MAYOR'S OFFICE City of Easton Pennsylvania - Purpose
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MAYOR’S OFFICE
City of Easton Pennsylvania
Easton Winter Village 2021 Guidelines
Purpose:
1. The purpose of this program is to assist our locally owned small businesses, with a focus
on our retailers. This program is available to all businesses with a physical location in the
City of Easton, not just those in the downtown.
2. The program will involve the provision of vending facilities (i.e. huts) for businesses to
utilize in the context of a holiday village environment that will be developed in the City’s
downtown along Centre Square and the first Block of South Third Street between
November 19, 2021 and December 19th, 2021.
3. The business will be required to operate in their permitted facility during the weekends
between November 19th and December 19th during the days/hours outlined below:
Friday: 4:00 PM – 8:00 PM
Saturday: 12:00 PM – 8:00 PM
Sunday: 12:00 PM – 6:00 PM
Businesses that wish to participate in this program must complete and submit an application for a
Easton Winter Village Vending Permit. Applications are due no later than 4:00 PM on July
30, 2021. Applications are to be completed on the Eventhub site. (Links can be found on the
GEDP and Winter Village websites) Applications will be reviewed on a first-come, first-served
basis. The City reserves the right to reject any application for any reason or no reason. All permits
will be issued no later than August 31, 2021.
Approval of your permit request will allow your businesses to access and use, for business
purposes, one or more City-provided vending facilities (i.e. huts) in the closed City right-of-way
in the first Block of South Third Street and in designated quadrants surrounding Centre Square.
Space location and assignments are made at the sole discretion of the City. Location requests will
be noted but are not guaranteed and the City reserves the right to change a vending location at any
time.
These facilities are all expected to approximate 10’x 10’ and will allow for access to external
electrical service. Any heating and or lighting system or any other accommodations necessary forthe business to operate in the facility will be the business’s responsibility to provide and must meet City of Easton Code requirements. In addition, if the business intends to use a portable generator it must be “whisper-quiet” or meet a similar standard. The vending facility shall be maintained by the business occupant and any damage done to it will be the responsibility of the business to repair. Finally, it will also be the business’s responsibility to ensure that the facility is decorated in a festive manner in keeping with the holiday village theme, however, said decorations must not be permanent (paint, strong adhesives, etc.) and the vending space must be restored to its original delivered condition at the end of the program period. Vending Fee: Full event duration vendors (5 weeks) – • Selling Alcoholic Beverages: $1000. Deposit - $500 • Selling just Food and Non-Alcoholic Beverages: $750. Deposit - $500 • Selling Retail: $500. Deposit - $500 • Craftsperson/Artist: $250. Deposit - $250 Rotating Hut vendor - $250 for each week of participation. Deposit - $250 The deposit will be refunded at the end of the Winter Village Program, assuming the vendor adheres to all the regulations contained in this document. Payment Policy: Payment information will be provided during the application process. This information will be charged if selected to participate in the program. If not selected to participate in the Winter Village, the payment information will not be charged. Cancellation Policy: A full refund of the vending fee and deposit will be given, so long as a cancellation request is received within 7 days of the date of acceptance of a vending permit. After that point, you will receive 50% of the vending fee and deposit until September 1st where there will be no refunds issued following the grace period. Vendor Badges: Vendors will receive two (2) vendor badges which must be worn at all times and shown when asked. The Vendor badges are to be used only for those WORKING in the vending area.
Regulations:
1. All businesses participating in this program must be fully licensed by the City of Easton and
must be in good standing with all of its Departments (e.g. must be tax compliant, code
compliant, etc.).
2. OWNERS AND EMPLOYEES of said businesses will be required to have their customers
practice all CDC and PA Department of Health protocols regarding mask wearing and social
distancing if applicable.
3. Businesses cited in violation of any of these requirements/regulations will be warned upon
the first citation. In the second instance, their permit will be revoked.
4. The City will provide for limited access to external electrical service. Any heating and/or
lighting system or any other accommodations necessary for the business to operate in the
facility, including retail displays, chairs, racks and other basic furnishings, will be the
business’s responsibility to provide and must meet City of Easton Code requirements.
5. Any provided vending facility (e.g. hut), is City-owned property and shall be maintained by
the business occupant. Any damage done to it will be the responsibility of the business owner
to repair.
6. If the Business is engaging in any form of food service, it shall follow all relevant CDC and
State guidelines for operation during the pandemic. Failure to follow these guidelines, will
result in action(s) up to and including revocation of the business’s permit.
7. Any external tables and chairs to be provided outside of the facility should be identified in the
application and cannot extend into the vehicular lanes to allow for emergency vehicles.
