2024 Winter Solstice Market  Vendor Guidelines

Lowe Mill ARTS & Entertainment cordially invites you to participate in the 2024 Winter Solstice  Market.  The last market of the 2024 season  will invite patrons to shop and stroll their way through the historic grounds of Lowe Mill ARTS & Entertainment on December 21, 2024. The Market will feature artists and makers set up outdoors on our Market Trail.

Please read the following guidelines carefully. If after reading the guidelines you have additional questions, you can reach our Market Coordinator at robertdaniel@lowemill.art.

QUICK CHECKLIST – How to Become a Vendor for the Lowe Mill A&E Winter Solstice Market

Step 1: Read the Guidelines below. It is your responsibility to understand each item noted in the vendor guidelines.

Step 2: Fill out the Vendor Application online HERE and submit for approval.

Step 3: Wait to receive approval by email from the Market Coordinator. Your application is not approved until you are contacted by the Market Coordinator. You are welcome to follow-up by contacting the Market Coordinator via email at robertdaniel@lowemill.art if you feel too much time has passed and you haven’t been contacted. Sometimes applications do get routed into the spam folder and overlooked.

Step 4: After approval you will be sent a payment link.  We will not reserve your space until we receive your payment. There will be no refunds.

SOCIAL MEDIA SCAMS - Please be mindful of scams on Facebook and other social media sites. Only use the link provided by the Market Coordinator to apply or to make a payment. Payment can be made in person at studio 190 of Lowe Mill A&E.

Guidelines for Vendors

1. Vendor Approval

Vendor approval based on merchandise, product variety, product appropriateness, and space availability.  To be a vendor at the Winter Solstice Market, the artist must design and/or make all their wares that will be up for purchase by the public.  No resells or readymade items are permitted.  The items are to be unique to the artist who creates them.  Any vendor who sets up to sell items that are not of their own creation will be asked to leave the market with no refund of booth fee. Our Market Coordinator will contact vendors directly when their application has been approved for the event.

No franchise, business or marketing vendors are allowed.

Lowe Mill A&E reserves the right to refuse any applicants from the event for any reason.

Until you are contacted, you are not approved.

Once approved, you are not confirmed until we receive your payment.

2. Food Vendors

Food Vendors are responsible for obtaining proper product liability insurance coverage (if required). Product liability insurance is necessary because customers may have an allergic reaction or illness due to some chemical residue, product acidity, food spoilage, or other food-safety related issue.

Food Vendors must maintain all required business licenses, liquor licenses, food permits, and any other licenses or permits required by any government agency or entity having jurisdiction over the Leased Premises.

Food vendors are expected to comply with all Health Department regulations.

No soft drinks or bottled water will be sold by Vendors. All beverages must be pre-approved by the Market Coordinator. Failure to comply can lead to ejection from the market without a refund.

3. Registration Fees

Fees must be paid before entry or setup.

$75 registration fee will be charged until noon Saturday, December 7, 2024.

$90 registration fee after noon on Saturday, December 7 and will be accepted until 10:30AM the day of the event if there are available spots.

NO REFUNDS

WE DO NOT CONDUCT MARKET BUSINESS COMMUNICATION THROUGH SOCIAL MEDIA CHANNELS.  DO NOT MAKE ANY VENDOR FEE PAYMENTS TO ANY PLACE OTHER THAN THE OFFICIAL LOWE MILL A&E PLATFORM.

MARKET  CANCELLATION FEE POLICY

Except in emergencies, i.e. serious illness, accidents, family crisis, and/or other instances deemed to be a legitimate emergency by Lowe Mill A&E Management, vendors will be responsible for their reserved booth fee as well as a $20.00 cancellation fee if Lowe Mill A&E is not informed of the cancellation 72 hours prior to the Market. The cancellation fee policy also applies to “No Show” vendors. Your cancellation fee will be invoiced and due immediately.

WE DO NOT CONDUCT MARKET BUSINESS COMMUNICATION THROUGH SOCIAL MEDIA CHANNELS.

4. Business Licenses, Permits, Certifications, & Insurance

Market Vendors must maintain all required business licenses, liquor licenses, food permits, and any other licenses or permits required by any government agency or entity having jurisdiction over the Leased Premises.

