Vendor Policies & Standards
2017 MOUNT HOPE FARMERS MARKET – POLICIES & STANDARDS
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 indoor market will be held Saturdays from 9 am to 12:30 pm in the Barn at Mount Hope Farm from November 4, 2017 through May 5, 2018. The market will move outdoors on May 12, 2018.
- 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 are 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 8:30am, and must be finished
with setup by 8:55am and ready for sales to begin at 9:00am. Repeated,
consistent lateness or non-attendance may result in suspension or
expulsion from the market.
- We are a rain or shine market, and 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
- 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)
MARKET RENT & FEES:
- There is a $50 Application & Participation Fee DUE AT TIME OF
APPLICATION – Payment will be held until acceptance decisions have been
made, and if a vendor is not accepted into the market, payment will be
voided. (This fee goes towards market administration/management overhead
- MARKET RENT PAYMENTS will be invoiced electronically through Mount Hope Farm.
- 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.
- 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.
STALL SETUP & MANAGEMENT:
- Each vendor will be given a specific area. Vendors are responsible
for all equipment and supplies required for the setup of their booth
(tables, tents, scales, chairs, signs, bags, etc.) Refrigeration/cooling
is the responsibility of the vendor.
- Tent weights and/or stakes are required at every stall. (for the outdoor market only)
- 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 goods when
appropriate, and are responsible for knowing 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. Vendors are required to display the source farm and its location for all product purchased locally for resale at the market.
- 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
- 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.
Please contact the Market Manager, Katie Blais with questions or for further information: firstname.lastname@example.org or 401.254.1745.
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