Rules and Guidelines 2012 Season Market Location: Liberty Square Parking Lot 1421 North Meadowwood Lane Liberty Lake, WA 99019 Membership Fees: $300 For the 2012 season a stall fee or percentage of sales will not be charged. Multiple stall fee: vendors requiring an additional stall space will have a $100 fee per additional space. Electricity fee: Vendors requiring the use of electricity will need to follow the instructions listed under “Membership Guidelines”. An additional fee of $50 will be charged. All fees must be paid before the vendor sells at the market. The criteria for Vendor selection follows: 1) We prioritize applicants who: -complete the full application -submit their application by the deadline -have a high quality product -have a history of compliance with market operating guidelines (for return Vendors) -are positive business partners (for return Vendors) -deliver excellent customer service 2) The Liberty Lake Farmers Market is not bound to apply a particular set of selection criteria in every instance and reserves unconditional discretion to accept or refuse any application. The application review committee will make a decision and communicate with all applicants who meet the March 30th submission deadline by April 15th. Successful applicants will then be billed and are required to pay the Market fees (only exceptions are community groups, musicians, and youth vendors) and attend the pre-season Vendor meeting. The fees are due on or before the pre-season meeting. Liberty Lake Farmers Market management reserves the right to accept new vendors into the market based on availability of space and type of product. Participants shall obtain approval from management before introducing any new product to the market. No one vendor will get an exclusive right to sell a particular product. Membership Requirements For membership to be granted the Market must receive a completed application with required documents and fees. All vendors are subject to final approval after the start of the Market. Each Vendor (excluding community groups, musicians and youth vendors) is required to have a Washington state UBI tax number (for reporting sales tax). The City of Liberty Lake will not require a business license unless you are conducting business outside the city in addition to the Market (or unless you are serving ready-to-eat foods). Each Vendor will be required to give a weekly sales total to the Market, on a form provided by the Market manager. The total sales numbers are used to measure the Market’s growth and better represent the Market to outside entities. These totals will be for Market use only. The information may be used (without Vendor identity) in grant applications for funds to support the success of the Market. Liberty Lake Farmers Market reserves the right to do a sales audit. Failure to report accurate weekly totals will be grounds for termination of your Market membership. There is no refund of fees paid if your Market membership is terminated for inaccurately reporting sales. Presentation/Display: Vendors must present an attractive display. We recommend full length table cloths to hide ice-chests, boxes, additional product, etc. Spaces and the surrounding area must be kept clean during and after the event. When any booth covering or canopy is used, it must be an “EZ-UP” type canopy in clean, working condition. Each Vendor must have signage at their booth with their Vendor name easily read by the customers. All signs must be professional. Signage is subject to Market manager approval. Signage is to include: Vendor Identification: Each booth space must prominently display a sign clearly identifying the farm or business by name and the location of the farm or business. Prices: All items for sale must be clearly marked with their retail price. Prices may be posted on the product with an individual sign or posted as a list of prices on a large sign or board. NOTE: Only approved items listed on the application shall be sold. Vendors wishing to sell additional items or make changes must file a written addendum with Liberty Lake Farmer’s Market management at least 7 days prior to the Market at which they wish to sell the items. Upon acceptance from management, vendor may sell the approved item(s). Liberty Lake Farmers Market reserves the right to “spot check” vendors to ensure compliance. Vendor Categories At the time the Vendor application is accepted all Vendors will be classified by Vendor category, this will establish priority for space and location. There will be a preference given to Farmer Vendors. The Market will encourage a wide range of Vendors. Member classifications will be as follows: Farmers: Persons who are selling farm produce (vegetables, plants, flowers, and herbs) grown on their own local farm in the state of Washington or in counties that border Washington. Farmer members may be allowed limited reselling of produce and farm products from regional farmers of products not in season or available locally. See below for specific reselling rules. The farmer classification extends to persons selling honey, meat, eggs, and dairy products from their own farm and packaged appropriately. These persons shall possess and maintain all permits required for selling these products and must abide by health department regulations. This category may also include someone who processes produce grown on their own property into a value added product such as jams, cider, salsa, or wine. Processors: Persons or entities selling fresh food products that they have produced themselves. Examples of processed food items are: bread, salsa, jams, candy, dried herbs, smoked or butcher meats, pastries, etc. The product has been personally prepared on property they own, rent or lease. All processors must meet all federal, state, and county health requirements. All appropriate permits and licenses (or a copy thereof) shall be displayed whenever a processor is selling at the Market. Processors must produce their products in Washington or in counties which border the State of Washington. Processed food products should use Washington ingredients as much as possible.
Prepared Food Vendors: Persons who offer freshly made foods, available for sale and immediate consumption. Prepared Food Vendors shall possess and maintain all required state, county and local permits. Prepared Food Vendors should use Washington ingredients as much as possible.
