Holiday Market Application

Thank you for your interest in joining us as a vendor at the 4th annual Holiday Market at the Westtown School Athletic Center in West Chester, PA. This year's Market will once again be held on the weekend before Thanksgiving, a kickoff to the holiday season that attracts customers from Chester County, the Main Line, Delaware County and beyond. We will showcase a curated selection of 120 small businesses offering customers unique handmade and vintage holiday gifts and decor.

Want to see what the 2025 vendors thought about participating?  Read more about the Vendor Experience (survey summary and testimonials).

Key Dates:

Event Dates: November 21-22, 10 am - 4 pm both days
Vendor Load In & Setup: Fri. November 20, 7-10 pm

Application Deadline: Fri. July 31 at 11 pm (EST)
Applicant Notifications: Mon. August 10 (August 12 for food trucks)
Payment in Full Due: Thurs. August 13 (August 17 for food trucks)
Cancellation Deadline: Fri. September 25 (50% refund available until the deadline; no refunds after that date)

Good news!  The Eagles game is on Sunday at 4:30 PM after the event has ended.

Who Should Apply:

1) Handmade/Antique/Vintage: we are looking to curate a diverse mix of vendors with gift-focused items for all ages and genders as well as items appropriate for holiday entertaining and decoration (newly handmade or vintage) including:

• Handmade: Unique items in all categories including holiday ornaments, bath and body products and candles, clothing, ceramics, baby and child-focused items, cards and prints, gourmet pantry knitwear, jewelry, leather, pet-focused, woodwork, and affordable original art. 
• Antique/Vintage: We also incorporate a small number of high-quality antique and vintage vendors curating items with a holiday gift, entertaining, or decorative focus. This might include vintage ornaments, glassware/serving pieces, vintage jewelry/accessories, and vintage art/maps. No furniture.

2) Food Vendors: we are also seeking food trucks to serve our customers during the Market open hours. We will have 4-5 savory trucks and 1-2 desserts each day, and trucks will be located outside the main entrance to the event. We may also have space for 1-2 tabled vendors inside the front doors (e.g. if you're normally in a tent and prefer an indoor setup due to weather). Please use the link below to apply by 7/31. Food vendors ONLY can apply for Sat. only, Sun. only or indicate preference for both days.

How to Apply:

1. Read the FAQ's below. They cover all of the important information and you'll be asked to confirm that you've read everything when you apply.
   
2. Get 1 holiday product photo and 1 holiday display photo ready (food vendors do not need to submit photos). If you don't have a holiday display photo from a prior event, you can submit a regular display photo.
3. Apply using the links below by 7/31 at 11 pm.

HANDMADE/ANTIQUE/VINTAGE (INCLUDING SHELF-STABLE PACKAGED FOODS/PANTRY): APPLY HERE

FOOD TRUCKS FOR CONSUMPTION ONSITE (SAVORY AND DESSERTS): APPLY HERE

Applicant notifications will come from helloclovermarket(at)gmail.com. Be aware of scammers offering spaces online or anyone emailing you from another email. 

Frequently Asked Questions:

What is the vendor fee?
The fee is $475 for a full 10' x 10' space for the two days with no height or display restrictions (i.e. vendors can set up their 100 SF space however they'd like). Accepted vendors will receive an invoice with their notification. Food truck vending spots range from $250-300/day.

Is this a 2-day commitment?
Yes. Vendors must be available to participate both days. Only food trucks can select the one day option since they load in and out each day.

Do I need to be personally present?
While we prefer that you be there, we understand that holiday is a busy time and oftentimes vendors are trying to manage more than one market per weekend. Unlike our outdoor shows, you can send another team member in your place if you are not able to make it personally, either for one day or both. That said, personal attendance may be taken into account if we are choosing between applicants. 

What is the venue like?
The Market takes place on the main Athletic Center/Field House floor at the Westtown School in West Chester PA. We have 33,000 sq. ft. of space with excellent overhead lighting, a wall of large windows, and a light-colored soft rubber floor. The venue is roomy, and we plan for 15' aisles to allow for a comfortable yet vibrant shopping experience for our customers.

How many vendors are there?
This Market has 120 vendors indoors (in full 10' x 10' spaces), and food trucks outside the main entrance (customer seating to eat is indoors).

When is load in and setup?
All load in and set up takes place on Friday, November 20 from 7-10 pm (the Athletic Center has afternoon sports that day). This timeframe is firm, and you must be available during this window. Food trucks load in Saturday and Sunday mornings.

