Olympic Authority Vendor Terms & Conditions
For Growers, Artisans, and Homemade Product Vendors
APPROVED EVENT VENDORS. Participation in the Event is limited to bona fide growers, artisans, craftspersons, and producers of homemade goods, as well as other Vendors approved in writing by the Olympic Authority. Vendors may, on a limited basis, supplement their product line with additional New York State–only products, as long as that product is otherwise missing from the Event and the Event Manager has given permission for the supplement.
All agricultural products may be sold at the Event, including but not limited to locally grown fruits and vegetables, dairy products, meats, flowers, plants, honey products, maple products, farm-produced NYS wines, eggs, herbs and related products, provided the Vendor possesses the proper licensing from the New York State Department of Agriculture and Markets.
Craft Vendors may sell goods that they have handcrafted themselves.
Baking Vendors may sell products that they have baked themselves and who possess the proper licensing from either the New York State Department of Agriculture and Markets or their local county health department, as applicable.
Prepared food vendors may sell products only if they hold all applicable and current licenses and permits required under New York State law, which may include, but are not limited to, a Temporary Food Service Establishment Permit issued by the New York State Department of Health or the local county health department, and, where applicable, licensing from the New York State Department of Agriculture and Markets.
Vendors must ensure that all required documentation is valid and on display during the Event, including a valid New York State sales tax certificate.
Products not specifically identified must be pre-approved by the Event Manager.
WEATHER/CANCELLATION. The Event will proceed rain or shine. Please be prepared for hot, cold and wet weather. Vendors are permitted to bring small space heaters that don’t require access to electricity as necessary. In the event that the Event is cancelled for any reason, the Event Manager agrees to make reasonable efforts to promptly notify all registered Vendors. If circumstances change and cancellation is no longer necessary, Vendors are responsible for attending the Event as planned. Cancellation will be announced to Vendors by email and will also be posted on the Venue’s website and social media. The Olympic Authority assumes no responsibility or liability for product spoilage, loss of income, or other damages incurred by Vendors due to Event cancellation.
VEHICLE TRAFFIC/LOAD-IN & OUT. After the Event begins, there will be no vehicle traffic in the Event. If a Vendor arrives after the Event begins, they may park and use their own cart to bring their materials to their allocated spot. NO vehicles will be allowed to drive on the access road after the scheduled start time for the Event, without exception. All Vendors must be fully set up with product ready to be sold prior to the start of the Event.
TENT PLACEMENT AND SPACE USE. All products and displays should be within the area of the tent and may not exceed the footprint of Vendor’s tent area. All tents must be anchored with appropriate tent weights. Vendors must supply their own equipment and materials, including tables, chairs, signage, and display items.
APPLICATION SUBMISSION. All Vendor applications must be submitted online through the Venue’s official Event website. Submission of an application does not guarantee participation in the Event. All applications are subject to review and approval by the Olympic Authority. Only Vendors whose applications have been formally approved will be contacted by the Event Manager with further instructions and participation details.
LICENSING. Upon acceptance, Vendors intending to sell prepared foods must submit copies of all applicable and current licenses and permits required by New York State and local authorities. These may include, but are not limited to, a valid Temporary Food Service Establishment Permit issued by the New York State Department of Health or the local county health department, and, where applicable, a 20-C Food Processing License issued by the New York State Department of Agriculture and Markets. Vendors must ensure that all required documentation remains valid for the duration of the Event.
INDEMNIFY AND HOLD HARMLESS. Vendor acknowledges and agrees to assume full responsibility for all risks associated with the performance of Vendor’s obligations at the Event. To the fullest extent permitted by law, Vendor agrees to indemnify, defend, and hold harmless the Olympic Authority, the State of New York, the Department of Environmental Conservation, and their officers, employees, agents, and representatives from and against any and all claims, demands, liabilities, damages, costs, or expenses, including reasonable attorneys' fees, arising out of or resulting from any injury to persons (including death) or damage to property (including loss of use) resulting from the acts, omissions, negligence, or willful misconduct of Vendor, their employees, agents, contractors, or representatives, and any breach or alleged breach in connection with the performance of this Agreement. This clause shall survive the expiration or termination of this Agreement.
