SETTING UP AT THE FRIDAY NIGHT MARKET
These procedures will be strictly enforced. Non-compliant vendors may be excluded from future events.
ADDRESS: FARM FRESH RI MARKET HALL, 10 SIMS AVE at the corner of Kinsley Ave in Providence.
HOURS: 5 pm - 9pm
COVID REQUIREMENTS
All Covid restrictions have been lifted. However, the Flea is still requiring:
1. every vendor to have at least one 16 oz. bottle of 60% alcohol content hand sanitizer available in their booth for customers.
2. vendors must observe the 3-foot rule for social distancing at their booths.
Masks are encouraged but still optional for vendors and customers.
While we are learning to live with Covid-19 and its variants, we think it's still a good idea to:
All Covid restrictions have been lifted. However, the Flea is still requiring:
1. every vendor to have at least one 16 oz. bottle of 60% alcohol content hand sanitizer available in their booth for customers.
2. vendors must observe the 3-foot rule for social distancing at their booths.
Masks are encouraged but still optional for vendors and customers.
While we are learning to live with Covid-19 and its variants, we think it's still a good idea to:
- accept cashless transactions.
- clean and sanitize their table/merch regularly and at least between customer handling.
- use vinyl or plastic table coverings over cloth table coverings or disposable vinyl tablecloths.
- aim for a low touch, minimal and sanitary environment, and not use displays that cannot be easily sanitized.
- not use recycled plastic bags to bag customer merch (paper bags are acceptable).
- limit live sampling by apothecary or candle vendors to single-use samples.
APPEARANCES
YOU NEVER GET A SECOND CHANCE TO MAKE A GOOD IMPRESSION.
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.
YOU NEVER GET A SECOND CHANCE TO MAKE A GOOD IMPRESSION.
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 made 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 your first 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 (1055 Elmwood Ave, Providence, RI 02907) has been added as an "Additional Insured." Read more about insurance options here.
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 made 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 your first 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 (1055 Elmwood Ave, Providence, RI 02907) has been added as an "Additional Insured." Read more about insurance options here.
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 (1055 Elmwood Ave, Providence, RI 02907) has been added as an "Additional Insured."
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 (1055 Elmwood Ave, Providence, RI 02907) has been added as an "Additional Insured."
SITE MAP WITH SITE ASSIGNMENT, ARRIVAL TIME & TAX INFO
Know your Arrival Time, Site Assignment & Door Assignment BEFORE you arrive.
The Site map, your assigned arrival time and Tax permit status was emailed to you.
If you are not on the list, your payment has not been received. Check your vendor account. If your invoice is still open, you may pay it promptly to secure your site. 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 pm and ending with the 4 pm - 4:30 pm time slot. Vendors must be set-up by 4:45 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 (to be updated)
The site map will be shown below as soon as it updated for the 2021-2022 Indoor season.
The green arrow plumes >>> show where overhead doors may be opened for air circulation, in addition to the customer entrances and exits.
The site map is drawn to approximate scale. Not everything will line up exactly as it appears!
<Map will be shown here shortly.>
Before you enter the building you must check in.
3. MAP & LEGEND (to be updated)
The site map will be shown below as soon as it updated for the 2021-2022 Indoor season.
The green arrow plumes >>> show where overhead doors may be opened for air circulation, in addition to the customer entrances and exits.
The site map is drawn to approximate scale. Not everything will line up exactly as it appears!
<Map will be shown here shortly.>
4. USE ONE OF THE DESIGNATED LOAD-IN DOORS THAT IS CLOSEST TO YOUR SITE:
1, 2, 3 (red dots on map above)
All doors will be open during the market. THE ENTRANCE ON KINSLEY AVE IS ALSO AVAILABLE TO LOAD-IN.
1, 2, 3 (red dots on map 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:
1. in the Eagle Tool or Umicore Parking (P) Lot,
2. along Charlotte Hope St. or
3. along Harris Ave.
See map below.
DO NOT PARK in the Farm Fresh Lot P, or on Sims Ave, or Washburn--they are for customers only!
Bring a hand truck. Flea staff cannot assist with unloading.
At check-in, Vendors will be assigned to park:
1. in the Eagle Tool or Umicore Parking (P) Lot,
2. along Charlotte Hope St. or
3. along Harris Ave.
See map below.
DO NOT PARK in the Farm Fresh Lot P, or on Sims Ave, or Washburn--they are for customers only!
INDOOR SET-UP
1. You must be ready for the public by 4:45 pm for Opening at 5 pm.
2. You can use tables or racks in any configuration that does not exceed 14' feet long and 7' wide/deep (shown as blue rectangles on the site map above) or 9' feet long x 7' wide/deep (shown as yellow rectangles).
3. Remember to bring your own tables, chairs, displays, set-up, etc.
4. Vendors are not allowed to hang anything on or lean anything against the walls!
However, we will provide you with two S-rings to hang a banner on the banner strip (see below).
5. No tents, no canopies will be allowed at the Indoor Markets .
6. Do not hang merch or place merchandise outside your site. You will be asked to remove items outside your assigned space.
OUTDOOR SET-UP (October-November only)
SAME AS ABOVE PLUS:
Tents and Tent weights
-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.)
If you can't find them, we have a limited number of new-in-box weights (sand/filler not included) for sale. Email us asap for details.
Read more info on recommended tents and weights here.
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!
OUTDOOR LIGHTING
IT GETS DARK ABOUT 8:30 PM and the outdoor lighting may not be sufficient for breaking down. 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.
We have a limited number of extension cords available for use. Please inquire by email.
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 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 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
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 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 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
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.
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.
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
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
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). Eating inside is not allowed.
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). Eating inside is not allowed.
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 Covid 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 due to extreme weather or Covid, 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 are not transferable to other vendors or outsiders.
Flea Vendor Facebook Group
From our FB page join our closed group for announcements, market tips and updates for Flea vendors only.
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:
If we've forgotten anything please let us know. We're looking forward to seeing you at the indoor markets!
The indoor Fleas have a rain/snow/shine policy. If the state causes a cancellation due to severe or extreme weather, or imposes additional Covid 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 due to extreme weather or Covid, 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 are not transferable to other vendors or outsiders.
Flea Vendor Facebook Group
From our FB page join our closed group for announcements, market tips and updates for Flea vendors only.
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.
- Market hours are 5 pm - 9pm
- 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!