Vendor Rules and Regulations

Old Town Farm & Art Market provides Equal Opportunity to all approved vendor companies and Prohibits Discrimination and Harassment of Any Kind. The Market is committed to the principle of this opportunity providing our vendors with a Market environment free of discrimination and harassment.  

All decisions are based on Market business needs, rules and regulations, vendor requirements and qualifications, without regard to race, color, religion or belief, political affiliation, national, social or ethnic origin, sexual orientation, gender identity, or any other status.

The Market’s site is located in and around Wichita’s Farm & Art Plaza in front of The Museum of World Treasures (835 E. 1st St. N. Wichita, KS 67202) at 1st and Rock Island.

Open every Saturday April 6th through December 21st

(Except Thanksgiving weekend: 11/30/24)

April - October: 8am-1pm

November - December: 10am-1pm

Setup begins 2 hours prior to Market opening. All Vendors must be ready for business by Market opening time. Vendors arriving less than 30 minutes prior to Market opening are considered late. Late arrivals may not be allowed to set up and must have permission from Management prior to setting up.

All vendors, returning and new, must complete the application process for each Market season including submission of all required paperwork, product images, company logo (if you have one) and payment of all applicable fees. Vendors are required to submit a complete list of all products they wish to sell at the time of application. Vendors are carefully screened and share a commitment to creating a diverse Marketplace with the highest quality Kansas produced products available. OTFAM reserves the right to deny a vendor application, prohibit anyone from selling at the Market, and/or prohibit any product from being sold at the Market. All vendors must go through the following application process to be eligible to join the Market:

1. Meet the Market Standards.

2. Agree to and have a clear understanding of OTFAM’s Rules and Regulations set forth in this document.

3. Submit an online Vendor Application.

You will be notified by email if your application for the current season has been approved, denied, or if further screening is required.

Throughout the Market season, a Market representative may provide one or more assessment(s) of the vendor’s company and offer business support advice to accelerate the vendor’s development and maintain Market quality standards and expectations.

Priority for stall space assignments shall be given based on (but not limited to) a weighted average of the following factors:

1. 100% vendor grown or raised or produced or created products/items/pieces. Exceptions may be considered.

2. Food grown or raised using environmentally responsible, healthful, and humane methods.

3. Food safety compliance by adhering to the highest standards in safe food production and handling including all federal, state, and local regulations. Vendors must clearly display required licenses and certifications to customers.

4. Products made from Market purchased items and/or Kansas produced fresh and healthful ingredients.

5. History of compliance of Market Rules and Regulations.

6. Conduct, compliance, and strong customer service skills.

7. History of positive interactions with customers, fellow vendors, Market staff, and volunteers.

8. Timely submission of all Market correspondence.

9. Billing and payment history.

10. Consistent high quality product.

11. Clean and attractive displays.

12. Products that are unusual, unique, or not adequately represented at Market.

13. Record of attendance.

14. Consumer demand.

15. The number of years selling at the Market. Seniority does not guarantee approval or space, but is a factor considered during the approval process.

16. Market commodity mix.

17. No Multilevel Marketing (MLM) businesses.

18. Generator use must be pre-approved. All generators shall have a decibel rating of less than 60 to help prevent disruptions and maintain a relaxed atmosphere for customers and other vendors. Generators must be placed in a manner as to prevent a hazard.

A. FARMER, RANCHER, or EGG PRODUCER

One who grows the produce/plants or raises the animals to produce their products which they sell at the Market, on land they own or lease/rent in Kansas, or within 100 miles of the Market. It may include someone who processes produce grown on their own property into a value-add product such as jams, cider and salsa. It may also include farmers who raise the basic ingredient(s) of a product, but who must send it out for fundamental processing before creating the value-add product. This category includes sellers of bedding plants and potted plants which they have started from seed, plug, cutting, bulbs or bare root. *No resale of pre-finished plants is allowed without prior approval. This category also includes raw agricultural products grown by the seller that have been processed, or any product, the sale of which a government agency regulates. Examples are milk, cheese, oils, vinegars, meats, etc.

• If possible, a farmer’s value-add ingredients should be predominantly of materials grown, raised or gathered by the farmer.

• All vendors are encouraged to purchase value add ingredients from Market vendors and/or Kansas produced, fresh and healthful ingredients which should be clearly labeled.

• Agricultural products licensed, inspected or otherwise regulated by the federal government, the state of Kansas, City of Wichita, or Sedgwick County may be sold only upon the Market's receipt and acceptance of required documentation of compliance.

