How to use this guide – think of it like a cookbook!
Part of a series of toolkits for BIDs, this guide is filled with easy-to-follow “recipes” for creative ways a BID can approach its inactive storefronts. The recipes selected were identified through outreach and consultation with the New York City Department of Small Business Services, BID leaders and practitioners. Each recipe is designed to offer BID practitioners a step-by-step set of actions, together with an understanding of key implementation details, including level of difficulty, magnitude of cost, lead time, necessary partners, and options for monitoring success.
The Recipes
Vacant Storefront Activation Basics
First things first: Vacant storefronts are privately owned. This means that addressing the challenge of vacancies means building close, trusting relationships with property owners, and understanding and responding to their motivations. Vibrant BIDs enhance property values and rent potential for landowners, however gaining public access to a retail space carries significantly more legal risk for a landlord than simple window activation. Liability is often a significant concern preventing landlord engagement. Landlords do not want to be liable if a visitor injures themselves on the property, a concern that can stand in the way of any form of public space activation. In instances where liability concerns cannot be overcome, window activations that eliminate legal liability are a feasible option.
Yet another consideration for landlords is rent and the “hassle factor”. While experience suggests that short-term activations can actually shorten the time it takes to lease a space permanently, landlords may not want to tie up a space that is actively being leased for fear of detracting or delaying occupancy by permanent tenants. Furthermore, pop-up users are not often deep pocketed businesses with the ability to pay full-freight rent. Landlords may not want the hassle of handling legal liability or negotiating short-term leases if they think a permanent tenant may be right around the corner. Yet overcoming landlord resistance is possible by having a good relationship with them and banking contributions and goodwill over time.
The Recepies
Each recipe below is designed to offer BID practitioners a step-by-step set of actions, together with an understanding of key implementation details, including level of difficulty, magnitude of cost, lead time, necessary partners, and options for monitoring success.
Agreement Considerations
Management of an exterior window activation is far simpler than an interior pop-up activation. A lease is not needed; only a simple use agreement with the owner of the building. The agreement should stipulate the terms of the short-term use. While the terms oof the agreement will vary slightly based on the type of activation, before are key elements to consider.
Length of the term. It is simplest to have the entire program sign for the same term, such as a three-month program, but you could adjust the term based on the landlord or the activation.
Utilities. The store owner should ensure coverage of the utilities. Specifically, electrical since lighting will be required for the window activation.
Details for how the exterior and interior window space may (or may not be) altered, along with stipulations that improvements or alterations of any kind must be discussed with the landlord.
Repair responsibilities and timelines. Either the program coordinators or the landlords will be for ensuring lights work for the duration of the installation. Who will monitor the project and how often? If a bulb goes out, who will repair it?
Clear understanding of responsibility for any personal or property damage resulting from the installation. This would be unusual, but if the window installation somehow damages the building (or more rare, incites someone to damage the building) who would be held responsible?
Statements outlining what is allowed and what would trigger immediate termination of the agreement. This may include outlining language or imagery that you want to prohibit.
Window activations are a relatively quick and easy intervention that can have significant impacts. They also pose minimal liability risk to a property owner and can be used to camouflage spaces that need more significant tenant improvements.
Helpful Tip: Work with your vendor to select images for a window cling that reflects the type of retail that would enhance the corridor’s existing tenant mix. For example, if you want a gym, put up images of people working out. Also, be sure any painting or window cling is affixed to the window interior to protect the image from weather damage or vandalism.
Lesson Learned
Enhanced BID retail recruitment efforts, beyond those outlined here often involve a BID playing a role that is more akin to a broker. This may be appropriate when property owners lack the motivation and/or local brokers express limited interest in leasing spaces in the district. If the BID elects to take a more pro-active approach to tenant recruitment effort, we recommend the ICSC publication entitled “Improving Tenant Mix: A Guide for Commercial District Practitioners”, which outlines an easy to follow eleven-step process for BID-led retail recruitment, for further reference.
