Vendor Terms & Conditions

HALF MOON VINTAGE MARKET

VENDOR TERMS & CONDITIONS

1773 Post Road • Wells, Maine 04090
Half Moon Home Decor & Design Studio LLC

LAST AMMENDMENT: 10/5/26

 

WELCOME TO HALF MOON VINTAGE MARKET

We are pleased to welcome you to Half Moon Vintage Market. Our goal is to provide a clean, attractive, professionally managed marketplace where vendors can successfully sell quality vintage goods, antiques, collectibles, furniture, and other carefully selected merchandise.

These Terms & Conditions establish the policies, responsibilities, fees, and operating procedures that apply to all Half Moon Vintage Market vendors.

By entering into a Vendor Agreement with Half Moon Vintage Market, the Vendor acknowledges that they have received access to, reviewed, and agree to comply with these Terms & Conditions.

The Vendor is responsible for understanding and remaining informed of the current Terms & Conditions throughout their tenancy.

 

 

1. VENDOR SPACE & LEASE TERM

Stall, Booth, Bookcase, and Glass Case rentals are generally offered as one-year lease agreements.

Spaces are available on a first-come, first-served basis. If all spaces are occupied, prospective vendors may request placement on the waiting list. Current vendors wishing to upgrade, downsize, or move to another space must submit a written request and receive approval from Half Moon management before moving.

Vendors may not move, exchange, expand, reduce, or otherwise alter their assigned space without prior approval from Half Moon management.

Half Moon reserves the right to determine which spaces are available and to approve or deny requests for changes based on availability, business needs, merchandise type, and overall market presentation.

Shorter lease terms may occasionally be offered at the sole discretion of Half Moon.

 

 


2. VENDOR SPACE SIZES & SHELVING

Available spaces may include:

Stalls

  • 9 ft. x 9 ft.

  • 8 ft. x 6 ft.

  • 7 ft. x 7 ft.

  • 6 ft. x 6 ft.

Booths

  • 6 ft. x 2 ft.

  • 5 ft. x 2 ft.

Glass Cases

  • Standard-size case

  • Includes three glass shelves plus floor space

Space dimensions and availability may change as the Market is redesigned or expanded.

If shelving is not currently provided in a rented space, the Vendor may supply appropriate shelving or display fixtures. Fixtures must be installed using screws only. Hammering nails into walls, shiplap, or other building surfaces is prohibited.

Vendors may install a small locking cabinet if appropriate for their space. The Vendor is responsible for providing the lock, and a clearly labeled key must be provided to the Half Moon front desk.

All shelving and fixtures must be approved by Half Moon and must be safe, appropriate for the space, and consistent with the overall appearance of the Market.

 

 

3. RENT & INITIAL PAYMENT

Monthly rent varies according to the size and location of the Vendor's assigned space.

Monthly rental payments are due no later than the 7th day of each month.

For a new Vendor, the initial month's rent is due before merchandise is moved into the space and the Vendor Agreement is considered active.

If a Vendor begins after the first week of a month, the initial rent may be prorated at Half Moon's discretion. Prorated rental periods are generally calculated Sunday through Saturday.

The initial payment covers the Vendor's month of move-in.

Once the required payment has been received and the Vendor Agreement has been signed, the Vendor may begin moving merchandise into the assigned space.

4. MONTHLY SALES & RENT ACCOUNTING

Half Moon uses a monthly accounting system in which current-month Vendor sales are applied toward the following month's rent.

For example:

July sales → August rent

August sales → September rent

This accounting process is part of Half Moon's normal operating system and is not a manual transaction determined separately for each Vendor.

If a Vendor's sales for the month do not fully cover the following month's rent and applicable fees, the Vendor is responsible for paying the remaining balance no later than the 7th of the month.

Balances may be paid by cash, check, or another payment method approved by Half Moon.

Amounts owed that are less than $25 may, at Half Moon's discretion, be carried forward and added to the following month's balance rather than requiring a separate payment.

Vendors are responsible for monitoring their sales, rent balance, and account information through the Vendor Portal.

 

 

5. MONTHLY ACCESS FEE

There is a $20 Monthly Member Access Fee for each Vendor.

This fee supports the cost of:

  • Vendor Portal access

  • Point-of-sale software

  • Printer supplies

  • Barcode labels

  • System support and related technology

The Access Fee is separate from monthly rent and Half Moon's commission.