5. Sales Tax

Market Vendors must obtain their own business licenses, collect applicable sales tax, file all applicable tax returns, and keep sufficient records thereof.

6. Vendor Spot

• Vendors will have assigned numbered spots. If you have any physical needs/accessibility concerns/special requests regarding spot placement, please email robertdaniel@lowemill.art after payment is made and before the vendor spot assignments go out.
• Vendors will be notified by Saturday, December 14, 2024  via email as to the location of their assigned spot.
• Vendor spots are reserved as 10’x10’. Vendors can purchase multiple spots.
• Vendors must furnish their own free-standing tents, canopies, tables, chairs, and displays. Tents are not required, however, vendors are responsible for all necessary materials, equipment, and components of their spot.
• Tents/Canopies MUST BE PROPERLY WEIGHTED/SECURED.
• If multiple vendors want to share one 10 x 10 spot, they can, but each vendor must pay the required registration fee.  (Assistants/helpers for vendors are welcome).
• Vendor spots will be located on varying types of terrain including grass, gravel, and pavement and may not be level.
• Vendors are expected to PARK ANY VEHICLES IN DESIGNATED AREAS BEFORE ANY UNPACKING OF PRODUCTS OR DISPLAY SET UP BEGINS.
• Vendors must clean up their spot after the Market closes, including sweeping up any debris and removing all trash. All trash generated by vendors must be removed at the end of the day for off-site disposal or the designated dumpsters. Trash must be placed inside the dumpster and doors must be closed. On-site trash receptacles are for customer use only.
• The subletting of space is not allowed.

ADDITIONAL NOTES: Vendor spots are assigned within a 12 acre field, while limited parking for loading/unloading is only available. Booth setup items (table, canopy, chairs, bins, etc.) and all booth merchandise will have to be unloaded at the curb and hauled several yards away. Carts, wagons, anything (non-motorized) on wheels is recommended for anyone setting up a large booth with lots of merchandise. We have VERY limited curb parking and need to move cars in and out quickly.

Vendor agrees to comply with all applicable laws, statues, ordinances, rules and regulations including, but not limited to, those of the United States of America, State of Alabama, City of Huntsville, Madison County as well as all local and regional governmental agencies (including Board(s) of Health), in connection with its performance hereunder and Vendor is responsible for obtaining any and all permits or licenses necessary or advisable for its business at the Event. Lowe Mill A&E does not accept any responsibility for Vendor’s property, including but not limited to lost, damaged or stolen property.

It is the responsibility of the Vendor to make sure his/her equipment and other personal belongings are completely covered and secured.

7. Load-in/Set-up/Load-out

The Winter Solstice Market is a rain or shine event. It is planned as an outdoor market.  If weather does not permit it being outside, we will make that decision at least 24 hours in advance.  In the event that the market must be moved indoors, the aforementioned 10’ X 10’ space cannot be guaranteed.  Indoor spaces will be smaller than 10’ x 10’ and will allow for at least one 6’ rectangular table for display.  In the event that the market is moved inside, vendors will be required to stay the entire building open hours from 11am-7pm. .

Load in may begin as early as 9:00 AM.

All vendors must be set up by 10:30 AM. NO LATE ENTRY.

All vehicles must be out of the designated vendor loading/unloading zone no later than 10:30 a.m. on Saturday. 

ANY VENDOR NOT CHECKED IN BY 10:30 AM SATURDAY MAY BE TURNED AWAY WITHOUT REFUND. 

Run-time for the market is 11am-5pm. (If moved inside, run-time for the market is 11am - 7pm).  All vendors must stay for the entire duration of the market. 

Failure to comply will jeopardize acceptance to future events.

8. Vendor Parking

Vendors will be allowed one parking space per application. There is an overflow area for vendors needing to park trailers or oversized vehicles.

9. Electricity/Water

Electrical access  is available on a limited basis and for an additional charge of $10.00. If electrical access is desired, email the Market Coordinator and a payment link will be provided.  Electrical access is assigned on a priority basis determined by the Market Coordinator and cannot be guaranteed. Vendors must provide their own extension cords. Water is not provided and is not available onsite.

