2017 Flagstaff Urban Flea Market Application, Rules & Regulations & Indemnity Agreement
(Business/Applicant Name ____________________________________________________
Mailing Address____________________________________________________________
Phone(_____)___________________________________
Email__________________________________________
BUSINESS LICENSE #/SALES TAX # All vendors must have a Flagstaff Business License and , if applicable, an Arizona Sales Tax (TPT) # displayed at their booth. For business license info call City of Flagstaff (928)779-7685 and ask for Tax and Licensing. #_________________
HEALTH DEPARTMENT PERMIT # Please attach copy of permit. Anyone selling any prepared food must have a Temporary Health Facility Permit displayed at their booth. For more info call Health Services District (928)679-8760. Growers do not need a health department, sales tax or business license. All processed food or value added food vendors must show proof of commercial liability insurance and list Flagstaff Community Markets, LLC as an additional insured. All vendors must sign and return the indemnity agreement. Number ________________
REGISTRATION AND MARKET FEES
Seasonal Reserved Registration (with vehicle) $115_____ (WAIT LIST AVAILABLE)
$115 per 10x10 booth space plus 10% of gross sales. Placement
in the same space throughout season (5 markets)
Seasonal Reserved Registration (no vehicle) $75- SOLD OUT
$75 per 10x10 booth space plus 10% of gross sales. Placement
in same space throughout season without vehicle (5 markets)
Weekly Registration (no vehicle not reserved) $10______
$10 per 10x10 booth space plus 10% of gross sales per market
Weekly Informational Booth Registration (NO SALES occur) $25_____
Weeks Expect to Attend: June 10 (SOLD OUT) July 8 (wait list) August 12 September 9 October 14
*No refunds for missed markets, weather, or acts of Jah Rastafari or political shenanigans*
*Returning vendors will receive first priority for a space ONLY if their application is submitted by April 1, 2017*
Brief description of what you plan to sell________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
Indemnity Agreement
This agreement is entered into this_____ day of______________, 2017
Between:
Name(s):________________________________________________
Address:________________________________________________
(Hereinafter, SELLER)
and Flagstaff Urban Flea Market of Flagstaff Community Markets, LLC.
For valuable consideration, including the right to sell produce or other products at the Flagstaff Community Markets SELLER does hereby agree to indemnify and hold the Flagstaff Community Markets, LLC and the City of Flagstaff harmless from any loss, damage, expense, judgment, or liability of any nature including attorney's fees arising out of any claim made against Flagstaff Community Markets, LLC and the City of Flagstaff by any person or entity which claim arises out of or results from Buyer's purchase of SELLER's product for consumption at Flagstaff Urban Flea Market of Flagstaff Community Markets, LLC.
Dated this_____day of______________, 2017
SELLER______________________________
2017 Flagstaff Urban Flea Market Rules and Regulations
I. Mission
Flagstaff Urban Flea Market is a monthly eclectic market featuring new, used, upcycled, handmade, artisan goods, and food. The primary purpose of Flag Flea is to provide a unique and energetic market setting to connect independent small businesses, artisans and producers with customers in an affordable and accessible manner. It is our goal to provide a local alternative to cookie cutter corporate retail operations. Flagstaff Urban Flea Market also supports specific non-profit and community based groups by providing them with a fundraising vehicle for promoting their missions as well as donating a portion of market proceeds to featured non profits.
II. Market Guidelines
A. Flagstaff Community Markets (FCM), operator of Flagstaff Urban Flea Market (FUFM), will determine market location, dates, and
hours. Available spaces in the parking lot are limited and first priority is given to seasonal reserved vendors with vehicles. Once parking
lot spaces are full, vendors will be placed in booth spaces on the lawn
B. Membership and vending fees are set by FUFM. Market participants pay 10% of gross sales at the close of each market plus a flat
registration fee. Each vendor will report sales to manager at the close of each market day. Refer to Vendor Registration for
registration fees. Reserved spaces, are available, on a limited basis and spaces are assigned by FCM manager. If you do not pay for a
reserved space in advance, you will not be granted the same booth space on a month to month basis
C. FUFM reserves the right to randomly audit vendor sales and FUFM and/or its managers
have the right to suspend or revoke vendor’s ability to sell at any point
III. Vendor Guidelines
A. The following MUST be received and approved prior to vending
1. Completed and signed vendor registration and proof of all relevant licenses
(business license,TPT ect..) and health department certifications, ADHS & ADA when required
2. Copy of commercial liability insurance for food vendors
3. Signed copy of the FUFM Rules and Regulations
4. There will be no refunds on any vendor application or registration fees
5. Your reserved space is not guaranteed if you show up later than 8:15 a.m. for set up
6. Vendors must pay their sales percentage due to the market on market day
B. Vendors will not be allowed to set up if they do not provide all insurance, licensing, tax ID numbers, required fees and
signed documents.