 

 

6. COMMISSION ON SALES

Half Moon retains a 10% commission on all Vendor sales.

The 10% commission is deducted from each customer transaction before the Vendor's sales proceeds are calculated.

The commission is separate from monthly rent and the Monthly Member Access Fee.

For clarity:

Vendor sales are subject to a 10% Half Moon commission. Monthly rent and applicable access fees are additional obligations and are deducted from the Vendor's available sales proceeds according to the monthly accounting process described in these Terms & Conditions.

By signing the Vendor Agreement, the Vendor expressly acknowledges and agrees to the 10% commission structure.

 

 

7. VENDOR PAYOUTS

After applicable commission, rent, access fees, outstanding balances, and other authorized deductions have been accounted for, any remaining amount owed to the Vendor will be paid by check.

Vendor payouts are processed by the 7th of each month.

The first day of the month is not a guaranteed payout date.

Checks will be available for pickup at the Half Moon front desk within a reasonable processing period. Vendors who are unable to pick up a check are responsible for communicating with Half Moon in advance to make alternate arrangements.

Any payout amount under $25 may be carried forward and added to the following month's sales payout.

If a Vendor loses or requests replacement of a check, the Vendor is responsible for the bank's applicable stop-payment or replacement fee. Currently, this fee is $35 and may be deducted from the replacement payment.

 

 

8. OUTSTANDING RENT & LATE PAYMENTS

Rent and other required balances are due no later than the 7th of each month.

Any unpaid balance after the due date may be subject to a $25 late fee per week of lateness, which will be added to the Vendor's outstanding balance.

Half Moon reserves the right to apply subsequent Vendor sales toward past-due balances before issuing any payout to the Vendor.

If a Vendor anticipates difficulty making a payment on time, the Vendor must communicate with Half Moon management before the payment becomes past due. Any alternative payment arrangement must be approved by management.

Failure to maintain the account in good standing may constitute a breach of the Vendor Agreement.

9. RENT INCREASES

A Vendor's agreed-upon monthly rent will remain in effect for the duration of the current lease term unless otherwise agreed to in writing.

Half Moon may adjust rental rates for a subsequent lease term based on operating costs, market conditions, space improvements, or other business considerations.

If a new rental rate will apply upon renewal, the Vendor will be notified in advance of the renewal date.

 

 

10. VENDOR PORTAL & INVENTORY SYSTEM

Half Moon is a computerized retail operation and uses the SimpleConsign point-of-sale and inventory management system.

Upon signing and payment, each Vendor will receive access to a personal Vendor Portal with a unique Vendor identification number and password.

Vendors are responsible for:

  • Entering their own merchandise

  • Entering accurate descriptions

  • Entering quantities

  • Entering pricing

  • Maintaining accurate inventory

  • Reviewing sales and inventory reports

  • Keeping their account information current

Half Moon will provide barcode labels and printing capabilities.

Half Moon does not provide an inventory-entry service for Vendors.

Vendors are expected to have access to a computer, tablet, or smartphone necessary to manage their inventory.

If a Vendor does not have the necessary equipment or ability to use the system, that is the Vendor's responsibility. Half Moon does not charge for, provide, or accept payment for entering Vendor inventory on the Vendor's behalf.

Each item must have the proper Vendor barcode before it can be offered for sale.

The barcode system allows Half Moon to accurately identify merchandise, process sales, track inventory, and reduce confusion when merchandise is moved from one area of the store to another.

 

 


11. MERCHANDISE TAGGING & IDENTIFICATION

All merchandise must have a proper Half Moon barcode label before it may be sold.

Merchandise without an appropriate barcode may not be placed on the sales floor.

Items being sold "AS IS" must be clearly identified as such.

Items intended for display only must be clearly marked with the Vendor's identification number and "NFS" or "DISPLAY ONLY."

Vendors are responsible for ensuring that pricing and product information entered into the system is accurate.

 

 

12. MERCHANDISE QUALITY & STANDARDS

Half Moon Vintage Market is a curated vintage and antique marketplace. Our objective is to offer customers unique, quality merchandise at fair and reasonable prices.

Half Moon is not a thrift store, yard sale, or flea market.

Vendors are expected to use good judgment when selecting merchandise for their spaces.

Merchandise should generally fall within the vintage, antique, collectible, quality second-hand, artisan, furniture, home décor, or other approved categories appropriate for the Market.