VENDORS ASSUME ALL RISK. Vendors assume all risk of loss, theft, damage, or injury arising from participation in the Event, whether to Vendors’ property, personnel, or invitees.
WORKERS’ COMPENSATION INSURANCE. For both workers’ compensation and disability benefits insurance, at the time of the signing of this Agreement, Vendors shall provide either acceptable proof of compliant coverage as required by New York State Law or a CE-200 Attestation of Exemption, which is available from the NYS Worker’s Compensation Board website at https://www.wcb.ny.gov/.
LOCATION DETERMINATION. The Venue’s staff will determine Vendor locations based on a first-come, first-serve basis. If you have any special requirements, please let us know on your application so that we may take them into consideration.
PETS. Vendors may not bring their pets or any animals to the Event UNLESS THEY ARE SERVICE ANIMALS. A copy of the Olympic Authority’s Service Animal Policy may be found HERE.
FOOD & SAFETY. The Department of Agriculture and Markets (“Department”) regulates Vendors at farmers’ markets to ensure compliance with New York State food sanitation requirements and to ensure that food is not adulterated or misbranded as outlined in Article 17 of Agriculture and Markets Law. This includes Vendors selling raw agricultural products, such as produce and eggs, and processed, packaged foods, such as baked goods and preserved foods. Together with stakeholders from the farmers' market community, the Department has created guidance to help Vendors understand these food safety regulatory requirements at farmers' markets. This guidance is the first of its kind created by the Department and is intended to help the industry grow and flourish.
For more information please visit https://agriculture.ny.gov/food-safety/food-safety-farmers-markets.
GOVERNING LAW. This Agreement shall be governed by and construed in accordance with the substantive laws of the State of New York, without regard to conflicts of laws principles. The parties agree that any legal proceedings arising under or related to this Agreement shall be brought exclusively in a court of competent jurisdiction in the State of New York. The prevailing party in any such action shall be entitled to reasonable attorneys’ fees and costs incurred.
SELLING GUIDELINES
- All applicable food safety regulations, both state and local, must be adhered to at all times.
- All applicable licenses and permits for products sold must be obtained and kept current. Copies of applicable permits and licenses will be kept on file with the Olympic Authority.
- All Vendors must have a sign clearly showing their name and location.
- Each Vendor will be responsible for all equipment and supplies for the setup of a booth. Displays should be constructed in such a way that they do not block customer walkways nor pose any other hazard to customers.
- Vendors who provide samples and/or products that will result in waste material, such as cups, rinds, and corn cobs, must provide containers for waste disposal.
- Vendors are required to keep their Event space neat and clear of obstacles, litter and debris.
- All produce displayed for sale must be at least 12” off the ground with the exception of heavy or large items/produce.
- Vendors must post prices. While it is expected that prices will be fair to consumers, the seller and fellow sellers, collusion among Vendors to attempt to influence prices is strictly prohibited.
- No smoking, alcoholic beverages or firearms are permitted at the Event. Exception is wine tasting samples permitted by law.
- No hawking, proselytizing or amplified music is permitted at the Event.
- All products offered for sale must be of good quality and condition. The Event Manager reserves the right to direct any inferior goods be removed from display. Failure to remove products deemed inferior will be reported to the Olympic Authority and may result in loss of Event privileges.
- Each Vendor in the Event must be directly involved with or knowledgeable about the production of the produce or products being sold at the Event.
- Vendors are responsible for the actions of their representatives, employees or agents.
- By signing this Agreement, Vendor expressly authorizes the Olympic Authority to use Vendor’s name, likeness, logo, and booth images for promotional and marketing purposes in connection with the Event, without further compensation.