Old World Christkindlmarkt Vendor Application
If you are interested in being a vendor at the Old World Christkindlmarkt, please read through the Vendor Requirements below, and register with the form at the bottom of the page. If you have any questions please email us at [email protected]
Applications must be submitted online no later than Nov 15, 2024.
2024 Event Dates:
November 29-30 and December 6-7
Application Deadlines: Applications received after Nov 15, 2024 will be rejected for 2024 but archived in the order received. No new booths will be added for 2024 after Nov 15th unless booth space opens up. If booth space opens up after Nov 15th, archived applications will be considered in the order received or at the discretion of Old World Christkindlmarkt.
WHERE: Sir William’s Hollow (home of the Flint Hills Shakespeare Festival), St. Mary’s, Kansas.
Mailing Address:
OWC
C/O FHSF
27010 W. Hwy 24
Saint Marys, Kansas 66536
General Vendor Information, Rules, and Regulations
HOURS OF OPERATION: Vendors shall have their booths open and available to the public, between the hours of 5:00 p.m. and 9:00 p.m. on all four days of the ChristKindlMarkt, unless otherwise authorized in writing. Failure to keep the booth open between the required hours shall result in an immediate termination of the Vendor’s right to continue occupation of the booth.
RETURNING VENDOR PLACEMENT: Returning vendors from other events such as the Flint Hills Shakespeare Festival shall receive consideration for booth location, but booth location is not guaranteed from event to event. Some booths might work better in different locations for different events, and as such, vendor booth locations will be assigned at organizers discretion on an event by event basis.
Reminder: Buildings/Booths belong to Flint Hills Shakespeare Festival Inc. even if significant improvements have been made and paid for by the vendor / tenant.
SET UP / TEAR DOWN INFORMATION: For setup purposes, on Market days vendors must arrive no later than one hour before advertised open time to set up.
No vehicles are allowed on the paths; please plan to bring a wagon or extra help to get your items to your booth. The Market will NOT have a UTV available for heavier items.
All booths must be set up and ready to sell by advertised open time.
Vendors will be required to decorate their booth with lights in a festive traditional manner detailed in BOOTH CONTENT, BOOTH DECOR, and THEME sections below.
Final tear down begins immediately following 9:00 p.m. on December 2nd. Any vendor that tears down prior to this time without authorization may not be allowed to attend the following year.
Booths must be cleaned, all trash removed from the booth and placed in the dumpster at the top of the hill, and returned to the state in which they were rented no later than the following Sunday after the festival.
Vendors must provide their own tables, chairs and extension cords.
ELECTRICITY/HEAT: One 120V outlet and one 60W light is provided free in each booth. However, vendors must declare everything they will be plugging into their booth upon registration. The power grid is limited; the festival reserves the right to limit power.
Electric heaters WILL NOT be allowed; Propane heaters WILL be allowed and are encouraged.
COMMAND CENTRAL & EMERGENCY INFORMATION: The "Command Central" will be located in the "Gift Shop" in the Bell Arm Inn building and will be the central point for all emergencies, lost persons/items and assistance for most needs.
At any time vendors may ask a Market volunteer for assistance or go to the Command Central location to attempt to get help on any matter.
SECURITY: Will NOT be supplied by the festival host throughout each event. Security will NOT be available at night after the park has closed. You are responsible for securing all items in and around your booth. By submitting your vendor registration you accept this responsibility. FHSF and Old World Christkindlmarkt are not responsible for lost or damaged items.
TRASH: Each vendor must maintain a clean area around their booth. Cans may be emptied into the dumpster in the field at the top of the hill.
INCLEMENT WEATHER PLAN: Weather cancellation decisions may be made up to one hour before an event. Cancellations will be conveyed to vendors and volunteers through group text or phone call and posted to the FHSF Facebook page. Vendors are expected to show up unless cancellation is announced. There will be no refunds for cancellations due to weather. In the event that two or more of the scheduled Market nights are canceled due to inclement weather or mud, rain/snow dates may be announced for a subsequent weekend (but not likely in 2023). Notification will be texted, emailed, posted on the website, and on the Flint Hills Shakespeare Festival’s Facebook page. If an extra rain/snow date weekend is needed, vendors will not strictly be required to attend but are asked to be open to the idea. Vendors are asked to please plan accordingly.
Old World Christkindlmarket will make every effort to keep the market open under all environmental conditions by having shuttles organized and on standby. That being said, there is no guarantee of that happening under certain environmental conditions or if shuttles cannot be lined up or fall through.
