Rules and Regulations – Outdoor Market Season 2021
MARKET DATES AND TIMES: Opening day will be on Saturday May 8, 2021 (Mothers’ Day Weekend) closing twenty-nine (29) weeks later on Saturday, November 20, 2021 (Saturday before Thanksgiving). The market runs from 9:00 a.m. to 2:00 p.m. All markets in both May and November are obligatory, with 3 absences allowed during the season.
MARKET LOCATION: The market is currently held outdoors in Uptown Kingston, NY in the County Courthouse parking lot with entrances on John St (between Crown and Wall St) and on Wall St (between Main and John St).
APPLICATION SUBMISSION: All applications must be submitted online via ManageMyMarket.com by Friday, March 5, 2021.
Applicants will be alerted to their approval or waitlist by Friday, March 19, 2021.
Insurance, licensing and fees will be due by April 30, 2021.
There will be a mandatory Vendor Meeting the first week of May 2021.
VENDOR SELECTION: Vendors may participate in the Kingston Farmers Market (KFM) by invitation from the market’s Board of Directors only. KFM is under no obligation to extend participation privileges to any vendor, regardless of past acceptance status or any other factor. Vendors are carefully chosen by the Board to ensure a diverse and fair mix of products across many product categories, which can and will change from year to year.
Vendors requesting to sell the following items using New York State grown, raised or foraged ingredients are invited to apply to the KFM: vegetables, fruit, grains, dairy products, meats, fish, poultry, game, eggs, mushrooms, maple products, honey, herbs, plants, flowers, cheese, wine, fruit juice, cider, jams, pickles, baked goods, beer, wine, spirits, processed, value-added and prepared foods.
Vendors wishing to sell crafts such as soap, wool products, bee products and other agriculturally related items will also be considered when these items are created using New York State grown, raised or foraged products.
All products must be grown and/or produced by the applicant. Items for resale are subject to approval by special permission only. The KFM is primarily a food market – craft vendors will be considered after all other spots are filled and at the discretion of the Board.
The Board of Directors will consider applicants whose primary growing/manufacturing location is located within 50 miles of Kingston, NY. The Board reserves the right to make exceptions in regard to applicant location at any time.
WEATHER AND CANCELLATION: The market runs rain or shine. All vendors are required to attend the market in all weather – please be prepared for hot, cold, wet and windy weather as we run outdoors in three seasons. All tents must have 4 weights, one for each leg, and be available to use at every market. Vendors are permitted to bring small space heaters that don’t require access to electricity.
The market is cancelled in only very extreme circumstances, but if it becomes necessary we will alert vendors about the possibility of a cancellation by Thursday at 4pm, and we will officially cancel the market by 12pm on the Friday before the market. Cancellation will be announced to vendors by email, and will also be posted on the market’s social media pages.
In the event of a cancellation by market management, refunds will be issued to pop-up vendors only. KFM is not liable for unsellable merchandise in the case of a cancelled market.
ATTENDANCE: Attendance is mandatory for all markets from May through November. Vendors are afforded 3 excused absences during the market season (excused absence is defined as notifying the market manager at least 24 hours in advance). Not attending the market without notifying the market manager, or with notice less than 24 hours in advance – or less than 48 hours for pop-up vendors – can result in the vendor being asked not to return for the remainder of the season.
The market does not issue refunds for dates that vendors are absent, including pop up vendors.
We want to stress that if vendors or any of their employees or family members have symptoms or reasons that they might have been exposed to COVID-19, they should not hesitate to cancel ASAP and stay at home!
Please notify Laura Crimmins, Market Manager, of any absences by email at email@example.com or via phone at 646-262-4672.
LOAD-IN & OUT AND PARKING: Vehicles may enter the lot after 7:00am via the entrances on John St or Wall St (across from the Old Dutch Church). All vehicles that are not approved and paid for must be off the lot by 8:45am sharp and moved to a parking space. If a vendor arrives after 8:45am, they may park in a parking spot outside the market and use their own cart to bring their materials to their allocated spot.
Parking is available on the street (Kingston is at this time unofficially not checking meters on Saturdays), or in one of the free lots in Uptown, see map here: https://kingstonfarmersmarket.org/wp-content/uploads/2020/04/Kingston-Farmers-Market-Parking-Map-2020.pdf
Vendors may not break down their tent or tables nor leave the market before 2:00pm. We ask that Vendors do not drive their vehicles into the market to load out until 2:10pm to allow all customers to be safely out of the area.
**All vendors must be fully set up with products ready to be sold at 9:00am. Any vendor not set up and ready to take customers at 9:00 will be fined $50, to be paid by cash or check on the same day.
**Any vendor with 3 late set-ups may be asked not to return to the market to make way for a waitlisted vendor, and it will affect the possibility of acceptance to future markets.
