Farmers’ Market

Vendors’ Handbook of

Rules & Regulations

2015 Market Season

TABLE OF CONTENTS

PURPOSE

  1. Purpose of the Handbook

ORGANIZATION

  1. MARKET Association
  2. Governance
  3. Management
  4. Market Branding

MARKET LOCATION, SEASON, and DAYS

  1. Location
  2. Dates and Hours:

ELIGIBILITY FOR MEMBERSHIP

  1. ProducersOnly
  2. Residency

PRODUCT CATEGORIES

  1. Agriculture/Producer
  2. Baking/Processed
  3. Arts and Crafts
  4. Food Concession

OTHER VENDOR CATAGORIES

  1. Restaurant, Hospitality and Tourism
  2. Non Profit/Charity Organizations
  3. Musicians/Buskers

APPLICATION AND SELECTION PROCESS

  1. Vendor Agreement
  2. Vendor Conflict Resolution Process and Code of Conduct
  3. Review & Jurying
  4. Approval
  5. New Products
  6. Seniority
  7. Special Markets

STALL ALLOCATION

  1. Space Limitations
  2. Sharing
  3. Sub-letting
  4. Space Allocation & Location

FEES

  1. Membership Fee
  2. Booth/Stall Fees:
  1. Full Season
  2. Monthly
  3. Daily
  4. New Vendor Trial
  5. Special Markets
  1. Discount Package
  2. Vendor Identification/Badges
  3. Vendor Signs
  4. Refund Policy

VENDOR RESPONSIBILITIES

  1. Compliance
  2. Code of Conduct
  3. Government Regulations
  4. Payment of Fee
  5. Season Vendor Attendance
  6. Punctuality
  7. Late Arrivals
  1. Early Departures
  1. Products Quantities
  2. Displays
  3. Parking
  4. Conducting Business
  5. Pricing
  6. Farm Products Grades and Sales Act

FOOD SAFETY

  1. Refuse
  2. In-stall Storage
  3. Alcohol
  4. Smoking
  5. Live Animals
  6. American Currency
  7. Insurance

MARKET MANAGER RESPONSIBILTIES

  1. Rules and Regulations
  2. Collection of Fees
  3. Space Allocation
  4. Removal of Persons
  5. Community Table
  6. Musicians/Buskers
  7. Problem and Resolution

GIFT CERTIFICATES & MARKET DOLLARS

  1. Purchase
  2. Redemption

APPENDICES

  1. Appendix A List of the 2015BOARD/EXECUTIVE
  2. Appendix B Fee Schedule
  3. Appendix C Food Safety Guidelines
  4. Appendix D Glossary of Terms

PURPOSE OF THE HANDBOOK

  1. The purpose of this Vendors’ Handbook is to describe the organization and administration of the (name) Farmers’ Market (MARKET) and to detail the rules and regulations to be followed by the Executive, Vendors and staff of the market in order to create a friendly, stable and profitable environment.

ORGANIZATION

  1. Market. The name of the organization is the MARKET (Acronym of MARKET). The mission of the MARKETis to maintain a Farmers’ Market for the purpose of marketing local farm, agricultural and craft products and to improve production, stimulate public interest andincrease consumption of these products. The MARKET is therefore open strictly to local and bona fide producer-vendors; resellers are not eligible. All vendors must be members in good standing of the MARKET.
  2. Governance. The MARKET is governed by a(XX)membervolunteer BOARD/EXECUTIVEelected from the MARKET membership. See Appendix A for a list of BOARD/EXECUTIVEmembers. Board meetings are normally held DATE/TIME/FREQUENCY. Amendments to the Vendor’s Handbook may be made by the BOARD/EXECUTIVE at anytime, however such amendments shall not be in force or acted upon until approved by the voting members at a general or special meeting. Member concerns may be addressed personally at a board meeting providing 48 hours written notice prior to the meeting and is given to a BOARD/EXECUTIVEmember. All members are encouraged to attend.
  3. Management. The MARKET is managed and operated by a volunteer or paid Market Manager. The Market Manager and all other support activities shall be contracted by the BOARD/EXECUTIVE. The Market Manager is NOT a BOARD/EXECUTIVE member but attends board meetings to advise the board on issues relating to the promotion and operation of the market.
  4. Market Branding.
  5. Colours: The official colours of MARKET are:
  6. Motto/Mission Statement:
  7. Logo:

The MARKET logo, website, website content (including photos), Facebook Page and other intellectual property are the property of the MARKET. Use of the MARKET logo, contents (including photos) of the MARKET website and/or intellectual property shall only be used with written permission from the BOARD/EXECUTIVEor Market Manager.

