Rules and Regulations
Winter Market Season 2020-2021
Winter Market 2020-2021 Dates and Time:
The Winter Market runs from 10am-2pm. Please be finished setting up your display, with your car parked in an appropriate place by 9:45am.
2020-2021 Market dates are every other Saturday on the following days for a total of 11 markets:
Winter Market 2020-2021 Proposed Locations:
At this time, we plan to stay outside in the County Courthouse parking lot for the two dates during December (Dec 5 and Dec 19), weather dependent. For the dates during the coldest months (Jan 2, 16 & 30, Feb 13 & 27, Mar 13) we plan to move inside to a new venue in the same neighborhood (TBA) that will safely accommodate our usual roster of approximately 20 vendors, and if that is not possible into Bethany Hall at the Old Dutch Church at half capacity with the option of some vendors set up outside the church. We plan to move outside for the remaining Spring dates (March 27, April 10 & 24) or may continue at our indoor venue if the threat of COVID-19 is no longer prevalent and all vendors are able to be accommodated.
If you are a vendor that would like to vend outdoor dates only or indoor dates only, you can do this as a Pop Up Vendor and can indicate your preferred dates. Feel free to leave a note explaining the Pop Up dates you’ve chosen so that we can best accommodate you during any changes.
There is another question on the application about whether or not you are able and willing to vend outdoors during the coldest months of the year (ie. freezing temperatures) as an alternative to you not being able to vend at all during indoor markets at half capacity.
In the case that we must hold indoor market dates at half capacity we will be choosing the vendors carefully by the essentialness and longevity of their products, the particular needs of the vendors and how we might best serve the community during the pandemic.
We are considering activating an online pre-order system organized and distributed by the market on winter market dates in order to accommodate sales for vendors that are not able to vend in person.
Since there are many unknowns with COVID-19, we foresee that at some point it may become unsafe to hold indoor markets and at that time would consider relying entirely on our online pre-order system.
The cost of the winter market to vendors is $385 for one tent/table for the full winter season of 11 markets. For an additional tent/table at the market, cost will be an additional $385.
Pop up vending fees are $50 per date.
Vendor fees must be paid by December 1, 2020.
Check should be made to Kingston Farmer’s 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 February 1, 2021. Vendors who have any outstanding balance from previous markets will not be allowed to participate in the market.
Vendor Insurance and Licensing:
Proper licenses such as 20c or home kitchen exemptions, liquor licenses, and Temporary Food Service Permits from Ulster County Dept of Health for prepared and ready-to-eat foods must be submitted on acceptance by December 1, 2020. If you have questions about what is required for your business, send us an email: firstname.lastname@example.org
Every vendor is required to hold General Liability Insurance for $1,000,000. Proof of insurance coverage must be submitted on acceptance by December 1, 2020.
Both these entities must be listed as additionally insured:
Kingston Farmers Market
PO Box 3794 Kingston, NY 12401
Old Dutch Church
272 Wall St Kingston, NY 12401
(or TBA indoor location)
Vendors without proper insurance will not be allowed to participate. If you or your insurance agent have questions, please contact us at email@example.com
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. Vendors are carefully chosen by the Board to ensure a diverse and fair mix of products across many product categories, and this 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. We are not accepting non-agriculturally related products at this time. All products must be grown and/or produced by the applicant. Items for resale are subject to approval by special permission. 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.
Vendor Space Assignment:
The Market Manager and Board of Directors will assign each vendor a 10×10’ booth space (outdoor) or a table location (indoor) for the Winter Market. If you have a request for where you would like to be placed or if you need access to electricity (indoors only) or any other special needs, it must be presented to the Market Manager for consideration at the time of application. The market layout will not be changed at a vendor’s request after the start of the market. All vendor stall placements are at the Market Manager’s and Board of Director’s discretion. The Market Manager or Site Manager may move vendor location at any time for any reason.
Load-in and Set-up Instructions:
Please plan ahead and allow yourself plenty of time to be at the market and fully set up by 9:45am. Vendors who arrive after 9:45am may be asked not to set up that day.
For outdoor dates held in the County Courthouse parking lot:
Load-in begins at 8:00am and all vehicles must be off lot by 9:30am. Vehicle entrances are on John St between Crown & Wall or on Wall St across from the Old Dutch Church.
Some vendors will be granted the ability to park their vehicles at their tents for no extra fee based on request, need and location. Make a note on your application explaining your need.
For indoor dates:
If held in Bethany Hall at Old Dutch Church, load-in begins at 8:00am and everything must be inside and at your table, with your car parked, by 9:45am. We recommend bringing a hand truck or cart of some kind to make the process easier and quicker.