IV. Vendor Selection
A. All vendor applications will be reviewed and accepted or rejected by FUFM
B. Returning vendors who want reserved space will be given 1st priority. Applications for returning vendors requesting their reserved
space are due April 1.
B. Market management will ensure there is balance, diversity and complementary types of vendors at the market and as such will
limit certain types of products to achieve a diverse and eclectic vendor mix
C. All applicants must include registration fees with their application. If applications are rejected, fees will be refunded
D. A limited number of non profit/community/promotional booths are available at a flat rate + 10% if vending, and are required to
submit an application
E. Value Added/Processed Food
1. All food vendors must meet applicable local, state, & federal regulations. If you sell prepared food, you MUST have & display
a Coconino County Public Health Services District Temporary Food Service Permit and City Sales Tax
number. If you do not have these displayed, you will NOT be permitted to sell. ALL Value Added vendors MUST
carry commercial liability insurance and list “Flagstaff Community Markets LLC” as an additional insured and
provide FUFM with a copy of that certificate- No Exceptions!
F. Only vendors who purchased full season reserved spaces by due date will receive priority for the next season
V. Stall Guidelines
A. Selling will not start before market manager announces start of the market
B. Wholesale or bulk sales of products that occur at the market are to be counted into gross
sales figures and included in the 10% of sales figures
C. Vendors and management are expected to maintain high standards of honesty and respect
towards one another and customers and conduct themselves in a courteous manner
Rudeness, prejudice, intolerance towards others, and dishonesty are grounds for removal
from the market
D. Please separate trash from recycling
VI. Market Safety
A. Vendors should begin set-up no earlier than 7:30 A.M
B. Late arrival participation will be contingent on space availability and vendors will park outside designated market boundaries and
carry products to stall space.
C. Vendors have responsibility for the safety and behavior of their children and animals. All pets must be leashed and kept out of
vending booths.
D. ALL CANOPIES MUST BE SECURED WITH WEIGHTED SANDBAGS OR SIMILAR MATERIAL WEIGHTS. IF A CANOPY IS
SET UP IN AN UNSAFE MANNER, IT WILL BE REMOVED. THE CITY OF FLAGSTAFF AND FCM HAVE ESTABLISHED
MINIMUM CANOPY WEIGHT REQUIREMENTS OF 10LBS PER LEG WHICH MUST BE HUNG FROM THE CANOPY
STRUCTURE (not placed on ground over leg). FAILURE TO FOLLOW THESE GUIDELINES WILL RESULT IN REMOVAL
OF CANOPY. TYING OFF CANOPIES TO ANOTHER VENDOR’S CANOPY IS NOT ACCEPTABLE. CANOPIES MAY NOT
HAVE STAKES OR OTHER ANCHORS PLACED IN THE GROUND. THE CITY OF FLAGSTAFF WILL BE CONDUCTING
CANOPY INSPECTIONS.
VII. Insurance
A. All vendors must either sign the indemnity agreement and/or list “Flagstaff Community Markets LLC” as an additional insured if
required to do so by management
B. All food vendors must carry commercial inurance listing "Flagstaff Community Markets LLC" as additional insured
VIII. Market Violations
A. Any vendor violating the above stated rules and regulations of the Flagstaff Urban Flea Market or the regulations of Coconino
County Public Health Services District or other local, state, or federal agencies may be suspended and/or expelled from the market
B. The market manager/owner has discretion to make any on-site decisions regarding violation
C. FUFM reserves the right to audit any vendor at any time. Vendors shall cooperate with auditing process and the following
guidelines shall apply to the auditing process
1. FUFM designated auditor will total daily sales at vending booth. Sales total shall
not be shared with vendor and vendor shall not ask auditor for information on daily
sales total
2. FUFM auditor submits sales total to Market Manager. Vendor independently
submit their total to Market Manager at settlement
3. Should a discrepancy exist between auditor and vendor sales total, Market Manager
will contact vendor and communicate concerns
4. Failure to pay 10% of gross sales at end of each market day is grounds for expulsion
5. Should audited total be 30% or more higher than vendor’s average sales over the
vendor’s market history, Market Manager may either immediately terminate
vendor’s privilege to sell at the Market or schedule an additional audit. The results
of any additional audit and subsequent action on participation with the Flagstaff
Urban Flea Market will solely be determined by Market Manager(s)
D. Any serious violation will be reported to the proper authorities
E. Vendor has the right to appeal the violation to the FUFM owner. Vendors will submit any conflicts, suspected conflicts, and/or
concerns regarding the overall market or individual vendors in writing to the FUFM owner
Agreed to the _____day of_______________, 2017
Signature ________________________________
Printed Name _____________________________
Please return application to:
Flagstaff Community Markets
421 W Cedar Ave
Flagstaff, AZ 86001
Make checks payable to: Flagstaff Community Markets
Mailing Address____________________________________________________________
Phone(_____)___________________________________