MARKET LOCATION, SEASON, and DAYS

  1. Location. The MARKET is located at: ______
  1. Dates & Hours.

The market will operate from: DATES

Hours of Operation are from: TIME

Early closing as a result of safety concerns will be at the discretion of the BOARD/EXECUTIVE.

ELIGIBILITY FOR MEMBERSHIP

  1. Producers-only. Applicants for membership shall produce what they sell; resellers are not eligible for membership. All products offered for sale shall be grown or produced by the applying Vendor. The vendor is defined as the applicant or the applicant’s spouse, sibling, child, parent or domestic partner, or employee, or member of a provincially registered legal producer-based agricultural co-operative who assist substantially in the cultivation of the crops, or in the production of the agricultural, baking or craft product. The sale of items grown or produced by anyone other than the vendor, as defined above, shall not be permitted.
  2. Residency. Applicants shall reside in Ontario and grow or produce the goods within (XX)Km of YOUR LOCATION, Ontario. Exceptions may be made at the discretion of the BOARD/EXECUTIVE.

PRODUCT CATEGORIES

  • Agriculture
  • Baking/Processed
  • Arts and Crafts
  • Food Concession (FC)
  1. Agriculture/Producer. Products include, but are not limited to, fruit and vegetables, plants, shrubs, trees, flowers, honey, maple syrup, preserves, sauces, vinegar, meat, fish, poultry & eggs, soap, dried soup and other mixes, soils (black muck), manure, firewood, fleece, wool, fence posts, animal feed, grains, etc. Agricultural vendors may sell pre-packaged, individual servings for take-home, and a reasonable charge may be applied for small samples. Vendors must ensure that all returned products from off-site processing are their own.
  2. Baking/Processed. Products include, but are not limited to, breads, rolls, buns, muffins, cookies, fruit pies, cakes, pastries, meat pies, etc. All baked goods must be packaged at point of baking or point of sale. It is understood that not all ingredients in processed food can be obtained from a known local source, but the main ingredients of processed goods should be grown or produced in Ontario.
  3. Arts and Crafts. Arts and Crafts shall be hand-made by the vendor using as much local material as possible and his/her own skill, artistry and training to produce a new, unique and original product appropriate for the farmers’ market. Membership numbers in this category will be limited to no more than(XX)% of the total membership. The following factors will be closely assessed:
  • Craftsmanship and quality.
  • Creativity and originality of concept.
  • Value added to original or natural materials, as local as possible, used in the finished product.
  1. Food Concession.The goal of the MARKET is for Food Concession (FC) vendors to provide food that is of high quality, prepared by the vendor either on site or at home; using local products that offer customers a varied and interesting selection.

Food Concession Vendors;

  1. The number of Food Concession category members shall be a maximum (XX)% of the membership;
  2. The number of FC vendors at a market location, shall be determined by the space and hydro available and at the discretion of the BOARD/EXECUTIVE;
  3. Preference shall be given to premium products including food, drinks, and condiments;
  4. Vendors are to adhere to the rules and regulations in the current Vendor’s Handbook of Rules & Regulations;
  5. Hot and/or cold food shall be prepared by the vendor, on or off site, preferably from scratch;
  6. Food shall be “ready to eat” for consumption at the market or for takeout;
  7. Vendors shall only use high quality ingredients and purchase ingredients directly from MARKET members or sourced from local producers as much as possible;
  8. Vendors are encouraged to create drinks from a variety of ingredients on site. Water shall be the only thing sold in bottles in the Concession area of the Market;
  9. The Market Manager has the right to request that FC vendors provide proof of locally sourced ingredients ie. receipts, etc.;
  10. Only FCvendorsshall be allowed to sell out of regulated trailers during Market business hours.

