Rules and Regulations
Winter Market Season 2021-2022
MARKET DATES AND TIMES:
The Winter Market runs from 10am-2pm. Market dates are every other Saturday with the exception of December and with two Saturdays off in a row for Christmas and New Years Day, for a total of 11 markets:
December 2021: the market will be held outdoors in our current location, the County Courthouse parking lot with entrances on John St (between Crown and Wall St) and on Wall St (between Main and John St). The Winter market vendors will all be placed in the northern area of the lot. In the case that we have a forecast of below freezing temperatures all day or a snowstorm, we will activate a contingency plan including moving some vendors with delicate goods indoors to the Old Dutch Church. Propane heaters can be used for outdoor dates.
January-March 5, 2022: the market will be held in the Senate Garage, a 7000+ sq ft event venue at 4 N Front St in Uptown, Kingston.
March 19-April 16, 2022: the market will be held outdoors most likely in our current location, the County Courthouse parking lot.
VENDOR FEES: DUE NOVEMBER 26, 2021. Vendor Fees are $385 per 10’x10’ space (outdoors) or 8’ Table (indoors). Additional tents or spaces for a vendor are $385 each.
Pop-up vendor fees are $50 per 10’x10’ space or 8’ table per date.
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 February 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 NOVEMBER 26, 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 three 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
Senate Garage LLC
4 North Front Street
Kingston, NY 12401
Attn: April Tiberio
MUST ALSO BE NOTED ON THIS LAST CERTIFICATE: “Senate Garage, LLC, Front & Fair LLC, and DragonSearch LLC. are listed as Additional Insureds for General Liability on a primary and noncontributory basis per written contract or agreement per policy.”
Copies must be sent to: email@example.com or Kingston Farmers Market, PO Box 3794, Kingston, NY 12401.
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 propane 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.
Refunds of vending fees are not issued in event of cancelations. KFM is not liable for unsellable merchandise in the case of a cancelled market.
ATTENDANCE: Attendance is mandatory for all markets. Vendors are afforded 1 excused absence during the winter 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! This will not affect future standing with the market or continuation for the remainder of the season.
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:
For Outdoor Dates: Vehicles may enter the lot after 8:00am 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 9:45am sharp and moved to a parking space. If a vendor arrives after 9:45am, they may park in a parking spot outside the market and use their own cart to bring their materials to their allocated spot. 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.
For Indoor Dates at Senate Garage: Load in begins at 8:00am through two doors at either end of the front of the building on Front St between Clinton & Fair St. Everything must be inside and at your table, with your car parked, by 9:45am. Please unload your vehicle then park it and come back to set up so that we have room for all vendors to access the loading zone in front of building.
Floors are very easily scratched and we are responsible for them!
- We require all load in/load out that is not carried by hand to be done on rubber wheeled carts.
- No pushing, pulling, scooching crates or anything heavy across the floor even a short distance within your vending space. This is serious, some vendors did damage to the floors last year dragging coolers or other pieces of equipment during load out, everything must be carried or rolled!
- All tables and chairs must have rubber feet, no metal to be touching floors. Kindly check your equipment before indoor markets.
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, best one being the County Courthouse parking lot (site of our outdoor market) see map here: https://kingstonfarmersmarket.org/wp-content/uploads/2020/04/Kingston-Farmers-Market-Parking-Map-2020.pdf
**All vendors must be fully set up with products ready to be sold at 10:00am. Any vendor not set up and ready to take customers at 10:00 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 outdoor 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.
Vendors should present products on an 8′ table at indoor markets. Tables must be provided by the vendors. No tents to be used at the indoor vending space. Side tables can be used for product prep and display in the area behind a vendor’s 8′ table. This space will be much tighter than the 10×10′ area of a tent during outdoor markets.
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 – such as a request for electric at the indoor market – 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. Dogs are allowed with customers on outdoor dates, but are not allowed inside the Senate Garage by customers or vendors.
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.
Masks are required to be worn by customers and vendors at all indoor dates, whether vaccinated or not. Masks are not required for vaccinated individuals at outdoor dates.
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.
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 inside the Old Dutch Church, and sometimes in the parking lot but cannot be relied upon, 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.
FreshConnect Coupons: 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 cannot be accepted by vendors during Winter months.
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.
Suzanne Flaum is our Site Manager and Food Access Coordinator and will be available on market days, 845-800-0437.
The Kingston Farmer’s Market