Vendor Information

Hi there!

This page will lay out as much information as possible about being a vendor in the Pride, Not Prejudice Market.

Format

This is a 4 day digital market with consolidated shipping.

It will run Thursday, April 22nd from 5pm to Sunday, April 25th at 6pm.

The market will feature a diverse selection of vendors. Shoppers can view listings in three ways. First, they can browse the entire collection of listings as a communal market place. Second, they can browse by category of item. Third, they can choose specific makers/vendors from a list and see the items from that maker.

What is consolidated shipping?

Consolidated shipping is what makes this market different from most online markets. It is also one of the reasons this event is limited to 4 days.

In short, shoppers will be able to add items from all makers to their cart and check out in one transaction – and only pay one (flat-rate) shipping fee (or selection FREE local pick up). The items will then be collected in the week following the sale, sorted into orders, and shipped out in one package per order.

This saves on shipping costs (and the environmental impact) – encouraging shoppers to buy from multiple vendors, as they do not incur additional shipping or handling fees for doing so.

Cost

Participation fee: $50 (sliding scale available)
Commission: 15% of sales (will not be charged if sales are under $100)

Why is there commission and a participation fee?

The participation fee will cover static costs such as the website and shop fees, programming needs, advertisement, promotion, honorariums for the selection committee.

The commission fees will cover payment processing fees, 2.5% (of net sales) towards community charitable causes, packing materials and any extra shipping fees that are not covered by the flat rate.

Any remaining funds will be compensation for the time and labour of the show organizers.

Who Can Participate?

The Pride, Not Prejudice Fair is focused on anti-oppressive activism and ideals. The goal is to highlight feminist, queer, disabled, racialized, and other marginalized makers, artists, and brands.

Applications are open to all makers and creators with products, brands, or identities that fit within that goal, mission, and objective.

All makers must be willing and able to physically transport (or make arrangements to get) their products to the Central Hub (located near St Laurent Mall) or to one of the localized drop off windows (discussed more in depth below).

Vendors are NOT to rely on shipping for this part of the process as this poses challenges of the parcel not arriving (Canada Post in particular is struggling right now). The timeline to be able to get packages out to customers is tight – waiting on one vendor’s items that are stuck in the mail is not part of this timeline. (Exceptions discussed below.)

Due to this requirement, our focus is on makers and artists within the overall Ottawa area. We are open to applications from makers and artists from further away, such as Montreal or within Ontario as long as they are willing to still abide by this requirement – or, upon the discretion of the organizer, ship using a courier (we recommend Swiftpost). Any applicants outside of this area will be considered on a case by case basis and will need to agree to the shipping terms in order to avoid delays in the fulfilment of products.

Due to our goal to provide consolidated, flat rate shipping, certain items will not be accepted.

Products not accepted:

  • Prints/artwork/objects larger than 14″ x 14″ (unless it can be rolled with a width of less than 14″). No items are to exceed 14″ in any dimension.
  • Overly fragile items (examples: large clay or glass pieces). Mug size and smaller pieces are okay as long as you recognize you need to pack them padded and protected.
  • Perishable items or items sensitive to temperature fluctuations during shipping. Packaged, shelf-stable food is welcomed.
  • Digital items (however, if you have a “freebie”, we will be making a page featuring these free downloadables).
  • Customizable items (in order to ensure quick turn around).

Application Dates

Earlybird Application Deadline: January 31, 2021 @ 11:59pm.
Earlybird Vendor Notification: by Feburary 5, 2021.
Application Deadline: March 7, 2021 @ 11:59pm.
Vendor Notification: by March 11, 2021.
Vendor Fee Payment Deadline: April 5, 2021.
Public Vendor Announcement: April 7, 2021.

The earlybird deadline is a new feature this year in order to allow for vendors who are interested in confirming their participation to do so as well as to provide this interested in taking part in the collab feature more time to get organized.

Taxation

We will be collecting taxes on items (unless they are exempt classes, please let us know). It is your responsibility to ensure that your pricing conforms to your needs as a business.

Listings

As this is an online show and we are looking to cultivate a manageable number of listings, both for the benefit of the data entry and for an overall shopping experience. As such, vendors are limited to 30 listings.

Listings can have 2 variant groups. For example, one listing (a knit hat, for example) could have colour (red, orange, yellow, green, blue). We are not strictly limiting the number of variants per listing, however, we do recommend keeping this number reasonable (7 or less) as it can be overwhelming to shoppers. That said, we leave the final decision for this in your hands.

Personalization boxes for pronoun and pride flag related items. Due to the fact there are many pronouns used and five pride flags/identities that exist we are able to offer personalization boxes for listings of this type. You can either have all the available options as variations or can have a personalization box where shoppers can write in the flag(s) or pronouns they would like. Please make it clear in your listing photos/description what the options are – drop off deadlines will still need to be met. Please note that this is only for items of this type. We are not allowing personalized items (such as having a name added) in order to ensure turn around.

Vendors must submit their listings using this guide according to the dates below. Those submitting by the Early Bird listing deadline may submit 5 additional listings.

Collab Features: We’re trying something new this time, read more here.