OTHER VENDOR TYPES

(Approval at the discretion of the BOARD/EXECUTIVE or Market Manager)

  1. Restaurant, Hospitality and Tourism Vendors: These vendors are promoting a local service or attraction and may sell samples of their food or tickets to local events as long as it does not conflict with participating seasonal vendor products/services.
  1. Non Profit community Groups: FREE space provided for fundraising, promotional and educational community initiatives or events.
  1. Musician’s Buskers: FREE space provided to musicians to busker, sell and promote their music.

APPLICATION AND SELECTION PROCESS

  1. Vendor Agreement. All applicants for membership shall complete a “Vendor Agreement” form. This Agreement is made annually between the MARKET and the producer-vendor, who agree to enter into a contract for their mutual benefit and to set out the terms and conditions of their Agreement, as detailed in this Handbook. Signing of the Vendor Agreement confirms that the Vendors shall abide by the Rules and Regulations which were established to ensure a high quality, producer-based market, with a variety and balance of products, and to ensure fairness to all vendors. The Agreement also lists all the products approved by the BOARD/EXECUTIVE for sale by the vendor at the Market.
  1. In the event of the business changing ownership, it is deemed a breach of the “Vendor Agreement” and as such, the business shall loose seniority and shall require a new vendor application and products to be juried. The new owner shall retain the same location.
  2. Businesses transferred to immediate family members (definition for "immediate family" includes the spouse, great-grandparents, grandparents, parents, brothers, sisters, children, grandchildren, and great-grandchildren of the owner and his/her spouse. This also includes individuals for whom the owner is current legal guardian) shall maintain full membership status and remain at the same seniority level.
  3. A vendor may change product category, but shall conform to all rules pertaining to that category and shall be approved by the BOARD/EXECUTIVE.
  1. Vendor Conflict Resolution Process and Code of Conduct. Vendors will be required to sign a Vendor Conflict Resolution Process (VCRP) and Code of Conduct formprior to market attendance. Signing of the VCRP Agreement confirms that the vendor will abide by the MARKET code of conduct and be respectful of all vendors, the BOARD/EXECUTIVEand customers.
  1. Review & Jurying. The completed Vendor Agreement form is reviewed by the BOARD/EXECUTIVE, a designate or Market Manager. All products to be offered for sale shall be juried by the BOARD/EXECUTIVE, a designate or Market Manager to ensure they are indeed produced by the applicant, are produced within (XX)Km of the YOUR LOCATION, are of high quality and are compatible with the other products sold at the market. In the case of crafts, the following factors will be assessed:
  2. Craftsmanship and quality;
  3. Creativity and originality of concept;
  4. Value added to original or natural materials used in the finished product;
  5. Reasonable and fair pricing.

For returning members with new products, and new members, samples shall be presented well before market day. Disputes will be addressed by the BOARD/EXECUTIVE.

  1. Approval. The BOARD/EXECUTIVE, a designate or Market Managershall recommend acceptance or rejection of each Vendor Agreement and each product to be offered for sale and the results shall be submitted to the BOARD/EXECUTIVEfor final approval. The BOARD/EXECUTIVE reserves the right to refuse acceptance of any applicant or product that is not in keeping with the rules, regulations or standards of the MARKET. Applicants may ask the BOARD/EXECUTIVE to reconsider decisions made on their admission or products.
  1. New Products. If, after approval of original product lists, vendors wishing to sell items which fall into a different product category, or wish to add new products from the product(s) originally juried, they shall have these items juried and approved before they can be offered for sale, display or sampling. The original application shall be amended as required. A database shall be created for each vendor product list and shall be amended, with approval by the Executive.
  2. Seniority. Seniority within the MARKET is defined as a member in good standing, who has helped to build the MARKET by attending the market as a full season vendor (see Item (XX)in the Vendors’ Handbook) and paid stall fees by the stipulated due dates. Previous block or occasional vendors applying for full season status shall be granted seniority in the order that their membership application and payment are received (post marked date). New members applying to the MARKET requesting full season status shall be granted seniority in the order applications and payments are received and approved by the BOARD/EXECUTIVE.

