Vendor Information & Guidelines
Date: Saturday December 6, 2024
Time: 10am - 3pm
Address: 397 Letort Road, Millersville PA 17551
Important Deadlines:
Applications due: October 10
Approval notifications on/before: October 17
Payment due: October 31
No refunds after: November 14* (see more details under Vendor’s Details)
Venue:
Lancaster Farmacy is a working organic farm growing herbs, produce, and flowers throughout the growing season. We use what we grow to produce a variety of additional products such as tinctures, teas, and salves.
Our event space is centered around our gorgeous renovated barn, which is spacious and easily accessible. We will fill it with warm lighting, evergreens, floral decor, and cozy wood stoves. The outdoor space around the barn will be enlivened with natural festive decorations and outdoor firepits.
There is ample parking for approximately 50 guest vehicles.
Who will be vending:
Lancaster Farmacy will have our entire line of products available for sale along with hot teas, evergreen wreaths, and greenery bundles. There will be a concession area with baked goods to be enjoyed with our hot teas. Indoor and outdoor seating will be provided for guests to relax and enjoy the company of fellow supporters of local farmers and artisans.
We have a selection of indoor spaces available, and we are also expanding our 2025 market to include even more outdoor vending spaces. When you fill out your application you will be asked to choose your preference.
We are looking for 10-15 fellow artists/artisans/producers to join us in creating a cozy marketplace of hand-crafted goods that celebrates the talent and dedicated craftsmanship of our local community. If there is an overwhelming interest we may consider expanding our outdoor vendor spaces. We will compile a “waitlist” of vendors and notify you by November 1 if additional spaces are available.
Vendor details and commitment:
Indoor vendors will be provided with a table and green tablecloth. All product displays and seating must be provided by the vendor.
Setup for indoor vendors can either be Friday December 5 between 9 - 3pm, or Saturday December 6 from 7 - 9:30am. Please let us know by Thursday December 4 which time window you prefer. You can consider setting up your table display on Friday and setting up your art/products on Saturday morning. The event space will be locked and secured overnight while not staffed.
Outdoor vendors will be provided with a 10’x10’ space in our paved lot. Although not required, a tent is recommended. Tents must be in good condition and a solid color without graphics, stains, or rips. Tent weights of at least 25 lbs are required for all 4 legs.
Setup for outdoor vendors will be Saturday December 6 from 7 - 9am. You will be asked to unload your vehicle and park in a nearby space in a timely manner so other vendors have space to maneuver. There will not be parking available right next to your tent. Cars will be in an adjacent lot, easily accessible.
All vendors must be parked and at their table by 9:30am, ready to sell. Tear down will be immediately after the event once guests have exited the building.
Vendors are asked to be prepared to promote and retail their own products and handle their own financial transactions. WiFi is not available in the barn or outdoor areas, so you will need to rely on your own cell phones or hot spots for any digital transactions. Electrical outlets are available if needed, but this must be discussed and approved prior to the event to ensure safety and availability.
* The event will be held rain or shine. If severely inclement weather is forecasted we will be in touch to discuss options and create a plan.
Lancaster Farmacy details and commitment:
Our event space barn is easily accessible. You are expected to load in and break down on your own. We will have hand truck carts for loading in and out. Staff will be available for quick assists and set up questions but vendors are expected to arrive fully prepared to set up and break down.
An indoor restroom is available in the nearby farmhouse, less than a minute walk away. There are no restroom facilities in the barn or outdoor vending spaces.
Lancaster Farmacy staff will be on-site throughout the entire day to help with parking, direct customers, maintain wood stoves, and provide a welcoming atmosphere.
We are very mindful about providing a variety of unique products available for sale without overlap to ensure the best vending and consumer experience possible for everyone involved.
We will be promoting this event via our newsletter mailing list, flyers throughout town, and our social media channels. Flyers will be available upon request for vendors to hang in their own neighborhoods and workplaces. This is our biggest annual public event and we know many people in the community are eager to attend, especially after our successful markets in years past!
FAQs:
Who should apply? Our holiday market is focused on showcasing the art, crafts, and talent in our local community. We consider quality, craftsmanship, aesthetic alignment, and the overall mix of vendors. All art/products must be handmade and displayed in a thoughtfully crafted manner. We welcome emerging artists/producers as well as established brands. All vendors are expected to participate in self-advertising and cross-promotion prior to the event and to display a curated and welcoming booth space.
Can food vendors apply? At this time we are not accepting applications for food vendors. If this changes we will make an announcement and re-open the application process to food vendors only.
Who should NOT apply? We are not accepting vendors who are resellers or those who sell commercially/mass-produced items. Products or attire with overtly political or profane messaging will be prohibited.
How are vendors chosen? Vendor applications will be discussed and reviewed by a Holiday Market Committee comprised of owners and managers. Our goal is to foster a sense of collaboration within both the Farmacy and larger community. Every person who applies will be notified via email on or before October 17 about approval status.
Can I share a space? Yes, indoor shared spaces are available. You will be matched with another vendor who requested a shared space. Outdoor shared spaces will be considered on a case-by-case basis. This scenario would work best if you have a prior relationship with another vendor and have agreed to share a space. Both vendors must apply and be approved. All collaboration details, fee payment, and booth supplies must be coordinated amongst yourselves.
What is the cancellation/refund policy? Vendor spaces must be paid in full by October 31. Full refunds are available until November 14. After November 14 there will be no refunds. In the case of severe inclement weather that forces us to cancel the market we will refund 100% of the vendor fee.
What is the weather policy? This market will be held rain or shine. Outdoor vendors need to come prepared to deal with mild inclement weather (light rain, snow, or wind). Products that are very delicate, sensitive to cold, or easily damaged by light precipitation or wind will not be a good fit for outdoor booths. If severely inclement weather is predicted we will notify vendors by Thursday evening about any changes.
What about sales tax/licenses/insurance? All vendors are expected to handle and research their own requirements for events. Lancaster Farmacy is not responsible for any damage caused by or to your property.