Only high-quality reproductions or approved artisan-made items may be offered.

Half Moon reserves the right to refuse or remove merchandise that, in the reasonable judgment of management, does not meet the Market's quality standards, is inappropriate for the space, is damaged or unsafe, or is inconsistent with the overall presentation of Half Moon.

If a Vendor is unsure whether an item or category of merchandise is appropriate, the Vendor should contact Half Moon management before bringing the merchandise into the Market.

Photos may be requested for review.

 

 

13. PROHIBITED MERCHANDISE

The following items are expressly prohibited:

  • Drug paraphernalia

  • Alcohol or items containing alcohol

  • Flammable liquids or hazardous materials

  • Tobacco or nicotine products

  • Firearms or ammunition

  • Fireworks or explosives

  • Prescription drugs or controlled medications

  • Pornographic or sexually explicit materials

  • Living animals

  • Any merchandise prohibited by applicable law

  • Any merchandise deemed unsafe or inappropriate by Half Moon management

Half Moon reserves the right to immediately remove prohibited or inappropriate merchandise.

 

 

14. VENDOR SPACE MAINTENANCE & ENGAGEMENT

The Vendor is responsible for decorating, cleaning, organizing, maintaining, and restocking their assigned space.

Vendors are required to physically engage with and refresh their spaces no less than twice per month.

This includes, as appropriate:

  • Bringing in new merchandise

  • Restocking

  • Rearranging displays

  • Removing stale inventory

  • Cleaning

  • Taking inventory

  • Improving presentation

Half Moon may contact a Vendor when a space appears neglected or has not been adequately maintained.

Continued non-engagement, failure to respond to management, or failure to maintain a Vendor space may constitute grounds for termination.

If a Vendor anticipates an extended absence, including vacation, seasonal relocation, or other circumstances, the Vendor must notify Half Moon in advance and make appropriate arrangements to maintain their space.

Merchandise must remain within the Vendor's assigned space.

Nothing may be stored or displayed in aisles or common walkways. Aisles must remain clear at all times for customer safety and applicable fire-code requirements.

 

 

15. VENDOR CONDUCT & PROFESSIONAL STANDARDS

Half Moon is committed to maintaining a respectful, professional, and positive environment for customers, staff, management, and vendors.

Vendors are expected to conduct themselves professionally at all times.

The following conduct is not permitted:

  • Berating, intimidating, threatening, or disrespecting staff

  • Arguing with front-desk employees or cashiers

  • Raising one's voice at employees

  • Harassing or belittling employees or other Vendors

  • Demanding that staff make exceptions to established policies

  • Attempting to involve employees in Vendor disputes

  • Complaining to staff about another Vendor

  • Gossiping, back-biting, or intentionally creating conflict

  • Publicly criticizing Half Moon, its staff, or other Vendors in a disruptive manner

  • Creating drama or an uncomfortable working environment

  • Interfering with the normal operation of the Market

Front-desk employees and other staff members are not authorized to negotiate lease terms, rent, commission, payout schedules, or other contractual matters.

If a Vendor has a question, concern, disagreement, or dispute involving their account, another Vendor, staff, or Half Moon policy, the matter must be brought directly to the Owner or designated management.

Vendors may not demand that front-desk staff resolve contractual or financial disputes.

Half Moon expects Vendors and staff to communicate with one another respectfully and professionally.

A Vendor's failure to meet these standards may result in a written warning, restriction of Vendor privileges, or termination of the Vendor Agreement.

 

 

16. VENDOR SALES & DISCOUNTS

Vendors may periodically wish to offer their own sales or discounts.

Half Moon management must be notified in advance regarding the merchandise included in the sale and the duration of the promotion.

Half Moon will provide the appropriate sale signage when applicable.

Half Moon's staff will make every reasonable effort to sell merchandise at its listed price.

If a customer asks whether a Vendor will accept a lower price, Half Moon generally will not contact the Vendor for additional negotiation on items priced below $75.

Vendors may establish their own approved discount parameters.

 

 

17. DEALER DISCOUNT

Half Moon may offer approved dealers a 10% dealer discount on individual items priced above $25.

The discount applies per qualifying item and not to the total transaction.

Dealers must provide either a valid dealer/license number or an appropriate tax-exempt certificate as required.

Half Moon reserves the right to modify or discontinue dealer discount practices.