Crafters: Persons selling quality craft items they made themselves. A majority of the tools and equipment used by the crafter to produce their products must require skills, personal handling and/or guidance by the crafter. Soaps, lotions, and other similar body care items will be considered craft items. Crafters should incorporate materials produced in Washington as much as possible. Crafters must create their craft products in Washington, or in counties which border the State of Washington. Reselling a previously manufactured craft item will not be allowed. We will not accept applications from those who are distributors of overseas items, commercial resellers, or those who are considered home based businesses (for example: Mary Kay, Cookie Lee or Usborne Books). We also will not allow sales of collections, or any product that makes claims to diagnose, prevent, treat, or cure a specific disease. All craft items are juried by the application review committee once a craft application is received.
Youth Vendors: Any Vendor that fits into one of the above Vendor classifications and is under 18 years of age. Such a Vendor will be required to abide by all member guidelines but will be exempt from fees.
Community Groups: The Market is proud to be a resource to community based non-profit and community groups. Space is held for groups in keeping with the nature of the Market- educational, local, and food type information. Each community group will be reviewed for appropriateness. Community Groups may provide information on the work they do and services they offer in the community, and may inform the community on how they can be involved. Community Groups cannot engage in campaigning or selling (unless a Market allowed product and approved by Market management). They can sell tickets and announce events. Community Groups will be allowed to have a booth at the Market on a space available basis. There is no charge, but the community group is required to bring their own canopy and table. Musicians: The Market strives to create an enjoyable environment and festive atmosphere that will build community. The Market hires musicians for every Market day. Tables and chairs are provided as Market goers enjoy taking a break from shopping to sit and relax or catch up with friends and neighbors. Musicians must complete an application and submit a demo CD for review. The Market strives to offer a variety of musicians and music styles and chooses musicians accordingly. Musicians are paid $100 per full Market day and are encouraged to have a tasteful tip collection container. Our intent with music is to provide visibility for local artists and to add ambiance to the Market experience for our customers. The on-site Market Manager will monitor volume and lyrical content for appropriateness. The Market management reserves the right to prohibit the sale of any product it considers objectionable or otherwise not in the best interests of the Market as a whole. Member Guidelines In order to promote the Liberty Lake community and surrounding areas all persons involved with the Market shall behave in a professional and polite manner which fosters a sense of “Market community” and a spirit of cooperative involvement. All Vendors are expected to follow the simple operational policies and staff instructions: It is the vendor’s responsibility to notify Liberty Lake Farmers Market in writing of any changes of mailing address or other contact information. Management: The day to day management of the Market rests with the Market Manager. Each member shall respect the authority and responsibility of the manager to make management and operational decisions. The failure to respect the position and authority of the Market Manager shall be grounds for dismissal from the Market. The Market Manager has the responsibility to act in the best interest of the “Market” as a whole and not those of an individual member. Set Up: Set up begins no sooner than 7:00am. All set up must be complete and vehicles must be out of the Market by 15 minutes before the Market opens. Vendors should off-load their packed products and supplies in their space, park their vehicles, and then return to unpack their product and set up the booth space. The reverse should be true for load out. Bring your own table, chairs and canopies. (Stall size is 10x10, Vendors requiring 2 stall spaces will be charged an additional fee.) All vendors who wish to erect canopies (including umbrellas) on the Farmers Market site during a normal period of market operations, including the set up and break down period, are required to have their canopies sufficiently and safely anchored to the ground from the time their canopy is put up to the time it is taken down. Any vendor who fails to properly anchor his or her canopy will not be allowed to sell at the Farmers Market on that market day, unless that vendor chooses to take down and stow their canopy and sell without it. Each canopy leg must have no less than 24 lbs (pounds) anchoring each leg. Vendors who fail to enforce this shall pay a $1,000.00 deductible for any damage that may occur due to rogue or improperly staked vendor canopies. You must be punctual and ready for the Market opening. Vendors will have one hour to pack up and leave after the close of the Market. Electricity: Limited electrical connections will be available. The fee for the use of electrical connections will be $50 for the season. Vendors requesting the use of Electricity will fill out an Electrical Request Form to be submitted to the Liberty Square building owner before permission to use electricity will be granted. Vendors are responsible to provide their own outdoor extension cords and mats to cover any and all portions of the cord that lie in any area utilized by market customers. Scales: Scales must be in compliance with the Dept. of Weight and Measures. Scales are sealed, calibrated and tagged annually. Only certified scales are permitted in the market. Scales must be in plain sight of the consumer. Space assignment: The Market manager assigns spaces to vendors as they arrive at the Market. The same space each Market day this is not guaranteed. Management reserves the right to relocate vendors and/or re-assign spaces at Liberty their