There are two entrances: Wall Street (main entrance) has 4 steps to get into the church. The Fair Street entrance (back entrance) has a handicapped accessible ramp that can be used for loading in and out. At back entrance, vehicles must park on the gravel only to unload, with a 15 minute time limit. The handicapped ramp must not be blocked at any time, do not park on the sidewalk! We will have many vendors unloading at the same time, so please be conscientious of your fellow vendors and after loading in park your vehicle before setting up.
An 8 foot table and chairs will be provided for each paid space.
If held at TBA indoor location, vendors will need to provide their own tables and chairs as these previously were provided by the Old Dutch Church. Instructions to follow.
During outdoor dates some vendors will be able to park with their tent, other vendors may find parking in the southern area of the lot or in another nearby free lot in Uptown.
During indoor market dates, there is free parking in the County Courthouse parking lot off of Wall Street (where the Outdoor Market is currently held). City parking meters are operational and the city does check them on the blocks surrounding the market on Saturdays.
Please note that many of the streets in uptown Kingston are one-way. For more detailed info on parking as well as map, see our website: https://kingstonfarmersmarket.org/wp-content/uploads/2020/04/Kingston-Farmers-Market-Parking-Map-2020.pdf
Attendance is expected for all 11 markets through the season. If you are unable to attend a market, you must let the Market Manager know by 8am on the market day either by phone/text (646-262-4672) or email (firstname.lastname@example.org) but preferably as soon as you know so that we have time to fill your spot! You will be afforded no more than 1 absence during the Winter Market season. Vendors who do not show up without letting the Market Manager know may be asked to forfeit their space at the market to let room for one of the many waitlisted vendors.
Please make every effort to have someone work your table for you if you are unavailable for a particular market day. We do not offer refunds for market days that you are absent. Missing vendors affect the market’s overall success, so we ask that you make every attempt to get to the market safely and on time. Part of the reason the Winter Market starts at 10am is to allow vendors the extra time on wintery mornings. We recognize that many of our vendors and customers do travel from out of town to the market and we take that into consideration on days when weather is particularly bad. It’s important to us that our vendors and customers are safe.
We want to stress that if you or any employees or family members have symptoms or reasons that you might have been exposed to COVID-19 you should not hesitate to cancel ASAP and stay at home!
The market is usually only cancelled in very extreme weather circumstances; however, during pandemic times we must be prepared for changes and cancelations due to spikes in COVID-19 cases in our community or in response to government shutdown orders. 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 3pm 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 and on the Kingston Farmers Market website (https://www.kingstonfarmersmarket.org).
Accepting Credit Cards
The market does not have a credit/debit card redemption program, but we recommend that vendors accept credit/debit card payments (or venmo) at the Winter Market. There is no ATM on site, though there are a couple of 24-hour ATMs on the same block as the market. If you have a Square reader or other similar way to accept mobile credit card payments, you will increase your sales and overall public safety. There is Wi-Fi access in the parking lot and should be in our new indoor space – we will have the password available for you on the first market day.
SNAP Benefits & FreshConnect Coupons:
Vendors selling the following items are eligible to accept SNAP (EBT/food stamp) benefits: fruits and vegetables, plants that produce food, meat, fish, poultry, eggs, dairy products, maple and honey products, seeds that produce foods, baked goods (wrapped, labeled and intended for home consumption), jams, sauces, soups (for home consumption), etc.
Foods that cannot be purchased with SNAP benefits: beer, wine, liquor, tobacco products, foods meant to be eaten on-site, hot foods or coffee, vitamins, supplements and medicines, any non-food items. If you are unsure whether your product is eligible to SNAP customers, please get in touch with the Market Manager. You will not be reimbursed if your product is not eligible. For more information please visit www.snaptomarket.com
Vendors are not able to accept WIC/FMNP checks in the winter market.
Customers who use their SNAP benefits will also get a $2 FreshConnect coupon for each $5 they spend at the farmers market. These paper coupons are only to be used for SNAP eligible items and are the responsibility of the vendors to redeem. The form for reimbursement can be found: https://www.agriculture.ny.gov/system/files/documents/2019/03/fcc-redemptionform.pdf
Market Events and Music:
We are unsure at this time whether we will offer live music or events at the indoor market space, but if we do, we take care that it is safe and in accordance with COVID-19 restrictions and that it is appropriate for the space and at a volume so that vendors may conduct business without interference.
We post often on Facebook and Instagram and we encourage you to do the same. It’s a great way to draw people into the market! Please like us on Facebook (Kingston Farmers Market) and tag any photos you take! We’re also on instagram (@kingstonfarmersmarket and #kingstonfarmersmarket). If you don’t yet use these platforms I’ll be happy to help you set them up. They’re fun and free marketing tools for your business!
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