AFM Rules & Guidelines – Vendor Contract

Anacortes Farmers Market 2019 Vendor Rules & Guidelines

Qualifications for Vendors in the Anacortes Farmers’ Market Vendor Group are:

  • All new and renewing vendors must execute the application/contract for new and renewing vendors.
  • All new and renewing vendors that sign up to vend at 6 or more markets must pay an annual registration fee ($50).
  • All vendors must have a UBI number issued by the state in order to sell products at the Anacortes Farmers Market (AFM). Vendors may be required to show a copy of their UBI document to the market manager prior to vending.
  • Vendors must have applicable health department permits.
  • Vendors must operate in Skagit County or in one of the surrounding counties – Whatcom, Snohomish, Island, San Juan, Chelan, and Okanogan.
  • Vendors must provide timely payment of all fees.

Vendors must agree to hold the AFM harmless for the member’s conduct and to indemnify the AFM for losses due to the member’s conduct.

  • Vendors must agree that they have received read and understood these rules and guidelines. By submitting this application, you give your consent.
  • An incomplete application may result in a delay or rejection of the application. Falsifying information is unacceptable and will result in a ban from market.
  • New Vendors only: payment of non-refundable application fee (nonrefundable) must be received in full before the application can be reviewed.

 

Non-profits and junior vendors must follow market rules and guidelines, but do not pay fees.

**FEES – 2019 Summer Season***

Regular (registered) vendors attend 6 or more markets during the season and pay an annual registration fee.
 Regular vendors have two options to pay booth fees. Vendors who pre-pay for either a whole or half season get a $5 discount on their weekly booth rate.

 

  • pre-pay for a “half” season (13 markets) or for a “whole” season (up to 26 markets) = booth fee is $30/week
  • pay weekly at market = booth fee is $35/week

 

Registration is non-refundable and must be paid before first market attended. Pre-paid booth fees are non-refundable but may be applied as credit to future market dates or market merchandise.
Drop-in vendors attend 5 or fewer markets during the main season. Drop in vendors do not have to pay an initial registration fee but pay a higher rate for booth fees.

 

  • pay weekly at market = booth fee is $45/week


 

If you register as a “drop in” vendor but end up vending at 6 or more markets, you will become a “regular” vendor and will have the option to either pre-pay or pay weekly at regular vendor rate.

PAYMENT OF FEES:
The AFM offers accounting services via QuickBooks. An invoice for any fee may be issued upon request. This gives you the extra option of paying fees online via credit card or banking deposit. If you choose to pay weekly via cash, check, or credit card you will receive a sales receipt following once your fee is processed. AFM may issue invoices as needed to track and collect any outstanding fees.

OPERATING DATES AND TIMES:


2019 Summer Season: The summer market season starts on May 4, 2019 and ends October 26, 2019; markets are held weekly on Saturdays. The market uses the Depot plaza and the street in front of the Depot. Hours are 9am-2pm (6am-4pm including set up and breakdown).
2019 Holiday Market: Holiday Market is a special market held the weekend (Saturday and Sunday) prior to Thanksgiving. Holiday Market is held at the Port Building on Commercial Ave and is open only to registered, regularly attending vendors and is a separate contract. This is a requirement and not a guarantee of acceptance. Hours are 10am-4pm both days (8am – 6pm including set up and break down).
2020 Winter Market: The winter market season goes from January to April inside the Depot building; markets are held monthly on the 2nd Saturday of each month. Spaces are small (approx. 6’x4’) and limited in number. If weather allows, vendors may set up a full 10’x10’ canopy outside on the Depot plaza for the same fee ($25/week). Hours are 9am-2pm (6am-4pm including set up and breakdown).

An annual vendor meeting is planned for March or April.

LOCATION:
The market is held in the plaza area immediately surrounding the Depot Arts Center, and in the indented parking area west of the Depot. There are no permanent structures for the market. The market does not provide any other equipment for vendors. The winter markets are held indoors at the Depot Arts Center, and outdoors weather permitting. The holiday market is held at the Port Building.

MARKET ORGANIZATION:
The market is governed by the Anacortes Farmers Market Board of Directors. The Market Manager is responsible for daily operation of the market, in conjunction with an assistant manager and/or volunteers.  A Market Information Booth is centrally located at the market, where any current marketing or advertising items specific to the market will be available. The Market Manager reserves the right to accept only vendors who are in compliance with these rules.


VENDOR CLASSIFICATIONS:

 