Early Bird Listing Deadline: March 31, 2021.
Listings Deadline: April 7, 2021.
Collab Listing Deadline: April 14, 2021.

We are providing ample time between this deadline and the show to allow for entry, verification, and tweaks as necessary. While listings will not be able to be changed, we will have flexibility to adjust quantities within reason.

Due to the listing limits, it is suggested that vendors consider prioritizing works that can be listed with a quantity (prints, things you have multiple of, etc) for at least some of their listings in order to ensure success.

In past shows, vendors with numerous listings have shown to be more successful. More listings means more exposure to shoppers as they search the site, which has, in our experience, led to more sales. We encourage all vendors to have at least 15 listings.

GUIDE: Submitting Your Listings
(once accepted)

Sale Notification

Vendors will receive an email notification each time an order is placed containing their items. This will allow them to begin packing orders should they so please.

Additionally, after the show has closed (Sunday night), vendors will receive a comprehensive spreadsheet that will list all their items and orders.

Packaging

When dropping items off at the central hub, it is incredibly important that items be well packaged, bundled, and labeled. This will ensure that customers receive their whole, complete order in a timely manner and in turn ensure that vendors receive their payouts as quickly as possible.

Please read the Packaging Guidelines for more information.

Should products be received in a state that does not follow the guidelines, the organizers reserve the right to ask the vendor to fix the problems or to issue a refund to shoppers and return the products to the vendor. No refund of the participation fee would occur should this be necessary.

Drop Off

Items must be dropped off on or by Saturday, May 1, 2021. We will have someone at our home to receive your organized, packaged, and labeled orders between 8am and 9pm. If you wish to drop off earlier in the week, please contact us so we can work out an arrangement.

Vendors are to bring all sold items to the organizers. Items are not to be given to shoppers piecemeal, even if the shopper is known to the vendor. Over 95% of orders from the fall fair consisted of more than one vendor’s product. Hand delivering product outside of the consolidated structure creates additional work for numerous parties, prevents the organizers from being able to ensure orders are complete, and takes away from the streamlined experience we are working to create for the shoppers (including the show wide thank you notes, potential gift bags, and other things that can only come from interactions with the hub). Further, in these special circumstances of a global pandemic, it increases the number of interactions the shoppers has from one to numerous.

We will be arranging additional, limited drop off windows in the East and West end as well as Downtown drop off window. These windows will be limited 1.5 hour periods prior to Saturday, May 1st. The organizers will sit in a parking lot, able to take drop offs of orders. These windows and exact locations will be announced closer to the time and in consultation with the vendors in these areas to choose locations most convenient to the largest number of vendors. These windows are an attempt to save folks long bus journeys or expensive Uber charges.

Shipping to Customers

All packages will be shipped with tracking using Canada Post, Swiftpost or through a local delivery service. The tracking will ensure we are able to guarantee delivery of packages.

Local Pick Up

Customers will be notified when their order is ready for pick up with the address and the time slots available for pickup (as well as a reminder to wear a mask for pick up).

We are going to have additional local pick up options for shoppers this time! This is still under development, but we have one confirmed location and (hopefully) more to come!

Returning Vendors

If you took part in our fall craft & community fair – thank you for considering joining us again! To keep things fair and organized, we do ask that you apply again through the standard application form.

We put work into revamping the listing submission process in order to make it more straightforward. This has allowed us to offer an additional variant and less restrictions of the number of variants. However, this change does mean that folks will have to resubmit their listings in this new format. We know this is less than ideal for returning vendors, but we wanted to improve the process overall.

We ask that returning vendors feature at least 10% new listings/products. This is with the goal of ensuring that the fair has new, fresh items for shoppers to explore.

What’s different from last time?

  • Gift Bags: Instead of being for the first 25 orders, which cause some folks to rush to check out with only one item in their cart, the 25 gift bags will be assigned to orders randomly.
  • Local Product Drop offs: We are going to have an opportunity in the East, West, and Downtown for folks to drop off their completed orders without needing to trek out to our place. The goal is to make things a little easier for vendors who are bus dependent.
  • Local Pick Up Points: We are working to find brick and mortar shops that will provide more options for shoppers to save on shipping. We have one confirmed so far and are diligently working to add to this list!
  • Sales Notifications: This year, vendors will receive an email notification each time their item sells. This notification will contain all the information needed to get a head start on completing orders for those who wish to have it.
  • Sunday Night +1 Hour: We have made the fair stay open one hour later on Sunday to accommodate those last-minute shoppers!
  • Collab Features: We’re trying a new way to foster community and encourage creators to work together! For more information, click here.
  • 2 Variant Groups: Last time vendors were limited to one variant group and only 5 variations. We are happy to now offer two variant groups and greater flexibility with the number of variations per group.

Accessibility & Concerns

If you would like to discuss any of this, have questions, concerns, etc. Please reach out to us at pnpfair@gmail.com or within the Vendor Facebook group (linked below). If you’d prefer to speak by phone, please provide your phone number in a message and we will arrange to call you.

Links

(Prospective) Vendor Facebook Group
Collab Feature
Packaging Guidelines
Submitting your Listings (when applying only submit ONE)
Application Form