Farmers Market Vendor Application
1. Read ALL of the “2016-17 MT HOPE WINTER FARMERS MARKET POLICIES” (also below, in full)
2. All market applications are processed via Manage My Market, a Farmers Market Management software program. To apply to the market, you will have to first create a Manage My Market Vendor Profile, and you will then be able to complete our market application form. (Don’t worry too much about the detailed Product Category section of the Vendor Profile–just select the general categories of what you sell. The complete/detailed Product List that you need to include when you upload your paperwork is what’s most important.)
CLICK HERE to ACCESS the MANAGE MY MARKET WEBSITE LOGIN AND SUBMIT YOUR APPLICATION. (We recommend using the Chrome Internet Browser when creating your Manage My Market profile.)
3. Upload all of the required licenses/permits/product lists/documentation via the “Licenses” section of your Manage My Market account. PLEASE INCLUDE EXPIRATION DATES WHEN UPLOADING. Your application will be considered incomplete until you have uploaded this paperwork. (You may scan or take photos of your permits/licenses and save as jpgs or pdfs to upload to your profile.)
POLICIES & STANDARDS
2016-17 MOUNT HOPE WINTER FARMERS MARKET
We appreciate our vendors and our customers immensely, and work to create a supportive, fair, & enjoyable market environment that works for everyone. These Policies & Standards guarantee a level of quality that is expected by our customers, allow us to effectively manage logistics and administration, and help facilitate an overall successful market!
All participating vendor businesses are responsible for making sure that any employees or volunteers staffing the market on their behalf are fully trained on all market practices and policies!
SCHEDULE & ATTENDANCE:
- The market will be held Saturdays from 9:00am to 1:00pm in the Barn at Mount Hope Farm from October 29th 2016 through May 20th, 2017. There will be no market on November 26, the Saturday after Thanksgiving. Christmas Eve falls on a Saturday this year—we will be re-scheduling that market for a day earlier—on Friday, December 23th, most likely from 2-7pm. (Vendors will be notified of the final market time at least 4 weeks in advance.)
- Full-time Vendors must commit to attending all scheduled markets, or come to a predetermined agreement/schedule with the market manager. (Non-attendance at the market must be based on seasonal availability/suitability of product.)
- Rotating Vendors must come to a pre-determined schedule with the market manager, and commit to attending all scheduled markets.
- Fees will be due for all scheduled market dates, whether you are present at the market or not.
- Vendors must contact the market manager 48 hours prior to the market if they are unable to attend. A vendor is allowed two “excused absences” during the season—beyond that, vendors participation in the market may be terminated at the discretion of the market management.
- Vendors may arrive and begin setup by 7:45am, and must be setup by 8:50am and ready for sales to begin at 9:00am. Repeated, consistent lateness or in-attendance may result in suspension or expulsion from the market.
- Attendance is expected at the market every week, regardless of weather. If severe or dangerous weather is forecast, the market may be cancelled. The Market Manager will notify vendors by phone and/or email as far in advance as possible. (There is no fee-reimbursement for last-minute weather-related market cancellation.)
- All licenses, permits, sales tax information and other paperwork required for sales are the responsibility of the vendor. All paperwork must be submitted with your application.
- All vendors are required to have a Rhode Island Permit to Make Sales at Retail (Information may be found here: ri.gov/taxation/BAR) Depending on what they produce/sell, vendors must additionally carry appropriate licensing from the Rhode Island Department of Health.
- All vendors are required to carry general liability insurance covering their presence at the farmers market and submit (Some info on insurance from the Farmers Market Coalition may be found here: http://farmersmarketcoalition.org/wp-content/uploads/2013/10/Vendor_Insurance_Webinar_2011.pdf)
STALL SETUP & MANAGEMENT:
- Each full-stall vendor will be given a table space that is a minimum of 8 linear/’frontage’ feet wide and 6 feet deep. Half stall vendors will be given a table space that is a minimum of 4 linear/’frontage’ feet wide and 6 feet deep.
- Vendors are responsible for all equipment and supplies required for the setup of their booth (tables, scales, clothes, signs, bags, etc.) Refrigeration/cooling of product is the responsibility of the vendor.
- Vendors who give out samples must provide a receptacle for waste. Each vendor is responsible for leaving their table area free of trash and or any other materials at the end of the day.
- All Vendors are responsible for labeling their farm or business name and clearly displaying the price of all of their products. Vendors are also encouraged to provide information on their growing/production practices as well.
TOKEN SYSTEM/CUSTOMER PAYMENTS:
- All approved vendors agree to participate in and adhere to the Mount Hope Market token system. Vendors must accept tokens for services when appropriate and know the rules for what they can and cannot accept. Training will be provided.
- All eligible vendors selling meat, dairy, eggs, fruits, vegetables, baked goods, seeds, seedlings and edible plants are required to accept SNAP/EBT benefits. (NO hot prepared food, or non-food items, can be purchased with SNAP).
