vendor "to do" list
Make sure you're ready for the Flea:
NEW: This year the Flea will require all vendors of soap, apothecary and cosmetic items as well as henna artists to have General Liability Insurance. You will need to provide a Certificate of Insurance (COI) naming the Flea as an Additional Insured, similar to the requirement of food vendors. Read more here.
1. REQUEST YOUR MARKET DATES
a. Using the link in your welcome email, create a vendor account with your email address and a password you choose.
b. Click on an "OPEN MARKET" and request your market dates from your vendor account dashboard.
c. Look for an email confirming your dates in the next day or so. From your account dashboard you can review the status of your dates, and request additional dates later.
2. APPLY ONLINE FOR A CITY PEDDLER'S LICENSE (a.k.a. MOBILE VENDOR LICENSE) TO VEND AT THE FLEA
Every vendor, for profit and nonprofit, needs this license. This is NOT a tax permit. This is a City of Providence requirement. You cannot set-up without this document and it can take several days for the City to turn it around. Don't wait until the last minute!
a. Apply online here and follow the instructions below:
1. Click "Select" for "Apply for an Entertainment / Event/ Raffle /One-Day Vendor/Class F Liquor Licenses"
2. Click "Start" button
3. Click the "Sign Up" option, then enter email address and create a secure password; then click the "Sign Up" button
4. Confirm your information: enter name, address, email and click "Next"
5. Fill this Form - skip down to "Blanket Vendor License" and answer the questions as follows:
* Are you holding an event or selling merchandise at an event with numerous vendors? YES
* Are you hosting the event that requires the blanket vendor license? NO
* Are you acting as a vendor at an event and require a one-day blanket vendor license? YES
* Enter the event where the blanket vendor license will be used. PVDFlea
Under "Mobile Vendor License" click on "merchandise" unless you are a food vendor selling on the grass (not the street or sidewalk)
Under "Business Info" fill in the required fields (use your name if you don't have a business name)
Under "Indoor/Outdoor Events / Expansion of Premises" answer the following:
* Number of days event will be indoors: 0
* Number of days event will be outdoors: 1
* Number of days events will require expansion of premises : 0
Under Signature , click the box, enter your name and click "Next"
6. Skip "Attachments" page and click "Submit" button.
7. Follow further online instructions. If you don't hear from the City within 48 hours, please call and ask for Ana at Phone: 401.421.7740 Ext: 206, 207.
Once you have the license in hand, take a good resolution photo of your license and save it in your phone for safekeeping. We will accept a digital copy but you should always have it on you at the Flea.
3. FIGURE OUT IF NEED A TAX PERMIT (a.k.a. 30-DAY TEMPORARY FLEA MARKET VENDOR PERMIT)
a. Do you have a RI Artist Certificate of Sales Tax Exemption OR are you an artist, artisan or maker selling ONLY something you've handmade--art, photography, jewelry, handpainted signs, handmade furniture (not upcycled furniture), etc? You WILL NOT need one.
b. Are you selling handmade candles, soap or apothecary/cosmetic items or plants? You WILL need one.
c. Are you selling ONLY preloved or handmade clothing and wearables? You WILL NOT need one.
d. Are you selling clothing AND non-clothing items? You WILL need one.
e. Are you selling vintage items or upcycled furniture? You WILL need one.
f. Are you selling food? You WILL NOT need one.
g. Are you a featured non profit selling items? You WILL NOT need one.
Contact us if you don't fit into any of these categories to figure out if you will need a permit.
WHERE TO GET IT
The Flea will give you the TAX permit at your first market if you will be selling taxable items. YOU MUST BRING A CHECK OR MONEY ORDER (WE DO NOT ACCEPT CASH) for $10 payable to the RI Division of Taxation. If you are selling taxable items you will need this even if you have a RI retail sales/use permit.
C. FOOD VENDORS--TRUCKS, CARTS, TENTS
From food vendors we require, in advance of set-up, copies (by email) of the following, valid for the current year and in the name of the owner or business:
1. RI Retail Sales Permit
2. Certificate of Insurance naming the "The Providence Flea LLC" as an "Additional Insured." (There should be no cost to you to get this from your agent!)
3. Food Service Vendor License
4. Providence City Peddler's License
3. PAY YOUR INVOICE
You'll receive an invoice(s) from Paypal shortly after we confirm your dates. Please note we fill the market on a FIRST PAID, FIRST PLACED BASIS. Please note your space is not confirmed until payment is received. Please check your invoice carefully by clicking on the link in the Paypal email that reads, "View and pay invoice." This will open your FULL invoice with your accepted dates itemized for your review. After 5 days from issue, unpaid invoices may be canceled for non-payment and/or offered to wait-listed applicants without notice. There are NO REFUNDS so please be sure about your chosen dates. A vendor may change a paid date with at least two days' notice and incurs a $25 change fee.
4. GET YOUR BOOTH READY
Vendors are required to bring their own tent, table, chairs, and set-up. The Flea does not provide these. All booths require table coverings that hide anything stored under their tables. Outdoor markets require tent weights if you plan to use a tent.
5. SITE MAP AND SET-UP INFO
Upon receipt of your payment, we'll send set-up, parking and site map information closer to your market date(s). Let us know if you have any questions at info@providenceflea.com or call us at 401-484-7783. We look forward to seeing you at the Flea!
6. OUTDOOR MARKETS
You must have TENT WEIGHTS. 30 POUNDS PER LEG MINIMUM, 40 POUNDS RECOMMENDED. We also recommend vinyl tent weight bags (see below) filled with sand or beach stones. They must be firmly fastened and tethered to the tent frame with bungee cords or tie-down straps at the top of the tent frame. No exceptions on weights and bungees.
NOT ALLOWED: Water jugs, 5-gallon buckets, lifting weights, 5-Lb kitty litter tubs, sandbags, tent legs fastened to tables, etc., No exceptions!
NOT RECOMMENDED: Collar weights. You'll need several boxes of these to make the requirement, they fall off easily in the wind and they are not able to be securely fastened to your tent frame with bungees.) Please help us ensure a safe experience for vendors and patrons alike. If you can't find weights, we may have a few sets available from last year. Please email us asap for more info.
NEW: This year the Flea will require all vendors of soap, apothecary and cosmetic items as well as henna artists to have General Liability Insurance. You will need to provide a Certificate of Insurance (COI) naming the Flea as an Additional Insured, similar to the requirement of food vendors. Read more here.
1. REQUEST YOUR MARKET DATES
a. Using the link in your welcome email, create a vendor account with your email address and a password you choose.
b. Click on an "OPEN MARKET" and request your market dates from your vendor account dashboard.
c. Look for an email confirming your dates in the next day or so. From your account dashboard you can review the status of your dates, and request additional dates later.
2. APPLY ONLINE FOR A CITY PEDDLER'S LICENSE (a.k.a. MOBILE VENDOR LICENSE) TO VEND AT THE FLEA
Every vendor, for profit and nonprofit, needs this license. This is NOT a tax permit. This is a City of Providence requirement. You cannot set-up without this document and it can take several days for the City to turn it around. Don't wait until the last minute!
a. Apply online here and follow the instructions below:
1. Click "Select" for "Apply for an Entertainment / Event/ Raffle /One-Day Vendor/Class F Liquor Licenses"
2. Click "Start" button
3. Click the "Sign Up" option, then enter email address and create a secure password; then click the "Sign Up" button
4. Confirm your information: enter name, address, email and click "Next"
5. Fill this Form - skip down to "Blanket Vendor License" and answer the questions as follows:
* Are you holding an event or selling merchandise at an event with numerous vendors? YES
* Are you hosting the event that requires the blanket vendor license? NO
* Are you acting as a vendor at an event and require a one-day blanket vendor license? YES
* Enter the event where the blanket vendor license will be used. PVDFlea
Under "Mobile Vendor License" click on "merchandise" unless you are a food vendor selling on the grass (not the street or sidewalk)
Under "Business Info" fill in the required fields (use your name if you don't have a business name)
Under "Indoor/Outdoor Events / Expansion of Premises" answer the following:
* Number of days event will be indoors: 0
* Number of days event will be outdoors: 1
* Number of days events will require expansion of premises : 0
Under Signature , click the box, enter your name and click "Next"
6. Skip "Attachments" page and click "Submit" button.
7. Follow further online instructions. If you don't hear from the City within 48 hours, please call and ask for Ana at Phone: 401.421.7740 Ext: 206, 207.
Once you have the license in hand, take a good resolution photo of your license and save it in your phone for safekeeping. We will accept a digital copy but you should always have it on you at the Flea.
3. FIGURE OUT IF NEED A TAX PERMIT (a.k.a. 30-DAY TEMPORARY FLEA MARKET VENDOR PERMIT)
a. Do you have a RI Artist Certificate of Sales Tax Exemption OR are you an artist, artisan or maker selling ONLY something you've handmade--art, photography, jewelry, handpainted signs, handmade furniture (not upcycled furniture), etc? You WILL NOT need one.
b. Are you selling handmade candles, soap or apothecary/cosmetic items or plants? You WILL need one.
c. Are you selling ONLY preloved or handmade clothing and wearables? You WILL NOT need one.
d. Are you selling clothing AND non-clothing items? You WILL need one.
e. Are you selling vintage items or upcycled furniture? You WILL need one.
f. Are you selling food? You WILL NOT need one.
g. Are you a featured non profit selling items? You WILL NOT need one.
Contact us if you don't fit into any of these categories to figure out if you will need a permit.
WHERE TO GET IT
The Flea will give you the TAX permit at your first market if you will be selling taxable items. YOU MUST BRING A CHECK OR MONEY ORDER (WE DO NOT ACCEPT CASH) for $10 payable to the RI Division of Taxation. If you are selling taxable items you will need this even if you have a RI retail sales/use permit.
C. FOOD VENDORS--TRUCKS, CARTS, TENTS
From food vendors we require, in advance of set-up, copies (by email) of the following, valid for the current year and in the name of the owner or business:
1. RI Retail Sales Permit
2. Certificate of Insurance naming the "The Providence Flea LLC" as an "Additional Insured." (There should be no cost to you to get this from your agent!)
3. Food Service Vendor License
4. Providence City Peddler's License
3. PAY YOUR INVOICE
You'll receive an invoice(s) from Paypal shortly after we confirm your dates. Please note we fill the market on a FIRST PAID, FIRST PLACED BASIS. Please note your space is not confirmed until payment is received. Please check your invoice carefully by clicking on the link in the Paypal email that reads, "View and pay invoice." This will open your FULL invoice with your accepted dates itemized for your review. After 5 days from issue, unpaid invoices may be canceled for non-payment and/or offered to wait-listed applicants without notice. There are NO REFUNDS so please be sure about your chosen dates. A vendor may change a paid date with at least two days' notice and incurs a $25 change fee.
4. GET YOUR BOOTH READY
Vendors are required to bring their own tent, table, chairs, and set-up. The Flea does not provide these. All booths require table coverings that hide anything stored under their tables. Outdoor markets require tent weights if you plan to use a tent.
5. SITE MAP AND SET-UP INFO
Upon receipt of your payment, we'll send set-up, parking and site map information closer to your market date(s). Let us know if you have any questions at info@providenceflea.com or call us at 401-484-7783. We look forward to seeing you at the Flea!
6. OUTDOOR MARKETS
You must have TENT WEIGHTS. 30 POUNDS PER LEG MINIMUM, 40 POUNDS RECOMMENDED. We also recommend vinyl tent weight bags (see below) filled with sand or beach stones. They must be firmly fastened and tethered to the tent frame with bungee cords or tie-down straps at the top of the tent frame. No exceptions on weights and bungees.
NOT ALLOWED: Water jugs, 5-gallon buckets, lifting weights, 5-Lb kitty litter tubs, sandbags, tent legs fastened to tables, etc., No exceptions!
NOT RECOMMENDED: Collar weights. You'll need several boxes of these to make the requirement, they fall off easily in the wind and they are not able to be securely fastened to your tent frame with bungees.) Please help us ensure a safe experience for vendors and patrons alike. If you can't find weights, we may have a few sets available from last year. Please email us asap for more info.
