Three Village Community Day

Spaces will be limited to 75 vendors. Accepted categories are art, crafts, photography, food trucks, kids activities, curated merchandise, local non profits, and business promotion sponsors (non merchandise sales).

Filled categories are Ice Cream, Banking, NY Life, Windows, Roofing/ Siding, Gutters.

Categories not allowed are weapons, drug paraphernalia, political, counterfeit goods.

All tables must be covered to the ground and boxes stowed away. Tents must be weighted.

Vendor Agreement

Rain or Shine: -

The case of rain, the event will move to Sunday, May 18. Any weather-related cancellations will be made

no later than 10:00 a.m. the day of the Fair. The safety of our vendors and shoppers is top priority. There

is no refund for the Fair closing due to inclement weather.

Punctuality:

Vendors may arrive as early as 9:00 am to set up.

Vendors are considered late arrival after 10:30 am.

All vehicles must be unpacked by 10:30 ..

For the safety of our guests, no vehicles will be allowed to drive on site after 10:30 am, even if the vendor

is assigned a “car spot.”

Vendors agree to have their displays open to the public from 11am until the fair closes at 4 P.M. NO

early departures.

Guidelines for selling at the market:

Sellers must have a sign clearly showing their name and location and a clearly visible price list for all

products.

Vendors must have adequate weights or tie downs for their tent. If they do not, vendors will be unable to

set up a canopy to avoid risk of injury due to wind gusts.

Displays should be constructed in such a way that they do not block customer walkways nor pose any

other hazard to customers.

Sellers are required to keep their market space neat, sanitary, and clear of obstacles, litter, and debris.

All produce displayed for sale must be at least 12" off the ground.

Vendors may not play music at their sites unless given permission by the Three Village Chamber.

Leave No Trace:

TVCC does not have garbage or recycling pick up . Vendors are encouraged to bring a small garbage cans

to keep at your site that you can take with you when you leave. Vendors are required to remove all

cardboard, boxes, samples, and other disposable items including handouts, trinkets, food, or drink at the

end of the Fair in an attempt to control litter.

Power:There is no access to electricity on site. Food Vendors bringing their own generators must have a

QUIET electric, battery, or solar powered generator.

Please note that NO gas powered generators are allowed. Vendors whose generators are inappropriate will

be asked to remove them. Failure to comply may result in a Vendor being removed from the Market with

no refund.

Product Guidelines:

All applicable federal, state, and local regulations shall be adhered to when selling approved products.

Goods for sale are expected to be of the highest quality. If a representative of TVCC or the County of

Suffolk determines that a vendor is offering products of an inferior quality, the vendor may be asked to

withdraw the item from the market.

Vendors preparing and selling food must obtain a valid Suffolk County Health Permit, which must be

submitted by April 10, 2025

Organic Certification:

If a product is labeled “Organic,” it must be certified as required by New York State Law. When a vendor

is selling both organic and non-organic products at the same stand, the non-organic product must beclearly separated from the organic and clearly labeled as non-organic. All organic producers must

post their organic certification in their booth on Market Day in a location that is clearly visible to their

customers.

Application and Insurance certificates:

The deadline for this paperwork is April 10, 2025

All vendors must provide proof of general and product liability insurance of at least 1 million dollars.

Three Village Chamber of Commerce, Caroline Episcopal Church and Setauket Presbyterian Church must

be listed as additional insured.

Copies of the Certificate of Insurance (COI's) must be provided upon registration.

All paperwork must be submitted, reviewed, and accepted by the TVCC Board prior to starting date.

Failure to submit a permit in a timely manner may mean that a vendor cannot bring their entire product

line. Vendors should know ahead of time that if they bring a particular non-accepted item to the market,

that they may not be permitted to sell that item at the Fair.

All items must be reviewed and accepted by the TVCC no later than fifteen (15) days prior.

Compliance:

The submission of your application to the TVCC serves as the vendor’s agreement to abide by the rules of

the Fair, as stated and enforced by the TVCC Board. Violations of the rules of the Fair may be grounds for

warnings and / or dismissal from the market.

If market rules are not followed, TVCC has the right to limit or revoke any vendor’s application

without refund.

Code of Conduct:

Vendors and their employees, agents, and subcontractors (collectively referred to as “vendors”) must

adhere to this vendor code of conduct while conducting business at the Three Village Chamber of

Commerce Community Fair.

We EXPECT our vendors to always act ethically, legally, fairly, and responsibly.

Be polite and show courtesy to fair attendees.

*NO apparel will display profanity.

*NO nudity.

*NO apparel or accessories intended to provoke, offend, or intimidate others will be tolerated, including

offensive slogans, insignia or “gang colors”.

*No firearms

*NO sale of consumption of Alcohol.

*NO Smoking and/or Vaping

Interpretation of this policy will be made solely by the management of the Three Village Chamber of

Commerce, whose decisions are final and may lead to the immediate removal of any vendor

representative(s) or personnel who behave in a manner that is unlawful or inconsistent with this code of

conduct.

Hold Harmless:

Vendors shall be solely responsible for their operations on the licensed premises. Neither Three Village

Chamber of Commerce, its representatives, volunteers or agents, shall be liable to the Vendor, its agents

and/or customers for any personal or pecuniary loss whatsoever including but not limited to vendor’s

property while it is in transit or at the fairgrounds. Vendor further agrees to indemnify and hold the Three

Village Chamber of Commerce and the property “Licensor” harmless for any liability that may arise out

of the acts or omissions of vendor which may result in any personal injury or property damage from use

of the premises by Vendor.