There is one seniority list. Stalls that become available for various reasons, such as vendors leaving the market, shall be offered to all full season members and awarded to the interested member highest on the seniority list. If no existing members are interested in the stall space it would be offered to new full season members as they applied, or to block or occasional vendors in that order.

  1. Special Markets. Any Special Market (Christmas, Easter, etc.) may have its own application and selection process.

STALL ALLOCATION

  1. Space Limitations. Vendors are normally limited to a single booth/stall space. Vendors may apply for multiple spaces, but allocation depends on the space available at the time, and may be withdrawn at any time if the space is required for new vendors. Fruit and Vegetable Producers maybe given the option to priority locations for ease of accessibility.

*Additional stall space requirements shall be, at the discretion of the BOARD/EXECUTIVE, charged a percentage of the space taken.

  1. Sharing. Two Vendors may share a stall, provided that they meet the following criteria:
  2. Both shall hold individual memberships;
  3. Products of both shall be on display at all times;
  4. Their products are deemed compatible;
  5. Both vendors shall attend full time.
  1. Sub-letting. Vendors may not sell, sub-let or rent stall space to other vendors.
  1. Space Allocation and Location. For the summer season, booth/stall spaces are allocated in the following priority:
  1. Returning full-season vendors have the right of first refusal on their previous year's location, and first choice over other vendors below for a new booth if they wish to make a change;
  2. New full-season vendors;
  3. Partial season vendors; and
  4. Daily vendors on a first-come first-served basis on Market day.

FEES

  1. Membership Fee. The annual non-refundable membership fee is $XX.00.
  1. Booth/Stall Fees. Fees are based on the size and location of the booth/stall. Options available:
  1. Full Season: Fees are discounted around 25% from Daily Fees and payable in advance or in installments by post-dated cheques starting May 1.
  2. Monthly: Fees are payable once a month on or prior to the first Saturday of the month. Fees must be paid to the Market Manager prior to set-up.
  3. Daily: Fees are payable eachmarket day to the Market Manager prior to set-up.
  4. 4 Week Package (first time vendors ONLY) are payable in advance only.
  1. Discount Package. First-time vendors who wish to apply for the daily vendor category must apply for a special one-time-only “4-week package”. We believe that a new vendor needs fourconsecutive weeks to determine if the MARKET is suitable for his or her product and circumstances, and to be noticed by the regular customers of the market. This package offers four consecutive market days for the price of three. The total fee must be paid in advance and is not refundable.
  1. VendorIdentification/Badge. Each vendor must wear a MARKET identification badge available from the Market Manager. First badge is FREE and additional or lost badges are$XX.00 and are non-refundable.
  1. Vendor Signs. All vendors are required to display a sign indicating their business name.
  1. Refund Policy. Membership, daily booth/stall, discount package and badgesare non-refundable. The Season fee may be refundable for valid reasons, on approval by the BOARD/EXECUTIVE. Season vendors will be charged the Daily Fee rate for the market days they attended andare subject to a $50 administrative fee. Vendors are required to fill out a Refund Request Form outlining their reasons in detail.