BOOTH CONTENT: Old World Christkindlmarkt is looking for vendors that have items that are unique, artisanal, high-quality and make great holiday gifts. Items should be homemade or handmade unless express consent is given by the OWC in writing.
Imports such as ornaments, nutcrackers, crystal products, and other traditional goods will be accepted upon review and upon approval by OWC vendor committee in writing.
Prepackaged locally manufactured foods will be considered on an individual basis.
Food vendors offering food meant for consumption at the festival will be accepted on a limited basis.
Every type of item sold in vendor booths must be approved by the OWC committee upon registration. No additional items may be added without written consent. Objects in vendor booths deemed inappropriate or substantially outside the general theme of the Market by Market staff must be immediately removed upon the request of the staff. Flint Hills Shakespeare Festival Inc. and Old World Christkindlmarkt reserve the right to reject or remove from sale any items considered unsuitable.
BOOTH DECOR: Vendors will be required to display their booth name as a part of their decor. Vendors will also be required to decorate their own booth in a festive manner and must adhere to the following parameters set by Old World Christkindlmarkt: Vendors must provide a brief written plan for booth decoration to be approved by OWC. Decorating themes should tend to be traditional and classical (i.e. soft white lights, red bows, and garlands) avoiding most flashing lights, predominantly colored lighting schemes, or modern hued LEDs.
Being an old world style market, the traditional version of Saint Nicholas or Father Christmas will be allowed and promoted.
Reminder: If building additions are initiated by the vendor, they must be paid for by the vendor. Buildings/Booths belong to Flint Hills Shakespeare Festival Inc. even after significant improvements have been made and paid for by the vendor / tenant.
ALCOHOL: No outside alcohol is allowed on FHSF or OWC property.
RAFFLES/DRAWINGS: For exhibitors who are planning on any type of giveaway promotion please read the law pertaining to the use of raffles in the state of Kansas.
PETS: No pets please
VENDOR BRACELETS: Please request vendor bracelets in advance for unrestricted movement through admission gates. These will be distributed prior to opening. Limited to four per booth.
BUILDING ADDITIONS: All building additions must be approved by Old World Christkindl Markt. If additions are initiated by the vendor, they must be paid for by the vendor. Buildings/Booths belong to Flint Hills Shakespeare Festival Inc. even after significant improvements are made and paid for by the vendor / tenant.
REMITTANCE OF GROSS SALES PERCENTAGE - Gross sales percentage remittance should be mailed no later than two weeks after the festival ends. See below for the percentage based on booth type. A $20 late fee will be applied for late remittance:
OWC
℅ FHSF
27010 W. Hwy 24
Saint Marys, Kansas 66536
Please make checks payable to “FHSF”
BOOTH PRICING:
All vendors must submit payment of their base fee upon applying for a booth. At the end of the festival, vendors shall remit a percentage of gross sales minus the base fee they have already remitted. Please see below for the percentage based on booth type:
ATM: There will be one ATM on site for use by the general public.
SALES TAX:
Per Kansas Law, the festival is required to:
LICENSING:
No KDA license is required if a vendor is selling no more than six times a year.
Participation in the Christkindlmarkt constitutes two of those six times as each (3) day weekend is considered one fundraising “event”.
Food Vendor Licensing (information taken from Kansas Sampler Festival Website):
A Kansas food license is required except for vendors participating SIX DAYS or less a year. (This does not mean 6 events a year - for instance, if you participate in 2 events and they last two days each, then you have used up four of your six days allowed) If you have a food vending business that attends more than six days a year you must purchase a food license. To submit an application please go to this link.
Food vendors are responsible for paying their own sales tax. For information about event sales tax please see the KDOR Website.
Food vendors are responsible to make sure they meet Kansas Department of Agriculture health guidelines. Food safety information can be obtained at the Kansas Department of Agriculture's website:
Every item sold in a concession must be approved by the market committee.
Market observers will check vendor foods at the Market. Vendors may be asked to remove an item if it wasn't approved.
Festival Theme:
Old World Christkindlmarkt at the Flint Hills Shakespeare Festival grounds in St. Marys, Kansas is a Christmas market that follows many centuries of European tradition, mostly German and partially French, where festively decorated, open air stalls, usually in the city center, sell handcrafted, high quality, artisanal gifts in preparation for Christmas, during the Advent season to shoppers who enjoy the beautiful ambiance, imbibe warm mulled wine type drinks such as Gluhwein (usually in themed collectable mugs), and eat traditional Christkindlmarkt foods.
