PROVIDENCE FLEA

SETTING UP AT FARM FRESH

WHAT YOU NEED TO KNOW
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SETTING UP AT THE FRIDAY NIGHT MARKET

COMPLETE INFO FOR SETTING UP AT THE INDOOR, FRIDAY NIGHT FLEA.
These procedures  will be strictly enforced. Non-compliant vendors may be excluded from future events. 


​OUTDOOR VENDORS:  PLEASE SEE INFO ON OUTDOOR REQUIREMENTS FOLLOWING THE INFO BELOW.

ADDRESS: FARM FRESH RI MARKET HALL, 10 SIMS AVE at the corner of Kinsley Ave in Providence.
HOURS:   5:30 pm - 9:30pm

​
FLEA INFO BOOTH
The Flea has an info table set up  in the main hall and remain on site all evening. 
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APPEARANCES
1. Please be thoughtful about your set-up and display.
2. You must use table coverings that hide whatever is stored under your table(s).
3. Banners may be hung on the banner rail only for vendors who have walls behind them.
4. Nothing may be hung on the walls--no tape,   flyers,   pushpins, tacks, Command strips etc--and nothing may lean against the walls per FarmFresh.
​​
REQUIRED PERMITS
You may need EITHER:
1. "RI Temporary 30-Day Flea Market Vendor (Tax) Permit"   ( issued at the Flea for $10).   

>  Vendors  who sell any TAXABLE ITEMS will need this 30-day permit. The cost is   $10 by check or money order only. RI sales permits aren't required, nor do they replace the  flea market vendor permit, unfortunately.
>Soap, candle & apothecary   makers will need a  permit, but not   artists and most makers.  
Can only be paid by business or personal check, or money order    made payable to   RI Division of Taxation.
No cash   will be accepted.
If you do not have a check for your permit you will be directed off site to obtain a money order.

OR

2. Non Taxable  Flea Market Permit    ( issued at the Flea, no fee).  
T-shirt and clothing  vendors selling only clothing will need a non-taxable permit (no fee).
>   Food vendors  will have "n/a" for an expiration date.

OR

3. No permit if we can cover you under our RI Artist Tax Exempt Certificate because everything you make is handmade by you such as artwork, photography, handcrafted jewelry, etc. Soap and candles are not included, unfortunately.

If you're not sure, we'll figure it out with you at the market.


3. City of Providence Mobile Vendor License:  Waived, meaning you don't need this!

​4. 
   Liability Insurance
Soap, Food, Henna & Apothecary Vendors   must  have liability insurance and upload a Certificate of Insurance (COI --see example below) to their vendor account that  reflects   The Providence Flea, LLC (PO Box 2270, Providence, RI 02905) has  been added as an "Additional Insured." Read more about insurance options here.
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5.    Food vendors   must upload documentation to their vendor account
1. Food vendors   must   upload proper   licensure   from the   RI Health Department, the City of Providence,   and   the Division  of Taxation.     
2. Food vendors   
must  upload liability insurance and upload all document including  a  Certificate of Insurance (COI --see above) to their vendor account that  reflects   The Providence Flea, LLC (PO Box 2270, Providence, RI 02905) has  been added as an "Additional Insured."

***SITE MAP & SITE ASSIGNMENT, ARRIVAL TIME &  TAX INFO***
Please know your  Arrival Time,   Site Assignment & Door Assignment   BEFORE   you arrive.
View  your   Arrival Time,   Site Assignment & Door Assignment   HERE!

 If you are not on the list,   your payment has not been received.  Please check to set up email for instructions on how to proceed. Check your vendor account. If your status says "waitlisted," your site has been released to the waitlist.

Contact us at   info@providenceflea.com  with any questions.


CHECK-IN PROCEDURES
1. ARRIVE AT YOUR ASSIGNED TIME
Assigned arrivals are every 30 minutes, starting at 3:00 pm and ending with the  4:00 pm - 4:30 pm time slot.
   Vendors must be set-up by 5:15 pm. Contact us if you need an earlier arrival. 
LATE ARRIVALS AFTER 4:30 PM WILL NOT BE PERMITTED TO SET UP AND WILL FORFEIT THEIR VENDOR FEE. NO EXCEPTIONS.
​
2. CHECK IN WITH A STAFFER CURBSIDE
Before you enter the building you must check in.

3.  ​ MAP & LEGEND
The site map is at the link on the Vendor List page in the email sent to you earlier.

The site map is drawn to approximate scale. Not everything will line up exactly as it appears! ​

4.  USE ONE OF THE  DESIGNATED LOAD-IN DOORS THAT IS CLOSEST TO YOUR SITE:    
​1, 2, 3 (red dots on map  at link above)

All doors will be open during the market. THE ENTRANCE  ON KINSLEY AVE IS ALSO AVAILABLE TO LOAD-IN.
​
 UNLOAD, MOVE YOUR CAR, PARK, RETURN TO SET UP
Bring a hand truck. Flea staff cannot assist with unloading.
At check-in, Vendors will be assigned to park   in the  Umicore    Parking (P) Lot.
DO NOT PARK in the Farm Fresh Lot P, behind Eagle Tool, or on Sims Ave or Washburn--they are for customers only.
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INDOOR SET-UP
1. You must be   ready for the public by 5:15 pm   for Opening at 5:30 pm. 
2. Remember to bring your own tables, chairs, displays, set-up, etc.  
3. Vendors are  not allowed to hang anything on or lean anything against the walls!
 However,  S-rings are available at the Flea booth to hang a banner on the banner strip (see image at top).
4.   No tents and no canopies  are allowed  inside the market hall.
5.   Do not hang merch or place merchandise outside your site.    You will be asked to remove items outside your assigned space.

