New Vendor Guide: Getting Ready for Old Town Market

Everything you need to know to get your permits and insurance in order before the market.

🛍️ Seller’s Permit

Why you need it:
If you sell any physical goods (art, clothing, candles, jewelry, packaged food, etc.), California requires you to have a seller’s permit to collect and report sales tax. This is required by the California Department of Tax and Fee Administration (CDTFA).

How to get it:
You can apply online — it’s free and only takes a few minutes.
👉 Apply for a Seller’s Permit (CDTFA)

What to Expect:
- A Seller’s Permit is free to obtain from the California Department of Tax and Fee Administration (CDTFA).

- Choose “Temporary Location” if you only sell at markets or events.

- Use either your business address or the event address (111 W Avenida Palizada, San Clemente, CA 92672) if prompted.

- You’ll receive your permit number by email once approved — save or print it for your records.

- Processing time: Approval is usually instant if you apply online during business hours, but may take 1–2 business days if your information needs to be verified.

🍅 Health Permit (Food Vendors Only)

Why you need it:
The City of San Clemente follows Orange County Health Department rules for all food-related vendors.

If you sell or sample any consumable items (fresh food, drinks, baked goods, prepackaged snacks, etc.), you’ll need a Temporary Food Facility (TFF) Permit.

This ensures you’re following local food safety guidelines for the event — things like proper food handling, handwashing, and keeping items at safe temperatures.

👉 Apply or Learn More: OC Health Food Booth Information

What to expect:

- Applications are usually due at least two weeks before the event.

- There’s a small application fee (around $70–$100).

- The permit is per event, unless you already have a mobile food facility permit.

Helpful Tip:
If you’re sampling or selling food from home, check if your products qualify under the Cottage Food Program (Class A or B).

Not selling food?
You can skip this section!

🛡️ Event Insurance

Why you need it:
Most markets — including ours — require all vendors to carry general liability insurance.
This protects you and the event in case of accidents, property damage, or injuries at your booth.
The City of San Clemente and Old Town Market are strict about insurance compliance to keep everyone covered.

How to get it (short-term or annual):
You can purchase a one-day or annual policy through these trusted providers:

- 🎨 ACT Insurance (Artists & Crafters): https://www.actinsurance.com
- 🍔 FLIP (Food & Beverage Vendors): https://www.fliprogram.com/farmers-market-insurance

- ⚡ Thimble (Instant, Short-Term Coverage): https://www.thimble.com

When filling out your policy, please list as “Additional Insured”:

University of San Clemente
Address: 111 W Avenida Palizada, San Clemente, CA 92672

Coverage Requirements:

- Minimum general liability: $1,000,000 per occurrence

- Must include a Certificate of Insurance (COI) listing University of San Clemente as additional insured

- Submit proof of insurance before the event date

Typical cost: $15–$25 for one event depending on your business type.

✅ Quick Checklist

Before submitting your application, please make sure you have:

✔️ A valid Seller’s Permit (free to get through the CDTFA)

✔️ A Health Permit (only if selling or sampling food or drinks)

✔️ General Liability Insurance listing University of San Clemente as Additional Insured

✔️ All documents (or proof of submission) ready to upload

📌 If your permit or insurance is still processing:
Please still submit your application — we understand these can take time.
You can upload a screenshot of your submission page or a confirmation email/text from the issuing agency instead of the final document.
We just need proof that you’ve started the process. The official permit or certificate must be turned in before the market date to complete your vendor file.

Once you’ve gathered these items, you’re ready to submit your application for review.

Our team will review your submission and contact you with your approval status and next steps.

❓ Common Questions

What should I upload if my permit hasn’t come in yet?

You can upload a screenshot of your submission page or confirmation email from CDTFA. Once your permit arrives, send the final copy to us before the market date.

How far in advance should I apply for my Health Permit?

Applications typically need to be submitted at least 2 weeks before the event. Some vendors apply a month ahead to be safe.

Do I need insurance even if I only sell crafts or art?

Yes — all vendors need general liability insurance to participate — it protects both you and the event organizers.. You can get a one-day policy for as low as $15–$25.

Do I have to pay for a Seller’s Permit?

No — a California Seller’s Permit is free to obtain unless the business owes back taxes or needs a security deposit, which is rare

Do I need a Health Permit if I’m only selling packaged snacks?

If your food is prepackaged, sealed, and shelf-stable, you may not need a full Temporary Food Facility (TFF) Permit — but the Orange County Health Department has the final say, so it’s best to confirm with them.

Can I apply if I’m a Cottage Food Operator?

Yes — if you have a Class A or Class B Cottage Food Permit, you can sell approved homemade food items. Attach a copy of your current cottage food permit when applying to the market.

What if I haven’t received my Health Permit yet?

You can upload a confirmation email or proof of submission when you apply. The final permit must be received before event day.

What if I’m still waiting for my policy confirmation?

You can upload a proof of purchase or confirmation email when applying. The COI must be submitted before the market date.

How will I know if I’ve been approved?

You’ll receive a confirmation email once your application and documents have been reviewed and approved.

When is payment due?

Payment must be submitted once you’re approved. Your booth space isn’t held until payment is received.

What happens if my paperwork doesn’t come through before the market?

Unfortunately, we can’t allow vendors without complete permits and insurance to participate. Please start early so everything is in on time!

What if I’ve never done a market before — can I still apply?

Absolutely! Many of our vendors are first-timers. Our team and other sellers are happy to help you get comfortable with the process.

Do I need a business license?

Not unless you already have one for the City of San Clemente. The city requires all vendors participating in local events to be covered under a business license, but you don’t need to apply on your own.

We take care of that for you — the license cost is included in your booth fee, and we handle everything directly with the city as part of our event coordination