Why is the load in so late in the evening?  We only receive access to the space at 5 pm after student activities have finished, and our team needs time to set up and lay out the space before everyone's arrival.

Vendors dolly in from the adjacent parking lot and the curb next to the Athletic Center, and load in is directly onto the show floor. The roadway from the parking lot into the building has an inclined ramp, and it's an evening load in, so please be aware of that if you would be coming alone or have heavy or oversized items. See image below.

Who should NOT apply?
We do not accept vendors with

• Wholesale, buy/sell, or mass-produced items (e.g. Temu, Alibaba)
• AI-designed work
• Imported products
• Direct-to-consumer or multi-level marketing products
  
• Trademarked or licensed designs
• Items made from kits or products assembled from purchased designs/components without the clear creative imprint from the maker
• Businesses participating for marketing or promotional purposes

Do you accept products made outside the U.S.?
For this event, we focus our limited spaces on locally designed and locally produced goods. We do not accept imported products of any kind, including those designed in the U.S. but manufactured elsewhere, even through fair trade partnerships. This allows us to prioritize makers who design and produce their own work locally.

What do you consider to be "handmade"?
Handmade products must be original in design and require a meaningful level of skill and creativity in their execution. We value seeing the maker's personal imprint on the final product rather than minimal work done on purchased components.

How are applicants evaluated?
As with our outdoor Markets, we consider product quality, craftsmanship, originality, cohesiveness of design, the overall vendor mix, and fit with the Clover Market aesthetic. Display and presentation are very important. We look for creative, carefully styled setups that contribute to a high-quality shopping experience.

How much space do I have and what can I bring?
Each vendor has a full 10' x 10' space. Grid walls, backdrops, and side panels are welcome in addition to tables and display pieces. Tent frames (even without canopies) may not be brought. All excess inventory and packing materials must fit within the booth footprint and should be neatly covered.

Will you provide tables, chairs, or tablecloths?
No. Vendors supply everything needed for their setup. We find this works best as each vendor has their own preferences for how they set up.

What is the suggested price range?
We recommend $50 and under as a sweet spot based on our post-event vendor survey. Stocking stuffers, smaller gift items, and bundles also sold especially well. Higher priced items can and do sell, but vendors who offered accessible entry points alongside them outperformed those who didn't. A variety of price points is strongly encouraged.

Do I need a website and social media presence?
Yes, we need at least one to evaluate your work, and ideally both. A strong online presence is also important because we ask all vendors to actively help promote the Market to their audiences.

Can I share a space?
Yes, up to two vendors may share a space, but both must apply and be accepted independently. If only one applicant is accepted, the space will be offered to that vendor as a solo spot. We do not match applicants.

Can I request electric access?
Perimeter spaces have access to wall outlets; interior spaces do not. The space is well-lit throughout. Vendors are welcome to bring decorative holiday lights. We do not take requests for specific spaces or electric access.

What is the cancellation policy?
A 50% refund is available for cancellations made before Friday Sept. 25. No refunds are issued after that date. This accounts for how early waitlisted vendors book other holiday shows making substitutions much harder as the date approaches.

What if the weather is bad?
The Market is indoors and will be held rain, snow, or shine.

Where do vendors park during the event?               

Vendor parking during the event is FREE in the campus South lot, which is < 0.2 miles from the building (about a 5-minute walk at a relaxed pace; see map below). Vendors will have time Sunday morning before opening to restock. We recommend bringing in as much inventory as possible during the primary Friday load-in.

Is there anything else I need to know?

• The building is locked overnight with security and cameras on site, so everything can be left in place over the weekend.
• This is a family-friendly event on a drug, alcohol, and tobacco-free campus.
• All merchandise must be appropriate for all ages. Items with adult language or images should not be brought, or must be kept out of sight and made available by request only.
• We do not take specific space requests. We spend considerable time building a layout that is interesting and appealing to customers and works well for vendors in terms of placement.
• Service animals as defined by the ADA are permitted indoors. No pets.
• A dedicated wifi network will be available for vendors during the event.

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For reference for load in - this image shows the roadway which leads directly onto the vending floor through the rolling door (the vendor parking lot for load in only is immediately adjacent). A side door entrance onto the show floor is also available with less of an incline into the space (that area is a drop off zone only, and cars are moved into the lot before setting up).