VENDOR RESPONSIBILITIES

  1. Compliance. Vendors must make themselves aware of and fully comply with the MARKETVendor Handbook. Failure to do so may be grounds for termination of the Vendor Agreement and Membership. The Board reserves the right to appoint the Market Manager and/or members to visit a farm or workshop etc, to verify compliance. Compliance is the responsibility of the individual vendor and not the BOARD/EXECUTIVE.
  1. Code of Conduct. All vendors will be respectful to the BOARD/EXECUTIVE, Market Manager, volunteer members, fellow vendors and customers. All vendor issues, concerns or grievances will be directed to the MARKET Manager who will attempt to resolve the situation. If the situation cannot be resolved by the Market Manager the vendor will be requested to submit a detailed letter of complaint to the BOARD/EXECUTIVE. The BOARD/EXECUTIVEhas the authority to make the final decision on the outcome of the grievance and the penalties for non-compliance. All vendors are required to review and sign the Vendor Conflict Resolution Process and Code of Conduct document for submission with their vendor application and fees.
  1. Government Regulations. It is solely the vendors’ responsibility to make themselves aware of and comply with Municipal, Provincial and Federal Regulations regarding labeling, measures, health and safety, etc., for all products offered for sale at the Market. The MARKET will neither be responsible for advising vendors of these regulations nor for any dealings with government officials that may visit market for the purpose of conducting inspections.
  1. Payment of Fees. Payment of membership and Season fees must be received with the Vendor Agreement or the booth space will not be reserved. Monthly fees must be paid prior to the first market day of the month. Daily vendors must notify the Market Manager before market day and pay prior to set up. New Vendors must pay in advance and notify the Market Manager which consecutive Saturdays they will be attending.
  1. Seasonal Vendor Attendance. Season vendors receive a (XX)% discount for committing to attend the Market full-time, instead of on a daily basis, and are thus expected to attend personally 80% of the market season and to be present in their booth a minimum of 80% of the day.
  1. Punctuality. Late arrivals and early departures disrupt the market, annoy customers and can become a safety issue. Vendors who arrive late or leave early will first be warned in writing by the Market Manager on each occasion and, if they are late three times or depart early three times, will be required to explain to the BOARD/EXECUTIVEwhy their Vendor Agreement and Membership should not be terminated.
  1. Late Arrivals. Vendors will be considered late if they have not complied with all of the following by the designated opening time (see Article X):
  2. arrived at market;
  3. completed setting up their booth; and
  4. move their vehicle out of the customer areas. If a vendor has not arrived at market at least 15 minutes before opening time the Market Manager has the option to give the stall to another daily vendor for the day.
  1. Early Departures. Vendors must keep their booths/stalls open for the entire market day, and not begin to tear down before designated closing time. If the vendor must leave early because of exceptional circumstances notify the Market Manager. All vendors must leave the market area no later than (XX)minutes after the market closes.
  1. Product Quantities. Vendors must bring enough products to last for the entire day. Exceptions may be made for reasons of product supply beyond the control of the vendor; e.g. produce in season.
  1. Displays. Vendors are responsible for providing all display materials (displays, tables, chairs, etc), and setting up and tearing down any displays. The market does not provide vendors with tables or chairs. All booths should have an attractive and professional appearance, enhanced by good presentation and cleanliness.Vendors are encouraged to seek the advice and assistance of the Market Manager or check Farmers’ Markets Ontario (www.farmersmarketsontario.com) for tips and tools. The Market Manager may ask that unsightly or unsafe materials be removed. The MARKET accepts no responsibility for damage to or loss of these materials. All materials must be removed at the last day of the Market Season.
  1. Parking. Vendors may park temporarily at their stall space for unloading purposes, but must NOT leave engines running during this time. Vendors must remove their vehicles no later than 15 min. prior to the start of the market. Please park in vendor designated areas andleave prime parking spots clear for customer parking.
  1. Conducting Business. Vendors must remain in their own booths/stalls when selling. Sales must be conducted in an orderly and business-like way, and no shouting, calling out to passing customers, or other objectionable means of soliciting trade are permitted.
  1. Pricing. All items offered for sale must have prices prominently and clearly displayed. Vendors can’t sell below cost of production. Pricing should be fair to you, the customers and to your colleagues. Volume buying sales incentives such as “$2 each – 3 for $5” are permitted, but not incentives that present a flea market image; e.g. “Year-end Sale”, “Buy Two Get One Free” or “50% discount”.
  1. Farm Products Grades and Sales Act. Produce should be sold by units or legal containers, such as bushel, 4-liter basket, quart, etc. If your product is sold by weight, the scale has to be government inspected, with a valid sticker displayed. All produce should be correctly labeled and priced.

FOOD SAFETY