From Wikipedia:
“Christkindlmarket, Christkindlimarkt, and Weihnachtsmarkt, is a street market associated with the celebration of Christmas during the four weeks of Advent.[1] (it is here that gifts are primarily purchased for Christmas and Epiphany celebrations) These markets originated in Germany, but are now held in many other countries.[2] Christmas markets date to the Late Middle Ages in the German-speaking part of Europe and, in many parts of the former Holy Roman Empire that included many eastern regions of France.[2]
Dresden's Striezelmarkt was first held in 1434 and is considered the first true Christmas market;[3] earlier markets of the season were "December markets".[3][4] Early mentions of these "December markets" can be found in Vienna (1298),[5] Munich (1310),[3] Bautzen (1384),[6] and Frankfurt (1393), Milan.[7]
Traditionally held in the town square, the market offers traditional food, drink and seasonal items for sale from open-air stalls, accompanied by traditional carols and dancing.
Popular attractions at the markets include the Nativity Scene (a crèche or crib), Zwetschgenmännle (figures made of decorated dried plums), Nussknacker (carved Nutcrackers), Gebrannte Mandeln (candied, toasted almonds), traditional Christmas cookies such as Lebkuchen and Magenbrot (both forms of soft gingerbread), Bratwurst, and Glühwein, hot mulled wine (with or without a shot of brandy), or Eierpunsch (an egg-based warm alcoholic drink) - both a highlight of the market for many visitors. Both help stave off the cold winter air which sometimes dips below freezing.”
Applications must be submitted online no later than Nov 15, 2024.
2024 Event Dates:
November 29-30 and December 6-7
Application Deadlines: Applications received after Nov 15, 2024 will be rejected for 2024 but archived in the order received. No new booths will be added for 2024 after Nov 15th unless booth space opens up. If booth space opens up after Nov 15th, archived applications will be considered in the order received or at the discretion of Old World Christkindlmarkt.
WHERE: Sir William’s Hollow (home of the Flint Hills Shakespeare Festival), St. Mary’s, Kansas.
Mailing Address:
OWC
C/O FHSF
27010 W. Hwy 24
Saint Marys, Kansas 66536
General Vendor Information, Rules, and Regulations
HOURS OF OPERATION: Vendors shall have their booths open and available to the public, between the hours of 5:00 p.m. and 9:00 p.m. on all four days of the ChristKindlMarkt, unless otherwise authorized in writing. Failure to keep the booth open between the required hours shall result in an immediate termination of the Vendor’s right to continue occupation of the booth.
RETURNING VENDOR PLACEMENT: Returning vendors from other events such as the Flint Hills Shakespeare Festival shall receive consideration for booth location, but booth location is not guaranteed from event to event. Some booths might work better in different locations for different events, and as such, vendor booth locations will be assigned at organizers discretion on an event by event basis.
Reminder: Buildings/Booths belong to Flint Hills Shakespeare Festival Inc. even if significant improvements have been made and paid for by the vendor / tenant.
SET UP / TEAR DOWN INFORMATION: For setup purposes, on Market days vendors must arrive no later than one hour before advertised open time to set up.
No vehicles are allowed on the paths; please plan to bring a wagon or extra help to get your items to your booth. The Market will NOT have a UTV available for heavier items.
All booths must be set up and ready to sell by advertised open time.
Vendors will be required to decorate their booth with lights in a festive traditional manner detailed in BOOTH CONTENT, BOOTH DECOR, and THEME sections below.
Final tear down begins immediately following 9:00 p.m. on December 2nd. Any vendor that tears down prior to this time without authorization may not be allowed to attend the following year.
Booths must be cleaned, all trash removed from the booth and placed in the dumpster at the top of the hill, and returned to the state in which they were rented no later than the following Sunday after the festival.
Vendors must provide their own tables, chairs and extension cords.
ELECTRICITY/HEAT: One 120V outlet and one 60W light is provided free in each booth. However, vendors must declare everything they will be plugging into their booth upon registration. The power grid is limited; the festival reserves the right to limit power.
Electric heaters WILL NOT be allowed; Propane heaters WILL be allowed and are encouraged.
COMMAND CENTRAL & EMERGENCY INFORMATION: The "Command Central" will be located in the "Gift Shop" in the Bell Arm Inn building and will be the central point for all emergencies, lost persons/items and assistance for most needs.
