Somewhere in Winter
Event Rules and Regulations
Welcome to Somewhere in Winter, featuring the Christmas Market on November 29th and daily opportunities for food trucks and prepared food vendors from November 27th through January 4th at the Coleman Lot in downtown Wichita. Sunday markets on December 7th, 14th, and 21st are open to all market vendors, including art, artisan, specialty goods, and food trucks/prepared food vendors.
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, 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.
Somewhere in Winter
Quick Reference Guide
Event Location:
Coleman Lot, 250 N. St. Francis, Wichita, KS (2nd & St. Francis)
Vendor Setup:
All vendors and food trucks should arrive 1 hour prior to their scheduled hours for setup.
Payment:
Cash upon arrival
Cancellations:
• 3+ days’ notice: no charge
• Under 3 days or no-show: $25 + day fee
• Weather closures: fees waived if the event officially closes
Christmas Market: Saturday, November 29
• Vendors & Food Trucks: 12:00 PM – 4:00 PM
• Fee: $60
• Food Trucks Only: 6:00 PM – 9:00 PM
• Fee: $30
Sunday Markets: Dec 7, 14, 21
• Open to all approved market vendors
• Hours: 1:00 PM – 6:00 PM
• Fee: $30
Daily Food Truck / Prepared Food Vendors: November 27 – January 4
• $40 on all Fridays, Saturdays, and any days with 1–9 hours
• $30 on all other dates
Daily Hours & Rates
November 2025
| Sun | Mon | Tue | Wed | Thu | Fri | Sat |
|---|---|---|---|---|---|---|
|
27 4–9
$30 |
28 1–9
$40 |
29 12–4 Vendors & Food Trucks
6–9 Food Trucks Only $60 |
||||
|
30 1–6
$30 |
December 2025
| Sun | Mon | Tue | Wed | Thu | Fri | Sat |
|---|---|---|---|---|---|---|
| 1 6–9 $30 |
2 4–9 $30 |
3 6–9 $30 |
4 4–9 $30 |
5 4–9 $40 |
6 1–9 $40 |
|
| 7 1–6 $30 |
8 6–9 $30 |
9 4–9 $30 |
10 6–9 $30 |
11 4–9 $30 |
12 4–9 $40 |
13 1–9 $40 |
| 14 1–6 $30 |
15 6–9 $30 |
16 6–9 $30 |
17 6–9 $30 |
18 6–9 $30 |
19 7–10 $40 |
20 2–10 $40 |
| 21 1–6 $30 |
22 1–9 $40 |
23 1–9 $40 |
24 12–4 $30 |
25 4–9 $30 |
26 1–9 $40 |
27 1–9 $40 |
| 28 1–6 $30 |
29 1–9 $40 |
30 1–9 $40 |
31 1–9 $40 |
|||
January 2026
| Sun | Mon | Tue | Wed | Thu | Fri | Sat |
|---|---|---|---|---|---|---|
|
1 1–9
$40 |
2 1–9
$40 |
3 1–9
$40 |
||||
|
4 1–6
$30 |
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
Review and agree to these Rules & Regulations.
Submit an online Vendor Application with all required documentation, product images, logo (if applicable), and fees.
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 29th
$60 per 10’ x 10’ stall space or food truck
Sunday Markets: Dec 7th, 14th, 21st
$30 per 10’ x 10’ stall space or food truck
Note: Sundays are open to all market vendors (food trucks, prepared food, art, and artisan goods).
Daily Food Truck / Prepared Food Vendors - November 27th – January 4th
$40 on all Fridays, Saturdays, and any days with 1–9 hours
$30 on all other dates
Note: Daily food truck rates do not apply on Saturday, November 29th. 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:
Log in with your Market application email.
New users click “Register Profile”, verify email, and set password.
Click “Request Change” to edit your application.
Add/remove dates and click Submit.
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.