• Vendors must abide by all applicable federal, state and local health regulations. In addition, they must adhere to federal guidelines on all labels.

• If a farmer buys product from other farmers in Kansas, or within 100 miles of the Market, and brings it to Market they are to be the only stop between the grower and the consumer (strictly Farmer-to-vendor-to-Market). All produce must be grown in Kansas, or within 100 miles of the Market. Farmer Resellers are sellers of crops that cannot be grown reliably or offered for sale in sufficient quantity by farmers selling at Market. Resellers must have all items pre-approved before delivering the items to Market for sale. Approved resold product will be specifically limited.

B. FOOD ARTISAN / PROCESSOR

One who sells processed foods which they have personally prepared on their own or on leased/rented property. Processors are persons or entities offering fresh food products such as baked goods and jams/jellies or have added value to their product line through some sort of "hands on" processing. This category also includes those who provide ingredients and a recipe to a licensed cannery for custom canning.

• Processors must produce their products in Kansas.

• Priority is given to ingredients grown or raised in Kansas or predominantly made of materials grown, raised or gathered by the producer.

• Vendors are highly encouraged to purchase ingredients from other Market vendors and/or use Kansas-produced fresh and healthful ingredients which should be clearly labeled.

• See Food Safety for Kansas Farmers Market Vendors: Regulations and Best Practices for state regulations on what can be sold at Market.

C. OUT OF STATE PRODUCTS / RESELLER (Includes Certified Fair or Direct Trade products.)

A strictly limited number of vendors may be allowed to sell items from out of state sources. The goods represented in this category must enrich the Market by being carefully selected for distinctive shoppers. They must be of high quality, maintain a mutually beneficial, sustainable, and transparent trade relationship and represent items not currently being offered or offered in sufficient quantity by vendor companies selling at Market.

• Fair Trade vendor businesses aim to address the injustices of conventional trade in developing countries, which traditionally target and discriminate against the poorest, weakest producers. Fair Trade enables Artisans in developing countries the opportunity to improve their position and have more control over their lives.

• Direct Trade vendor businesses purchase straight from the artisan, grower or producer, cutting out both the traditional middleman buyers and sellers and also the organizations that control certifications such as Fair Trade. Direct Trade buyers, purchase items and products directly from the producer and resell those items at Market to ensure a fair price for both the producer and consumer.

D. ARTIST / HANDMADE ARTISAN

Anyone who produces, creates or assembles their products/items/pieces. This would include painters, jewelers, potters, woodworkers, etc. Any item which is produced without some effort on the part of the vendor must be pre-approved before being brought to Market.

• All work must be of original design and created/processed by the individual/vendor company (“handcrafted”).

• A strictly limited number of vendor companies may be allowed to buy and sell items from out of state sources. Product resellers are sellers of Market items that are not currently offered or offered in sufficient quantity by vendor companies selling at Market. This category includes carefully selected secondhand items, and Fair and/or Direct Trade products.

• A strictly limited number of vendor companies may be allowed to sell laser cut, laser engraved, or image transfer/dye-sublimation printed items or pieces. The addition of a vendor’s company logo by means of laser cut, laser engraving, image transfer, or dye-sublimation onto the vendor’s original items/pieces is acceptable.

• All work must be safe, non-toxic and fit for its intended use.

• The use of artificial fragrances and synthetic chemicals are highly discouraged in personal care body products, candles, etc.

• Priority is always given to producers who do not use artificial ingredients. We encourage the use of materials/ingredients that are organic or produced using safe practices/methods.

• No pieces/items shall be permitted that are derived from kits.

• Pieces/Items must add to the valued diversity, be of high quality, unique and/or not adequately represented at the Market.

• Priority is given to vendors who utilize sustainable and eco-friendly practices within their standard operating procedures.

• The work sold at Market by the artist must match the quality and balance of the images submitted during the application process.

E. PREPARED FOOD VENDORS (FOOD TRUCKS - CONCESSIONAIRES)

Prepared food vendors offer freshly made foods available for sale and immediate consumption on site at the Market.

• Prepared food vendors shall possess and maintain all required state, county, and local licenses and/or permits.

• Approved Kansas farm wineries sales are permitted with the proper permit.

• Approved Kansas microbreweries can sell at Market though their catering ability.

1. All vendor companies must be pre-approved to attend the Market.

2. A 10 ft. by 10 ft. canopy is required for all Markets. Exceptions: Bus, Food Truck, Trailer. Larger canopies require pre-approval.

