Vendor Terms & Conditions

Vendor Terms and Conditions

Event Hours and Setup

Event Hours:

Friday, Saturday, and Sunday: 7:00 AM - 4:30 PM
Richards Avenue Location (Glens Falls National): Saturday and Sunday Only

Setup Requirements:

Setup times are strictly enforced and vary by location
Any vendor found setting up or waiting in their space prior to the official check-in time will not be invited back to future events
You may begin selling immediately after the designated setup time
Vendors are required to remain at the event until 4:30 PM on Sunday
For early departure, contact a Chamber representative at 518-623-2161 (call or text)

Vehicle Access and Timing

Vehicles are permitted in the vending area for unloading purposes only, with a maximum time limit of 20 minutes
Once unloaded, move your vehicle immediately to designated vendor parking areas
Vendors should arrive at their booths on Saturday and Sunday no later than 6:30 AM to avoid traffic and secure parking
Critical: No vehicles are permitted in vending areas after 7:00 AM - late arrivals must carry merchandise by hand to their space

Space and Operations

Vendors must stay within rented space. Moving out of assigned space during the event without direct permission of event organizers will lead to immediate expulsion from event. Unoccupied spaces will be sold at 8:00AM on Saturday unless direct communication is made to organizers.

Vendors are not permitted to sublet spaces. There is no selling of any live animals of any kind. There is no selling of weapons of any kind, including firearms (new, used, or antique), or any other weaponry. Knives that are permitted under New York State law may be sold (such as utility knives, kitchen knives, pocket knives, etc.). There is no selling of fireworks of any kind.

Overnight Storage

Vendors are not required to break down their spaces on Friday or Saturday nights. However:

Remove small, delicate, or valuable items each night
Secure and cover all items to protect from weather and potential theft
Add weights to tents to prevent them from blowing away
You may leave tents, tables, and general merchandise overnight at your own risk

Prohibited Merchandise and Content

No hate speech or discriminatory content is permitted. Vendors are strictly prohibited from selling, displaying, or distributing any merchandise, materials, or content that conveys hate speech of any kind, including but not limited to:

Homophobic, transphobic, or anti-LGBTQ+ messaging
Racist, xenophobic, or ethnically discriminatory content
Religious hate or anti-Semitic materials
Political hate speech or content promoting violence against any group
Sexist or misogynistic messaging
Content targeting individuals based on disability, age, or other protected characteristics
Any materials promoting discrimination, harassment, or violence against any person or group

Vendors found in violation of this policy will be subject to immediate removal from the event with no refund, and may be permanently barred from future participation.

Conduct and Behavior

No fighting of any kind is permitted. Vendors are expected to be courteous to their neighbors, customers and the organizers of the event. Vendors who physically or verbally assaults any of the above mentioned will be removed immediately with via escort of the Warren County Sheriff Department and barred from participating at any location in the town of Warrensburg permanently.

Permits, Insurance, and Tax Requirements

All Vendors are required to get the necessary permits and licenses necessary for participating in this event. Contact NYS Dept of Tax and Finance and or NYS Department of Health for specific details.

Insurance: All vendors must carry liability insurance for this event, naming the Warrensburg Chamber of Commerce as insured. Vendors are responsible for any damage they cause during the event to the space they are occupying and any surrounding areas.

Sales Tax: New York State requires all vendors to collect appropriate sales tax. You are responsible for obtaining proper documentation, calculating correct amounts, and reporting funds. For assistance, contact the NYS Department of Tax and Finance at 518-485-2889.

Food Vendors: Food vendors must comply with all NYS Department of Health requirements and display proper permits. Contact Warren County Health Department at 518-793-3893.

Alcohol Sales: The sale of alcohol is permitted only to persons over 21. ID is required for all alcohol sales. All sales of alcohol must comply with NYS Liquor Authority standards and vendors must obtain all necessary permits and licenses from the appropriate authorities.

All vendors are required to obtain and submit a Certificate of Insurance (COI) prior to the event.

Tent and Structure Security: No staking is permitted at any location. Weights must be used to secure all tents, canopies, and temporary structures. All vendors are responsible for properly securing their setups to prevent damage from wind or weather.

Tables or Tents are Not Provided. Generators must be in good working order. (ie: Must be able to have a conversation near generator without yelling.) Vendors with generators that are considered to loud or in disrepair will be asked to relocate generator, repair, or turn off generator completely and seek an alternative power source at the vendors own expense.

Utilities and Services

Electricity: No electrical service is provided. You may use personal generators, provided they:

Are in good working condition
Operate quietly with proper mufflers or enclosures
Do not produce excessive fumes
Generators causing complaints must be turned off, and failure to address noise issues will result in removal from the event

Water: No water supply is provided. Please bring adequate water for the entire event duration.

Internet/WiFi: No WiFi is available, and cellular service is often unreliable during the event. If you use electronic payment systems, please have backup payment methods available and bring cash for making change.

Parking, Security, and Liability

Parking Guidelines:

Parking is allocated on a first-come, first-served basis
Each vendor receives ONE parking pass per rented space
Parking passes must be displayed prominently at all times
Arrange alternate parking for additional vehicles independently
Vehicles parked improperly or without passes may be towed at owner's expense
Vehicles cannot be parked in vendor spaces during the event (*Exception: National Grid vendors operating from vehicles)

No RV parking in vendor space. RV's must be parked at the Elm Street Firehouse for a separate, additional $25 per night fee. (Contact the Chamber for more information.) If vendors wish to "camp" in space overnight, setup must fit within confines of space rented. No vendor parking allowed on Main Street during the event. No vehicles allowed in spaces. Exceptions made at National Grid location or if you sell directly from the respective unit and have consent to do so from Chamber of Commerce.

The event organizers are not responsible for any theft or damage to vendor merchandise, equipment, or vehicles caused during the event. No additional lot security is provided. Vendors are responsible for securing items.

No parking in space prior setup time. Vendors found in spaces will be charged $150 fine.

Environmental and Utility Restrictions

No dumping of wastewater or grease. All vendors must clean their spaces, remove all garbage and discard in trash cans. All trash must be picked up and taken with you each day. Any trash that does not easily fit in trash cans must be taken with you - do not leave boxes, wrappers or any other materials next to trash cans. Vendors violating terms may incur an illegal dumping fee of $250 from the Town of Warrensburg. No cooking or open flames allowed during sale unless a food vendor. No selling of raffle tickets of any kind is allowed without written permission of the Chamber of Commerce and the Town of Warrensburg. No water or electricity provided. Vendors hooking up to locations utilities will be charged an additional $150 fee.

Refund / Cancellation Policy

Refunds Prior to August 1, 2025

Full refunds will only be given if requested before August 1, 2025 less a $25 cancelation fee. Returning vendors from previous year will lose their priority vendor space and be treated as a "New Vendor" the next year.

Refunds After August 1, 2025

Vendor Fees will not be refunded. A credit will be issued for the following year. A credit is only good for 1 year. Refunds issued after the event no acceptations.

If you cannot attend or will be late for setup, please notify event organizers immediately at 518-623-2161.

All refunds requests must be in writing. Email: info@Warrensburgchamber.com or Mail: Warrensburg Chamber of Commerce 3797 Main Street, Warrensburg, NY 12885