Successful Setup & Seasonal Adaptation

Why This Matters at Old Town Farm & Art Market

Old Town Farm & Art Market operates across many months and seasons, each with different weather conditions, customer behavior, and operational demands. Vendors who prepare thoughtfully and adapt their setup throughout the year tend to experience smoother Market days and more consistent results.

Successful setup isn’t about perfection or expensive equipment. It’s about being prepared, flexible, and responsive to the environment in which you’re selling.

This module focuses on what helps Market days run smoothly for you, your customers, and your fellow vendors.

What a Strong Market Setup Looks Like

Vendors who appear confident, professional, and prepared at the Market share these habits:

• Arrive with enough time to set up calmly and intentionally

• Use a clear, adaptable booth layout that works week to week

• Secure canopies, displays, signage, and products for outdoor conditions

• Keep frequently used items accessible during busy periods

• Maintain a clean, organized booth throughout the Market day

A well-prepared setup supports better customer interactions, improves safety, and reduces stress during peak hours.

Planning for Seasonal Conditions

Weather and seasonal shifts directly affect both vendors and customers at an outdoor market.

Vendors are expected to plan for conditions such as:

• Wind, heat, cold, and rain

• Changes in customer browsing time and traffic flow

• The need to secure lightweight items, signage, and displays

Vendors who anticipate seasonal conditions are able to stay focused on customers rather than reacting to preventable issues during the Market.

Adapting Displays Throughout the Year

Customer interests and shopping patterns change throughout the season.

Vendors often see stronger engagement when they:

• Highlight seasonally relevant products

• Refresh signage or layout while maintaining consistent branding

• Rotate featured products as the season progresses

Small, intentional adjustments can keep a booth feeling current without requiring a complete redesign.

Setup Efficiency & Market Flow

Market days move quickly, especially during peak hours.

Vendors who refine their setup and teardown process tend to:

• Reduce load-in and load-out time

• Avoid forgotten or misplaced items

• Maintain professional consistency from week to week

• Stay more present and engaged during Market hours

Efficient setup and teardown also helps protect customer flow, vendor safety, and overall Market operations.

Teardown Procedures

Early teardown is not permitted and disrupts the customer experience and neighboring vendors.

• Vendors must remain fully set up until Market closing.

• Vendors must vacate the site by 2:00 PM at the latest.

After the Market closes, vendors are responsible for cleaning their stall space, including:

• Sweeping debris

• Removing all trash for off-site disposal.

  ⚠️ On-site trash receptacles are for customer use only!

Arrival, Setup & On-Site Procedures

Arrival & Setup Times

Arrival and setup timing is essential to maintaining a smooth, safe Market environment.

Setup times by season:

• April–October: Setup begins at 6:00 AM

• November–December: Setup begins at 8:00 AM

Vendors are expected to arrive with enough time to unload, park, and complete setup calmly before Market opening.

Late arrivals:

• Call or text the Market at 316-559-5327

• Vendors arriving less than 30 minutes before opening must have prior approval and may not be permitted to set up

Finding Your Booth: Interactive Market Map

An interactive Market map is updated each week to reflect vendor attendance and booth assignments.

• The map is updated Wednesday evening and published by Thursday

• Vendors are expected to review their assigned space before Saturday

If you are new or still getting familiar with the layout:

• Upon arrival, check in at the Information Booth on the north side of the plaza (1st Street)

• Staff will guide you to your assigned space and explain load-in, load-out, and parking procedures

Reviewing the map ahead of time helps reduce congestion and confusion during setup.

Parking Expectations

Parking near the Market site is limited and carefully managed.

• Perimeter parking spaces are reserved for specific vendors only

• Do NOT park in perimeter spaces while unloading unless you have been assigned one

After unloading:

• Move your vehicle promptly to the designated vendor parking areas (outlined in yellow on the parking map)

• Parking close to the Market should remain available for customers

Improper parking slows setup and creates access issues for both vendors and customers.

Restrooms

Please use designated restroom locations to support nearby businesses and keep Market operations running smoothly.

Customer Restrooms

• Located on Mosley in the small building with the green roof, directly east of the Museum of World Treasures

Vendor Restroom Access (Vendor Privilege)

• Hotel at Old Town

  • Enter through the main east-side entrance

  • Restrooms are located immediately to the right on the north side of the building

  • Vendor access only - please be respectful of this courtesy

Vendors & Customers

• Mrs. O’Leary’s

  • Located on the west side of Rock Island, just south of Public at the Brickyard

  • Enter via the stairs, proceed to the back of the store for restrooms

Maintaining respectful use of these facilities helps preserve these relationships for future seasons.

Common Challenges We See

Setup and seasonal adaptation issues most often arise when:

• Canopies or displays are not properly secured for outdoor conditions

• Seasonal weather is not adequately planned for

• Setup feels rushed or improvised

• Load-in or load-out becomes disorganized or disruptive to others

Many of these challenges can be avoided with planning rather than additional equipment.

Practical Ways to Improve Setup & Readiness

Vendors benefit from:

• Creating a simple setup and teardown checklist

• Arriving early and allowing extra time before and after the Market

• Testing booth layouts before your season begins

• Making small adjustments after observing customer flow

• Observing how experienced vendors adapt successfully

Market Management will intervene when setup, teardown, or booth conditions create concerns or disrupt Market operations.

This page outlines market day preparedness, efficiency, and seasonal adaptability. Full details and enforcement authority are outlined in the Market’s Rules & Regulations.