10. Hazards

Market Vendor to only use and occupy the assigned spot in keeping with the defined Use as specified above in Section 6. Market Vendor is not to perform any act, commit, or suffer any waste to be committed, or carry on any practices that may injure the Leased Premises or be a nuisance or menace to adjoining assigned spots (such prohibited practices to include but not limited to the storage, use, or disposal of any substance that is considered hazardous in nature and regulated by the Alabama Department of Environmental Management).

11. Prohibited Items or Materials

Items NOT permitted for sale include but are not limited to:

• Weapons
• Alcohol/Tobacco/Drugs
• Live Animals
• Stolen goods
• Any resold items, including food or beverages
• No franchise, business or marketing vendors
• Religious and/or political tabling is not permitted.

 Lowe Mill A&E reserves the right to prohibit the sale or display of any item(s) it may deem to be inappropriate or dangerous.

12. Soliciting/Distributing

Soliciting/distribution of materials or products outside of allotted vendor spots is not allowed. Vendors are not allowed to move their vendor spot. Information and giveaways will only be allowed within the vendor spot and with permission from the Market Coordinator

13. Raffles/Give-away

No vendor may sell raffle tickets or chances for any organizations without written permission from the Market Coordinator. NO food, water or any beverages can be given away at vendor booths.

14. Right of Refusal

THE LOWE MILL A&E STAFF RESERVES THE RIGHT TO REMOVE OR TURN AWAY VENDORS FOR ANY REASON.

15. Non-discrimination

The Lowe Mill A&E Outdoor Market does not discriminate on the basis of race, color, national origin, ethnicity, sex, religion or disability.

16. Hold Harmless and Indemnification Agreement

Vendors that agree to participate in the Lowe Mill A&E W Market, agree to indemnify, hold harmless and defend Lowe Mill, LLC, (a limited liability corporation), Lowe Mill ARTS & Entertainment, its officials, representatives, agents, servants, employees, volunteers and musical artists from and against any and all claims, actions, lawsuits, damages, judgments, liability and expense, including attorney fees and litigation expense, in whole or in part arising out of, connected with or in any way associated with my/our activities preparing for the Lowe Mill A&E Outdoor Market, participating in Lowe Mill A&E Outdoor Market or departing from Lowe Mill A&E Outdoor Market. You will be required to acknowledge that you have read and fully understood the above Hold Harmless and Indemnification Agreement.

17. Limitation of Damages

 Lowe Mill A&E  will not be liable to vendors for any special indirect, consequential, or incidental damages arising out of or related to this agreement however caused and on any theory of liability (including negligence) and even if the vendor has been advised of the possibility of such damages. Further, in no event shall the Lowe Mill A&E Winter Solstice Market be liable for damages in excess of the total payments required to be made under this agreement.

18. Conduct

1. Vendors will in no way cause detriment to other vendors and are expected to always conduct themselves professionally, behaving courteously toward Market/Mill staff, customers, and other vendors.

2. Vendors are not permitted to disparage Lowe Mill ARTS & Entertainment, other vendors or products.

3. Lowe Mill A&E does not tolerate targeting, discrimination, intimidation, or harassment of any kind.

4. No politics or political campaigning is permitted. All signs, clothing, stickers, symbols, etc. that could be deemed to be political or advancing one’s ideology is prohibited.

5. Behavior interfering with other vendor company sales, such as shouting, fighting, selling products in an aggressive way, or “hawking” detracts from the friendly atmosphere of the Market and will not be tolerated. Hawking can be defined as: yelling, barking, or screaming to promote your product.

6. Any activity considered to be damaging to the Market’s atmosphere can result in that person or persons immediate elimination from the Market.

7. Vendors are responsible for the actions of their representatives, employees, agents, and family members.

8. Tobacco products may not be sold or advertised at the Market.

9. Product dumping is not allowed. Predatory pricing or pricing products far below the cost to produce them will not be allowed.

10. Vendors believed to be under the influence of drugs and/or alcohol and behaving in an unprofessional manner may have their permission to sell at Market revoked.

11. Lowe Mill A&E provides Equal Opportunity to all approved vendor companies and prohibits discrimination and harassment of any kind. The Market is committed to the principle of this opportunity for all vendors and to providing our vendors with a Market environment free of discrimination and harassment.  This is a zero-tolerance rule of conduct.

Fill out the Vendor Application online HERE