8. All business owners will be responsible for sanitizing and cleaning all eating surfaces and
furniture after each use.
9. All business owners will be responsible for cleaning up their operating area and collecting
and disposing of all trash daily at the end of their operating hours.
10. All operation requirements included in the Governor’s Executive Order apply to this program.
11. All applicable PA Liquor Control Board rules and regulations will apply to any business
serving alcohol and will be monitored by the PA Liquor Control Board Enforcement division.
12. Fire lanes and hydrants cannot be blocked under any circumstances. In addition, access may
be required to certain city facilities and infrastructure.
13. Any heating device used in the permitted area must meet City Code requirements. For
questions as to whether a heating source is permitted, please contact the City Codes or Fire
Department at 610-250-6724 or 250-6670 respectively.
14. Smoking is strictly prohibited in all temporary outdoor spaces and it is the responsibility of
the business to enforce.
15. The City is not responsible for any theft of equipment.
16. Each applicant must provide proof of liability insurance identifying availability of not less
than $1 million in combined single limit coverage for bodily injury, death and property
damage, naming the City of Easton, PA and Greater Easton Development Partnership (GEDP)
as an additional insured. In addition, if the business intends to serve alcoholic beverages at
this location, it must provide verification of Liquor Liability coverage in the amount of $1
million with the City and GEDP identified as additionally insured. Please note that businesses
participating in this program should advise their insurers that the location of their operations
in the permitted area will not be immediately proximate to their existing operations.17. The only alcoholic beverages that are permitted to be served in the permitted area are those
that are seasonal/specialty in nature and wine. The specific nature of these operations must
be approved by the City and GEDP via the application process. Please note that related
businesses participating in this program should advise the PLCB, where applicable, that the
location of their operations in the permitted area will not be immediately proximate to their
existing operations.
18. As a result of ever-evolving federal and state policies regarding the pandemic, the City
reserves the right to unilaterally revise these guidelines and to cancel or suspend this program
at its discretion.
19. No amplified music of any type (live or recorded) shall be permitted by the participants.
20. The facilities (huts) that are provided are to remain in the same condition as they were
provided to your business. These facilities are City Property and damage done to them will
be the responsibility of the business to repair. They are not to be painted, drawn on, or altered
in any way.
21. Use of the provided space is entirely at the business occupant’s risk. In addition, while the
facilities (huts) will have the ability to be locked with a padlock provided by the business
owner, the City will not provide any guarantee of security for effects the business chooses to
store on site and, as such, the business occupant is proceeding at its own risk in doing so.
22. If the business is an Artist or Craftsperson who designs the work and is a principal of the
business, they MUST be present to show their work. If the craft or art is signed by an
individual, they are the person required to be at the event. If the business is named after the
artist, that individual must be at the event in person. If more than one person is listed as the
Exhibitor on this contract, the City and GEDP reserves the right to require proof that both are
creators of the work and both are significant principals in the business
23. Vendor agrees to only sell products detailed in their application and/or products that are
approved by a City and GEDP selection committee, if any. Non-approved items are
prohibited. Vendors who sell products that are not authorized will be given one request to
remove the product. Failure to remove non-approved products or adding new ones following
citation will result in immediate revocation of a vending permit with no refund.
24. All participants in this program, their agents, employees, and contractors, agree to release,
indemnify, and hold harmless the City and its employees, agents, directors, and officials
against any and all losses, liabilities, costs, expenses, fines, penalties, assessments, damages,
claims, demands, actions, causes of action, suits, judgments, and/or settlements arising out of,
or in connection with participation in this program.
25. Vendor agrees to collect 6% PA Sales Tax where applicable and pay it to the state.
Additionally, all Vendors must contact the PA Department of Revenue for a PA Tax Number
and the City of Easton for a Business Privilege License.
The City of Easton understands that this program may be inconvenient to some pedestrian and to
automobile traffic flow in areas around the permitted area. Any business that participates in this
program and will make every effort to ensure adequate access to motorists and pedestrians alike.
We ask participants in this program, pedestrians and motorists to be patient and understanding
during this unprecedented time.Businesses considering participation in this program are encouraged to contact the City’s Fire, Codes and Health departments with any questions they may have regarding compliance with local codes & ordinances. An application must be submitted by an eligible business, approved by the City and a permit provided before a business can participate in this program. The application for the Easton Winter Village is available on the Easton Winter Village website https://www.exploreeastonpa.com/easton-winter-village. Contact the City’s Department of Community and Economic Development at 610-250-6719 for any questions.
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