-native plants to the sale. “Native,” in this case, means native to
North America. Hybrid native
plants are fine. (Please be sure
to label them as hybrids.)
To answer the question
verses non-native” for any particular plant, my first guide for identifying a
plant as one or the other is Newcomb’s Wildflower Guide by Lawrence Newcomb.
2. Vendor Fee and "Sale Results" Info:
base fee for vendors at this sale is $40.
This covers my costs of promoting, preparing for, and hosting the
sale. (It’s an increase of $20 from the
fee last spring.) The newest costs were
the purchases of 30 corrugated-plastic signs and several more used Radio Flyer
wagons, both of which I hope will help increase sales.
fee should be mailed in with your vendor “sale results” information after the
sale. (See item #10 below about the
“results” numbers after the sale.) I
consider the “results” critical to my management decisions and preparation for
the next sale, so submission of “results” should be considered part of your
vendor’s fee for attending the sale.
you do not wish to send “results” information along with the base fee, you can
choose to pay a penalty of $60 in addition to the base fee of $40 (for a total
of $100) to remain in good standing as a vendor of the Parkfairfax sale. Frankly,
given a choice, I will always prefer
to receive your “best estimation” of your “results” from the sale rather than get
a penalty fee from you.
pay the fee with a check made out to “Scott Knudsen,” and mail your check with a
completed “sale results” form to me at 3478 Gunston Rd., Alexandria, VA 22302.
3. Discount for Volunteers:
Vendors should give the volunteers working
at the sale a discount of 10% on their purchases at the sale. The volunteers will wear name badges clearly identifying themselves
as volunteers, and they will know to ask for a discount, so you will not have to worry about remembering who qualifies. Anyone
not wearing a volunteer badge should not get a volunteer discount.
The discount encourages volunteers helping at the sale to volunteer again at the next sale,
which is important since having enough helpers is crucial to the smooth running of the sale. Thank you for providing the
discount, which in this way promotes the continuation of the Parkfairfax Native Plant Sale.
4. Vendor Arrival Time / Setup:
should arrive in the parking lot by about 8 a.m. Earlier arrival is fine. Vendors with large displays should arrive
early enough to allow themselves the extra time to finish setting up before the
sale starts at 9 a.m.
spaces will be marked on the parking lot with flour. The corners of spaces will
be marked and individual
spaces will be labeled "A" through "N." See Vendor Setup Diagram to find your
and the letter that labels it.
your vehicle in your assigned space at the back of the lot however it best
fits, leaving room for your tables and display in front of it. Front edge of plant
displays should align
with front edge of the fenced riprap drainage area in the middle of the lot (shown
as crosshatching on the setup diagram behind the information tables).
point is to leave a clear, 20-foot-wide space for people to walk the length of
the lot in front of the vendors.
may set plants at front edge of parking lot on the grass between the lot and
the street. Set the plants on the grass,
not on the pavement, to avoid blocking the walkway. Regular tables should not
be used on the
grass, but low platforms are fine. (The
point is to let people easily see everything in the parking lot from the
sidewalk.) Leave room on the sides of
any display on the grass for people to walk through from the sidewalk to the
parking lot between the vendors’ displays.
If low platforms are used on the grass,
please do not let them extend onto the parking lot where they will block the
point is to have all displays (both on the grass and in the lot) visible and
accessible to people on the sidewalk.
5. Sale Start / End:
sale starts at 9 a.m. Vendors should
wait until about 9 a.m. to start selling, but it is OK to start selling several
minutes earlier if one has finished setting up and customers do not get in
another vendor’s way.
sale ends at 2 p.m. A volunteer will
walk around at 1:30 to signal vendors that the sale will be ending soon. All plants
must be removed immediately from all
borrowed tables at 2 p.m. (This is to
allow volunteers to gather and clean the borrowed tables to return them on
time.) Sales still in process can be
wrapped up afterward.
may still sell plants after 2 p.m. as they load their vehicles provided that this
activity does not block other vendors or volunteers from cleaning up or
I expect to be able to
provide every vendor who wants to borrow a table with at least one table. If you expect to borrow one or more
tables at the sale, please be sure you have gotten confirmation of this from me
Vendors who can do so
should bring at least one table to the sale to meet their most basic display
7. Vendor Information and Brochures:
The vendor list contains
information carried over from the previous list.