Market day questions can be directed to Site Manager Suzanne Flaum: 845-800-0437
TENT PLACEMENT AND SPACE USE: Vending should be conducted under a 10×10’ tent at all markets, unless asked by staff to take down because of high winds. All product and display should be within the area of the tent and may not exceed a 100 square foot (10’x 10’) area. All tents must have 4 weights, one for each leg, and be available to use at every market.
The Market Manager and Board of Directors determine the layout of the market and take many factors into consideration during the process. If you have special needs regarding location, you may include that in your application. The Board and Manager reserve the right to place, relocate, or otherwise shift the location of a vendor’s booth at any time for any reason.
CLEAN UP AND TRASH: Vendors must leave their area as they found it with no produce, trash or any kind of liquid other than water on the ground. Clean ice from coolers with no other liquid or solids mixed in should be dumped in sewer grates and not on the ground. Ground should be swept and any liquid spills, particularly oil, should be washed with water and mopped up as much as possible.
Vendors are responsible to carry out their own trash, the dumpsters on the grounds may not be used. The KFM provides one trash can at their tent for use of customers, staff, volunteers and vendors for everyday handheld trash such as coffee cups or tissues – waste produced from vending should NOT be dumped here.
PETS: Vendors may not bring their pets or any animals to the market without special approval from the Market Manager.
VENDOR SAFETY: We are committed to ensuring the safety of our vendors, their staff, market staff and customers and to upholding our CODE OF CONDUCT. If there is a safety issue at the market, immediately bring it to the attention of either the Site Manager or the Market Manager.
During the current health pandemic all vendors will follow the COVID-19 SAFETY PROTOCOL.
VENDOR FEES: DUE APRIL 30, 2021. Vendor Fees are $425 per 10’x10’ space. If you would like to park your truck in the market area you will be assessed an additional $425 fee, space permitting. Please include in your application that you’d like to include your truck, and we will let you know if there is space.
Rotating/Pop-up vendor fees are $50 per 10’x10’ space per market attended, but not to exceed $425 per season.
Rotating/Pop-up vendors will not be permitted to bring a truck or other vehicle beyond their 10’x10’ space.
Vendor fees are due upon the approval of the vendor application, and must be received by April 30, 2021.
Check should be sent to:
Kingston Farmers Market, P.O. Box 3794, Kingston, NY 12402
Payments can also be made via Paypal as a donation to firstname.lastname@example.org or using this link: https://www.paypal.com/cgi-bin/webscr?cmd=_s-xclick&hosted_button_id=T9QSEFEG2FHRG
To participate in the payment plan, please submit 2 checks at once each with half of your fee due, one with current date and one dated August 1, 2021.
All payments must include the name of your business and the season that you are paying for.
Vendors who have any outstanding balance from previous markets will not be allowed to participate in the market.
INSURANCE AND LICENSING: DUE APRIL 30, 2021. Upon acceptance, vendors must provide all necessary licenses. Vendors selling prepared foods must submit a copy of their 20-c or home kitchen exemption, and vendors selling ready-to-eat hot food must apply for a Temporary Food Service Permit from Ulster County Dept of Health. Please inquire with the Market Manager if you are unsure of what you need.
All vendors must have $1,000,000 in general liability coverage with two separate certificate holders listed as additional insureds:
Kingston Farmers Market
PO Box 3794
Kingston, NY 12402
County of Ulster
PO Box 1800/244 Fair St
Kingston, NY 12402
Copies must be sent to: email@example.com
or Kingston Farmers Market, PO Box 3794, Kingston, NY 12401 by April 30, 2021.
PRODUCT AGREEMENT: Vendors must provide a specific list of all products they plan to sell. It is required to specify whether the crops or products are grown and/or made by you or obtained from another source, and where you obtain your ingredients from.
Some vendors’ products may not be approved by the market for sale if there is already sufficient quantity available to meet customer demand, or because of another reason at the Board’s discretion. Non-approved items presented for sale by a vendor will be asked to be removed from the market.
Vendors should bring approved products to the market in sufficient quantity to satisfy customer demand. If a vendor is unable to supply a product in sufficient quantity, KFM may add these products to other vendors’ lists of approved products.
The Kingston Market is dedicated to allocating a fair share of the market to all and ensuring that our customers have a good variety of products to choose from throughout the season while offering only adequate amounts of each product to allow all vendors to be successful.
CREDIT CARDS: The market does not offer a credit/debit card redemption program, and we recommend that vendors accept credit/debit card payments. There is Wi-Fi access in the parking lot but cannot be relied upon entirely, mobile credit card readers should be able to access cell phone networks. There are a couple of ATMs on the same block as the market.