At any time vendors may ask a Market volunteer for assistance or go to the Command Central location to attempt to get help on any matter.
SECURITY: Will NOT be supplied by the festival host throughout each event. Security will NOT be available at night after the park has closed. You are responsible for securing all items in and around your booth. By submitting your vendor registration you accept this responsibility. FHSF and Old World Christkindlmarkt are not responsible for lost or damaged items.
TRASH: Each vendor must maintain a clean area around their booth. Cans may be emptied into the dumpster in the field at the top of the hill.
INCLEMENT WEATHER PLAN: Weather cancellation decisions may be made up to one hour before an event. Cancellations will be conveyed to vendors and volunteers through group text or phone call and posted to the FHSF Facebook page. Vendors are expected to show up unless cancellation is announced. There will be no refunds for cancellations due to weather. In the event that two or more of the scheduled Market nights are canceled due to inclement weather or mud, rain/snow dates may be announced for a subsequent weekend (but not likely in 2023). Notification will be texted, emailed, posted on the website, and on the Flint Hills Shakespeare Festival’s Facebook page. If an extra rain/snow date weekend is needed, vendors will not strictly be required to attend but are asked to be open to the idea. Vendors are asked to please plan accordingly.
Old World Christkindlmarket will make every effort to keep the market open under all environmental conditions by having shuttles organized and on standby. That being said, there is no guarantee of that happening under certain environmental conditions or if shuttles cannot be lined up or fall through.
BOOTH CONTENT: Old World Christkindlmarkt is looking for vendors that have items that are unique, artisanal, high-quality and make great holiday gifts. Items should be homemade or handmade unless express consent is given by the OWC in writing.
Imports such as ornaments, nutcrackers, crystal products, and other traditional goods will be accepted upon review and upon approval by OWC vendor committee in writing.
Prepackaged locally manufactured foods will be considered on an individual basis.
Food vendors offering food meant for consumption at the festival will be accepted on a limited basis.
Every type of item sold in vendor booths must be approved by the OWC committee upon registration. No additional items may be added without written consent. Objects in vendor booths deemed inappropriate or substantially outside the general theme of the Market by Market staff must be immediately removed upon the request of the staff. Flint Hills Shakespeare Festival Inc. and Old World Christkindlmarkt reserve the right to reject or remove from sale any items considered unsuitable.
BOOTH DECOR: Vendors will be required to display their booth name as a part of their decor. Vendors will also be required to decorate their own booth in a festive manner and must adhere to the following parameters set by Old World Christkindlmarkt: Vendors must provide a brief written plan for booth decoration to be approved by OWC. Decorating themes should tend to be traditional and classical (i.e. soft white lights, red bows, and garlands) avoiding most flashing lights, predominantly colored lighting schemes, or modern hued LEDs.
Being an old world style market, the traditional version of Saint Nicholas or Father Christmas will be allowed and promoted.
Reminder: If building additions are initiated by the vendor, they must be paid for by the vendor. Buildings/Booths belong to Flint Hills Shakespeare Festival Inc. even after significant improvements have been made and paid for by the vendor / tenant.
ALCOHOL: No outside alcohol is allowed on FHSF or OWC property.
RAFFLES/DRAWINGS: For exhibitors who are planning on any type of giveaway promotion please read the law pertaining to the use of raffles in the state of Kansas.
PETS: No pets please
VENDOR BRACELETS: Please request vendor bracelets in advance for unrestricted movement through admission gates. These will be distributed prior to opening. Limited to four per booth.
BUILDING ADDITIONS: All building additions must be approved by Old World Christkindl Markt. If additions are initiated by the vendor, they must be paid for by the vendor. Buildings/Booths belong to Flint Hills Shakespeare Festival Inc. even after significant improvements are made and paid for by the vendor / tenant.
REMITTANCE OF GROSS SALES PERCENTAGE - Gross sales percentage remittance should be mailed no later than two weeks after the festival ends. See below for the percentage based on booth type. A $20 late fee will be applied for late remittance:
OWC
℅ FHSF
27010 W. Hwy 24
Saint Marys, Kansas 66536
Please make checks payable to “FHSF”
BOOTH PRICING:
All vendors must submit payment of their base fee upon applying for a booth. At the end of the festival, vendors shall remit a percentage of gross sales minus the base fee they have already remitted. Please see below for the percentage based on booth type:
- Base Fee: Upon application, each vendor will provide a base fee payment of $100. Should the application be rejected, the base fee will be fully refunded.
