Vendor Information

Welcome vendors!

We strive to bring you quality opportunities for you to promote your business and sell your wares.

We are always looking for vendors willing to present in a professional way, bring their cooperative attitude as well as their enthusiasm! We specialize in gated communities during season but do have some events in the off-season as well.

Always email your scheduling requests to or use the Registration Request button within the event on the Vendor Calendar page. Texting, Facebook message and phone messages only manage to confuse things. Asking to be scheduled for an event while at another event will not guarantee your space either. Our focus is on the event at hand – so always, always, always email your requests so we can follow up with you!

Please refer your friends. We look for artists, crafters, authors, business owners and more – for all kinds of event styles!

Events vary. Sometimes you will need your own table and sometimes they will be provided. Some events are indoor but we will specify if an event is outdoor and whether or not a tent is required. If the show is outdoor and requires a tent, we do have 4 tents available for rental with the intention of helping those who have physical difficulty of handling their own tent. The tent rental as of January 1, 2022 is $25 and needs to be paid along with your vendor fee.

If it is an indoor event, you are paying for a single space – generally 8′ x 6′. This will accommodate a 6′ table with a 4′ table in an L configuration. Racks or other requests need review prior to the event. If you need more space, you may want to consider 2 vendor spaces. To make sure you have secured 2 vendor spaces if desired, request 2 spaces and a double fee will apply. Cloth table covers to the floor are required to camouflage totes, bins or carts. Anything that does not fit under your table, must be stored in your car. Any residents participating as vendors are expected to follow the same guidelines as outlined for all other vendors.

Vendors register for themselves and their product line. If you have more than one product line, please identify which product line you would like to show when you send in your registration request.

Vendor space is generally not shared – the exception might be if there is an outdoor event requiring a tent, 2 vendors may choose to share the space, but each vendor is responsible for paying a participation fee.

Please make your payment when you register for an event – payment options are listed below. Your payment is expected to reserve your space. If something happens that your availability has changed, please email us to let us know so we can update our records. If you do not update us and you assume you can just drop off the schedule by not paying an invoice, please know you are risking future registration requests. If payment is not received, you will be removed from the schedule and we will offer your space to someone on the waiting list. A notation will be made of your non-payment status. There are no refunds unless we need to cancel the event for some reason. There are no transfer of fees paid to another event. When we schedule you, we are counting on you! Your cancellation means we have extra work to do to fill your space!

Set up emails go out in the days leading up to an event – that will have particulars about that event – including location address, where to unload, proper attire for the location or event style and other details.

There will be directives as to your attire for the event.

Casual can be shorts and tees. Business Casual should be no tee shirts, collared shirts only for men, no tennis shoes. Dressy can be dressy slacks for the ladies, skirts or dresses. Men should have collared shirts or button-down. No cargo pants. Gentlemen should never have hats on inside. In all cases – clothing and shoes should be clean and neat. No revealing clothing please.

  • If it is noted a No Denim Policy – please respect the community’s guidelines.

Smoking is not allowed under any circumstances at events – this includes e-cigarettes!

No children should accompany you to an event.

No pets (even service animals) without prior approval by the community or venue in which we are working. We generally are working on private property so yes, they have the final say!

No early breakdown unless instructed by Karyn’s Vendor Events. If you have a need to leave early that you would like us to consider, please bring this to our attention before the day of the event!

Your equipment (tables, chairs, fixtures) should be clean and safe for guests and other vendors around you. Table covers should extend to the floor/ground so no travel totes, bins or carts are visible.

Tents if needed, require a minimum of 25 pounds of weights per tent leg. You may have as many tables inside your tent space as is safe. Do not assume additional tables or signs can be set up outside the tent.

Very important – We expect professional behavior and a cooperative effort to follow the rules and directives of the community as we know them, responding to the requests of the coordinator or lead vendor at the event, respect for your fellow vendors, and a positive support of the event you are participating in. Your personal business or vending business should not be discussed in front of residents of the private communities. All questions, comments, complaints, suggestions, and conversations about an event needs be brought to Karyn’s Vendor Events. Behavior outside these guidelines can cost you your space and a forfeiture of your fee.

FOR QUARTER AUCTION EVENTS – please see the following outline for vendors. Also, the quarter auction page has a summary of what a quarter auction looks like from the guest’s perspective!

  • Bring a table cloth for your display table if tables are provided (you will be notified if you are required to bring your own), 2 auction items (MINIMUM value $25) and one door prize item. (Quarters bid on your items will come back to you to help offset the cost of doing this marketing event). Value of the door prize can be small $2-$5 – even mini size of your product is acceptable.

Some Quarter Auctions are open to the public and we appreciate you inviting friends and supporters out to experience a quarter auction and to support the charity.

  • Private events means we are in a gated community and the community promotes the event. We do not invite the general public to these events!
  • Have all your supplies on hand including a non-fitted table cover, business materials, contact information sheets, order forms or receipts, cash to make change and/or ability to take a credit card. A small stamp will work for “signing” the door prize slips, a container for your quarters.
  • Have an idea of your auction items and door prize. You may want to change up the auction items after you are able to read the room and determine product overlap with other vendors. Present items that are uniquely yours. Remember you are representing your business – if you cheapen your auction item and try to Wow guests with dollar store items – they will know it. Consider your presentation.
  • Prepare your personal introduction so it is professionally presented. Dress appropriately for the event.

~Plan to arrive at the venue at the appointed set up time with your table ready for business by the time doors are open for guests.

~Setting up your vendor table. Depending on the venue, you may need to erect your table. Some venues set up for us, others do not.

~The guests will arrive to purchase their bid paddle (or paddles!) from the charity for $3 each, and have opportunity to buy 50/50 tickets. Guests will begin to make their way around all of the vendor tables. The vendor shopping will proceed until ½ hour past doors open time, at which time everyone will find their seat and get ready to bid!

~Door prizes. You will be given a table number. Guests will receive a slip requesting their email information and designed with numbered lines that will correspond with your table number. Guests will visit each vendor table and you will “sign-off” on the line corresponding with your table number. When the guest has collected all the signatures, they turn the slip in for a door prize drawing at the end of the evening.

~Bidding is simple. This will be explained prior to the event or go to for more information and FAQ

~Public events only – Support the charity and your fellow vendors by renting a paddle and playing along! You would like their support too, so reciprocate! Private community events we are not allowed to play – this is for the residents only.

~When it’s your turn to present – be fun & energetic! Introduce yourself and your company. Describe your auction item, give its retail value and indicate the number of quarters you are asking for each bid.  Show off your item and make sure NOT to leave the stage until you’ve collected all your quarters. You will bring your item directly to the winner. Every vendor will have TWO AUCTION ITEMS and one door prize.

~Be prepared with a thought-out description of your auction item.

~You are responsible to help with cleaning up and restoring the venue to how it was presented to us. Do not leave early – you could forfeit future opportunities.

In summary – It is just like a regular cash & carry event only 2 of items you choose will be sold in the auction to the bid winner. The only donation you are asked to make is a door prize which can be a sample or other item, something small with your business card. Your table display will include your items available for sale during the event.