Fees, Attendance & Payment Responsibilities

Reserved date attendance, timely payment, and clear communication are essential to the smooth operation of Old Town Farm & Art Market.

Vendor fees and attendance decisions directly affect:

  • Market layout and stall assignments

  • Management planning and resources

  • Customer and vendor experiences

This module outlines what vendors are expected to manage before, during, and after each Market Day.

Stall Fees & Attendance Commitments

Vendors are charged according to their assigned Tier Level based on total reserved attendance for the season. Therefore vendors are expected to honor their reserved dates to the best of their ability. Tier Levels will be recalculated if cancellations or no-shows reduce attendance.

  • Standard stall size: 10’ x 10’

  • Vendors may reserve up to two spaces per Market day

  • Additional space may be approved when it enhances Market operations

  • Space for buses, food trucks, and trailers is limited, by invitation only, and charged at the standard stall rate

Market Season: 37 total Markets (April through the third week of December)

Tier Pricing (per 10’ x 10’ space)

  • Tier 1: 18+ Markets = $30 per Market

  • Tier 2: 7–17 Markets = $40 per Market

  • Tier 3: 6 or fewer Markets = $60 per Market

First-Year Vendor Probation

All first-year vendors complete a six-Market probationary period, which is designed not only to evaluate a new vendor’s fit within the Market but also to give vendors the time and experience they need to determine if this Market is right for their business.

During probation:

  • The first stall space is charged at Tier 3 pricing

  • Additional space is charged at the vendor’s selected Tier Level

After six Markets, Tier placement may be adjusted based on total reserved attendance.

Payments & Market Day Timing

Vendors are responsible for ensuring stall fees are paid on time and in full.

  • Stall fees may be prepaid or paid weekly

  • Accepted payment methods: cash or check only

  • Weekly payments must be delivered to the Information Booth no later than 10:00 AM on Market day

Additional policies:

  • Returned checks incur a $25 fee

  • Outstanding balances are invoiced and payable immediately

  • Vendors with unpaid fees will not be permitted to sell at the Market

Timely payment helps ensure smooth Market operations and fair enforcement for all vendors.

Electricity, Rentals & Safety Responsibilities

Limited electricity is available by request:

  • $5 per appliance per Market day

  • Priority is given to vendors who require electricity to operate

Vendors must supply their own heavy-duty outdoor extension cords. Any cords must be secured to prevent trip hazards.

Canopy and table rentals are limited and must be reserved in advance:

  • 10’ x 10’ canopy (weights included): $20 per week

  • Canopy setup/takedown: $10 per week

  • 6’ table: $5 each per week

  • First-time canopy rentals include a $10 setup training fee

Vendors are responsible for maintaining a safe booth environment at all times.

Cancellations & No-Shows

Market layout and staffing depend on vendor attendance.

Except in documented emergencies, vendors are responsible for:

  • Their reserved booth fee and

  • A $35 cancellation fee

  • Vendors will forfeit their stall fees if they choose not to participate because of the weather.

Cancellations must be submitted by 5:00 PM on the Wednesday prior to the Market. This policy applies to no-shows. Repeated cancellations or no-shows may affect future approvals and Tier placement.

Changing Reserved Dates

  • Vendors may request to change reserved Market dates using the Vendor Portal app or by emailing the Market by Wednesday, 5:00 PM, prior to the affected Market.

  • Requests are subject to approval and may be adjusted to maintain Market balance and space availability.

  • All changes should be confirmed before Market Day.

Weather Cancellations

  • The Market may cancel due to severe weather or unsafe conditions.

  • If the Market cancels, vendors will be notified as soon as possible via email alerts.

  • Fees for the canceled Market may be credited to future reserved dates or refunded according to Market policy outlined in the Rules and Regulations.

  • Vendors are responsible for monitoring email notifications and following instructions regarding setup and attendance.

SNAP / EBT & Double Up Food Bucks (DUFB)

All vendors, including owners, employees, and representatives, are required to understand and follow all SNAP and DUFB rules. These programs are critical to food access and Market operations. Misuse is illegal and jeopardizes the Market’s ability to participate.

SNAP customers use their EBT cards at the Information Booth to purchase Wooden $1 SNAP tokens, which may then be used to buy eligible food items at the Market.

SNAP Benefits CAN be used to purchase:

  • Breads and baked goods to take home

  • Fruits and vegetables

  • Meat, poultry, and fish

  • Dairy products

  • Edible seeds and plants intended to grow food

SNAP Benefits CANNOT be used to purchase:

  • Alcohol

  • Non-food items (pet food, soaps, paper products, décor, etc.)

  • Hot foods or foods intended to be consumed at the Market (including juices and prepared beverages)

Only Old Town Farm & Art Market SNAP tokens may be accepted. Tokens from other markets cannot be reimbursed.

Important rules:

  • $1 SNAP tokens may never be given as change

  • Vendors should help customers adjust purchases to whole-dollar amounts when possible

DOUBLE UP FOOD BUCKS (DUFB)

Double Up Food Bucks (DUFB) doubles SNAP spending for fruits and vegetables only (including seeds and plants intended to grow food), up to $25 per customer per day.

  • $1 tokens DUFB tokens are plastic and are either purple or aqua in color

  • DUFB tokens may ONLY be used for fruits and vegetables (including seeds and plants intended to grow food)

  • Vendors must be approved and sign a DUFB Vendor Agreement before accepting DUFB tokens

DUFB tokens may NOT be used for:

  • Non-produce items

  • Processed foods

  • Any item not grown in Kansas

Silver DUFB tokens are no longer accepted.

As with SNAP:

  • DUFB tokens may never be given as change

  • Purchases should be adjusted to whole-dollar amounts when possible

PROHIBITED USE & MISUSE (IMPORTANT!)

The following actions are strictly prohibited:

  • Vendors using SNAP or DUFB tokens to purchase items from other vendors

  • Vendors accepting SNAP or DUFB tokens for ineligible products

  • Vendors exchanging tokens for cash or other forms of value

  • Vendors holding, transferring, or “spending” tokens outside of approved customer transactions

SNAP and DUFB tokens are not currency. They may only be used by eligible customers to purchase approved items.

TOKEN REDEMPTION

  • Vendors must bring SNAP and DUFB tokens to the Information Booth by Market close

  • Tokens must be counted and separated by type before redemption

  • Minimum redemption amount: $20.00

  • Vendors receive a receipt at redemption

  • Reimbursement checks are delivered the following Market day or mailed upon request

Any tokens used improperly or accepted for ineligible items will be retained without reimbursement.

Accountability

Failure to follow fee, attendance, payment, or SNAP/DUFB policies may result in:

  • Loss of stall assignment

  • Tier level adjustment

  • Suspension of privileges

  • Action under the Market’s Rules & Regulations

These standards protect vendors, customers, and the long-term health of the Market.

This page summarizes key operational policies. Full details and enforcement authority are outlined in the Market’s Rules & Regulations.