Dear Vendor,

I hope you are warm and well. It is time to start thinking about Garden Fair! This will be our 31st year for this wonderful event that always occurs on Mothers Day weekend, and this year is May 8-9-10.



New This Year:

                Vendor spaces will not be held if payment is not received unless arrangements are made in advance.


                There will be no deadline extension this year.  The due date for vendor forms and

payments has already been extended to a later date. (March 18)


Certificate of Insurance (COI)- In addition to listing the Foundation of the State Arboretum as the Certificate Holder, you must also list the University of Virginia as Additionally Insured.  Please use the following wording:

“The Commonwealth of Virginia and the Rector and Visitors of the University of Virginia, its officers, employees and agents.


Please note:

Vendor Appreciation Dinner-We hope you will enjoy our fourth annual Vendor Appreciation Dinner on Friday, May 8. Like last year, we are going to offer a boxed meal, available for pick up at the Membership tent at the beginning of Preview Night. Meals are not delivered to each vendor.

Each vendor is entitled to up to two meals. If you have more people working on Friday night, please contact Koy Mislowsky at 540-837-1758 Ext. 246. (You must RSVP for the boxed meals on the Garden Fair application. If you do not, we will not have food available for you to pick up.)

Attention Food VendorsBecause our Foundation serves food to our members at Preview Night, food vendors are not required to be open during Preview Night but may open if they wishHowever, all vendors including food vendors are required to be set up by 5 pm on Friday.


All vendors must submit the following paperwork by March 18, 2020 in order to participate:

o    Completed, signed, and dated Application

o    Signed and dated Guidelines

o    Payment for booths, electric service and/or tables.

o    Certificate of Insurance, required for those selling goods and services. Must cover May 8, 9 and 10, 2020 (New requirement listed above or see guidelines #6) due April 6, 2020.


A late fee of $10.00 is charged if your application and payment are received after the final deadline. Your booth is not truly confirmed unless we have received your payment.


Hotel AccommodationsFor your convenience, we have worked out arrangements with the Fairfield Inn & Suites. The rate sheet is available in this packet.


Please read the guidelines carefully as we have made some changes. We want this to be a fun, fair and profitable experience for all.


Again this year, we have the option to complete your application using an easy email form, and pay via secure credit card process. Find Garden Fair info and links at the top of this pageYou may also complete the printable form and mail.


Please note all vendors with oversized vehicles, trailers etc. must set up on Thursday. We want to make sure those with larger vehicles are able to get onto the field and into their vendor space without incident.


Remember, the deadline for applying this year is Wednesday, March 18, 2020. We always have a waiting list for Garden Fair so please register early. Garden Fair 2019 was hugely successful because of you, our fabulous vendors! We look forward to another great event in 2020!




Call if you have any questions about the applications, guidelines or about Garden Fair in general. Best wishes for a peaceful winter season. I look forward to spring and hope to see you at Garden Fair!



Linda Conrad, Garden Fair Vendor Coordinator

Phone: 540-723-4910 | Email:

Koy Mislowsky, FOSA Events & Volunteer Coordinator

Phone: 540-837-1758 Ext. 246 | Email:

 Sue Ridley, FOSA Administrative Specialist

Phone: 540-837-1758 Ext. 224

Office Hours: M-F 10-4| Email: