vendor "to do" list
Make sure you're ready for the Flea:
1. CREATE A VENDOR ACCOUNT & REQUEST YOUR MARKET DATES
From the welcome email, create a vendor account with your email address, and request your market dates from your vendor account dashboard. We'll send you an email confirming the availability of your requested dates. Please note that market dates are not guaranteed until paid (see below for payment info).
2A. APPLY ONLINE FOR A $10 MOBILE VENDOR LICENSE FROM THE CITY OF PROVIDENCE (formerly Peddler's License):
Apply TODAY online here for a $10 "Mobile Vendor" license. (Mobile Vendor is posted as $67 but it will only cost $10 for Flea vendors.)
Every vendor who is selling items, including non-profits, will need this license. No exceptions. It takes several days for the City to turn it around. Don't wait until the last minute! Follow online instructions or call Ana DiSano at the Board of Licenses for assistance at 401.421.7740 Ext: 206, 207.
Once you have the license in hand, upload it to your Vendor dashboard as JPEG or PNG file at the bottom of the page where you can manage and add more product images. You must always have the hard copy with you at the Flea. YOU CAN'T SET UP WITHOUT THIS LICENSE.
2B. YOU MAY NEED TO BRING A $10 CHECK OR MONEY ORDER FOR THE RI DIVISION OF TAXATION 30-DAY RHODE ISLAND TEMPORARY FLEA MARKET VENDOR PERMIT
The Flea will issue you the "Flea Market Vendor Permit" at your first market if you're selling taxable items. Bring a check or money order for $10 payable to the RI Division of Taxation. NO CASH ACCEPTED. You will need this even if you have a RI retail sales/use permit.
YOU WILL NEED A PERMIT IF: you're selling candles, soap or apothecary/cosmetic items, plants, clothing AND non-clothing items together, vintage items, upcycled furniture, memorabilia, or other taxable items.
YOU WILL NOT NEED A PERMIT IF: you're an artist or maker (except soap, candles, apothecary items) selling only your handmade works, or you are not selling anything (some nonprofits).
Contact us if you 're not sure.
3. WATCH YOUR INBOX FOR AN EMAIL WITH YOUR APPROVED/ASSIGNED DATES
Haven't received an email after a day or two? If you have Gmail, check your promotions folder and if the email is there, drag it to your Primary folder. If you have another email host (yahoo, aol, etc.) check your junk mail folder and move it to your inbox. If your dates are not available because a market or market category is full, you will have the option to choose other dates or be waitlisted for your first choice date(s) or both.
4. GUARANTEE YOUR DATES WITH PAYMENT BY PAYING YOUR INVOICE FROM THE VENDOR DASHBOARD
Once you receive notice that your dates are available, you can only guarantee them with payment. You can pay your invoice(s) located at the bottom of your vendor dashboard in the "Vendor Status" section. Click on "Pay now" to pay the invoice and click on the arrow/inbox icon to view and download the invoice and a paid receipt. Please note your dates are not guaranteed until payment is received. PLEASE CHECK YOUR DATES CAREFULLY. THERE ARE NO REFUNDS AFTER PAYMENT. Per the vendor agreement, we don't offer refunds after payment, but with at least two day's notice we will reschedule a paid vendor and apply payment to a future Flea, pending availability, with a $25 rescheduling fee.
5. GET YOUR TENT, TENT WEIGHTS AND DESIGN YOUR BOOTH
Vendors are required to bring their own tent, table, chairs, and set-up. The Flea does not provide or rent these. All booths require table coverings that hide anything stored under their tables. A 10' x 10' market tent or craft vendor tent (preferably white) is REQUIRED this year due to the lack of shade/shelter on the Greenway and require a tent weight minimum of 120 lbs total (minimum 30 lbs. per leg, suggested 40 lbs.). See more on Outdoor Markets preparation below. *
SITE MAP AND SET-UP INFO
Upon receipt of your payment, we'll send set-up, parking and site map information closer the week before 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!
FOOD VENDORS IN TENTS
In advance of your first set-up, we require food vendors to upload to their vendor dashboard copies 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. Department of Health Food Service Vendor License
4. Providence City Mobile Vendor (Peddler's) License
*OUTDOOR MARKETS
Wind and inclement weather are an inherent risk in vending at outdoor markets. You can mitigate that risk by being prepared.
You must have 120 LBS. TOTAL IN TENT WEIGHTS (30 LBS. PER LEG MINIMUM REQUIRED, 40 LBS. RECOMMENDED).
We will check your weight bags at check-in.
We strongly 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 fasteners.
NOT ALLOWED, NO EXCEPTIONS: Collar weights, water jugs, 5-gallon buckets, lifting weights, 5-Lb kitty litter tubs, sandbags, tent legs fastened to tables, etc., No exceptions!
WHERE TO BUY
Big box stores and the Ocean State Job Lot usually have the best prices on sturdy tents with white canopies. Weight bags that actually hold sufficient weight are mostly found on Amazon.com. If you can't find weights, we have limited sets of four tent weight bags with a set of white bungee cords available for $25 for Flea vendors only. Please email us asap for more info.
1. CREATE A VENDOR ACCOUNT & REQUEST YOUR MARKET DATES
From the welcome email, create a vendor account with your email address, and request your market dates from your vendor account dashboard. We'll send you an email confirming the availability of your requested dates. Please note that market dates are not guaranteed until paid (see below for payment info).
2A. APPLY ONLINE FOR A $10 MOBILE VENDOR LICENSE FROM THE CITY OF PROVIDENCE (formerly Peddler's License):
Apply TODAY online here for a $10 "Mobile Vendor" license. (Mobile Vendor is posted as $67 but it will only cost $10 for Flea vendors.)
Every vendor who is selling items, including non-profits, will need this license. No exceptions. It takes several days for the City to turn it around. Don't wait until the last minute! Follow online instructions or call Ana DiSano at the Board of Licenses for assistance at 401.421.7740 Ext: 206, 207.
Once you have the license in hand, upload it to your Vendor dashboard as JPEG or PNG file at the bottom of the page where you can manage and add more product images. You must always have the hard copy with you at the Flea. YOU CAN'T SET UP WITHOUT THIS LICENSE.
2B. YOU MAY NEED TO BRING A $10 CHECK OR MONEY ORDER FOR THE RI DIVISION OF TAXATION 30-DAY RHODE ISLAND TEMPORARY FLEA MARKET VENDOR PERMIT
The Flea will issue you the "Flea Market Vendor Permit" at your first market if you're selling taxable items. Bring a check or money order for $10 payable to the RI Division of Taxation. NO CASH ACCEPTED. You will need this even if you have a RI retail sales/use permit.
YOU WILL NEED A PERMIT IF: you're selling candles, soap or apothecary/cosmetic items, plants, clothing AND non-clothing items together, vintage items, upcycled furniture, memorabilia, or other taxable items.
YOU WILL NOT NEED A PERMIT IF: you're an artist or maker (except soap, candles, apothecary items) selling only your handmade works, or you are not selling anything (some nonprofits).
Contact us if you 're not sure.
3. WATCH YOUR INBOX FOR AN EMAIL WITH YOUR APPROVED/ASSIGNED DATES
Haven't received an email after a day or two? If you have Gmail, check your promotions folder and if the email is there, drag it to your Primary folder. If you have another email host (yahoo, aol, etc.) check your junk mail folder and move it to your inbox. If your dates are not available because a market or market category is full, you will have the option to choose other dates or be waitlisted for your first choice date(s) or both.
4. GUARANTEE YOUR DATES WITH PAYMENT BY PAYING YOUR INVOICE FROM THE VENDOR DASHBOARD
Once you receive notice that your dates are available, you can only guarantee them with payment. You can pay your invoice(s) located at the bottom of your vendor dashboard in the "Vendor Status" section. Click on "Pay now" to pay the invoice and click on the arrow/inbox icon to view and download the invoice and a paid receipt. Please note your dates are not guaranteed until payment is received. PLEASE CHECK YOUR DATES CAREFULLY. THERE ARE NO REFUNDS AFTER PAYMENT. Per the vendor agreement, we don't offer refunds after payment, but with at least two day's notice we will reschedule a paid vendor and apply payment to a future Flea, pending availability, with a $25 rescheduling fee.
5. GET YOUR TENT, TENT WEIGHTS AND DESIGN YOUR BOOTH
Vendors are required to bring their own tent, table, chairs, and set-up. The Flea does not provide or rent these. All booths require table coverings that hide anything stored under their tables. A 10' x 10' market tent or craft vendor tent (preferably white) is REQUIRED this year due to the lack of shade/shelter on the Greenway and require a tent weight minimum of 120 lbs total (minimum 30 lbs. per leg, suggested 40 lbs.). See more on Outdoor Markets preparation below. *
SITE MAP AND SET-UP INFO
Upon receipt of your payment, we'll send set-up, parking and site map information closer the week before 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!
FOOD VENDORS IN TENTS
In advance of your first set-up, we require food vendors to upload to their vendor dashboard copies 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. Department of Health Food Service Vendor License
4. Providence City Mobile Vendor (Peddler's) License
*OUTDOOR MARKETS
Wind and inclement weather are an inherent risk in vending at outdoor markets. You can mitigate that risk by being prepared.
You must have 120 LBS. TOTAL IN TENT WEIGHTS (30 LBS. PER LEG MINIMUM REQUIRED, 40 LBS. RECOMMENDED).
We will check your weight bags at check-in.
We strongly 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 fasteners.
NOT ALLOWED, NO EXCEPTIONS: Collar weights, water jugs, 5-gallon buckets, lifting weights, 5-Lb kitty litter tubs, sandbags, tent legs fastened to tables, etc., No exceptions!
WHERE TO BUY
Big box stores and the Ocean State Job Lot usually have the best prices on sturdy tents with white canopies. Weight bags that actually hold sufficient weight are mostly found on Amazon.com. If you can't find weights, we have limited sets of four tent weight bags with a set of white bungee cords available for $25 for Flea vendors only. Please email us asap for more info.
These are also available at Amazon.com and acceptable as long as the total weight meets or exceeds 120 lbs. in total.
