The Robinson Marketplace
Saturday, November 14, 2015 from 10am – 4pm
James W. Robinson, Jr., Secondary School 5035 Sideburn Road, Fairfax, Virginia 22032
The Robinson Secondary School PTSA invites you to participate in our upcoming indoor market, The
Robinson Marketplace. Unique to Northern Virginia high schools in the Fall, our Marketplace will provide a
diverse offering to our school and local community through its mix of Hand Crafters, Home Based and Small
Boutique Businesses, Specialty Food and Farmers Market Vendors. We are actively encouraging our Booster Clubs
and Student Organizations to participate in the Marketplace by selling their traditional and new fundraising items.
We are also fortunate to have many Robinson Parents professionally involved as Crafters or Home Based Business
Owners. There will be No Admission Fee for this show, and we will have eager students ready to help you unload
and reload your show supplies. An upscale Silent Auction and Raffle will run throughout the day with gifts
donated from our generous local community and vendors.
Proceeds from this show will support our current and future PTSA student and faculty programs.
James W. Robinson, Jr., Secondary School is one of the largest in the state of Virginia with approximately
4,000 students. It is only 1 of 4 Secondary Schools in Fairfax County (grades 7-12) and is located on Sideburn
Road, just south of Braddock Road, near George Mason University’s Patriot Center. It is approximately 5 miles
west of the Capital Beltway (Route 495, Exit 5 west, Braddock Road).
Attached to this letter are show rules, an application, a Waiver, and a Volunteer Commitment Form for
Student/Booster Groups. Please note that you must return the Application, The Waiver, your Volunteer
Commitment Form (For Student/Booster Groups Only), your show fees, photos of your items (emailed photos
preferred as these can be used for Facebook advertising) or a catalog, and a self addressed stamped envelope to
be considered for this show. Applications received by Friday, May 8th, 2015 will receive the early application rate
(2015 Robinson PTSA members $65), (All Other Applicants $75). Any application received after Friday May 8th,
2015 (2015 Robinson PTSA members $75), (All Other Applicants $85). Please make copies of the application and
the waiver for your records. Applications will be accepted until slots/categories are full.
We are not a juried show, but we reserve the right to limit the number of exhibitors in each category to
create a balanced market environment and ensure success for all participating vendors. Therefore, Vendors will
not be selected solely on a first-come-first-serve basis. Popular categories, like jewelry, do fill early.
All applicants who reply by May 8th, 2015 will be notified of their status in the Marketplace by June 30th.
Applicants who apply after May 8th will be notified based on the availability in your category. Please make sure
that you include an email address as well as the self addressed stamped envelope. If your category has already
been filled or we have already accepted another vendor who sells the same product that you do, your check and
photo’s will be returned to you. Once your application has been accepted, no refunds will be given. Further show
details concerning: advertising, the day of the event, and electrical requirements will be mailed and/or emailed to
you upon acceptance of your application into the show and before the show date approaches in November.
If you have any questions concerning the show, please do not hesitate to email me at
[email protected] The Robinson PTSA looks forward to working with you!
Sincerely,
Ingrid Calarco
The Robinson Marketplace
Rules, Guidelines and Pertinent Information
Dates and Times:
Friday, March 20, 2015 Applications made available to 2014 Marketplace vendors first via email.
Friday, April 10, 2015
Applications made available online to new Vendors at www.robinsonptsa.org
Friday, May 8, 2015 Application Due for Discount Rate (Acceptance after this date dependent upon availability).
By June 30 all notified with May 8 application Submissions. After this, Notified upon receipt and availability.
Saturday, November 14, 2015 7-10am Vendor set up
10am – 4 pm Robinson Marketplace open to the Public, Free Admission
4pm – 6pm Vendor Breakdown (all vendors must be out of the building by
6 pm due to evening programs in the school – thank you.)
Application and Fees:
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Each space measures 10 feet wide x 6 feet deep x 6 feet high. In most cases, there is not a buffer space between
you and your neighbor. There is a limit of 2 spaces per Vendor. Two vendors can share one space, but both vendors
must fill out the application together. An individual waiver must be received for each business and both waivers
must be mailed with the joint application along with 1 space fee sent for the joint space, pictures/catalogs/websites
of both businesses items and a self addressed stamped envelope for both.
Standard Vendor Space rates will be $75 if application received by May 8th ($65 PTSA rate) – After May 8th rates
increase to $85 per space ($75 PTSA rate). Current Robinson PTSA members for 2015 will be given a discounted
rate of $65 per space if application received by May 8th– After May 8th rates increase to $75. Thank you for your
membership!
All student Organizations, Clubs, and Boosters Clubs will be given a free space to sell a specified item or service to
raise money for their group. In exchange for this free space, we ask your group to provide volunteer hours to The
Marketplace. Please see the Volunteer Commitment Form for additional details. Free table use is included with
your space if you like. These tables are cafeteria tables that fold in the middle. They are owned by Robinson and are
12’ long. Groups are also welcome to bring in their own tables or display media. An Adult Sponsor must be present
at all times throughout the day.