![Pitkin Vacancy Tour 1750 Pitkin](https://img.imageboss.me/general/cover/300x300/fp-x:0.5,fp-y:0.5,quality:80/work/Reports/2023-reports/BID-Storefronts/Pitkin-Vacancy-Tour-1750-Pitkin.jpg?bossToken=d2568d21c3cd34f6a49624cc0da54c96eb29a3f1ca21080e8a7ffa8f90e7e33c 171w, https://img.imageboss.me/general/cover/600x600/fp-x:0.5,fp-y:0.5,quality:80/work/Reports/2023-reports/BID-Storefronts/Pitkin-Vacancy-Tour-1750-Pitkin.jpg?bossToken=64a458b579134dad28e3192f21b3df637be59f7823c1e14c5ac6b7ef50f24bcb 343w, https://img.imageboss.me/general/cover/900x900/fp-x:0.5,fp-y:0.5,quality:80/work/Reports/2023-reports/BID-Storefronts/Pitkin-Vacancy-Tour-1750-Pitkin.jpg?bossToken=c32066773f8e5cefb0d8bad2755a24772f98794cbb85922beefb00cecf51545e 514w, https://img.imageboss.me/general/cover/1200x1200/fp-x:0.5,fp-y:0.5,quality:80/work/Reports/2023-reports/BID-Storefronts/Pitkin-Vacancy-Tour-1750-Pitkin.jpg?bossToken=8fab779ecd93f508a789455f5addc7bad8ff4d2c88f5c898343164b8ec2ee7a6 686w, https://img.imageboss.me/general/cover/1500x1500/fp-x:0.5,fp-y:0.5,quality:80/work/Reports/2023-reports/BID-Storefronts/Pitkin-Vacancy-Tour-1750-Pitkin.jpg?bossToken=e9bb99c0424b9d38d904680876df19069c6f0288fdbffe17e99bf82927105308 857w, https://img.imageboss.me/general/cover/1800x1800/fp-x:0.5,fp-y:0.5,quality:80/work/Reports/2023-reports/BID-Storefronts/Pitkin-Vacancy-Tour-1750-Pitkin.jpg?bossToken=6b7125068cd006ec0bc7a9ddd0f858252ebe993cee4171475a72fab7a1aa0aa8 1029w, https://img.imageboss.me/general/cover/2100x2100/fp-x:0.5,fp-y:0.5,quality:80/work/Reports/2023-reports/BID-Storefronts/Pitkin-Vacancy-Tour-1750-Pitkin.jpg?bossToken=78ba33441a213388dd474d4b75a73fcc70c0e3c31be2d52023457808f4bc2793 1200w, https://img.imageboss.me/general/cover/2400x2400/fp-x:0.5,fp-y:0.5,quality:80/work/Reports/2023-reports/BID-Storefronts/Pitkin-Vacancy-Tour-1750-Pitkin.jpg?bossToken=0590bde09fe5ca812bbb6785676b1a567ec4e7efc44507bf42be64d4bc2b1800 1371w, https://img.imageboss.me/general/cover/2700x2700/fp-x:0.5,fp-y:0.5,quality:80/work/Reports/2023-reports/BID-Storefronts/Pitkin-Vacancy-Tour-1750-Pitkin.jpg?bossToken=e9ed7b6681c0d9e9c274d5176a8c0c64b3d021f2df44a7a494e714d3a60cb030 1543w)
![Createhere 2020](https://img.imageboss.me/general/width/300/quality:80/work/Reports/2023-reports/BID-Storefronts/createhere_2020.jpg?bossToken=e37aeee9af994fd7a0d1bf4f08aaaa222aef2911bbd5d6962c07a4c46457af49 171w, https://img.imageboss.me/general/width/600/quality:80/work/Reports/2023-reports/BID-Storefronts/createhere_2020.jpg?bossToken=322231167bafd2502bab7ad9fbc554f1cd3083bf5dcf71622388b74fd981944d 343w, https://img.imageboss.me/general/width/900/quality:80/work/Reports/2023-reports/BID-Storefronts/createhere_2020.jpg?bossToken=1d063c5964f2ddafa83f839115b54b333b10deb4b3799371ec7d8da316e4fb09 514w, https://img.imageboss.me/general/width/1200/quality:80/work/Reports/2023-reports/BID-Storefronts/createhere_2020.jpg?bossToken=2895902e9900a4ab2aa497dbd0ff23c346773806ef6ff68c643c8de563e5785e 686w, https://img.imageboss.me/general/width/1500/quality:80/work/Reports/2023-reports/BID-Storefronts/createhere_2020.jpg?bossToken=2e263bb4d34df4952ed85f561037c2c8b6b4fa34ed39229740870498ae27c632 857w, https://img.imageboss.me/general/width/1800/quality:80/work/Reports/2023-reports/BID-Storefronts/createhere_2020.jpg?bossToken=24add3f7a5a25a8245d6864d25b8821dcf4a91c4180d0b0276c583fb399ba9e7 1029w, https://img.imageboss.me/general/width/2100/quality:80/work/Reports/2023-reports/BID-Storefronts/createhere_2020.jpg?bossToken=976f51972c6080f2339d71954342abbb1489e7909e6843099d10286bd503d92b 1200w, https://img.imageboss.me/general/width/2400/quality:80/work/Reports/2023-reports/BID-Storefronts/createhere_2020.jpg?bossToken=6aa59a79ea030bffb074e971ad1e60b2e7671b7c688bc8af7759fdd652c7b0a8 1371w, https://img.imageboss.me/general/width/2700/quality:80/work/Reports/2023-reports/BID-Storefronts/createhere_2020.jpg?bossToken=7844c6ea8a181c9c7663c5c1797fcae25950eddb8811457983168537706b2503 1543w)