NOTE: Canopies and tables can be rented from the Market. Availability is limited. Canopy setup/takedown is available upon request. All first-time canopy rentals will be charged an additional $10 for training on proper canopy setup/takedown.

• One 10’x10’ canopy: $20 per week

• Canopy setup and takedown: $10 per week.

• One 6’ table: $5.00 each per week

• Canopy weights: $5.00 each per week

3. Vendor companies are responsible for all necessary materials, equipment, and components of their display.

4. Vendors are required to post an identification sign (at least 12” x 24”) in a prominent place stating the vendor’s business name and location. This is also a state requirement for all food vendors and an opportunity for customers to better connect with you and your products.

5. Permit inspections of his/her farm or growing site(s) or kitchen/workshop/studio/space, to assure compliance with the Rules and Regulations of the Market.

6. Knowledge of and compliance with all federal, state, and local regulations regarding the production, labeling, display, and sale of all products at the Market is the responsibility of the individual vendor. All food vendors must have a thorough knowledge of the requirements set forth by the Kansas Department of Agriculture’s Food Safety for Kansas Farmers Market Vendors: Regulations and Best Practices.

7. Compliance with all codes and regulations of the State of Kansas, Sedgwick County, and the City of Wichita is required. These codes and regulations will also apply to the preparation of foods onsite including food samples.

8. Vendors are expected to comply with all required government regulations that may be in effect for activities that take place at the Market. These include certification of scales, food safety and health rules applicable to samples, food display, statements about being organically grown, grass fed, eggs, etc.

9. Vendors must provide copies of all permits and licenses applicable to the sale of their products. Some examples are nursery licenses for bedding plants, organic certification, scales, meat seller licenses, and licensed kitchens for processed foods.

10. Sales tax must be collected as required by state law. It is the responsibility of each vendor to obtain their sales tax number, be familiar with which of their items are taxable, and to collect such taxes and forward them to the State Department of Revenue. Vendors are required to upload a copy of their Kansas Sales Tax Certificate when submitting their application and it must visible at your Market booth.

11. All appropriate documentation must be available in the vendor’s booth at Market.

12. Food Vendors are responsible for providing proper product liability insurance. Product liability insurance is necessary because customers may have an allergic reaction or illness due to some chemical residue, product acidity, food spoilage, or other food-safety related issue. To simplify this process, we recommend the FLIP insurance policy. To our knowledge, FLIP is the most convenient, and cost effective, online insurance policy available. At checkout apply the coupon code OTFAM10 to receive a $10.00 discount!

13. As a condition of being a vendor, you and/or your company, agree to release and hold Old Town Farm & Art Market, The Source Market Association, FarmShop LLC., and it’s employees harmless from all claims related to or arising from your company’s attendance at Market.

14. OTFAM is not responsible for any loss or damage incurred by vendors.

15. Individual name tags are required and must be worn at all times during Market hours. Vendors have the option to create and wear their own personalized name tags or the Market will furnish them upon request.

16. Before selling any products, vendors must have pre-approval.

17. Vendors operating appliances or equipment that is a potential fire hazard are required to always have a suitable fire extinguisher easily accessible in their booth.

18. First year vendors are subject to a probationary period as outlined in Section 7B.

A. APPLICATION PROCESSING FEE

Due to the level of attention required to process and verify information presented in vendor applications, a non-refundable $60 fee must accompany all applications for all vendors. The application processing fee can be paid online after submitting your application or by check and mailed to: P.O. Box 75125, Wichita, KS 67209.

B. STALL FEES

Vendors will be charged according to their Tier Level. Standard stalls are 10’ x 10’ each and vendors may rent up to two stall spaces per Market day. Limited space is available for busses, food trucks, and trailers and will be charged the standard stall space price.

Stall fees can be paid with cash or check and can be prepaid or paid weekly. Checks returned for insufficient funds will be charged a $25 fee. Vendors are responsible for bringing their weekly payment to the Information Booth no later than 1 hour prior to Market closing.

First-year vendors are subject to a six-week probationary period. The new vendor probationary period assesses a vendor’s suitability for the Market. Likewise, the probation period is an introduction process and an opportunity for new vendors to get acquainted with the Market and decide if it is right for them. During probation, the new vendor’s 10’x10’ space will be charged Tier 3 level pricing. If the new vendor requires a 10’x20’ space, the additional 10’x10’ space will be charged at the vendor’s chosen Tier level pricing. After 6 Markets, the vendor may graduate into either Tier 2 or Tier 1 pricing per 10x10 space, based on their total number of reserved dates for the season.