Vendors are welcome to bring their own Tables, stands, display racks, lattice, easels, and other display items as long
as they fit within your designated space. Members of the show committee have the right to ask you to move or
remove display items that we feel could cause a dangerous situation. All tables must have a table cloth or be
draped to within 1 inch of the floor.
WE NO LONGER RENT TABLES. We are sorry if this poses an inconvenience. Please start looking for sales now or
ask family / friends if they have a table you can borrow.
All displays must stay within your designated space. Please keep your space appealing by hiding extra boxes,
merchandise, and debris under your table, or remove it from your space before the doors are opened to the public.
Electricity is in extremely limited supply in the main Hallway of the school. Most of the limited plugs are on the left
side of the hallway. The Main Hallway is 25 feet wide and well lit. We will make sure that all available lights are
turned on for the show. If you do absolutely need electricity to display your wares, please get your application in as
soon as possible. Date stamping for this request Will count. The fee will be $25 per vendor and you will be
responsible for extension cords, powers strips, and by state law covering the cord to prevent injury. For this $25 fee,
we will make sure you are as close to the plug as we can get you, and that you have exclusive use to the single outlet
you pay for so the circuits don’t blow.
Photos of your work/ a catalog/ website: Please include a photo(s) of your work and display set up,(emailed photos
can be used on our facebook page – send to [email protected] ), a copy of your catalog, or a link to your
website. (A Business Card is also helpful). The photos / catalogs/ website will help us determine what you have to
sell and will assist us in table placement so that we don’t put 2 like vendors next to each other. Please label all
photos, and they will be returned to you in your self addressed stamped envelope. Due to a limited budget, we do
not have the postage to return all catalogs to you. If you really need it back let us know and provide a return
stamped envelope for it. Thank you.
Other pertinent Information:
*Each vendor is responsible for collecting and submitting Virginia Sales Tax under your own tax number.
*All Vendors who are selling food or food items must provide a copy of their license from the state.
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All spaces must be completely set up by 9:30 am Before the doors open to the public at 10 am.
All spaces must remain set up with personnel in the space until 4 pm when the event finishes.
Vendors are responsible for cleaning up their display area before leaving, and we ask that all
displays be removed by 6 pm due to evening programs.
FCPS, Robinson Secondary School, Robinson PTSA, or any of its agents or volunteers will not
accept responsibility for lost, stolen or damaged items nor will they be held responsible for any
financial commitments and/or obligations undertaken by an individual, business or organization.
No smoking, alcoholic beverages, pets, or unsupervised children are permitted. No open flames
can be used in the building (even if you are selling candles or oil lamps).
Advertising:
We will publicize the Robinson Marketplace in local and surrounding publications to
include:The Washington Post, The Fairfax Times, in print and online, The Burke Conservator. We will
advertise on our facebook page and PTSA website. We will distribute flyers and Posters to our target
markets in our local business areas and to all of our 5 feeder schools and local preschools. We will list
our event on several relevant websites. We will also provide you, our vendors, a PDF downloadable flyer
to send to your customer base. We will flood our local area with road signs several weeks before the
event at all major intersections. In short we will make every effort to widely publicize this event to
ensure its great success.
Inventory: If you are a Home Based Catalog Business please have actual inventory to sell
on your table. The whole concept of a Marketplace is to be able to walk away with
something in your hands, and not just a slip of paper for an item coming in the mail.
Shows present risks for every vendor who carries inventory, but also some of the greatest
rewards. We are not creating one giant home shopping party, but trying to recreate that
feeling of a weekly market in Europe. Help us make the Robinson Marketplace into the
anticipated event of the year!
Can you contribute to our Silent Auction or Raffle? Even now we are soliciting local
businesses and corporations for help to make our Silent Auction and Raffle a success. We
will be selling Raffle tickets to our school community starting several weeks before the
Marketplace and tickets to the local community attending on the day of the event. These
will be drawn all throughout November 14th. Bidding on Silent Auction items will also take
place throughout The Marketplace and winners announced by 3:30 pm. Can you donate
an item or items with a minimum value of $15 to help us raise funds for our entire school
community? Please let us know on the application. Thank you in advance for your
generosity!
Application for
The Robinson Marketplace
Saturday, November 14, 2015 from 10am – 4pm
James W. Robinson, Jr., Secondary School 5035 Sideburn Road, Fairfax, Virginia 22032
If 2 vendors , and not enough room, please use the back of this page to list additional information. Thank you.