Email__________________________________________
BUSINESS LICENSE #/SALES TAX # All vendors must have a Flagstaff Business License and , if applicable, an Arizona Sales Tax (TPT) # displayed at their booth. For business license info call City of Flagstaff (928)779-7685 and ask for Tax and Licensing. #_________________
HEALTH DEPARTMENT PERMIT # Please attach copy of permit. Anyone selling any prepared food must have a Temporary Health Facility Permit displayed at their booth. For more info call Health Services District (928)679-8760. Growers do not need a health department, sales tax or business license. All processed food or value added food vendors must show proof of commercial liability insurance and list Flagstaff Community Markets, LLC as an additional insured. All vendors must sign and return the indemnity agreement. Number ________________
REGISTRATION AND MARKET FEES
Seasonal Reserved Registration (with vehicle) $115_____ (WAIT LIST AVAILABLE)
$115 per 10x10 booth space plus 10% of gross sales. Placement
in the same space throughout season (5 markets)
Seasonal Reserved Registration (no vehicle) $75- SOLD OUT
$75 per 10x10 booth space plus 10% of gross sales. Placement
in same space throughout season without vehicle (5 markets)
Weekly Registration (no vehicle not reserved) $10______
$10 per 10x10 booth space plus 10% of gross sales per market
Weekly Informational Booth Registration (NO SALES occur) $25_____
Weeks Expect to Attend: June 10 (SOLD OUT) July 8 (wait list) August 12 September 9 October 14
*No refunds for missed markets, weather, or acts of Jah Rastafari or political shenanigans*
*Returning vendors will receive first priority for a space ONLY if their application is submitted by April 1, 2017*
Brief description of what you plan to sell________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
Indemnity Agreement
This agreement is entered into this_____ day of______________, 2017
Between:
Name(s):________________________________________________
Address:________________________________________________
(Hereinafter, SELLER)
and Flagstaff Urban Flea Market of Flagstaff Community Markets, LLC.
For valuable consideration, including the right to sell produce or other products at the Flagstaff Community Markets SELLER does hereby agree to indemnify and hold the Flagstaff Community Markets, LLC and the City of Flagstaff harmless from any loss, damage, expense, judgment, or liability of any nature including attorney's fees arising out of any claim made against Flagstaff Community Markets, LLC and the City of Flagstaff by any person or entity which claim arises out of or results from Buyer's purchase of SELLER's product for consumption at Flagstaff Urban Flea Market of Flagstaff Community Markets, LLC.
Dated this_____day of______________, 2017
SELLER______________________________
2017 Flagstaff Urban Flea Market Rules and Regulations
I. Mission
Flagstaff Urban Flea Market is a monthly eclectic market featuring new, used, upcycled, handmade, artisan goods, and food. The primary purpose of Flag Flea is to provide a unique and energetic market setting to connect independent small businesses, artisans and producers with customers in an affordable and accessible manner. It is our goal to provide a local alternative to cookie cutter corporate retail operations. Flagstaff Urban Flea Market also supports specific non-profit and community based groups by providing them with a fundraising vehicle for promoting their missions as well as donating a portion of market proceeds to featured non profits.
II. Market Guidelines
A. Flagstaff Community Markets (FCM), operator of Flagstaff Urban Flea Market (FUFM), will determine market location, dates, and
hours. Available spaces in the parking lot are limited and first priority is given to seasonal reserved vendors with vehicles. Once parking
lot spaces are full, vendors will be placed in booth spaces on the lawn
B. Membership and vending fees are set by FUFM. Market participants pay 10% of gross sales at the close of each market plus a flat
registration fee. Each vendor will report sales to manager at the close of each market day. Refer to Vendor Registration for
registration fees. Reserved spaces, are available, on a limited basis and spaces are assigned by FCM manager. If you do not pay for a
reserved space in advance, you will not be granted the same booth space on a month to month basis
C. FUFM reserves the right to randomly audit vendor sales and FUFM and/or its managers
have the right to suspend or revoke vendor’s ability to sell at any point
III. Vendor Guidelines
A. The following MUST be received and approved prior to vending
1. Completed and signed vendor registration and proof of all relevant licenses
(business license,TPT ect..) and health department certifications, ADHS & ADA when required
2. Copy of commercial liability insurance for food vendors
3. Signed copy of the FUFM Rules and Regulations
4. There will be no refunds on any vendor application or registration fees
5. Your reserved space is not guaranteed if you show up later than 8:15 a.m. for set up
6. Vendors must pay their sales percentage due to the market on market day
B. Vendors will not be allowed to set up if they do not provide all insurance, licensing, tax ID numbers, required fees and
signed documents.