2024 Market Season: 37 total Markets (April 6th through December 21st)

• Tier 1: (18 plus Markets) $30 per stall space, per Market.

• Tier 2: (7 to 17 Markets) $40 per stall space, per Market.

• Tier 3: (6 or less Markets) $60 per stall space, per Market.

Stall space should be reserved in advance on your application form and will determine your Tier Level. If additional dates are reserved after application approval, the Tier Level assigned at application is still applicable until the additional dates attended reaches the next Tier. If there is a change to your Tier Level due to cancellations or “No Shows”, your Market fees will be recalculated, and any amount owed will be billed and due immediately.

C. ELECTRICITY

Limited access to 110v electricity is available for $5.00 for each appliance per Market Day upon reserved request. Priority for electricity goes to vendors who require it to conduct business. Approved vendors will be assigned a specific outlet based on their usage requirement. Vendors must supply their own heavy-duty outdoor extension cords and anywhere the cord crosses customer traffic aisles, must be secured with Gorilla Tape (every 12”) and/or covered with an adequate number of appropriate mats/runners/covers to reduce the possibility of tripping hazards. If the extension cord runs behind vendor booths, it must be properly placed/secured to prevent trip injuries.

D. CANOPY AND TABLE RENTAL

Canopies and tables can be rented from the Market. Availability is limited. Canopy setup/takedown is available upon request. All first-time canopy rentals will be charged an additional $10 for training on proper canopy setup/takedown.

• One 10’x10’ canopy: $20 per week (weights included)

• Canopy setup and takedown: $10 per week

• One 6’ table: $5.00 each per week

• Canopy weights: $5.00 each per week

E. CANCELLATION FEE

Except in emergencies, i.e. serious illness, accidents, family or crop crisis, and other instances deemed to be a legitimate emergency, vendors will be responsible for their reserved booth fee as well as a $35.00 cancellation fee if the Market is not informed of a cancellation by 5pm on the Wednesday prior to that Saturday’s Market. The cancellation fee policy also applies to “No Show” vendors. Your cancellation fee and booth fee will be invoiced and due immediately. See Section 15 for cancellation procedures.

A. STALL SPACE ASSIGNMENT

1. Vendor stalls are assigned by the Market and may vary from week to week. Vendors must accept the stall space assigned.

2. Vendor stalls are 10’x10’ each. Vendors may rent up to two stall spaces per Market day. From time to time the Market may rent to a vendor more than two stall spaces for the enhancement of the Market.

3. An online interactive map is updated every Thursday and reflects vendor’s stall assignments that week. It is the responsibility of every vendor to check the map before the Market to see where to setup. The map is located on the Market’s website on the “Market Map” page.

4. Due to late cancellations and “No Shows”, changes in stall assignment may occur.

5. Vendors may not sublet or share stall space with other vendors or another company/organization that might be considered an eligible vendor.

6. The number of approved vendor’s stall spaces for each category of products shall be set by Management.

7. Space dimensions and assignments must be respected.

B. STALL APPEARANCE

1. A 10’ x 10’ canopy is required for all Markets. Exceptions include busses, food trucks, and trailers. Larger canopies require pre-approval. Vendors are responsible for ensuring that canopies are adequately weighted during inclement weather. Canopies can be rented from the Market; pricing information is detailed in Section 6 of this document.

2. Vendors are required to post an identification sign (at least 12” x 24”) in a prominent place stating the vendor’s business name and location. This is also a state requirement for all food vendors.

3. Signage including product prices, vendor identification, and industry certifications must be clear and visible. All items for sale must be clearly marked with the retail price. Prices may be posted on the product or posted as a list of prices on a large sign or board. False advertising and dishonest marketing strategies are forbidden.

4. Vendors must display their products neatly and attractively, with consideration for the other vendors and the public. A well thought out display is a great strategy for increasing sales. Vendors shall only display or advertise items that have been approved for sale. All products offered for sale at Market must be pre-approved.

5. Vendors are responsible for keeping their space clean and attractive during Market hours.

6. Vendors operating appliances or equipment that is a potential fire hazard are required to have a suitable fire extinguisher easily accessible in their booth.

7. Every vendor is required to obtain a Retail Sales Tax certificate which must be uploaded to your vendor application and must be clearly displayed at every Market. This is also a state requirement.

8. Booth disassembly is not permitted until the Market closes, without exception.

9. Vendors must clean up their stall space after the Market closes, including sweeping up any debris and removing all trash. All trash generated by vendors must be removed at the end of the day for off-site disposal. On-site trash receptacles are for customer use only.