discretion in an effort to produce an excellent event. Market Day: If the Vendor sells out of their product before the end of Market day, the Vendor booth must stay intact until the end of Market. The Vendor may choose to leave and return at end of Market day to pack up their booth. Inclement weather will happen. If a Vendor is signed up and at the Market in such conditions and they feel they need to leave, the same policy applies. The Vendor booth must stay intact. No trace: Leave your space clean and tidy. Pack out everything you brought. It is not permitted to leave any garbage on site. Any illegal dumping will be grounds for instant expulsion. All vendors must haul out their trash at the end of the Market day for disposal at their own business location. Garbage cans provided on site are NOT for vendor use. On-site trash receptacles are for customer use only. No Pets: Vendors are not allowed to bring pets to the Market. This is an insurance requirement; exceptions will be made only by Market manager approval and only based on medical requirement for a disability. No smoking: Vendors are not allowed to smoke in the Market area at any time. Parking: Designated Vendor parking will be provided and you will be required to park in these areas. Restrooms: Restrooms are available in the Liberty Square building. Water: Non-potable water is not available for use for securing vendor canopies. Cooperation: We require considerate, polite, common sense and friendly cooperation. You are required to respect the authority of the Market Manager and the rights of the other members of the Market. Do not extend beyond your space or block your neighbor. Organic Labeling: The Liberty Lake Farmers Market encourages the availability of organic produce and products at the Market that increase the public awareness of the benefits of organic farming. At the same time we want customers to rely on the product claims made by the Vendor. Use of the “Organic” designation shall be restricted in the Market as follows: “Certified Organic”: This designation may only be used by Vendors who have been certified as “organic” by the state in which their farm is located. The Vendor must provide a copy of current organic certification to the Market manager with the completed application. Certificate (or copy thereof) must be displayed in the Vendor’s stall. “Organic”: Only farmers who certify to the Market manager that their products have been organically grown and/or produced and that they are exempt from the organic certification process by the state may use this designation. Logo: Market participants may not use the Market logo without permission. During the Market season permission to use the logo will generally be granted. Health Requirements: Vendors are required to adhere to all requirements of the local health district. It is Vendor responsibility to know, understand and comply with health district requirements. An informational sheet about the licenses and permits required to sell at farmers markets in Spokane County is available at the Market’s website or by request. Produce Reselling: The re-selling of produce is allowed only under the following limited circumstances: 1. The produce to be resold is not in season locally and is not available from a farmer within 100 miles of the Market. 2. The produce to be resold is acquired by a Market “Farmer” member from a regional farm (eastern Oregon, eastern Washington, Idaho, southern BC or western Montana). 3. The “Farmer” member that is reselling produce (as allowed herein) shall ensure to the Market manager in the weekly sales reporting that the total sales volume of resold produce does not exceed the sales volume of produce from their own farm. The Market manager shall have the authority to restrict or limit the reselling of produce to ensure compliance with the standard and/or on a determination that it is in the best interests of the Market. 4. The re-sold produce is clearly marked at the point of sale. 5. The Market manager is notified not later than the Wednesday prior to Market day of the specific farm produce to be resold and concurs that the above requirements have been met. 6. The Market manager has sole discretion to decline the reselling of farm produce and the violation of this rule is grounds for expulsion from the Market. 7. The balance of volume sold that is grown on-farm vs. resold will be assessed on a monthly basis, with the exception of May. Craft Reselling: The reselling of previously manufactured crafts is not permitted in the Market. Craft Vendors must sell items made by themselves or their immediate family. Cancellation Policies Vendors not able to attend a reserved Market date are required to call or E-mail the Market staff with as much notice as possible. Do not tell the Market manager on-site as they are extremely busy and your message may not make it back to the office. E-mails sent after noon on Friday will not be received until Monday. Please leave a message at (509) 879-4965 if you are calling after noon on Friday. Vendors who cancel their space without appropriate notice or by not showing up at Market will receive a written warning. Three such occurrences will constitute grounds for removal from participation in the Market. No refunds of fees will be given when a vendor is removed due to rules violations. Tips for Vendors What to Bring: 10 x 10’ EZ UP Canopy and weights Stall structure- tables, table coverings, etc. Display containers for your product Plastic and paper bags Cash box, and extra change Misc. display items, sign making materials including chalk, paper, card board, scissors, tape, pens, bags, price tags, pocket knife, duct tape. Check out items- pencils, pens, calculator, notepad to record notes, Signs-1) large sign or banner, 2) individual product names and prices alongside of the items, how the item is sold (weight, piece, quantity) Business cards Personal comfort items- weather gear, gloves, hats, rain gear, and drinking water Staff Contact Information Mailing Address: Liberty Lake Farmers Market c/o Greenstone Corporation 1421 N. Meadowwood Lane, Ste 200 Liberty Lake, WA 99019 Phone number: 509-879-4965 E-mail: marketmanager@llfarmersmarket.com |
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