IV. Vendor Selection
A. All vendor applications will be reviewed and accepted or rejected by FUFM
B. Returning vendors who want reserved space will be given 1st priority. Applications for returning vendors requesting their reserved
space are due April 1.
B. Market management will ensure there is balance, diversity and complementary types of vendors at the market and as such will
limit certain types of products to achieve a diverse and eclectic vendor mix
C. All applicants must include registration fees with their application. If applications are rejected, fees will be refunded
D. A limited number of non profit/community/promotional booths are available at a flat rate + 10% if vending, and are required to
submit an application
E. Value Added/Processed Food
1. All food vendors must meet applicable local, state, & federal regulations. If you sell prepared food, you MUST have & display
a Coconino County Public Health Services District Temporary Food Service Permit and City Sales Tax
number. If you do not have these displayed, you will NOT be permitted to sell. ALL Value Added vendors MUST
carry commercial liability insurance and list “Flagstaff Community Markets LLC” as an additional insured and
provide FUFM with a copy of that certificate- No Exceptions!
F. Only vendors who purchased full season reserved spaces by due date will receive priority for the next season
V. Stall Guidelines
A. Selling will not start before market manager announces start of the market
B. Wholesale or bulk sales of products that occur at the market are to be counted into gross
sales figures and included in the 10% of sales figures
C. Vendors and management are expected to maintain high standards of honesty and respect
towards one another and customers and conduct themselves in a courteous manner
Rudeness, prejudice, intolerance towards others, and dishonesty are grounds for removal
from the market
D. Please separate trash from recycling
VI. Market Safety
A. Vendors should begin set-up no earlier than 7:30 A.M
B. Late arrival participation will be contingent on space availability and vendors will park outside designated market boundaries and
carry products to stall space.
C. Vendors have responsibility for the safety and behavior of their children and animals. All pets must be leashed and kept out of
vending booths.
D. ALL CANOPIES MUST BE SECURED WITH WEIGHTED SANDBAGS OR SIMILAR MATERIAL WEIGHTS. IF A CANOPY IS
SET UP IN AN UNSAFE MANNER, IT WILL BE REMOVED. THE CITY OF FLAGSTAFF AND FCM HAVE ESTABLISHED
MINIMUM CANOPY WEIGHT REQUIREMENTS OF 10LBS PER LEG WHICH MUST BE HUNG FROM THE CANOPY
STRUCTURE (not placed on ground over leg). FAILURE TO FOLLOW THESE GUIDELINES WILL RESULT IN REMOVAL
OF CANOPY. TYING OFF CANOPIES TO ANOTHER VENDOR’S CANOPY IS NOT ACCEPTABLE. CANOPIES MAY NOT
HAVE STAKES OR OTHER ANCHORS PLACED IN THE GROUND. THE CITY OF FLAGSTAFF WILL BE CONDUCTING
CANOPY INSPECTIONS.
VII. Insurance
A. All vendors must either sign the indemnity agreement and/or list “Flagstaff Community Markets LLC” as an additional insured if
required to do so by management
B. All food vendors must carry commercial inurance listing "Flagstaff Community Markets LLC" as additional insured
VIII. Market Violations
A. Any vendor violating the above stated rules and regulations of the Flagstaff Urban Flea Market or the regulations of Coconino
County Public Health Services District or other local, state, or federal agencies may be suspended and/or expelled from the market
B. The market manager/owner has discretion to make any on-site decisions regarding violation
C. FUFM reserves the right to audit any vendor at any time. Vendors shall cooperate with auditing process and the following
guidelines shall apply to the auditing process
1. FUFM designated auditor will total daily sales at vending booth. Sales total shall
not be shared with vendor and vendor shall not ask auditor for information on daily
sales total
2. FUFM auditor submits sales total to Market Manager. Vendor independently
submit their total to Market Manager at settlement
3. Should a discrepancy exist between auditor and vendor sales total, Market Manager
will contact vendor and communicate concerns
4. Failure to pay 10% of gross sales at end of each market day is grounds for expulsion
5. Should audited total be 30% or more higher than vendor’s average sales over the
vendor’s market history, Market Manager may either immediately terminate
vendor’s privilege to sell at the Market or schedule an additional audit. The results
of any additional audit and subsequent action on participation with the Flagstaff
Urban Flea Market will solely be determined by Market Manager(s)
D. Any serious violation will be reported to the proper authorities
E. Vendor has the right to appeal the violation to the FUFM owner. Vendors will submit any conflicts, suspected conflicts, and/or
concerns regarding the overall market or individual vendors in writing to the FUFM owner
Agreed to the _____day of_______________, 2017
Signature ________________________________
Printed Name _____________________________
Please return application to:
Flagstaff Community Markets
421 W Cedar Ave
Flagstaff, AZ 86001
Make checks payable to: Flagstaff Community Markets