Name(s)______________________________________________________________________________
Name of Business(s)____________________________________________________________________
Address_______________________________________City____________State_____Zip____________
Phone number________________________________Cell Phone___________________ ____________
E-Mail(s)______________________________________________________________________________
Website/ETSY Site______________________________________________________________________
Business Facebook Page_________________________________________________________________
Description of Crafts or Items for Sale: (Please list brand names and include photos of your work, or a
copy of your catalog with the application.)_________________________________________________
_____________________________________________________________________________________
Are you a current Robinson PTSA Member? _______Parent or Teacher?________
Space Fees: (Spaces are 10 feet wide x 6 feet deep. Maximum 2 spaces per Vendor)
* 2015 Robinson PTSA Registered Members $65 per space by May 8th (After May 8th $75)
Robinson Booster Club, Student Club, Student Organization (Please see Volunteer Commitment Form)
All other Vendors $75 per space by May 8th (After May 8th $85)
Electricity: (electricity in the main hallway is in extremely limited supply. All areas are well lit. Requests will be considered based on
the date applications and payments are received).
I will need Electricity (You will be responsible for all extension cords, power strips, and by state law covering all exposed
cords to prevent injury). Electricity Fee: $25
Total fees = # 0f Space(s)___x Space Fee_____ + Electricity_____=________________
PLEASE MAKE CHECKS PAYABLE TO: ROBINSON SECONDARY SCHOOL PTSA
I would be happy to help the school by generously contributing items(s) valued at $15 or more to be used as Silent
Auction or Raffle prizes. Please bring these items with you when checking in on the morning of November 14, 2015.
Thank You! Description of item(s) to be donated so that we can list them online to advertise your business:
__________________________________________________________________________________________________
I have read and understand the Robinson Secondary School PTSA Robinson Marketplace Rules and Regulations and I agree to
abide by them. I hereby release Robinson Secondary School and the Robinson PTSA, their agents and/or representatives, the
show committee, other volunteers, and FCPS from and against any and all liabilities, loss, costs or damages of any kind or
nature arising out of or in connection with this show (if more than one business intends to share a space, both must sign).
Signature(s)_________________________________________________________________________ Date:_____________
Mail all applications, fees, photos, catalogs and a self addressed stamped envelope to:
The Robinson Marketplace
5765F Burke Centre Pkwy. #190
Burke, VA 22015-2233
(Thank you Judy Reamy, Robinson Parent and Burke UPS Store Owner for your generous donation of the UPS post box!)
Please consider your situation and sign one of the following options. No application will be considered
without a signature.
WAIVER
We, the vendors who participate in the Robinson Marketplace, are very grateful to all of the Robinson
volunteers. They work tirelessly to help us unload our displays and then load again afterwards.
Therefore, I understand that the volunteers (student or adult) WOULD NOT be held responsible for any
accidental damage.
(If two vendors share 1 space, both must sign a form)
I choose to accept the volunteer help, and do so at my own risk
____________________________________________________
Vendor Signature
Date
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Vendor Printed Name and Company Name
OR……..
I choose NOT to use the Robinson volunteers to assist me.
_____________________________________________________
Vendor Signature
Date
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Vendor Printed Name and Company Name
Volunteer Commitment Form for Robinson Groups
It is the goal of The Robinson PTSA to raise money to benefit our entire Robinson Student, Teacher, and
Parent community by hosting this fundraising event. Additionally, we are happy to give your individual
group the opportunity to raise your own funds. We do have expenses for this event which we agree not
to pass along to you for the use of your free 14 foot space and 12 foot table. However, in exchange for
this opportunity, we request that you help us by Donating a few hours of your time before the event.
In previous years we have asked for 6 hours of volunteer time per group to help us make this event a
success. This year we would like to try something different. We know that you are all busy and give a
lot of your time already.
We need your help requesting donations of Goods and Service from our local area Merchants. We ask
that each group choose 1 area shopping center from a designated list. We estimate that this activity
should take about 1 hour to ask merchants for contributions, and possibly another 1 hour closer to the
event to collect merchandise. We will give you all of the forms and the script to use. This activity should
be Adult led and an Adult should be present with students at all times in the presence of Merchants, but
this activity certainly qualifies for student service hours.
Once you have submitted your group application and Volunteer Commitment Form, you will be
contacted by our Volunteer Coordinator Terri Snyder Min to choose your shopping center. Our greatest
success with this activity is after the start of the school year in September and early October. If you have
any questions at all please email Ingrid Calarco at [email protected] or call me at (703) 278
8208.
**We make every effort to advertise, but depend on you and your group to help us spread the word of
this Free Event. We encourage you to email your club members, use your club Facebook account,
Website, advertise on Good Morning Robinson and your local Community Association newsletters to
help promote the sales of your items at The Robinson Marketplace. Ask your members to spread the
word to their local family and friends. We need to use all of our resources to help each other succeed.
Thank you!
**All Student Group Spaces must have an adult sponsor present throughout the entire day.
Name of group:___________________________________________________________
Group Sponsor:___________________________________________________________
What you intend to sell?:___________________________________________________
Contact telephone number:_________________________________________________
Contact email:____________________________________________________________
Group Website/Facebook Page:______________________________________________
Signature:____________________________________________Date:________________