VENDOR INFORMATION

Sample Event Insurance
VENDOR LAYOUT
Vendor Proceeds Form

2026 Trade Secrets

Event Location

Lime Rock Park, 60 White Hollow Road, Lakeville, CT 06039

Event Dates

Saturday, May 16, 2026
Garden Tours (various locations in Connecticut and New York)

Sunday, May 17, 2026 -  7:30 AM – 2:00 PM
Rare Plants & Garden Antiques Sale
Lime Rock Park: 60 White Hollow Road Lakeville, CT 06039

  • Underwriter Ticket Entry: 7:30 AM – 2:00 PM

  • Early Buyer Ticket Entry: 9:00 AM – 2:00 PM

  • General Admission Ticket Entry: 10:30 AM – 2:00 PM

  • Late Bloomer Ticket Entry: 12:00 PM – 2:00 PM

Please note the event will conclude at 2 PM

Average attendance: approximately 2,000 guests

Setting up for 2026 Trade Secrets

Vendor Timeline Snapshot:

  • Friday, May 15: Setup 7:00 AM - 6:00 PM

  • Saturday, May 16: Setup 7:00 AM - 6:00 PM, + Dinner 5:00 PM –6:30 PM

  • Sunday, May 17:

    • 6:30 AM Parked in the Overflow Parking Lot

    • 7:30 AM First Entry

    • 2:00 PM Event Ends

    • 6:00 PM Breakdown Concludes

Vehicle Access During Setup

Small Trucks

  • Access: 7:00 AM – 6:00 PM 

  • Use main entrance: 60 White Hollow Road

Large Trucks (12 ft+ height and/or over 10 tons)

  • Access ONLY: 7:00 AM – 9:00 AM AND/OR 5:00 – 6:00 PM 

  • Use main entrance (60 White Hollow Road) and follow Lime Rock Park staff instructions

Vendor Parking During Setup 

Overnight Parking

  • Parking available in the overflow parking lot.

  • Overnight Parking Reminder: Please place a note with your name and phone number on your dashboard in case we need to reach you

Important Notes

  • All individuals must leave the property by 6:00 PM

  • No vendor setup allowed Sunday morning

  • All vehicles must be parked by 6:30 AM on Sunday in the overflow parking lot

  • Vendors must bring their own help for loading/unloading or hire Carter Moving for assistance

  • Volunteers cannot assist with setup or breakdown

  • Overnight site security will be provided on Friday and Saturday

  • A-Paddock concessions at Lime Rock Park will be open on Saturday ONLY

Breakdown may begin after 2:00 PM on Sunday.

HELPFUL THINGS TO BRING

  • Dollies for unloading.

  • Flats/boxes for sold items.

  • Watering cans for plants. (5-gallon water containers will be placed at each Plants vendor booth for use during the event).

  • Calculator and receipt forms. Please have your company name, contact information, and the buyer ID # on the receipt. If you are using a digital payment processing system that produces receipts, then you may skip this step.

  • Manual credit card reader for credit charges. (There is NO ELECTRICITY OR GUARANTEED STRONG WIFI CONNECTION). Use of phone or tablet apps for credit processing is at your discretion.

  • Portable charges for electrical devices – should you choose to use a phone or tablet for credit processing.

  • Please monitor the weather forecasts: you may need plenty of warm/waterproof clothing/footwear or hats/sun block dependent on Mother Nature’s temperament!

WHAT WE WILL BE SUPPLYING FOR YOU

  • Vendor dinner hosted at Lime Rock Park on Saturday, May 16th in the hospitality tent from 5:00 PM to 6:30 PM.

  • Your booth will have:

    • All items you reserved at registration.

    • Signage advertising your space.

    • One drop cloth for each table ordered.

    • Flagging tape and/or plant sticks and sharpies to mark sold items with BUYER ID #’s.

    • Name tags that say VENDOR & your business name.

    • Plants vendors: 5-gallon portable water container.