 

 

18. SALES TAX & CREDIT CARD PROCESSING

Half Moon collects applicable sales tax on customer transactions and remits applicable sales tax to the State of Maine.

Half Moon absorbs customer credit-card processing fees associated with sales processed through the Market's point-of-sale system.

These processing expenses are an operating cost of Half Moon and are not charged directly to customers or deducted separately from Vendor sales as a credit-card surcharge.

 

 

19. TAX REPORTING & W-9

All Vendors must complete a W-9 upon entering into a Vendor Agreement with Half Moon.

Half Moon will maintain appropriate tax records and provide applicable year-end tax reporting documents when required under current federal tax law.

Tax reporting requirements and thresholds may change. Half Moon will follow the reporting requirements applicable at the time.

Vendors are responsible for maintaining their own tax records and consulting their own tax professional regarding their individual tax obligations.

 

 

20. THEFT, DAMAGE & LIABILITY

Half Moon is a high-traffic retail environment, particularly during weekends and tourist seasons. Although Half Moon makes reasonable efforts to monitor and safeguard merchandise, it is not possible to supervise every customer or prevent every incident.

Half Moon is not responsible for theft, loss, accidental damage, or disappearance of Vendor merchandise.

If merchandise is accidentally damaged by a customer, Half Moon will generally not charge the customer unless management determines that the circumstances warrant doing so.

In situations involving significant value or intentional/negligent conduct, Half Moon may, at its discretion, seek payment from the customer.

When appropriate, Half Moon may ask the Vendor to consider accepting a reasonable discount on damaged merchandise rather than requiring full payment.

Vendors acknowledge that theft, loss, and accidental damage are inherent risks associated with retail sales and are considered a normal cost of doing business.

Half Moon will maintain general liability insurance applicable to its business operations. Vendors are responsible for obtaining any separate insurance they desire or require for their own merchandise, property, or business activities.

Vendors sell and display merchandise at their own risk.

 

 

21. PERSONAL SURVEILLANCE DEVICES

Personal surveillance equipment is not permitted within Vendor spaces.

This includes, but is not limited to:

  • Cameras

  • Audio recording devices

  • Video recording devices

  • Monitoring equipment

  • Other personal surveillance systems

This policy is required by the property owner and applies to all Vendors without exception.

 

 

22. RETURN POLICY

ALL SALES ARE FINAL.

This policy will be posted at the Half Moon checkout area.

Vendors agree that merchandise sold through Half Moon is subject to the Market's final-sale policy unless management determines otherwise under unusual circumstances.

 

 

23. MARKETING & BRANDING

Half Moon retains the right to photograph, display, advertise, and promote Vendor merchandise through its:

  • Website

  • Social media platforms

  • Promotional materials

  • In-store displays

  • Advertising

  • Events

  • Other Half Moon marketing channels

Vendors are encouraged to promote their own merchandise and are encouraged to tag, share, comment on, and otherwise engage with Half Moon's social media and promotional content.

 

 

24. STAFFING & DAILY OPERATIONS

Half Moon provides staff necessary for the daily operation of the Market.

Staff responsibilities generally include:

  • Opening and closing

  • Greeting customers

  • Operating the checkout

  • Processing customer transactions

  • Managing the point-of-sale system

  • Maintaining common areas

  • Assisting customers

  • General daily store operations

Staff are not responsible for maintaining individual Vendor spaces or entering Vendor inventory.

 

 

25. VENDOR SHARED SPACES

The Vendor Agreement is between Half Moon and the individual Vendor who signs the Agreement.

If two or more Vendors share a space, the Vendor who signs the Agreement remains solely responsible to Half Moon for:

  • Monthly rent

  • Access fees

  • Other applicable charges

  • Compliance with these Terms & Conditions

Sales payouts will be made to the Vendor listed on the Agreement.

If the signing Vendor leaves and another Vendor remains in the space, the remaining Vendor must receive approval from Half Moon and enter into a new Vendor Agreement.

The remaining Vendor will be responsible for the applicable rent and fees associated with the space under the new Agreement.

26. LEASE RENEWAL & TERMINATION

The standard Vendor Agreement is for one year.

A Vendor wishing to leave at the end of the lease term must provide 30 days' written notice.

Half Moon prefers that Vendor departures occur at the end of a month whenever reasonably possible.

If a Vendor chooses to terminate their Agreement before the end of the agreed lease term, the Vendor remains financially responsible for the remaining lease obligation unless Half Moon agrees otherwise in writing.

