SETTING UP AT FARM FRESH
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: 11 AM - 3 PM
APPEARANCE
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. Only banners may be hung on the banner rail 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.
5. Please take any trash out with you. Please do not stuff your empty boxes or broken items in the bins at FFRI.
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. Only banners may be hung on the banner rail 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.
5. Please take any trash out with you. Please do not stuff your empty boxes or broken items in the bins at FFRI.
REQUIRED PERMITS:
A. STATE (RI) PERMIT:
Depending on what you sell, you may need one of the following State of Rhode Island permits:
👉 Bad news: If you have a RI Retail Sales Permit, you still need the Taxable Vendor Permit.
👉 Food Vendors: Food vendors (indoors or outdoors) must follow Food Vendor guidelines — see details below.
WHO NEEDS ONE?
1. ORIGINAL ARTWORK & HANDMADE GOODS - No Permit Required (no fee)
Includes: original art and illustration, graphic design, photography, glassworks, woodworks, metalworks, pottery & ceramics, knitwear & crochet items, handcrafted jewelry, handsewn crafts (quilts, bags, dolls), book authors
Does not include: handmade soap, candles, apothecary, perfume or vintage artworks
2. SOAP, CANDLES, APOTHECARY (LOTIONS, TINCTURES, SPRAYS, ETC), PERFUME - Permit Required ($10 fee)
Why? Because these goods, while handmade, are considered "consumables" and not lasting works of art or craft.
3. VINTAGE GOODS - Permit Required ($10 fee)
Includes: all vintage and pre-loved goods except clothing (includes housewares, furniture, cameras, books, artwork, vinyl records, tapes, cassettes, etc.)
4. CLOTHING - Non-taxable Permit Required (no fee)
Includes: handmade or upcycled clothing, vintage and pre-loved clothing: shirts, tee shirts, sweats, hoodies, shorts, jeans, pants, dresses, coats, scarves, hats, handbags, shoes, boots
Does not include: accessories such as sunglasses, pins, or jewelry. If you sell clothign and accessories you'll need a permit.
5. FOOD VENDORS INDOORS OR IN TENTS OUTDOORS - Please see Food Vendor details below
PERMIT PAYMENT (Taxable Permits Only)
B. CITY (PROVIDENCE) PERMIT
All vendors are required to have a City Permit (Mobile Vendor License) at the outdor summer/fall markets in Distrct Park.
This is NOT required at the indoor Holiday, Winter or Spring markets at Farm Fresh.
C. LIABILIITY INSURANCE
Soap, Food, Henna & Apothecary Vendors are required to 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.
Insurance is not required, only recommended, for all other vendors .
SAMPLE CERTIFICATE OF LIABILITY INSURANCE (COI):
A. STATE (RI) PERMIT:
Depending on what you sell, you may need one of the following State of Rhode Island permits:
- Taxable (Temporary) 30-Day Flea Market Vendor Permit – $10 for 30 days
- Non-Taxable Vendor Permit – Free
- No permit at all
👉 Bad news: If you have a RI Retail Sales Permit, you still need the Taxable Vendor Permit.
👉 Food Vendors: Food vendors (indoors or outdoors) must follow Food Vendor guidelines — see details below.
WHO NEEDS ONE?
1. ORIGINAL ARTWORK & HANDMADE GOODS - No Permit Required (no fee)
Includes: original art and illustration, graphic design, photography, glassworks, woodworks, metalworks, pottery & ceramics, knitwear & crochet items, handcrafted jewelry, handsewn crafts (quilts, bags, dolls), book authors
Does not include: handmade soap, candles, apothecary, perfume or vintage artworks
2. SOAP, CANDLES, APOTHECARY (LOTIONS, TINCTURES, SPRAYS, ETC), PERFUME - Permit Required ($10 fee)
Why? Because these goods, while handmade, are considered "consumables" and not lasting works of art or craft.
