Information for YHQG guild members

Enter your quilt in the Show

One of the perks of being a YHQG member is the opportunity, once every three years, to show off your creations in a public setting. Don’t be shy! Visitors to our past shows have remarked on the tremendous diversity of quilts on display … wouldn’t it be boring if we all produced identical quilts? We are a community of quilters ranging from beginners to international award winners; from traditional to modern, and everything in between. Our show needs to reflect that! If you have given away your quilts (many of us do) just ask to borrow them back temporarily to hang in the show.

You may enter up to three quilts of quilted items as long as they haven’t been displayed at a previous YHQG show. Just let us know which is your first, second and third choice, as we may be in a situation where there are so many entries we’ll have to reduce the number displayed. Note: each quilt requires a separate entry form.

Please read the Rules of Entry before completing the Entry Form for guild members. For questions about the entry form, please e-mail

Please keep the following in mind when completing the form:

  • You will be asked for the size of your entry (width in inches x height in inches), techniques used and a brief artist statement (50 words max).
  • You may need to scroll down to see the NEXT button on a page
  • Required fields are marked with *
  • The information for the display card is limited to 300 characters, or approximately 50 words
  • Don’t forget to click the SUBMIT button on the final step
  • You should receive an email confirmation after the form is submitted
  • The final step to complete your online entry is to email a photo of your quilt to

All Quilts entered into the show must have a 4″ sleeve attached to the back of the quilt for hanging the quilt. Instructions for making such a sleeve (temporary or permanent sleeve) are detailed below.

Quilt Sleeve Instructions

Directions for 4” Permanent Sleeve

This sleeve is applied at the same time as the binding. Cut a strip of fabric 8 1⁄2” wide and about 2” shorter than the width of your quilt. For example, a 70” strip for a quilt that is 72” wide. Hem the ends and fold the strip in half, lengthwise, with right sides out. Place raw edges of the sleeve along the unfinished top edge of the quilt and pin to the quilt back, as you’re pinning the binding to the quilt front. Stitch through all the layers. Blind stitch the binding over the stitching line on the quilt back, then blind stitch the bottom, folded edge of the sleeve to the quilt.

Directions for 4” Temporary Sleeve

With this method, you apply the sleeve after the binding has been finished. Cut a strip of fabric 8 1⁄2” wide and 2” shorter than the width of the quilt. Hem the ends and sew into a tube. Turn right side out. Hand stitch one edge of the sleeve just below the binding. Leave a bit of slack when sewing the other edge.

Guild Members’ Shop

Any member who has a quilt hanging in the show can sell items in the gift shop (just in time for holiday gift shopping!). You set the selling price and the Guild retains a 15% commission on each item sold. Your assistance in volunteering to work in the shop for at least one shift during the show is appreciated.

Note that items for sale are expected to be quilts or quilt related

The shop is organized into the following categories:

Shop “Department”: Baby – Kitchen – Holiday

Quilted Items: baby quilts, wall hangings (<30″x40″), lap-size quilts*, table runners, placements, postcards, etc.

Non-Quilted Items: receiving blankets, bibs, aprons, oven mitts, tree ornaments, gift stockings/bags etc.

*larger quilts should be displayed in the Show and marked “for sale” with price indicated. If purchased, the transaction will be handled through the shop.

Important dates: Tuesday Nov. 1 – Last day to submit inventory sheet(s)
Thursday Nov. 10; 10 am – 12 noon – deliver items to the shop
Saturday Nov 12.; 5:30 – 6:30 pm – pick up unsold items


  1. Confirm participation by requesting a unique seller ID so we know who owns what (needed for payment and return of unsold items). Email your request to and type “shop” in the subject line (don’t assume your code is your initials as another person may have the same initials).
  2. Print the Item Tag sheet (click here to download the document). Complete an item tag for each item you want to sell. Each tag requires 3 pieces of information:

    a. Your unique seller ID followed by a 3-digit inventory number
    b. The item price
    c. The 3-digit inventory #

    When the information is filled out, cut out the tag and attach to the item with a SAFETY PIN or string (do not staple or use straight pins!)

e.g. Sunbonnet Sue’s inventory tag for the first item

  1. Complete the Inventory Sheet (click here to download the document). All your items must be listed on this sheet, including the inventory #, a short description and the price. The inventory sheet must be completed using this Word template. Hand-written inventory sheets WILL NOT be accepted. E-mail the completed Inventory Sheet in .docx format to by Tuesday Nov. 1, 2022 (type “shop” in the subject line).
  1. Bring your tagged items and a printed copy of your inventory sheet to the Shop on Thursday Nov. 10 between 10 am – 12 noon. The shop is located in a room on the main floor, opposite the auditorium. You will need to take away any bags/boxes used to transport your items as there is limited storage space in the shop.
  2. Pick up any unsold items at the shop on Saturday Nov. 12 between 5:30 – 6:30 pm.
  3. Your initial sales, less 15% will be deposited into your bank account via e-transfer within a few days after the show.

The Toronto Botanical Garden, the York Heritage Quilters’ Guild and the Shop volunteers are not responsible for lost or damaged items.

Pricing Tips:

  1. How much did it cost to make? Consider fabric, batting, embellishments, packaging materials (if applicable)
  2. How much time did it take to make?
  3. Is it unique? Is there something special e.g. fabric type, colour, embellishments, handwork, etc.
  4. For quilts, $0.07-$0.10 sq inch can be used as a starting point with accomodation for extra time for handwork, embellishments etc.
  5. Check on-line sites such as Etsy, Pininterest, One-of-A-Kind for comparable items.
  6. How is the item presented/packaged? Sometimes “dressing up” your item can give a “premium” look. (see notes under selling tips)

Selling Tips:

  1. Label your quilts – sew or fuse a label onto the back of your quilt with your name, quilt title and quilt size. Care and washing instructions are often requested.
  2. Bring in anything that will help to show off and sell your item. Do you have a nice wooden box, rack or basket for your items? (Remember to put your name on it in an inconspicuous spot.)
  3. Indicate the purpose for the item. For instance, stick a few pins or needles into a pincushion.
  4. Indicate whether your item is hand-pieced, hand-quilted or hand appliquéd.
  5. For sets of items, tie them up with an attractive ribbon!
  6. Complete your item. Note cards should have envelopes, framed items should have hangers attached and wall quilts should have a 4″ sleeve sewn to the back top edge.
  7. Don’t forget the details. Make your items more special to the buyer. You can create a decorative tag with “made by” info, washing instructions, list of contents, note on original design (buyers like to know if they are getting a one-of-a-kind item!). For copyright protection, give credit to the pattern designer.

We want to make your participation in the Guild’s Shop to be fun! If you have any questions, contact: (type “shop” in the subject line).

Good Selling!

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Planning and organizing is well underway to make this the best show ever! A team of 15 members is working on all the plans and details for the November 11 and 12, 2022 show at Toronto Botanical Gardens. The team and their portfolios are as follows:

  • Anne M. – Financial, Lottery License and Vendors
  • Leslie B. – Quilt intake and return
  • Irena H. – Show hanging/takedown
  • Judy M. – Front door/ticket sales
  • Janet P. – Marketing and promotion
  • Chriss C. – Social Media
  • Jan R. – Quilt entry
  • Beverley S. – Toonie sale
  • Joy T. – Members’ gift shop
  • Wendy D. – Recognition of excellence
  • Brandie W. – Facility/Vendors
  • France B. – Volunteers
  • Lori D. – Recording Secretary
  • Heather B. – Guild President
  • Jane C. – Show Chair

Our thanks to all these dedicated volunteers. If you have questions or suggestions, please contact Jane Cramer at