Any remaining balance due must be paid no later than the Vendor's move-out date.

Half Moon reserves the right to terminate a Vendor Agreement for violation of these Terms & Conditions, non-payment, non-engagement, inappropriate merchandise, misconduct, repeated failure to maintain the Vendor space, or other conduct that materially interferes with the operation or reputation of Half Moon.

 

 

27. NON-PAYMENT & ABANDONED MERCHANDISE

Failure to pay rent or other required amounts may result in suspension or termination of Vendor privileges.

If a Vendor remains in substantial non-payment for an extended period, Half Moon may take action regarding the Vendor's merchandise and fixtures as permitted by applicable law and the Vendor Agreement.

Half Moon may require a terminated Vendor to remove all merchandise, fixtures, and personal property from the Market within the timeframe specified in the termination notice.

Any rights Half Moon may have regarding unpaid rent, abandoned property, storage, disposal, sale, or recovery of amounts owed will be exercised only to the extent permitted by applicable law.

Nothing in these Terms & Conditions is intended to waive or limit any rights or remedies available to Half Moon under applicable Maine law.

 

 

28. NOTICES & COMMUNICATION

Official notices between Half Moon and a Vendor may be provided in writing, including by email.

Half Moon's primary business email for Vendor communication is:

hfmoonantiques@gmail.com

Vendors are responsible for maintaining a current email address and other contact information with Half Moon.

A Vendor is responsible for reviewing communications sent by Half Moon regarding their account, lease, rent, policies, or other business matters.

29. INDEPENDENT CONTRACTOR

Vendor acknowledges that they are an independent vendor/contractor and are not an employee, partner, agent, or representative of Half Moon Home Decor & Design Studio LLC.

Vendor is responsible for their own merchandise, business decisions, taxes, insurance, licensing, and legal obligations.

 

 

30. INDEMNIFICATION & HOLD HARMLESS

To the extent permitted by applicable law, Vendor agrees to indemnify and hold harmless Half Moon Home Decor & Design Studio LLC, its owners, members, managers, employees, agents, and representatives from claims, losses, damages, liabilities, costs, or expenses arising from the Vendor's negligent or wrongful acts, omissions, merchandise, activities, or conduct, including acts of the Vendor's agents, employees, or invitees.

Vendor acknowledges that participation in the Market involves risks associated with retail operations and agrees to conduct their business accordingly.

 

 

31. HOURS OF OPERATION

Unless otherwise announced, Half Moon Vintage Market generally operates:

May through October:
7 days a week • 10:00 AM – 5:00 PM

November through April:
7 days a week • 10:00 AM – 4:00 PM

Half Moon may modify its hours for holidays, special events, staffing needs, severe weather, emergencies, or other circumstances.

Half Moon reserves the right to close the Market when management determines that conditions warrant closure.

Weather-related closures and schedule changes will be communicated through Half Moon's available communication channels.

 

 



32. CUSTOMER FORMS OF PAYMENT

Half Moon accepts the following customer payment methods:

  • Cash

  • Local checks with valid identifying information

  • Credit cards

  • Apple Pay

  • Google Pay

Half Moon reserves the right to establish reasonable payment-verification procedures.

 

 

33. WHAT HALF MOON PROVIDES

Half Moon provides:

  • Point-of-sale software system

  • Vendor Portal access

  • Technology support and assistance

  • Barcode label printing

  • Barcode labels

  • Clean and sanitary restroom

  • Clean, organized common areas

  • Clutter-free customer walkways

  • Clean and attractive sales environment

  • Step stool for general Vendor use

 

 

34. WHAT THE VENDOR PROVIDES

Vendors are responsible for providing and maintaining the supplies necessary to properly care for their individual spaces, including, as applicable:

  • Merchandise shelving, when shelving is not provided

  • Display fixtures

  • Vendor-provided merchandise tags

  • Tools required for Vendor's display

  • Dust cloths and appropriate furniture polish

  • Paper towels

  • Glass cleaner

  • Tape

  • Scissors

  • Broom and dustpan or carpet sweeper

  • Other supplies necessary to maintain the Vendor's space

Vendors are responsible for taking their own trash home. There is no dumpster available on site for Vendor disposal.

Half Moon recommends that each Vendor maintain a dedicated "shop bag" containing the basic supplies needed to maintain and restock their space.

 

 

Visit our Contact page for more information to inquire.