3. VINTAGE GOODS - Permit Required ($10 fee)
Includes: all vintage and pre-loved goods except clothing (includes housewares, furniture, cameras, books, artwork, vinyl records, tapes, cassettes, etc.)
4. CLOTHING - Non-taxable Permit Required (no fee)
Includes: handmade or upcycled clothing, vintage and pre-loved clothing: shirts, tee shirts, sweats, hoodies, shorts, jeans, pants, dresses, coats, scarves, hats, handbags, shoes, boots
Does not include: accessories such as sunglasses, pins, or jewelry. If you sell clothign and accessories you'll need a permit.
5. FOOD VENDORS INDOORS OR IN TENTS OUTDOORS - Please see Food Vendor details below
PERMIT PAYMENT (Taxable Permits Only)
- $10 fee
- Payable by check or money order only
- Made out to: RI Division of Taxation
- ❌ No cash, credit/debit cards, or payment apps
B. CITY (PROVIDENCE) PERMIT
All vendors are required to have a City Permit (Mobile Vendor License) at the outdor summer/fall markets in Distrct Park.
This is NOT required at the indoor Holiday, Winter or Spring markets at Farm Fresh.
C. LIABILIITY INSURANCE
Soap, Food, Henna & Apothecary Vendors are required to 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.
Insurance is not required, only recommended, for all other vendors .
SAMPLE CERTIFICATE OF LIABILITY INSURANCE (COI):
FOOD VENDOR GUIDELINES
1. Food vendors must upload to their vendor account 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."
1. Food vendors must upload to their vendor account 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."
INVOICES AND PAYMENT DEADLINE
For vendors with more than two markets, you will be invoiced two markets at a time. These invoices must be paid according to the schedule below.
1. Invoices are due on receipt.
A confirmed date is confirmation of availability only, and only payment guarantees a site at the market.
2. All markets are curated, and confirmed vendors are “first paid, first placed” on the site map until markets are full.
3. Invoices left unpaid at 9 am on the Monday before the first market listed on the invoice may be canceled without notice and all dates on the invoice will be released to the waitlist.
4. Invoices may be left open if the market is not sold out, but any choice options are forfeited on late payments.
CANCELLATIONS
***CANCELLATION POLICIES DIFFER BY MARKET AND SEASON. PLEASE SEE THE CANCELLATION POLICY IN THE MARKET DESCRIPTION IN YOUR VENDOR DASHBOARD WHERE YOU APPLIED UNDER "PLEASE READ BEFORE REQUESTING DATES." ***
SITE MAP WITH SITE ASSIGNMENT, ARRIVAL TIME & TAX INFO
Know your Arrival Time, Site Assignment & Door Assignment BEFORE you arrive!
See the Set-up email for link to map and assignment.
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 [email protected] with any questions.
PROMOTION AND SOCIAL MEDIA (NEW)
Please
1. Share our event on Facebook here.
2. Post at least twice on Instagram account and tag @providenceflea for a repost.
3. Share our ad in the site map email or from Facebook or Instagram.
4. Pick up some Flea promo postcards from us on Sunday to promote yourself at upcoming markets.
CHECK-IN PROCEDURES
1. ARRIVE AT YOUR ASSIGNED TIME
Assigned arrivals are every 30 minutes, starting at 9 am and ending with the 10 - 10:30 am time slot. Vendors must be set-up by 10:45 AM. Contact us if you need an earlier arrival. See the set-up email closer to your market date for this info.
*******LATE ARRIVALS AFTER 10:30 AM WILL NOT BE PERMITTED TO SET UP AND WILL FORFEIT THEIR VENDOR FEE. NO EXCEPTIONS.********
For vendors with more than two markets, you will be invoiced two markets at a time. These invoices must be paid according to the schedule below.
1. Invoices are due on receipt.
A confirmed date is confirmation of availability only, and only payment guarantees a site at the market.
2. All markets are curated, and confirmed vendors are “first paid, first placed” on the site map until markets are full.
3. Invoices left unpaid at 9 am on the Monday before the first market listed on the invoice may be canceled without notice and all dates on the invoice will be released to the waitlist.
