Vendor Policies & Participation Agreement

Vendor Selection

Winthrop Pop Up Market is a curated event. Applications are reviewed based on product quality, originality, booth presentation, professionalism, product category balance, previous participation history, and overall fit with the market. Winthrop Pop Up Market reserves the right to limit the number of vendors within any product category to maintain a balanced shopping experience. Submitting an application does not guarantee acceptance. Approval decisions are final.

Approved Products

Only products approved during the application process may be sold. Significant changes to product offerings must be approved prior to the event. The market reserves the right to require removal of unapproved merchandise.

Product Restrictions

Counterfeit merchandise, copyright or trademark infringing products, illegal products, weapons, drug paraphernalia, and products deemed unsafe or inappropriate for a family-friendly event are prohibited.

Booth Spaces

Vendor spaces are approximately 10' x 10' unless otherwise specified. All displays, inventory, tables, tents, signage, and equipment must remain within the assigned space. Vendor locations are assigned by management and may change between events.

Booth Appearance Standards

A professional presentation is expected. Displays should be clean, organized, secure, and visually appealing. Packaging and storage materials should remain out of public view whenever possible. Vendors may be asked to make reasonable adjustments to improve appearance, safety, or customer flow.

Tent & Safety Requirements

All tents must be properly secured with a minimum of 25 pounds per tent leg. Tent stakes are not permitted. Vendors without proper weights may not be permitted to open. Any safety concerns identified by staff must be corrected immediately.

Setup & Arrival

Setup times will be communicated before each event. Vendors must arrive during assigned setup times, be fully set up prior to opening, and remove vehicles from vendor areas before the market begins. Late arrivals may forfeit participation without refund.

Event Hours & Early Breakdown

Vendors must remain open and operational throughout the entire event. Early breakdown, vehicle movement, or departure is prohibited without prior approval. Repeated early departures may affect future participation.

Vendor Conduct

All vendors are expected to conduct themselves professionally and respectfully. Harassment, threatening behavior, discrimination, abusive language, intoxication, aggressive sales tactics, and disruptive conduct may result in removal without refund. Respect toward guests, volunteers, sponsors, neighboring vendors, property owners, and event staff is required at all times.

Neighboring Vendor Courtesy

Vendors may not extend into neighboring spaces, block neighboring booths, solicit customers inside another vendor's space, or interfere with another vendor's operations. Displays, signage, lines, and customer interactions must remain respectful of surrounding vendors.

Music & Amplified Sound

Personal speakers, microphones, amplified music, and public-address systems are not permitted without prior approval. Any approved sound must remain at a reasonable level and may be adjusted or discontinued at management's request.

Food Vendors

Food vendors are responsible for obtaining and maintaining all permits, licenses, inspections, and certifications required by law. Appropriate safety equipment, including fire extinguishers when required, must be maintained at all times.

For the safety of guests, vendors, and neighboring businesses, vendors who cook, heat, grill, fry, smoke, or prepare food within a standard vendor space may be assigned to specific locations designated by market management. Booth placement may be adjusted to provide appropriate clearance from neighboring vendors, merchandise, customer walkways, structures, and other potential fire or safety hazards.

Winthrop Pop Up Market reserves the right to relocate, restrict, or remove cooking operations that create safety concerns, excessive smoke, grease exposure, heat hazards, or conditions that may damage neighboring vendor property or negatively impact the event experience.

Insurance

Winthrop Pop Up Market reserves the right to require proof of insurance from any vendor. Food vendors, food trucks, candle vendors, cosmetic vendors, and service providers may be required to provide proof of liability insurance.

Photography & Media Release

By participating, vendors grant permission for Winthrop Pop Up Market to photograph and record booths, products, logos, displays, and vendor representatives. Images and recordings may be used for marketing, social media, website content, advertising, and promotional purposes without compensation.

Weather Policy

The market operates rain or shine whenever conditions are considered safe. Refunds will not be issued due to rain, heat, wind, low attendance, or vendor sales performance. If severe weather requires cancellation before setup begins, credits or refunds may be issued after deduction of nonrecoverable operational expenses.

Cancellation Policy

All cancellations must be submitted in writing. Monthly vendors canceling within 14 days of an event are not eligible for refunds. No-shows are not eligible for refunds. Seasonal vendor fees are nonrefundable unless otherwise stated by management. Any cancellation before the 2 week cutoff will be assest a $10 fee to cover processing fees during both transactions.

Waitlist Policy

Waitlist placement does not guarantee acceptance. Open spaces are filled based on category needs, event balance, product mix, availability, and overall market fit. Waitlist selections are made at the sole discretion of management.

Youth Vendors

Youth vendors must be between the ages of 6 and 17. Products must be created, designed, managed, or sold by the youth participant. A parent or guardian must remain onsite throughout the event. Adult-run businesses may not operate through youth vendor spaces.

Vendor Reliability

Future participation may be affected by repeated cancellations, no-shows, late arrivals, early departures, failure to communicate, or repeated rule violations. Repeated cancellations, no-shows, late arrivals, early departures, or failure to follow market policies may result in suspension from future events.

Liability Waiver

Vendors participate at their own risk. Winthrop Pop Up Market, property owners, sponsors, volunteers, and staff are not responsible for theft, loss, product damage, property damage, personal injury, or weather-related losses. Vendors are solely responsible for their products, property, employees, helpers, and guests.

Indemnification

Vendors agree to indemnify and hold harmless Winthrop Pop Up Market, event organizers, sponsors, volunteers, and property owners from any claims, liabilities, damages, costs, or expenses arising from participation in the event.

Management Discretion

Winthrop Pop Up Market reserves the right to interpret, modify, enforce, and apply these policies as necessary to maintain a safe, professional, and enjoyable event. Vendor assignments, booth locations, cooking areas, and space allocations may be adjusted at any time to address operational, safety, traffic flow, weather, or event-management needs. All management decisions are final.