Kingston Farmers Market Rules & Regulations – Outdoor Market Season 2022
MARKET DATES AND TIMES: The market runs every Saturday outdoors rain or shine from 9:00am to 2:00pm for a total of twenty-nine (29) weeks. Opening day will be on Saturday May 7, 2022 (Mothers’ Day Weekend), closing day Saturday, November 19, 2022 (Weekend before Thanksgiving).
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).
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, 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 firstname.lastname@example.org 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.
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.
VENDOR FEES: Vendor fees are due upon the approval of the vendor application, and must be received by Friday April 29, 2022.
Full Season vendor fees (every Saturday for a total of 29 dates) are $550 per season for the first 10’x10’ space, and $425 for each additional 10’x10’ space and/or for a vehicle. If you would like to park your truck or other vehicle at your market space please include the request in your application and we will let you know if there is room.
Rotating vendor fees (every other Saturday for a total of 14 or 15 dates) are $350 per season.
Pop-up vendor fees (limited Saturday appearances) are $50 per 10’x10’ space per day attended. Pop-up vendors will not be permitted to bring a truck or other vehicle beyond their 10’x10’ space.
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 email@example.com 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, 2022.
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 29, 2022. 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: firstname.lastname@example.org 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 different benefit programs to stretch their buying power. We expect vendors to accept these forms of currency as applicable to their products. The market reimburses vendors monthly via check for most of the currencies, but some must be reimbursed directly through the state.
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.
POP Bucks: The market distributes $2 paper coupons to children as part of a healthy eating program, they can be accepted only by fresh vegetable and fruit growers. These will be collected and reimbursed by the market.
Solidarity Dollars: The market distributes $1 green paper currency that 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 email@example.com.
The Kingston Farmers Market