Source: Downtown Fresno
![Downtownfresno winners](https://img.imageboss.me/general/width/300/quality:80/work/Reports/2023-reports/BID-Storefronts/Downtownfresno-winners.png?bossToken=cc5fa8b87147d15014204d34aee450c57175f64bd63feb1d080f557d607904d5 171w, https://img.imageboss.me/general/width/600/quality:80/work/Reports/2023-reports/BID-Storefronts/Downtownfresno-winners.png?bossToken=52d16deea9250ab338d20b35eba49a2494a6dcd7f218ba80b9b0819ae7c74d0f 343w, https://img.imageboss.me/general/width/900/quality:80/work/Reports/2023-reports/BID-Storefronts/Downtownfresno-winners.png?bossToken=76856038e3d1affd8328a21b8e692ed8ed560b0cbe2b4b681bde1f5826f068c7 514w, https://img.imageboss.me/general/width/1200/quality:80/work/Reports/2023-reports/BID-Storefronts/Downtownfresno-winners.png?bossToken=e40910d118fcfe8c3d44376fb732b9fb13901732cbdda0779454ba426b526217 686w, https://img.imageboss.me/general/width/1500/quality:80/work/Reports/2023-reports/BID-Storefronts/Downtownfresno-winners.png?bossToken=fc81fb6f9d644efcd96090ed95e6f0bf166ae189de3f2fa582e4698cdb02eb78 857w, https://img.imageboss.me/general/width/1800/quality:80/work/Reports/2023-reports/BID-Storefronts/Downtownfresno-winners.png?bossToken=c60c69ea3579340121db2847b1c37f84281f87cef4daf04908cdd710a320185f 1029w, https://img.imageboss.me/general/width/2100/quality:80/work/Reports/2023-reports/BID-Storefronts/Downtownfresno-winners.png?bossToken=7ff850b529b75c581001cb8e323fc324d6144dd411c46c42f628b25b49053b56 1200w, https://img.imageboss.me/general/width/2400/quality:80/work/Reports/2023-reports/BID-Storefronts/Downtownfresno-winners.png?bossToken=9931d03790613ba9fcaa389c4522041cbe443f0f79359ea09cda62bdbd8c9c8a 1371w, https://img.imageboss.me/general/width/2700/quality:80/work/Reports/2023-reports/BID-Storefronts/Downtownfresno-winners.png?bossToken=d37c3d0cfcbac075eb585d60ef57468c3f227a0bb8d67347d5140d05501e3aa2 1543w)
Source: Downtown Fresno
![ETSY pop up images](https://img.imageboss.me/general/width/300/quality:80/work/Reports/2023-reports/BID-Storefronts/ETSY-pop-up-images.png?bossToken=970e763b8a75eaddcb79ca77d851d5083f69da5a1f5edd9fc584298c69416b31 171w, https://img.imageboss.me/general/width/600/quality:80/work/Reports/2023-reports/BID-Storefronts/ETSY-pop-up-images.png?bossToken=45190f602c1d0e03da02e83f6c4dd0e3da8b7b4dd1e2707c9a59dcf48a0bd515 343w, https://img.imageboss.me/general/width/900/quality:80/work/Reports/2023-reports/BID-Storefronts/ETSY-pop-up-images.png?bossToken=a228bb06eba4712ea83737c4259d9371b4140863017d55c0f17444d277abdf33 514w, https://img.imageboss.me/general/width/1200/quality:80/work/Reports/2023-reports/BID-Storefronts/ETSY-pop-up-images.png?bossToken=0d368807834c4b0f6177785fa03ff6dcd7e0e8fb3e256288bf889cc7e42f1012 686w, https://img.imageboss.me/general/width/1500/quality:80/work/Reports/2023-reports/BID-Storefronts/ETSY-pop-up-images.png?bossToken=57990d7ac7e8773f4cefef66c5610857b10afb9479fd6c59712327c01ca25ac4 