SNAP/EBT, BENEFITS AND COUPONS: The market accepts SNAP (EBT/Food stamps) and provides customers with a couple different benefit programs to stretch their buying power. We expect vendors to accept SNAP tokens as payment for eligible products, as well as benefit program payments and KFM coupons as applicable. The market reimburses vendors monthly via check. For more information about SNAP/EBT at the market please visit www.snaptomarket.com
SNAP Wooden tokens: The market distributes wooden tokens worth $1 SNAP dollar. All Vendors should accept these as payment except vendors selling alcohol, restaurant style foods, hot drinks and coffee, vitamins and medicine, or non-food items. These will be collected and reimbursed by the market.
Double-Up Silver tokens: During summer months the market gives out silver tokens worth $2 that can be accepted only by fresh vegetable and fruit growers. These will be collected and reimbursed by the market.
KFM Bucks & POP Bucks: The market distributes $2 paper coupons to volunteers and sponsors, and POP Bucks to children. These can and should be accepted by all Vendors including non-food, alcohol and crafts. These will be collected and reimbursed by the market.
FreshConnect Coupons: During Spring and Fall, the market distributes $2 FreshConnect paper coupons from NYS. These paper coupons can and should be accepted for all SNAP eligible items, but are the responsibility of the vendors to redeem via mail. The form for reimbursement can be found here: https://www.agriculture.ny.gov/system/files/documents/2019/03/fcc-redemptionform.pdf
WIC/FMNP Checks: These are $4 large paper checks sent to seniors and veterans and should be accepted only by fresh vegetable and fruit growers who are signed up to be part of the program. These are the responsibility of the vendor to redeem from NY State via mail, not by the market.
SOCIAL MEDIA/PROMOTION: We post often on Facebook and Instagram and we encourage you to do the same. Please like us on Facebook (Kingston NY Farmers Market) and tag any photos you take! We’re also on instagram (@kingstonfarmersmarket and #kingstonfarmersmarket).
CONTACT: If you have questions or concerns, please contact Laura Crimmins, Market Manager at 646-262-4672 or firstname.lastname@example.org.
Suzanne Flaum is our Site Manager and Food Access Coordinator and will be available on market days, 845-800-0437.
COVID-19 SAFETY PROTOCOL
- Shoppers, Vendors, Staff and Volunteers are required to wear masks at the market at all times and practice social distancing, staying 6 feet from one another.
- Only a certain amount of shoppers (120) will be allowed into the market area at a time via two entrances/exits (John St & Wall St) with staff checking in each shopper, others will wait in line 6 feet apart.
- Vendor’s tents will be separated at least 10 feet from one another.
- No eating or drinking allowed while walking around market, eating should be done in a designated seated area in a socially distanced manner.
- Sampling or tasting should be done only at the vendors table, one at a time, and in a socially distanced manner.
- All Vendors and KFM Staff need to be sanitizing their stands and hands regularly: wiping down tables, terminals, cash boxes, etc. and sanitizing hands between customers.
- Only Vendors and their staff may handle products. Customers must not enter stalls, self serve, nor touch any produce or products until after they have purchased.
- Vendors should set up stalls with an empty counter space, preferably a full, blank table at the front of vending area where customers can order and make payment transactions. Vendors with another creative solution for social distancing and protection of products should contact Manager with their set up proposal.
- Vendors should offer a contactless method of payment via credit card. Cash boxes can be placed on front table and customers can put their money into it and make change themselves.
- Vendors are highly encouraged to offer product in pre-packaged, pre-priced quantities to make quicker sales. All product should be clearly priced. Chalkboard menus are encouraged!
- Vendors are encouraged to offer pre-orders with pre-pay online or by phone for quick pick up on market day. Market will promote info via website and social media.
- All Vendors and KFM Staff must stay home if they have symptoms!
CODE OF CONDUCT
All vendors, staff, volunteers and board members, whether at the Market site, board meetings, or Market functions, agree to conduct themselves in a professional manner that fosters a sense of Market community and camaraderie, and a spirit of cooperative involvement that promotes the Market as a whole to the communities it represents and serves.
By participating in the Kingston Farmers Market, all vendors, staff, volunteers and Board of Directors agree to:
- Demonstrate respect for people of all genders, races, ages, ethnicities, and abilities
- Treat customers, market staff, volunteers and other vendors with courtesy, patience and honesty
- Not act in a manner that is rough, menacing, vulgar, profane or abusive, including making anyone uncomfortable to be within the market space
- Assist fellow vendors whenever possible
- Notify market manager immediately of any unsafe conditions and conflicts
- Resolve conflicts with respect and kindness
- Practice safe behaviors at all times, including while driving on and off site, loading and unloading
The market staff and/or Board reserves the right to remove any vendor, temporarily or permanently, who violates this code of conduct.
The Kingston Farmers Market stands with our BIPOC community members. We pledge to work to remove barriers to access to the Market for vendors, leadership and customers. We work to cultivate an anti-racist and anti-oppression culture within the Market community.
The Kingston Farmer’s Market