Together, we are the Market. We must work collectively to maintain a professional and engaging sales foundation that works for all of us. Furthermore, it is our combined responsibility to deliver an inviting, friendly, and fun experience for our customers.

Customer interactions and relationships are of vital importance to ensuring that your goals and objectives are met and are equally important to the overall Market’s success. Conduct by vendors that is detrimental to the reputation or operation of the Market is not permitted. Any difficulty experienced with customers or other vendors should be promptly reported to Market Staff. Vendors who do not comply with the standards of conduct as outlined herein may be subject to discipline as set forth in Section 19 of this document.

A. CONDUCT

1. Vendors will in no way cause detriment to other vendors and are expected to always conduct themselves professionally, behaving courteously toward Market staff, customers, other vendors, and stakeholders.

2. Vendors are not permitted to disparage other vendors or products.

3. Old Town Farm & Art Market does not tolerate targeting, discrimination, intimidation, or harassment of any kind.

4. No politics or political campaigning is permitted. All signs, clothing, stickers, symbols, etc. that could be deemed to be political or advancing one’s ideology is prohibited. This zero-tolerance rule applies to vendors, products, and guest organizations.

• The flag of the United States of America is not political. It is the symbol of “We the People” and represents all Americans.

• The promotion of American liberty, independence, or freedom in general, are characteristics unique to the United States of America and are not viewed as political.

• Thin Blue Line and Thin Red Line pays homage to police and firefighters and are not considered political.

• Army, Navy, Air Force, Marine Corps or Coast Guard related items and symbols are also not considered political.

5. Behavior such as interfering with other vendor company sales, shouting, fighting, selling products in an aggressive way, or “hawking” detracts from the friendly atmosphere of the Market and will not be tolerated. Hawking can be defined as: yelling, barking, or screaming to promote your product.

6. Any activity considered to be damaging to the Market’s family friendly atmosphere can result in that person or persons immediate elimination from the Market.

7. Vendors are responsible for the actions of their representatives, employees, agents, and family members.

8. Vendors are not permitted to play radios or use other sound-generating electronics during Market hours.

9. Vendors are not allowed to smoke within the Market area at any time.

10. No smoking or vaping. Tobacco products may not be sold, consumed, or advertised at the Market.

11. Product dumping is not allowed. Predatory pricing or pricing products far below the cost to produce them will not be allowed. Competition is good for everyone, but undercutting potential sales for other vendors could destroy the Market’s viability. Please take time to know your production costs and set your prices at a fair market value. Upon request, Management is available to help you navigate your organization’s production costs and product pricing.

12. Vendors believed to be under the influence of drugs and/or alcohol and behaving in an unprofessional manner may have their permission to sell at Market revoked.

13. Old Town Farm and Art Market provides Equal Opportunity to all approved vendor companies and prohibits discrimination and harassment of any kind. The Market is committed to the principle of this opportunity for all vendors and to providing our vendors with a Market environment free of discrimination and harassment. This is a zero-tolerance rule of conduct.

B. APPEARANCE

1. Vendors must be neat and appropriately dressed.

2. Individual name tags are required and must be worn at all times during Market hours. Vendors have the option to create and wear their own personalized name tags or the Market will furnish them upon request.

Retail food sales are regulated by the Kansas Department of Agriculture. It is essential that the food sold at Market is produced and processed according to the relevant governmental rules, regulations, and guidelines. Not only will this ensure products that are as safe as possible, it will also assure our customers that your business, as well as the entire Market, has product quality and safety in mind.

A. FOOD SAFETY

All foods on display must be stored and effectively protected from contamination and sold in a sanitary manner. Food should be stored off the ground and protected from rain or other environmental contaminants.

Produce vendors must follow the KDA Weights and Measures Division Regulations for the method of selling produce (by weight, count, head or bunch, or by dry measure). Vendors using a scale to sell products by weight must have a licensed service company test their scales once annually. Be sure to check before buying a new scale to ensure that the scale can be certified.

No bare-hand contact with ready-to-eat food is allowed. Use gloves, deli tissue, spatulas, or other dispensing equipment to handle food, rather than bare hands.

See Kansas Department of Agriculture’s requirements for more Food Safety relevant to your products.

B. FOOD SAMPLING

Food Sampling is allowed if certain conditions are met. There is no limit to the number of times per year that samples can be offered. Any food product legal to sell can be sampled.