- All vendors selling fresh produce must be certified to accept WIC Benefits.
- Vendors are restricted to selling only those products listed on their application form. ANY additions must be pre-approved by the market manager. Vendors may be asked to stop selling any unapproved item at any time during a market.
- Vendors must display prices for all products.
- Fresh Produce, Eggs, Meat, Flower/Nursery, Honey, and Maple Syrup Vendors: 80% of what you sell must be grown on your own farm. 100% of the products you sell must be sourced from farms in MA or RI. You are required to display the farm and farm location of for all foods purchased locally for resale by you.
- The Mount Hope Market reserves the right to conduct site visits to the farms, kitchens, production or packing facilities of any market vendor–or to authorize a designated individual or entity representative to do so.
- Prepared & Processed Foods: All prepared foods must be made from scratch in RI or MA, in a licensed/commercial kitchen, and must include RI/MA-sourced ingredients when available. Local Ingredients/Sources should be listed. Vendors maybe asked to show receipts for local-ingredient purchases at any time. Food Trucks & Vendors of food for on-site consumption must sell at least one item with ingredients grown in New England, and name/display the ingredient and its source farm. (See full guidelines below) Vendors maybe asked to show receipts for local-ingredient purchases at any time.
- Sampling: Vendors that serve any food samples that are not prepackaged must comply with state laws and regulations related to food service.
- The Mount Hope Market does not discriminate against, otherwise unfairly treat, or refuse service to any customer, vendor, independent contractor, visitor, or participant based on such factors as race, sex, religion, sexual orientation, national origin, age, disability, income, or other protected class or characteristic established under any applicable federal state or local statute or ordinance. All vendors are expected to conduct themselves accordingly, and extend the same level of respect and non-discrimination to all customers of and visitors to the Mount Hope Farmers market.
- Vendors are prohibited from smoking within 50 feet of the market boundaries.
- Vendors who wish to pay the fee for the entire season up front will receive a discount, and pay $$650. Full payment must be received by Nov 4th to be eligible for the discounted rate.
- The market reserves the right to charge a penalty for any late payments, up to 20% of stall rental fees, and to withhold token redemption checks until market invoices are paid in full.
- FULL TIME VENDORS – Market Fee for 28 Weeks is $700, and due in 4 Installments:
- ■ $175 – Due Oct 29th
- ■ $175 – Due Dec 23rd
- ■ $175 – Due Feb 18th
- ■ $175 – Due April 8th
- REGULAR ROTATING VENDORS – $25/Week – To be prepaid in 4 Week installments for scheduled markets.
- OCCASIONAL VENDORS – $25/Week, due on the scheduled market date.
- BUSINESS INFO TABLE / FOR PROFIT – $15/Week, due on scheduled market date For promotion of your business – no sales of physical goods at the market
- FULL TIME VENDORS – Market Fee for 28 Weeks is $700, and due in 4 Installments:
- All vendors will be invoiced electronically for their installment payments once they are accepted and schedule is determined.
- All checks should be made out to Mount Hope Farm.
Please contact the Market Manager, Cassie Tharinger with questions or for further information: firstname.lastname@example.org or 401.474.4461.
• Additional Guidelines & Thoughts on Prepared Food & Food Processors
at the Mount Hope Market:
Although Mount Hope Market’s goal is to be first and foremost a growers/farmers market, we also fully support local & independent businesses that offer prepared/processed products, either for immediate consumption or to take home (Bread, Pastries, Cupcakes, Sandwiches, Soups, Coffee, Granola, etc.)
Since it is of course impossible for some food processing vendors (bakeries, coffee roasters, granola, etc.) to access 100% regionally grown ingredients (we just don’t have the grain fields, coffee-growing-climate, etc. in the northeast–yet!) food processing/preparing vendors are not required to source 100% of their ingredients locally, as we want to offer our customers the service and convenience of purchasing these high-quality prepared foods while at the market. We require that their items be produced or processed locally from scratch with high-quality ingredients, and we encourage the use of regionally sourced ingredients whenever possible.
For prepared food vendors selling solely for on-site consumption, vendors are required to utilize (and advertise at the market) at least one locally/regionally-sourced ingredient in their menus when selling at the market. Mount Hope Market will encourage the use of as much local sourcing as possible from these prepared food vendors, and will help direct/guide them to sources of locally grown and produced ingredients. In the selection of on-site-consumption prepared-food vendors, preference will be given to vendors who source high-quality and local ingredients. Admission of these ready-to-eat prepared food vendors to the market, as with all other vendors, will be at the discretion of the Market Manager and Mount Hope Farm, and Market Management will strive to create a well balanced range of product offerings. The market management may ask on-site-consumption prepared food vendors to refrain from offering certain items at the market if they feel it will overly compete with items sold by an existing producer/grower.