- Food Vendors: Food vendors offering food meant for immediate consumption at the Market will be accepted on a limited basis. Food vendors shall remit 20% of gross sales, minus the base fee.
- Merchandisers: Merchandise Vendors are identified as such when they operate their booth to sell anything other than ready made food. The base fee for merchandisers is $100. After each weekend of the festival, vendors shall remit a percentage of 10% of gross sales minus the base fee they have already remitted.
- Non Profits: Non Profits do not pay a base fee, but must remit 10% of Gross Sales. If a Non Profit will be selling anything they may either remit an agreed upon nominal fee or barter volunteer time. Please provide proof of nonprofit status.
- Prepackaged Foods: Prepackaged locally manufactured foods offered for sale will be considered for inclusion on an individual basis and will be regarded as Merchandisers. If a vendor has any ready made food available at their booth they will be considered Food Vendors.
- Multi-Vendor Booths: Booths may be shared between two or more vendors but each vendor in the booth must be treated as a separate entity. Each entity must turn in a separate application and booth fee.
ATM: There will be one ATM on site for use by the general public.
SALES TAX:
Per Kansas Law, the festival is required to:
- Notify the state of the dates of the festival
- Provide all vendors with sales tax packets received from the state
- Distribute the packets to all vendors
- Inform the vendors of their duty to remit the sales tax collected.
- Get the Vendor’s sales tax number or get them to sign a statement that they will remit the sales tax as instructed in the packets.
- Provide the state with a list of the actual vendors and their sales tax registration numbers if they have one.
LICENSING:
No KDA license is required if a vendor is selling no more than six times a year.
Participation in the Christkindlmarkt constitutes two of those six times as each (3) day weekend is considered one fundraising “event”.
Food Vendor Licensing (information taken from Kansas Sampler Festival Website):
A Kansas food license is required except for vendors participating SIX DAYS or less a year. (This does not mean 6 events a year - for instance, if you participate in 2 events and they last two days each, then you have used up four of your six days allowed) If you have a food vending business that attends more than six days a year you must purchase a food license. To submit an application please go to this link.
Food vendors are responsible for paying their own sales tax. For information about event sales tax please see the KDOR Website.
Food vendors are responsible to make sure they meet Kansas Department of Agriculture health guidelines. Food safety information can be obtained at the Kansas Department of Agriculture's website:
Every item sold in a concession must be approved by the market committee.
Market observers will check vendor foods at the Market. Vendors may be asked to remove an item if it wasn't approved.
Festival Theme:
Old World Christkindlmarkt at the Flint Hills Shakespeare Festival grounds in St. Marys, Kansas is a Christmas market that follows many centuries of European tradition, mostly German and partially French, where festively decorated, open air stalls, usually in the city center, sell handcrafted, high quality, artisanal gifts in preparation for Christmas, during the Advent season to shoppers who enjoy the beautiful ambiance, imbibe warm mulled wine type drinks such as Gluhwein (usually in themed collectable mugs), and eat traditional Christkindlmarkt foods.
From Wikipedia:
“Christkindlmarket, Christkindlimarkt, and Weihnachtsmarkt, is a street market associated with the celebration of Christmas during the four weeks of Advent.[1] (it is here that gifts are primarily purchased for Christmas and Epiphany celebrations) These markets originated in Germany, but are now held in many other countries.[2] Christmas markets date to the Late Middle Ages in the German-speaking part of Europe and, in many parts of the former Holy Roman Empire that included many eastern regions of France.[2]
Dresden's Striezelmarkt was first held in 1434 and is considered the first true Christmas market;[3] earlier markets of the season were "December markets".[3][4] Early mentions of these "December markets" can be found in Vienna (1298),[5] Munich (1310),[3] Bautzen (1384),[6] and Frankfurt (1393), Milan.[7]
Traditionally held in the town square, the market offers traditional food, drink and seasonal items for sale from open-air stalls, accompanied by traditional carols and dancing.
Popular attractions at the markets include the Nativity Scene (a crèche or crib), Zwetschgenmännle (figures made of decorated dried plums), Nussknacker (carved Nutcrackers), Gebrannte Mandeln (candied, toasted almonds), traditional Christmas cookies such as Lebkuchen and Magenbrot (both forms of soft gingerbread), Bratwurst, and Glühwein, hot mulled wine (with or without a shot of brandy), or Eierpunsch (an egg-based warm alcoholic drink) - both a highlight of the market for many visitors. Both help stave off the cold winter air which sometimes dips below freezing.”