A hand-washing station meeting the following minimum requirements must be present for sampling:

• A 5-gallon cooler modified with a hands-free spigot

• Catch basin for waste-water

• Liquid soap

• Paper towels

• Adequate supply of warm water

2. Samples must be precut and served individually. This can be on plates, in cups, on toothpicks, or other appropriate method. A trash receptacle should be available for customers to dispose of any trash.

3. Access to samples must be controlled so customers cannot touch any sample they will not be consuming.

4. Samples must not be exposed to insects or other environmental contaminants.

5. Sampling must occur under cover. If the Market itself is not under a structure, a canopy, tent or umbrella is adequate.

6. See our Vendor Resources page for further information.

Annual inspections may be conducted with Market vendors to help assure products meet requirements and aid in identifying steps toward overall Vendor and Market improvement. FarmShop, LLC is associated with a host of programs which has facilitated the formation and expansion of a network of professionals that further support our vendors. Our goal is to be a valued catalyst for the advancement of small-scale, locally focused businesses by serving both Market vendors and the community equally.

• Management reserves the right to inspect any Vendor's production facility, farm, studio, or workshop/space.

• The primary purpose of an inspection is to determine whether the vendor is in fact complying with Market Standards and Rules and Regulations. Inspections are also used to gather marketing/promotional content.

• All new vendors may be inspected prior to approval.

All Vendors selling food for human consumption are required to carry Product Liability Insurance.

Your food business faces a unique set of risks that require a unique set of coverage. FLIP’s insurance programs provide business owners like you with the personal and affordable coverage you need to protect you and your business from the pricey cost of claims.

Purchase a FLIP policy here. Receive $10 off your annual policy with the Coupon Code: OTFAM10

Insurance is NOT required, but encouraged for vendor companies that do not sell food. ACT (Artists, Crafters, and Tradesmen) annual policy provides you with the necessary coverage to sell your products in person at your store, at a show, or market, as well as to anyone online.

Purchase an ACT policy here. Receive $10 off your annual policy with the Coupon Code: OTFAM10

A copy of your certificate of insurance must be on file with OTFAM at least one week prior to selling at Market.

A. CASH AND CREDIT SALES

Vendor companies should have enough small change on hand to accommodate cash sales and should also acquire a point of sale (POS) or point of purchase (POP) system, which allows for credit and debit sales. The Market uses a POS system called Square. Square card readers for smart phones are FREE. Square can be used with a smart phone or tablet and allows you to accept payments easily, quickly, and securely. The Market cannot act as an ATM for vendors or customers.

B. SNAP/EBT SALES

All Vendors, including employees, are required to understand the rules of acceptance for SNAP and DUFB currency. These programs are essential to create greater access to the Market and to increase sales for Market vendors. Sale of ineligible items with SNAP and DUFB currency is illegal and risks the Market’s ability to administer these necessary programs.

• SNAP customers are eligible to use their EBT cards to purchase SNAP tokens at the Information Booth which they can then use to purchase eligible food at the Market.

• SNAP Benefits CAN buy foods such as: breads and baked goods to take home, fruits and vegetables, meats, edible seeds, fish, poultry, dairy products, and plants intended to grow food.

• SNAP Benefits CANNOT buy: Alcohol, any nonfood items, such as: Pet foods, soaps, paper products, household supplies (décor), vitamins and medicines, food that will be consumed at the Market (hot foods, juices, etc.). It is illegal to exchange SNAP tokens for these purchases.

• SNAP eligible customers are able to purchase RED $1 tokens at the Information Booth with their EBT/SNAP cards. These tokens are then used to purchase eligible foods at the Market. Other local markets issue SNAP tokens so be sure to only accept OTFAM’s tokens. If it has another market’s name on the token, OTFAM cannot reimburse you for it.

• $1 tokens may never be given as change for any Market purchases for any reason.

• When possible, please work with SNAP customers to modify purchases to reach a whole dollar value.

C. DUFB SALES

The Market offers Double Up Food Bucks (DUFB), which is a program that doubles the amount of money that SNAP customers can spend to purchase Kansas grown fruit and vegetables at participating markets.

• SNAP customers receive FREE Double-up Food Bucks (DUFB) PURPLE tokens with their SNAP token purchase.

• SNAP purchases are matched dollar for dollar up to $25 per day.

• DUFB tokens can ONLY be redeemed for Kansas grown fruits and vegetables with participating vendors.

• Participating vendors must sign a Vendor Agreement before accepting Double-up Food Bucks tokens.

• $1 tokens may never be given as change for any Market purchases for any reason.

• When possible, please work with DUFB customers to modify purchases to reach a whole dollar value.

