Vendor Policies - Summer 2019
We’ve put these policies together to help us ease administrative time & organization, as well as make your vendor experience even better. By participating in our markets you agree to these policies.
Important Reminder: All summer markets will be held at 238 East 1st Ave
(just east of Main and East 1st ave)
Event Structure:
Friday night: 5-10pm
All vendor spaces will be located inside the building.
Vendors may leave their goods indoors overnight.
Saturday: 11-5pm
Weather permitting, the majority of vendor spaces will be outside. :)
Please note that vendors may be required to move their goods to a new spot on Saturday morning. Advance notice will be provided if possible, but last-minute changes may be necessary. As always, we appreciate your flexibility! In the event of inclement weather, indoor space will be provided to all vendors.
Further information, including load in times, will be sent out the week before the market!
Payments
The full balance of your invoice is due at the time of booking.
If your payment has not been received after one week from the invoice date, your spot will no longer be guaranteed.
Payment must clear before market day. Please note that we cannot accept Paypal e-cheque is your booking is made within one week of the market.
Payments are non-transferable to another market date, as each event has individual associated costs that the ESF pays in advance - staff, rental equipment, marketing materials, promotion & distribution etc.
Refunds and Cancellations
Notice of cancellation must be provided and confirmed by ESF a minimum of 30 days prior to the event date in order to receive a refund of 75%. No refund is provided if cancellation occurs within 29 days of the event.
If you book your dates at a discounted rate you will not be eligible for a refund in the event of cancellation. We will always do our best to accommodate a date switch, but cannot make any guarantees.
Space sublets or transfers between vendors are not permitted.
As indoor space will be provided to all vendors for both Friday and Saturday in the event of inclement weather, no refunds will be provided for cancelations due to weather.
**Late Arrival Policy**
Vendors MUST be present at least 30 minutes before the doors open. If you are not present by this time your booth will be re-allocated and your vendor fee forfeited.
Promotion Responsibility
When participating in ESF events, vendors are expected to make an effort to promote the event via social media and word of mouth. Please help out by inviting your friends and family to the Facebook event, and posting about the event on Instagram using @eastsideflea and #eastsideflea!
Tabletop and Booth Policies
We have two categories for bookings: Tabletop and Booth
Tabletop bookings will fit 1 standard 6’ x 2.5’ table. All shelving, racks, etc. must fit on top of the table, additional fixtures (i.e. clothing racks, tables) are not permitted.
Booth bookings are 5’ x 10’ and will fit one of the following configurations:
1 standard 6' x 2.5' table + 1 rack
1 standard 6' x 2.5' table + 1 small table (4' or smaller)
2 racks* (5’ or smaller) + 1 small table (4' or smaller)
3 racks* (5’ or smaller)
*Please note that double racks are not permitted.
ESF staff will be on site during load in to support with booth configuration and answer display related questions. As you can imagine, ESF events have many moving parts. Please be aware that you may be asked to re-configure or even move your booth if a cancellation occurs.
Additional Policies
If you would like to bring a tent for Saturday’s outdoor market, please check in with us in advance.
Vinyl banners are not permitted at the ESF. DIY signage is encouraged. Any signage larger than 3ft. must be approved by ESF in advance.
Vendors are not permitted to burn candles or have open flames at the market.
All bags, boxes, and storage bins must be removed from view before the doors open. If you are using plastic bins as part of your display they must be covered with a tablecloth or blanket
Sharing is not permitted for Tabletop bookings. All Booth sharing MUST be approved by ESF prior to booking. Vendor fees increase by 50% for shared booths.
Requests for access to power, specific locations, and/or preferred vendor neighbours will always be considered, but cannot be guaranteed.
All goods must be approved by ESF, please provide a detailed and accurate idea of what you plan to bring in your application. ESF reserves the right to determine if goods are not suitable for the market onsite as well as in advance of the market.
Vendors, products and table displays may be photographed while participating in the market. Photographs taken onsite, as well as any included in vendor applications, may be used for promotional purposes.
Vendors are responsible for securing any/all permits, licenses, insurance, etc necessary in order to sell and/or your sample your products. Vendors are responsible for any consequences that may occur as a result of use or consumption of their products.
Vendors are required to ensure that their booth is staffed at all times during market hours. Early load-out is not permitted.
During the application process, vendor spots will not be guaranteed until an invoice has been sent, and payment received. We are not able to “hold” or “reserve” spaces without payment.