857w, https://img.imageboss.me/general/width/1800/quality:80/work/Reports/2023-reports/BID-Storefronts/ETSY-pop-up-images.png?bossToken=96fbb78c322f6b4c1f430c1041669934ab67c7176b2ab3c82d1117477af08579 1029w, https://img.imageboss.me/general/width/2100/quality:80/work/Reports/2023-reports/BID-Storefronts/ETSY-pop-up-images.png?bossToken=06341d6e7ce733183a83d714fa332c5e86cc4141e70c88c9be838dcf128df4e7 1200w, https://img.imageboss.me/general/width/2400/quality:80/work/Reports/2023-reports/BID-Storefronts/ETSY-pop-up-images.png?bossToken=434f4cfc98c1ed7c453e76eb2825194e6dc67ee4fba4dfac3c330938f7bb7306 1371w, https://img.imageboss.me/general/width/2700/quality:80/work/Reports/2023-reports/BID-Storefronts/ETSY-pop-up-images.png?bossToken=d91a17a97f7760c2f3e681f6b89d78bc5ff7c827ad31ad50cb1fbdb9717c5acd 1543w)
Source: Etsy Handbook, “How to Organize a Pop-Up Shop”
License/Lease Considerations
In the case of a temporary pop-up, you may be able to use a license rather than a lease. A license gives the licensee the legal authority to use the landlord’s asset. Generally, licenses are given out for short-term occupants. In either case, the agreement should stipulate the terms of the short-term space use. While these terms could vary depending on use, below are key elements to consider.
Length of the term. It is simplest to have the entire program sign for the same term, such as a three-month program, but you could adjust the term based on the landlord or the activation. For longer-term programs without a clear end date, you should be able to promise at least 60 days to make it worthwhile for the short-term occupant and then have a rolling 30 day expulsion clause for no cause going forward to allow for the space to be rented and temporary uses to cease.
Utilities and garbage. Simplest would be for the owner to continue to cover all utilities and garbage removal during the temporary period, and for the tenant to pay a flat fee for rent.
Details for how the space may (or may not be) altered, along with stipulation that improvements or alterations off any kind must be discussed with the landlord.
Hours of access. The lease should include an limitations on access to the store, including hours and/or days of the week. The agreement might also include a requirement minimum hour of operation by the tenant to ensure the tenancy results in an open and active storefront to meet the goals of the program.
Repair responsibilities and timeliness. Typically, tenants would be responsible for general upkeep such as cleaning or minor repairs (such as interior paint touch-ups or light bulb replacement). Landlords would be responsible for structural or utility repairs. Since this is a short-term lease, the agreement should include a requirement on the speed of repairs to electrical, plumbing, and mechanical systems should there be an issue. Landlords should consider their ability to complete repairs in a timely manner before entering into an agreement.
Clear understanding of responsibility for any personal or property damage resulting from tenancy. This protects both the landlord and the tenant.
Statements outlining what would trigger immediate termination of the agreement, such as uses you want to prohibit. This strategy to mitigate activity that the property owner or third-party master-agreement holder believes will significantly increase their liability. Examples might include hosting un-approved events in the space, making un-approved modifications to the space, using the space at unauthorized hours, or the presence of illegal substances on site.