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OUTDOOR SET-UP (SEASONAL)
SAME AS ABOVE PLUS:
​Tents and Tent weights and  Tethers

-All vendors  are  required to weigh in before setting up.
-Vendors must have a maximum size 10' x 10' tent, preferably white, and tent weights of   AT LEAST 120 lbs total per tent   (30-40 lbs. per leg).   Double booths must have double the weights!
-Weights MUST be attached to the top of the tent frame with bungee cords or ratchet tie-down straps.
-No exceptions--meaning if you don't have the required tent size or weighted tent weights and bungees/straps you can't set up at the Flea.
Vinyl bag weights are available on Amazon. You won't likely find weights that hold 30 lbs or more locally. (Believe us, we've looked.)


NOT ALLOWED, NO EXCEPTIONS:   Collar weights, cement blocks, stuffed shopping totes, water jugs, 5-gallon  buckets, lifting weights, kettle bells, 5-Lb kitty litter tubs, hardware store sandbags, tent legs fastened to tables, etc., No exceptions!
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OUTDOOR LIGHTING
Outdoor lighting on the building may not be sufficient for breaking down.  Check the time of sunset on your market date. You may bring string lights, rope lighting, battery operated lights , etc   to   sufficiently light up your tent. Electricity is available OUTDOORS at no additional fee but   you must bring a 25-ft extension cord to access an electrical outlet if you are  in a row close to the building, and a 50-ft extension if you are in the row away from the building.
Please let us know if you plan to use electricity so we can plan to have cord covers to avoid tripping.


BREAKDOWN AND LOAD-OUT PROCEDURES 
It's worth repeating: These procedures  are strictly enforced. Please be courteous. Regular  vendors know the drill and offending vendors may be excluded from future participation.
1.   Vendors   may not break down booths or leave before 9:30 pm. 
2.   Vendors   must pack-up in place before retrieving     their vehicle. 
3.   Load-out is by the same entrances used for load-in. 
4.   VENDORS MUST BREAK DOWN QUICKLY AND LEAVE  THE BUILDING BY 10:30 PM.     
​Please streamline your set-up/breakdown and pack accordingly.

5. Trash is provided by the food trucks for customers.    Do not stuff trash or broken boxes, broken merch, etc. at the end of this night in their trash receptacles.   Vendors must take out what they bring in.

OTHER IMPORTANT  INFO
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​Bathrooms
There are green and sleek new bathrooms on either side, with touchless amenities, located at the corner of the WEST HALLWAY. See map above.

No dogs allowed inside 
Although we have a dog-friendly policy at outdoor markets,   there are no dogs allowed in the Market Hall    because there are food businesses inside, as per the Department of Health.

No smoking
There is no smoking allowed inside the building or on the grounds outside the building!   
(Sorry, smokers.)

Emergency Exits

There are 8 doors that can serve as emergency exits. Please familiarize yourself with where they are on the map and in the Market Hall once you're inside.
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No CBD products
CBD products and any merch that is mass-produced or represented by direct sales reps is strictly prohibited.

WiFi - Internet
We have obtained permission to use the building's WiFi to assist in posting to social media and processing online credit card transactions.
​Server: FarmFresh, Guest, Password:   freshfood
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Food Trucks & Cocktails
There will be  food vendors and a cocktail trailer set-up at the  Friday Night markets with an outdoor seating area nearest to Food Truck #1 (see map above).  

CANCELLATIONS
The indoor Fleas have a rain/snow/shine policy. If the state causes a cancellation due to severe or extreme weather, or imposes additional restrictions that prohibit indoor events, these markets will be canceled, and our policies are as follows:
1. City, State or Farm Fresh RI cancels:
In the event that the City/State/FFRI prohibits indoor markets, vendors will be refunded their vendor fees less a $25 admin fee.
2. Vendor cancels for refund or credit:
A vendor can cancel up until Monday before each market date and receive a refund of vendor fees less a $25 admin fee. Cancellations after Monday before the market forfeit the full vendor fee.
3.  There are no rescheduling options. Vendor spots and/or payments are not transferable to other vendors, markets or outsiders.

SOCIAL MEDIA CHEAT SHEET
Feel free to use these "as is" or mix them up any way you want in your social posts:

Hashtags:  #getoutandflea #pvdflea   #401love #fridaynightflea #buylocalri #vintage #makers #artisans #artists 

Tags (instagram):  @providenceflea @farmfreshri @goprovidence @buylocalri @ricruisincocktails

Miscellaneous details:
  • The new Farm Fresh RI market halls offer 25,000 sq feet of clean, well ventilated space
  • Attendance limits strictly enforced
  • Installed premium MERV 13 air filters
  • Air turnover will be 6-10x per hour during market hours.
  • 7- 8 outside air vents that pull fresh air in from outside
  • Bathrooms have their own fresh air intakes
  • Garage doors will be opened when the temperature is above 45(ish) degrees, without extreme wind and roped off to eliminate traffic in and out
  • Outdoor seating area may be available for food consumption.
  • Wide hallways for social distancing
  • Plenty of free off-street parking
  • Premium ventilation system
  • Clean touchless bathrooms
​
If we've forgotten anything please let us know. We're looking forward to seeing you at the indoor markets!

P.O. Box 2270, Providence RI 02905   | 401.484.7783 tel  |  401.751-6786 fax |  info@providenceflea.com
©2019 The Providence Flea, LLC.  All rights reserved.

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