Winter Fair Table Signups

About this event

Winter Fair returns on Friday, December 11 , and we’re so excited to welcome our makers back to one of ORLA’s most loved traditions! Our gym and commons will once again be filled with handmade arts and crafts created by students, families, and teachers.

If you’d like to host a table this year, you’ll find all the information you need below. When you’re ready, just scroll down to the signup form at the bottom of this page.

How to Sign Up

Tables are reserved through our registration form at the bottom of this page. Read all the details, then scroll down and select a ticket for the table type you need.

Signups are open from November 16–December 4 . Please register within this window so we have time to assign tables thoughtfully and accommodate requests when possible.

After you register, you’ll receive a confirmation email, and closer to the fair you’ll receive your table number and setup details.

Event Schedule

• Vendor setup begins at 3:30 PM

• Fair hours: 4:00–6:30 PM

• Cleanup wraps up by 7:00 PM

Table Options

We offer three types of tables at Winter Fair:

Student Tables

• Our student tables are free. We’re requesting an optional $5 or more donation with student tables to help with the cost of hosting the fair. You can donate via the form below or donate cash in the ORLA office.

• Half of a full-size table (3 ft). For handmade items created by the student.

Adult Tables

• Adult Tables are $25 each and are for the many parents and friends who also enjoy selling their handcrafts.

• Full table (5–6 ft). For handmade items created by adult vendors.

• Adults may reserve one table during initial signups and may request a second if extras become available.

Teacher Tables

• Teacher tables are free.

• Full tables for classroom or club projects.

• Teachers will receive an email in late October with much more information about participating in Winter Fair. Please let us know if you need that information again.

Winter Fair Table Policies

All vendors must read and agree to our full Winter Fair Table Policies. You can find them below—please open and read each section—or you can read a PDF version here .

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1. What Can Be Sold

Winter Fair is an arts-and-crafts fair . All items sold must be handmade by the vendor.

The following items may not be sold:

• Retail goods or commercially manufactured items

• Donated items intended for resale

• Food items, especially those intended for consumption on site (per OSD policy)

If you are unsure whether your items meet the criteria, please contact the Winter Fair Committee before the event at winterfair@orlapta.org .

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2. Table Types and Sizes

To accommodate as many participants as possible and prioritize student involvement:

• Student tables include a 3-foot (half-table) space .

• Adult tables include a full 5–6 foot table .

• Teacher tables also include a full 5–6 foot table .

Please remain within your assigned table footprint. Even if a nearby space appears open, vendors may not expand into adjacent areas.

Additional displays :

Any racks or displays that fit on top of your table and within your allotted space are fine. Some locations also allow for a slim, free-standing rack or display placed directly behind the table. Not all tables can accommodate this due to spacing needs. Vendors who rely on a rack must note this during registration so we can place them appropriately.

In order to maintain accessibility, freestanding side tables, additional floor displays, or large external structures are not permitted unless specifically approved in advance.

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3. Table Sharing and Buddy Requests

We do our best to place vendors according to the information provided during registration.

Student Vendors

• Students may share one single student table (one half-table of a full adult table) by submitting one signup together.

• Students who want individual student tables may each register separately and request side-by-side placement to each be one half of the same full table.

• Student buddy requests are honored when possible.

• If a requested buddy does not sign up, obviously, we cannot place the student next to them. Including the first and last name of the requested buddy will help us match up requests more effectively.

Adult Vendors

• Adult vendors who are caregivers may request to be placed next to their student vendor. These requests are always guaranteed when noted on the registration form.

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4. Number of Tables

To ensure fair access:

• Student vendors are limited to one table .

• Adult vendors may reserve one table during the initial signup period.

• If additional tables become available closer to the event, they may be offered for purchase at the same price. Vendors can note on their initial signup form that a second table is requested, and those requests will be processed in the order they were received.

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5. Location Preferences and Accessibility

About the spaces:

• Gym : traditional tables; chairs are not included.

• Vendors are welcome to bring their own chairs

• We will be happy to provide chairs to those who require them for health reasons. Vendors should please note that requirement on their signup form.

• Commons : table-and-bench seating; benches are attached to the tables.

Vendors may indicate:

• Gym or Commons preference

• Display preferences

• Sensory or accessibility needs

• Buddy requests

• Other important notes

Vendors who have seating, mobility, or sensory needs, should please include this in their registration so we can place them thoughtfully. We will make every effort to accommodate these preferences within the constraints of available space and the overall event layout.

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6. Arrivals, Setup, and Cleanup

Setup begins at 3:30 PM .

Please note : This is 15 minutes later than previous years due to increased dismissal traffic.

Vendors who wish to pull through the carpool lanes to unload must wait until dismissal traffic has cleared. Commons vendors should unload at the school main entrance, and Gym vendors should unload at the gym entrance. Volunteers will be present to help provide directions, and a limited number of carts may be available for shared use.

Vendors should ideally be fully set up by 4:00 PM , when the Fair opens. Cleanup concludes by 7:00 PM .

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7. Money Handling

All vendors—adult, student, and teacher—are responsible for handling their own transactions. Any vendors handling cash should remember to bring change.

The PTA does not manage or process sales on behalf of vendors.

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8. Table Assignments

Table assignments consider:

• Vendor type

• Buddy requests

• Accessibility needs (for both vendors and visitors)

• Space preferences

• Overall layout, flow, and emergency access requirements

Assignments are final unless there is a clear error. If something seems amiss on Fair day, please speak with a Winter Fair volunteer before making any adjustments.

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9. Expectations for Conduct

We ask all vendors to:

• Follow instructions from Winter Fair volunteers

• Respect shared space and neighboring vendors

• Use only the table space assigned

• Keep aisles and exits clear

• Maintain a welcoming and positive environment for families and students

Failure to follow these policies may result in being asked to adjust your setup or, in rare cases, relocate.

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10. Agreement

All vendors must agree to these policies during the registration process. This helps us keep Winter Fair safe, fun, and successful for all participants.

For questions, please contact: winterfair@orlapta.org

Ready to Register?

You’ll find the registration form here on November 16 when registration opens.