  • Pick-up service for sold merchandise. Trade Secrets volunteers will cart sold items from your booth to the customer pick-up area. Please let patrons know that they can expect their purchase to be at the pick-up location no sooner than 30 minutes after purchase.

  • Trade Secrets Event Map – will be available upon your arrival to set-up.

  • A professional delivery service – Carter Moving – will pick-up large and heavy items from your booth at the end of the event, after delivery arrangements have been made between the customer and the delivery service.

    If You Purchased a Bundle

  • Breakfast (2) on Sunday, May 17th delivered by volunteers to your booth at 7:00 AM. Coffee will be provided throughout the morning for vendors at the Vendor Supplies Tent (please see attached layout).

  • Lunches (2) and bottled water (2) on Sunday, May 17th delivered by volunteers to your booth at 11:30 AM. Additional lunches may be purchased at the Lime Rock Park Provisions Food Truck.


BUYER ID SYSTEM (Required)

Each guest will receive a Buyer ID number upon entry.

Vendor Responsibilities

  • Label every purchased item clearly with the Buyer ID number

  • Underline the Buyer ID number

  • Only mark items as sold after payment is received

  • Vendors MUST provide each customer with an itemized receipt including:

    • Your company name and contact information

    • Buyer ID number

  • NOTE: Vendors are responsible for collecting sales tax

Purchased items should be placed behind your tent, and volunteers will retrieve the items and deliver them to the Pick Up and Drop Off area.

Please inform customers that pickup may take up to 30-45 minutes.


Sales Reporting & Contribution

By participating in Trade Secrets, vendors play a key role in supporting Project SAGE’s mission. Each vendor contributes 10% of total gross sales directly to Project SAGE, helping create a meaningful and lasting impact for the community.

Example:

  • $12,500 in sales → $1,250 contribution

Process

  1. Tally total sales

  2. Complete Vendor Sales Report form

    1. Forms will be provided in each booth and are also available at the top of this page

  3. Make checks payable to Project SAGE

  4. Submit completed form and payment to Project SAGE within 30 days of the event

    1. PO Box 717 Lakeville, CT 06039

All contributions are tax deductible.

Important Event Notes

  • Tally your total sales prior to packing up. A form will be provided for your sales tally and should be submitted with your payment before you leave Sunday.

  • Please submit form (included in this packet) to Stacy Dominguez, Development Manager at the Welcome Tent and make checks payable to: “Project SAGE.”

  • Respect Lime Rock Park’s operating hours

  • Maintain a beautiful, curated display

  • Label items clearly and legibly

  • Plan for weather conditions

  • Dismantling/break down can start after 2:00 PM.

 WIFI INFORMATION

  •  WiFi will be available on the day of the sale event, Sunday, May 17th, 2026. We cannot guarantee its strength, and we will provide you wifi details during setup.



Water Accessibility

  • Each plants vendor will be provided with 5 gallon containers of water in their tent that volunteers routinely check to ensure its filled.

Volunteer Assistance

  • Vendor booths will be grouped by colored flags and assigned a team of volunteers for purchased item retrieval.

  • Volunteer assistance will also be provided for delivery of breakfast and lunch as well as general requests and supplies (e.g. more tape for labeling) throughout the event.

  • Volunteers may not assist vendors with unloading or loading their products during set-up and take-down.

LIABILITY

• Project SAGE and Lime Rock Park are not liable for damage to exhibits caused by fire, accident, natural elements, or any other circumstances. We are also not liable for injuries to vendors, employees, agents, third parties, or damage to property owned, controlled, or in the custody of vendors.

• Vendors agree to indemnify and hold Project SAGE and Lime Rock Park harmless from any claims for injury or property damage within or near their assigned booth space, whether caused by vendor actions, employees, or demonstrations.

Contact Information

For questions or concerns, please contact Nichole Reyes, Trade Secrets Coordinator at tscoordinator@project-sage.org.