Penalties if the tenants do not comply with the program. For example, the tenants might have to reimburse the city for grant money received and/or opportunity costs lost.
Before you market your available spaces, consider the checklist below developed by Linda Farha, Founder and CEO of Pop-Up Go, a pop-up listing website. Any listings should include at minimum the following information.
Pop-up checklist
General Location Questions
What is your overarching vision for the area?
Who are your target audiences?
Provide demographic and other relevant information.
How many spaces are available for pop-ups?
Individual Space Questions
- Where is the space located?
What floor?
Does it have street access?
Does it have street-front windows?
What size is the space?
What amenities are included with the space?
Bathroom
Parking
Storage
Security/Alarm system
Internet (wifi)
Telephone (land/mobile)
Gas, Water, Electricity, Trash, etc.
Fire alarm
Permitting and approval requirements
Signage
- When are the spaces available?
Are there any timing restrictions?
Minimum terms?
Are there any physical restrictions on the space?
- What category of pop-up would you like to attract in this space?
Food
Fashion
Health
Beauty
Home
Entertainment
Event
Art
Jewelry
Accessories
Fitness
Other
Checklist provided by Linda Farha, Founder and CEO of Pop-Up Go
Images sourced from Sustainable Fashion Community Center; CultureHouse Peabody, Cambridge, MA; and Hudson Square BID courtesy of SBS
Resources
- ICSC Guide to Improving Tenant Mix
- Storefront Activation Toolkit prepared for the Commonwealth of Massachusetts Rapid Recovery Program, 2020
- The CultureHouse Handbook: How to Create a Pop-Up Community Space
- Shopify What is a Pop-Up Shop and How to Set Up one
- Musicant Group Toolkit for Activating Storefronts
Acknowledgements
Authored by
-
Larisa Ortiz
Streetsense, Managing Director, Public Non Profit Solutions
-
Emily Morin
Streetsense, Research Analyst
This checklist and the BID Toolkits were developed thanks to generous support from the NYC Department of Small Business Services and The Association for a Better New York (ABNY).
Funded By
![](https://img.imageboss.me/general/width/300/quality:80/logos/SBS-Logo1.png?bossToken=bf701c4c32803978de25679e007da7b03ed973fb046ff89673bbe85e289a16a6 171w, https://img.imageboss.me/general/width/600/quality:80/logos/SBS-Logo1.png?bossToken=a8b0c6084e7fe6d9e665bd82f91ce2218c187a35f6389e34c20b7c2d69d55276 343w, https://img.imageboss.me/general/width/900/quality:80/logos/SBS-Logo1.png?bossToken=eaad1697f901a7f92497f77ef69276f6bca5c9cb0a94dd96382fe79b08cfb541 514w, https://img.imageboss.me/general/width/1200/quality:80/logos/SBS-Logo1.png?bossToken=2d41080984b6d38a74c7d51e7f5365c11c14e68e1a33e328b21000938206b2ee 686w, https://img.imageboss.me/general/width/1500/quality:80/logos/SBS-Logo1.png?bossToken=6f7b7db2ab5f455171efaa3adeefb30eb00c74f67ca6c4578f7fccbc4d77c75b 857w, https://img.imageboss.me/general/width/1800/quality:80/logos/SBS-Logo1.png?bossToken=c51f78cf310c01a3a79ee792b1e693e7bc8da9ea9fb8ae4f91ae6178402eaa5e 1029w, https://img.imageboss.me/general/width/2100/quality:80/logos/SBS-Logo1.png?bossToken=48faf804320db2224ff1dc83c3f4b617eb5e2757c3459598953193f9e1996b48 1200w, https://img.imageboss.me/general/width/2400/quality:80/logos/SBS-Logo1.png?bossToken=72e5a2fad872f394bf5cdd0c67425dbf69b43475eb7296b8988a54fd364cf74a 1371w, https://img.imageboss.me/general/width/2700/quality:80/logos/SBS-Logo1.png?bossToken=67c08b2d57e788f09d2f9f823edc92ca0e361392a26696c4ca89c1ba2d72522a 1543w)
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