Welcome to Somewhere in Winter, featuring the Christmas Market on November 29th and daily food truck opportunities from November 27 through January 4 at the Coleman Lot in downtown Wichita. As a valued vendor, you and your staff must read, understand, and follow all rules and regulations that apply to your business at the event. These rules include federal, state, and local requirements, and vendors who fail to comply may be suspended from selling.

To help you prepare, we’ve provided this Quick Reference Guide with essential details about dates, shifts, setup times, fees, and cancellation policies. Please review it carefully and make sure to read the full Rules & Regulations below for complete requirements and expectations before submitting your application.

RULES AND REGULATIONS

1. Equal Opportunity

OTFAM provides equal opportunity to all approved vendors and prohibits discrimination and harassment. Decisions are based on business needs, rules, and qualifications without regard to protected status.

2. Application Process

1. Review and agree to these Rules & Regulations.

2. Submit an online Vendor Application with all required documentation, product images, logo (if applicable), and fees.

3. Notification of approval, denial, or further screening will be provided via phone/email.

3. Vendor Requirements

• Must be pre-approved to attend.

• Comply with all federal, state, and local laws regarding product production, labeling, display, and sale.

• Food vendors must carry product liability insurance and submit proof to OTFAM.

• Sales tax must be collected and displayed as required; Kansas Sales Tax Certificate must be visible at your booth.

• Vendors operating potentially hazardous equipment must have a fire extinguisher accessible.

• Vendors are responsible for all employees, agents, and family representatives.

4. Fees and Payments

A. Application Fee: $60 non-refundable, paid online upon submission.

B. Stall Fees: Payment in cash is due upon arrival.

 Christmas Market (November 29)

• $60 per vendor or food truck

Food Truck Daily Rates (November 27 – January 4)

• Monday–Thursday: $30 per day

• Friday: $40 per day

• Saturday:
  – First Shift (12:00 PM – 3:30 PM): $30
  – Second Shift (5:00 PM – 10:00 PM): $40

• Sunday: $30 per shift

  Note: Daily food truck rates do not apply on November 29. The Christmas Market rate replaces the daily rate for that date.

C. Cancellations & No-Shows:

• Three or more days’ notice: no charge

• Less than three days or no-show: $25 fee plus stall/shift fee

• Severe weather closures: fees waived if Event is officially closed

Cancellation Submission: Through Vendor Portal or email/text. Social media NOT accepted.

5. Vendor Portal Instructions

Vendors can update reserved dates or submit cancellations at: oldtownfarmandart.mymarket.org

Quick Steps:

1. Log in with your Market application email.

2. New users click “Register Profile”, verify email, and set password.

3. Click “Request Change” to edit your application.

4. Add/remove dates and click Submit.

5. Approval confirmation will be emailed.

For assistance, contact info@OldTownFarmAndArtMarket.com or text/call 316-559-5327.

6. Conduct & Appearance

• Vendors must behave professionally and courteously.

• No harassment, political activity, or aggressive selling.

• Radios and sound devices prohibited; smoking/vaping prohibited.

• Vendors are responsible for employees/representatives.

• Vendors must maintain clean, neat, professional appearance.

7. Event Arrival & Departure

Arrival: Food trucks park in pre-designated locations. Setup begins 1 hour before opening. Vendors must be ready by opening. Late arrivals less than 30 minutes prior to opening require approval.

Departure: No breakdown before closing. Clean space, remove trash, vacate within 1 hour of shift end.

8. Weather Policy

Event operates rain or shine unless Market Management deems conditions unsafe. Stall fees may be applied to alternate dates if officially closed. Vendors who do not attend due to weather when Event remains open forfeit their fees.

Ready to apply? Submit an application.