If any changes should
be made to information on it, please
send me an email with the subject “Update to vendor list” to alert me of the
Copies of the list will
distributed at a table at the sale, and the list will be available on the plant
For the sale, please bring
as much of your own information and brochures as you can, either to display or
to give out to people at the sale.
Having pictures of the
plants in bloom is the #1 thing I hear about from
customers at the sale. (I hear
both suggestions for more pictures and satisfaction that so many of our vendors
do display pictures.)
Outreach is a key part of the
mission of this sale, and the sale does draw a significant number of people who
are hungry for more information about native plants.
You should expect to
answer a lot of questions and to do a
lot of talking and explaining to interested customers.
Lastly, please remember to
have hybrid native plants clearly marked as being hybrid.
8. Number of Vendors:
vendors will attend the April 2011 sale.
All of the vendors have sold at the sale before.
9. Information to Confirm Before the Sale:
I will send each vendor
email confirming two pieces of information.
(a) Width of vendor
spaces: The vendor spaces in the
parking lot are all 20 feet deep.
(The width for the typical
vendor will be about 20 feet wide. A few vendor spaces will need to be
(b) Number of tables
needed: If you need more tables
than I have confirmed I can provide for you in the email, please contact me
immediately to tell me how many tables you will need.
10. Vendor “Sale Results”
to Send After the Sale:
the sale, each vendor should mail the following information along with the base
vendor fee to my address. (See item #2
above about the vendor fee and “sale results” information.)
How many plants total did you sell? (If you can’t say exactly, give
Of the plants sold, how many (or what
percentage) of total plants sold were perennials? Shrubs? Trees?
How many separate sales did you make? (Or how many customers did you have?)
What were your total gross sales? (This figure
can be rounded to the nearest $100.)
do understand that some vendors will have much more data to compile than others
and for some the task is a more complicated prospect, but those vendors can
choose to lean more toward providing their "best estimation" rather
than providing me with exactly accurate information.
information you will be providing me is a management tool, not an accounting
tool. I do use the total numbers of
estimated customers and total plants sold to trumpet to all the overall success
of the sale; but I also use the approximate total sales figure (which I don't
report to anyone) to make management decisions about the sale and how many
vendors it can support.
my reporting afterward, I will not share figures given to me by any one vendor
with anyone else. From the figures I
collect, I will report only the aggregates of total plants sold and the
collective total sales that were made.
11. Predicted Turnout:
weather prediction for Saturday is that it won’t rain and the temperature will
be in the lower 70s, which would be ideal.
I forecast the turnout will be approximately 1000 people, but that’s
mostly from a “gut” feel. I have three reasons
for my forecast:
(1) The sale in April 2010 seemed to
bring the highest turnout yet. I
“guestimate” that the turnout was about 800 or 900 people, comparing it to
customer traffic in past years for which I had fairly accurate tallies.
(2) My promotional effort this spring
has gone well. Notices of the sale will
appear in the Washington Post, the Alexandria Gazette Packet, the Alexandria
Times, and the Del Ray Patch online newsletter.
(3) If the weather will be good and the
promotional effort has gone better than before, the turnout should be at least
as good as it was a year ago—probably better.
12. My Contact Information:
#: (see emailed instructions)
best way to reach me the day of the sale is to call my cell phone. I will have
my cell phone with me and turned
on from now until the sale is finished.
If you have an urgent question, please call me any time of day.
will check my email regularly through the day and in the early morning a few
hours before the sale. If you have an urgent question, though, please call me
on my cell phone.
Click here to download vendor instructions. (PDF format - 106 KB)
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For more information, or to receive email notices of future events,
contact sale organizer Scott Knudsen.
If sending email, please put "native plant sale" in the subject
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