• Silver $1 Double Up Food Bucks tokens are no longer accepted.

D. SNAP AND DUFB TOKEN REDEMPTION

Vendors should bring their SNAP and/or DUFB tokens to the Information Booth by the close of the Market for redemption. The Market will not accept token amounts smaller than $20.00. Tokens should be divided separately by $1 SNAP tokens, and $1 DUFB tokens and counted before arriving at the booth. Vendors will receive a receipt for the tokens and reimbursement checks will be hand-delivered to the vendor at next week’s Market. If the vendor is not returning to the Market or upon request, the check will be mailed to the address on file with OTFAM. Any $1 tokens used to purchase ineligible items will be retained by OTFAM without reimbursement.

A. ARRIVAL PROCEDURE

1. Arrival and setup begins two hours prior to the Market opening. All Vendors must be setup and ready for business by Market opening time.

2. Vendors who are assigned stall space on Mosley, Rock Island, or in the middle of Farm & Art Plaza are expected to quickly and efficiently unload supplies and products within their designated space, then park their vehicles, and return to unpack products and set up.

3. Vendors arriving less than 30 minutes prior to Market opening are considered late. Late arrivals may not be allowed to set up and must have permission prior to setting up.

4. Vendors are expected to park in the parking lot east of River City Brewery and on the North side of parking lots off of 1st Street, leaving the closest parking for customers. No vendor parking in lots along Douglas. Parking spaces close to the Market site should be considered customer parking and will not be used by vendors.

B. DEPARTURE PROCEDURE

1. Vendors may not break down and/or load up products, materials and equipment before closing time.

2. Booth disassembly is not permitted until the Market closes. Exceptions may be made in case of emergency (see Management).

3. Vendors must clean up their stall space after the Market closes, including sweeping up any debris and removing all trash. All trash generated by vendors must be removed at the end of the day for off-site disposal. On-site trash receptacles are for customer use only.

4. Vendors must vacate the Market site no later than one hour after closing time.

When selling at OTFAM, vendors are operating as small businesses. The strength of any Market depends on the presence of vendors and a diversity of products. As with any business, customers must be able to count on vendors being present at Market. Consistent goods and product availability means consistent customers shopping for those goods and products. Continuity and reliability are critical to sales in addition to gaining a regular customer base.

MARKET STALL CANCELLATION FEE POLICY

Except in emergencies, i.e. serious illness, accidents, family or crop crisis, and other instances deemed to be a legitimate emergency by Management, vendors will be responsible for their reserved booth fee as well as a $35.00 cancellation fee if Management is not informed of the cancellation by 5pm on the Wednesday prior to that Saturday’s Market. The cancellation fee policy also applies to “No Show” vendors. Your cancellation fee and booth fee will be invoiced and due immediately.

DATE CHANGE AND CANCELLATION PROCESS:

Reserved date additions and cancellations should be updated through the Vendor Portal (instructions below) or you may instead email your request to info@OldTownFarmAndArtMarket.com. If you would like to attend a Market and it’s after 5pm on Wednesday prior to that Saturday’s Market, space may be allocated only after all previously reserved vendors are accommodated. WE DO NOT CONDUCT MARKET BUSINESS COMMUNICATION THROUGH SOCIAL MEDIA CHANNELS.

VENDOR PORTAL INSTRUCTIONS:

1. Go to: oldtownfarmandart.mymarket.org

2. Log in if you already have a profile or click the “Register Profile” button to register your profile. Enter the email which was used to apply for the Market. A verification code will be sent to your email.

3. Copy and paste or enter the verification code that was emailed to you, then click “Submit”.

4. You will be prompted to set up a password. Once that password has been setup, you are now able to login.

5. Once logged in, click “Request Change”. You are now looking at the application that you submitted when you applied to the Market.

6. Add and/or remove the date(s) you wish to cancel.

7. Click “Submit” in the top right corner. Once approved, you will be notified via email.

Before selling any new products, vendors must have pre-approval. New product submissions should be requested in writing a minimum of one week before vendor wishes to sell the product by emailing the Market at info@oldtownfarmandartmarket.com. The request should include a complete description and pictures of the product(s) if available.

You will be notified by email if your new product submission is approved or declined. If approved, it is the vendor’s responsibility to update their profile on the Market’s website by using the vendor portal. Instructions on how to login to the vendor portal are in Section 15 of this document and in our Market Day Logistics.