4. Invoices may be left open if the market is not sold out, but any choice options are forfeited on late payments.
CANCELLATIONS
***CANCELLATION POLICIES DIFFER BY MARKET AND SEASON. PLEASE SEE THE CANCELLATION POLICY IN THE MARKET DESCRIPTION IN YOUR VENDOR DASHBOARD WHERE YOU APPLIED UNDER "PLEASE READ BEFORE REQUESTING DATES." ***
SITE MAP WITH SITE ASSIGNMENT, ARRIVAL TIME & TAX INFO
Know your Arrival Time, Site Assignment & Door Assignment BEFORE you arrive!
See the Set-up email for link to map and assignment.
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 [email protected] with any questions.
PROMOTION AND SOCIAL MEDIA (NEW)
Please
1. Share our event on Facebook here.
2. Post at least twice on Instagram account and tag @providenceflea for a repost.
3. Share our ad in the site map email or from Facebook or Instagram.
4. Pick up some Flea promo postcards from us on Sunday to promote yourself at upcoming markets.
CHECK-IN PROCEDURES
1. ARRIVE AT YOUR ASSIGNED TIME
Assigned arrivals are every 30 minutes, starting at 9 am and ending with the 10 - 10:30 am time slot. Vendors must be set-up by 10:45 AM. Contact us if you need an earlier arrival. See the set-up email closer to your market date for this info.
*******LATE ARRIVALS AFTER 10:30 AM 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 - do not share this map; it's not for public consumption!
Please check the Site Map & Set-up email for your site assignment and link to the site map.
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.
The site map is drawn to approximate scale. Not everything will line up exactly as it appears!
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.
********* NOT PARK in the Farm Fresh Lot P, or on Sims Ave, or Washburn--they are for customers only! *********** You'll be asked to move.
Security is provided on site in the vendor lot. Please lock your car and don't leave valuables in your car. The Flea is not responsible for vandalism or theft.
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.
********* NOT PARK in the Farm Fresh Lot P, or on Sims Ave, or Washburn--they are for customers only! *********** You'll be asked to move.
Security is provided on site in the vendor lot. Please lock your car and don't leave valuables in your car. The Flea is not responsible for vandalism or theft.
INDOOR SET-UP
1. You must be ready for the public by 10:45 AM for Opening at 11 AM.
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 have S-rings you can borrow to hang a banner on the banner strip (see below) at the info table pending availability.
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.
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 3 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 4 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 3 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 4 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.
Electricity
Vendors will have access to an outlet for lights , etc. , for the table but lights can't be hung on the wall. Vendors must bring their own UL certified extension cord--10-15' is recommended because the wall outlet may not be directly behind the site.
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
Vendors will have access to an outlet for lights , etc. , for the table but lights can't be hung on the wall. Vendors must bring their own UL certified extension cord--10-15' is recommended because the wall outlet may not be directly behind the site.
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
There will be food vendors set-up at the Sunday markets with an outdoor seating area nearest to Food Truck #1 (see map above).
There will be food vendors set-up at the Sunday markets with an outdoor seating area nearest to Food Truck #1 (see map above).
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 #fleafinds #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!
Feel free to use these "as is" or mix them up any way you want in your social posts:
Hashtags: #getoutandflea #pvdflea #401love #fleafinds #buylocalri #vintage #makers #artisans #artists
Tags (instagram): @providenceflea @farmfreshri @goprovidence @buylocalri @ricruisincocktails
Miscellaneous details:
- Farm Fresh RI market halls offer 25,000 sq feet of clean, well ventilated space
- Outdoor seating area may be available for food consumption.
- Wide hallways for social distancing
- Plenty of free off-street parking
- Clean touchless bathrooms
If we've forgotten anything please let us know. We're looking forward to seeing you at the indoor markets!
OUTDOOR SET-UP
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
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.
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
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.