Freak Out Flea Vendor & Food Truck Application

Thank you for your interest in participating as a vendor at the Freak Out Flea Market! Please review the following information carefully before applying to join us.

Event Details:

Dates: The last Saturday of every month, May-September

Event Times: 10am-4pm

Location: Genesee Gateway Park

Address: 151 Mt Hope Ave Rochester, NY 14620

Vendor Load In: 7-9:30am

Food Truck Load In: 9-9:45am

Break Down: 4-6pm

Prices:

10x10 grass space: $45 pre-registered / $50 day of

Food Trucks: $45 - pre-registration required

Collectors, curators, creators, non-profits, and small businesses of every kind are welcome to apply! Please fill out and submit the application below in order to be considered as a vendor at The Freak Out Flea market on the last Saturday of each month, May-September. Food trucks, carts and vendors can also apply through this application.

Please read the following information before applying and reach out if you have any questions. This is an electronic agreement and by signing up, you are validating and approving this agreement electronically.

You will only be charged if you are accepted for your selected vending date. Payments are processed every Friday following approvals. Future markets’ payments will be processed 1 month before the date of the event (i.e. the September 28th market payment will be processed on 8/28). Please contact Fiona if you have questions or concerns about payment. Spaces are only considered reserved once payment is received.

Need to Know:

• Applications are reviewed at least weekly. If you don’t hear back within one week, feel free to reach out to Fiona at freakoutparties@gmail.com. Payments are processed every Friday.

• All applications are processed by Fiona through freakoutparties@gmail.com or Eventeny. Do not send money or personal information to anyone else.

• Freak Out events are safe spaces for everyone. Vendors are expected to be respectful, professional, and appropriate throughout the event. If something or someone is making you uncomfortable, PLEASE bring it to a Freak Out team member’s attention so it can be addressed.

• You are vending at your own risk. Freak Out Parties & Events, the City of Rochester, and any associated employees, volunteers, or contractors are not responsible for damages, loss, or injury. If you want to be protected, we recommend obtaining event insurance. We are not asking for proof of insurance; however, by participating without insurance, you waive your right to hold Freak Out Parties & Events, the City of Rochester, and any of their employees, volunteers, or contractors liable.

• This is a rain or shine event! Please prepare for all weather conditions. In case of extreme weather, updates will be provided via email and social media.

• No refunds will be issued for cancellations or bad weather. If you’re not sure if you can make it, you can decide as late as the morning of the event for an additional $5 ($50 per space).

Vendor Requirements:

• Open to collectors, curators, creators, non-profits, and small businesses of all kinds.

• All vendors must provide their own tents, weights, tables, chairs, and display materials. Please reach out to freakoutparties@gmail.com before applying if you need help with your setup. ADEQUATE WEIGHTS ARE REQUIRED FOR ALL VENDORS. If you do not have weights, you WILL be asked to leave. This is for everyone's physical safety, as well as the safety of yours and your neighbors’ products. If you do not have weights or have not used them before, we recommend purchasing and prepping them well in advance so there are no surprises that morning.

• Vendor load in is from 7-9:30am. All booths must be set up and ready by 10am. If you arrive past 9:30am, your space may be reassigned. Please contact Freak Out ASAP if you anticipate delays.

• Vendor spaces will be assigned day of, based on arrival time and vendor type. Vehicles must be moved after unloading. You will receive parking and setup instructions prior to the event.

• Food truck load in is from 9-9:45am. All trucks must be parked by 10am, and ready to serve shortly after.

• Food truck spaces will be assigned in advance, and additional information about load in will be shared before the event. Vendors are not allowed to keep their cars in the park’s lot.  A map and more information will be provided ahead of the market.

• Load out begins at 4pm. All vendors must break down completely (i.e. tables broken down, tent disassembled, products packed and ready to load) before bringing vehicles to the loading area. All vendors must be packed, and the park must be vacated by 6pm.

• Vendors must remain set up for the entirety of the event. There is an early departure fee of $5 per hour left early. For example, if you leave at 2pm, 2 hours before the end time of 4pm, you will be charged $10. While we understand emergencies happen, if you know you cannot attend at least 4 hours of this event, please do not apply. Packing up early disrupts the event and requires permission from Freak Out staff. Food trucks are required to stay until 4pm in order to ensure no shoppers get in the way of loading out. Vendors who leave early without permission may not be invited back.

• At this time, cannabis, alcohol, and direct sales vendors are not accepted. We also cannot accommodate specific space requests. For accessibility concerns, please contact Fiona.

This is NOT a fully curated market like other Freak Out events. In true flea market fashion, it is open to anyone and everyone. Spaces are reserved in order of payment received, and physical spaces will be chosen morning of, in order of arrival. While I will work to make sure similar vendors aren't next to each other, I will not be limiting how many niche vendors apply.

Booth sharing is allowed for no additional cost, but please let Freak Out know so both businesses can be included in emails and promotions.

Product Guidelines:

• The Freak Out Flea does not recommend 'boutique' flea market pricing at this event. The goal is an affordable event for both vendors and shoppers, and the majority of your prices should reflect that.

• No illegal, prohibited, or counterfeit goods are allowed.

• All food vendors will obtain a Monroe County Dept. of Health Permit and comply with all health and safety regulations.

Marketing & Promotion:

• Freak Out Parties & Events asks all vendors to help promote the event online and irl so we have an amazing turn out and lots of fun! Promotional materials will be shared electronically and in person.

• Freak Out will be marketing the event, but vendor engagement truly helps maximize attendance.

  • Tag us on social media @freakoutparties

  • Use the event hashtag #freakoutflea

  • Let your customers know where to find you

Vendor Sponsorship:

• Interested in donating to our raffle? All proceeds go directly to future Freak Out events. Contact Fiona at freakoutparties@gmail.com or on Instagram @freakoutparties.

• Want to be a “Vendor Mentor” for new or beginning vendors? Contact Fiona for more information.

Additional Notes:

• Parking information will be provided before the event.

• Electricity and wi-fi are not available. No generators are allowed (except for food trucks). Please plan accordingly.

• Any pictures taken at the Freak Out Flea may be released publicly and shared to promote future events.

• Please be mindful of your space, don't leave any trash behind, be kind to your neighbors, and HAVE FUN! Before, during, or after the event, don't hesitate to reach out to Freak Out with any and all questions or concerns.

If you have any questions or need further clarification, please contact us. If you have read the above and are ready to apply, please continue below! And don't forget, you can always reach out to Fiona at freakoutparties@gmail.com with questions or concerns.

By applying, you acknowledge that you have read, understood, and agree to the terms and conditions of The Freak Out Flea and Freak Out Parties & Events. I understand that there are no refunds of the vending fee. I consent to all photos/videos taken at the event to be released publicly. Freak Out Parties & Events and affiliated entities including the City of Rochester are not responsible for any liability, lost or stolen merchandise or injury during the event. Any vendor not adhering to event guidelines may be asked to leave without a refund, and may not be invited back.