OTFAM is a rain or shine Market. We will not cancel a Market due to weather unless we determine that it will be unsafe for vendors and attendees. Vendors will forfeit their stall fees if they choose not to participate because of weather. Stall fees will be applied to an alternate date ONLY if the Market does not open because of unsafe weather conditions. (“No Show” vendors will be charged the Cancellation Fee as described in Section 15.)

Open air markets are bustling public places that can create a prime environment for suspicious behavior. Below are some basic precautions everyone can take to maximize safety and security efforts.

MARKET SAFETY:

1. Vendors are responsible for ensuring that canopies are adequately weighted to prevent movement in wind and inclement weather.

2. The hours before opening and after closing are particularly vulnerable times for theft. We do not allow people who are not associated with the Market to loiter prior to the Market opening. All suspicious people who seem to be loitering before the Market opens should be reported to staff.

3. Be alert. Know your surroundings and who or what should or should not be there.

4. Trust your instincts. Never enter a situation where you feel unsafe.

5. Do not make judgments about what may or may not be a serious situation and do not assume that someone else is handling it or has called the police. Safety and security are everyone’s responsibility.

6. During your time at the Market, you may be in a situation where you must confront a suspicious person. Tactfully and politely greet the individual and offer your assistance if appropriate. (ie. “Welcome to the Market! Can I help you?”) If the person is there for legitimate reasons, he or she will appreciate the attention that you show them. Someone who is not there for good reasons does not want attention drawn to them.

7. If you feel uncomfortable talking to a suspicious person or if your suspicions continue after making contact, report the situation to Market staff immediately. If you are alone at your booth and do not feel comfortable stepping away, please ask a Market neighbor to assist you in alerting Market staff or reach out by phone.

8. Wichita Police Department’s Homeless Outreach Team and the Market strongly recommend that vendors do not give food and/or items to homeless individuals while attending the Market. Wichita has an abundance of organizations that exist to help people in need. For more information, please see the H.O.T. Brochure which identifies available community resources. Dial 211 for information on thousands of services to find help or to volunteer.

BOOTH SECURITY:

1. Never leave your booth unattended. If one person is operating your business at the Market, ask an adjacent vendor to keep an eye on things while you are away. Keep in mind, they are also working and engaging with customers, so be sure to lock up valuables such as tablets, smartphones, credit card swipers, and your cash box before you leave.

2. Throughout your time at the Market, keep your items organized. Keeping your things organized makes it easier to notice if something is wrong or out of place.

3. Greet each customer. Establish eye contact and remember their general appearance. Good customer service can discourage thieves. This attention to detail conveys control and puts people on notice that they have been observed and can be identified later.

4. It is also important to consider security outside of your booth. Always lock your vehicle and do not leave items in plain view inside your vehicle.

5. If someone makes you feel uncomfortable, notify staff immediately. If you are alone at your booth and do not feel comfortable stepping away, please ask a Market neighbor to assist you in alerting Market staff or reach out by calling or texting the market’s cell phone.

A vendor may be removed or suspended from the Market or have selling privileges at the Market conditioned, modified, limited or terminated at any time. Vendors who are in violation of any federal, state, local or Market Rules and Regulations will be subject to the following:

1. Whenever Management believes a vendor has violated any of the Market’s Rules or Regulations, the vendor can expect a verbal or written warning or may be issued a Notice of Suspension.

2. Any verbal warning may be followed by a written notice of disciplinary action as deemed necessary by Management.

3. Management may suspend, for any period deemed appropriate, the permission of any vendor to attend the Market.

4. Management may also refer the matter to a governmental agency with jurisdiction over the subject at issue.

5. A vendor whose permission to sell has been suspended, or a vendor or applicant aggrieved by a decision of Management, may file a written request with OTFAM requesting reconsideration of a determination made by Management. The person requesting reconsideration shall file the written request within the (10) days of the adoption of Management’s determination. If no person files a timely request, Management shall not take any action pursuant to this action, pursuant to this section and Management’s decision shall be considered final. If a timely request for consideration has been filed, at the next available meeting (meeting may be in the form of a conference call) Management shall consider the request for reconsideration and shall receive any oral or written testimony. Management’s decision shall be final.

6. Whenever Management determines that an immediate suspension of a vendor’s privilege to sell at the Market is necessary to preserve the Market’s reputation, consumer health, safety or welfare of customers, other Market vendors, staff, or the general public, Management may suspend a vendor’s right to sell. Such suspension shall be effective immediately. Management may provide the vendor with a notice of suspension stating the date, time and place of a possible hearing (hearing may be in the form of a conference call) on the suspension. Thereafter, the hearing procedures detailed above shall be followed.