  • 
FARMERS: One who raises produce, plants or botanicals, or animals, which they sell at the market, on land they own, lease or rent, in Skagit County and bordering counties. The definition of Farmer may also include someone who processes produce, fruit, berries, botanicals, meats, honey, etc., which is grown, raised, or harvested on their own, leased or rented property in Skagit County or border counties and then turned into value added product(s) such as jams, cider, salsa, vinegars, alcoholic beverages (*), essential oils or any other botanical use. It may also include Farmers who raise the basic ingredient(s) of a product, but who must send it out for fundamental processing, either within Skagit County or border counties, before creating the value added product. Such Vendors might include those Farmers selling certain essential oils, smoked meats or fish, etc.  This excludes Resellers or those who might work on, or manage a corporately owned farm and have permission to dispose of surplus product.  Farmers may sell no more than 25% from a farm other than their own, but “buying in” produce is not allowed if another farmer is growing the same product.  Wild harvested produce, such as mushrooms, is allowed to be resold.
  • RESELLERS:  The AFM does not allow Resellers. See “Exclusions”.
  • PROCESSORS: One who sells foods that they have personally prepared or processed on property that they own, lease, or rent in Skagit County or border counties. Processors are persons offering fresh food products (such as meats, seafood, ciders, wines, baked goods, jams, nuts, etc.) that have added value to their product through some sort of “hands-on” processing (e.g., hand-filleted fish, smoked or butchered meats, handmade candies/nuts, etc.), but have not raised the ingredients themselves. All Processors must meet all Federal, State, County and local Health Department requirements. All appropriate permits and licenses must be submitted and filed with the Market Manager. Processors must produce their products in Skagit County or in the border counties. Processed food producers should use ingredients from Washington State farms or waters as much as possible, and Market Manager should give stall preference to those Processors who use ingredients from Washington State farms or waters.
  • SEAFOODS: In the case of seafood vendors, the product must originate from the greater Pacific Northwest, which includes Washington, Oregon, Alaska and British Columbia.
  • ALCOHOLIC BEVERAGES: Alcoholic beverages (wine and cider) must be made entirely from ingredients grown in Washington, or from grapes grown in a recognized Washington appellation, except for certain additives required for processing, but which cannot be produced in the State of Washington, not amounting to more than 5% of the total volume of the beverage.
  • PREPARED FOOD VENDORS: Prepared Food vendors offer freshly made foods, available for sale and immediate consumption on-site at the market. Prepared Food vendors shall submit and also possess and maintain all required State, County, and local Health Department permits. All appropriate permits and licenses shall be filed with the management of the market. Prepared Food vendors should use ingredients produced in Washington State as much as possible. Further, when selecting Prepared Food vendors, the Market Manger is encouraged to provide a good variety of healthy foods and to give preference to those vendors using ingredients produced in Washington State only. Due to space and power constraints and other logistical issues we cannot accept food trucks in to the Summer Season markets at this time.
  • ARTISANS/CRAFTERS: One who creates with their own hands the products they offer for sale at the market. To qualify as an Artisan/Crafter, a majority of the tools and equipment used to produce their products must require skill, personal handling and/or manipulation. Artisans/Crafters should incorporate materials grown or produced in Washington State as much as possible and create their products in Skagit County or border counties only. The Market Manager should give priority to those Artisan/Crafter vendors who use materials from Washington State.
  • SERVICE PROVIDERS: One who provides a service rather than a tangible product. These include massage, knife sharpening, fortune telling, face painting etc.

 

EXCLUSIONS: 

The MARKET will not allow the following:

 

  • Second Hand Items (Exception: Those vendors who take a second hand item and recycle that item intended for a new use);
  • Franchises: Those who have entered into an agreement or received a license to sell a company’s products and/or use a company’s packaging, logo, ingredients, and/or marketing tools under that license or any franchise agreement;
  • Commercial or Imported Items;
  • Non-Owner Operated Businesses: Only those businesses that are operated and controlled by their Washington State-based owners (or direct employees) are permitted at the market; and
  • Out-of-State Processing: All processed products sold at the market must be processed within Skagit County or border counties.

 

MARKET SET-UP:
The goal of space assignment is to achieve a harmonious, attractive and inviting display of the vendors’ products. Location of vendors is determined primarily based on seniority, with the most senior market vendors being given preference in selection of selling space – however other factors can be taken into consideration when assigning spaces. The Market Manager is responsible for space assignment. Vendors participating regularly may have their space assigned for the season, with the understanding that they may be assigned a different space during any given market if necessary for logistics, to adjust to unforeseen circumstances, or any other reason at the discretion of the Market Manager. Vendors participating infrequently, irregularly or without prior notice cannot be assigned a “permanent” space. Every attempt will be made to accommodate the preferences of the vendors, but specific accommodations cannot be absolutely guaranteed.

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 25 lbs. anchoring each leg. Fifty pounds for umbrellas.  If weights are not positioned by 9am, weights may be assigned to the vendor for $10 each.  Rule intent: Member Markets, under the WSFMA Liability Insurance Policy, who fail to enforce this, shall pay a $1000 deductible for any damage that may occur due to rogue or improperly secured vendor canopies.

Set-up time is from about 6:00 AM to 8:45 AM during the summer market season. All vendor vehicles should be out of the market area by 8:15 AM. Vendors arriving after 8:15 AM may have their space reassigned for the day.

All display tables, products & signage must remain inside each 10′x10′ space.  Rule intent:  Signage, displays, etc. outside of your space could become a tripping hazard or block customers from your neighbor’s space.

The market closes at 2:00 PM. Vendors must not start to pack up or leave prior to close of the market. No vehicles allowed in market area until 2:10 or until area is clear of customers. If you run out of product prior to the close of the market, please notify the market manager. Vendors are asked to be out of the market area by 4pm. Rule intent: This is the end of market hours and insurance coverage. Also, other renters of the Depot facility have use of the area at 4pm.

Parking in front of the market is reserved for customers. Vendors must park south of the north end of the Preston snag boat and north of 6th St. Vendors can park behind the Depot area on Market Street.  Do not park on the plaza bricks unless given prior permission.  See market manager for map.

Electricity is in very limited supply. Dependence on electric access limits placement at market and limited plugs/wattage are available. There is currently no fee for plugging in. Dependence on water access may also limit access.

The Depot has Wi-Fi but it is public and not under the control of the market. We cannot be responsible for Wi-Fi access problems.

FARM INSPECTIONS:
The Anacortes Farmers’ Market reserves the right to visit the farms of growers to confirm that the products brought to the market are their own products. Such visits will be set up at least 24 hours in advance. The same type of visit can be extended to the production site(s) of producers and crafters if a question should arise regarding the origin of merchandise offered for sale.

SELLING TIME: Selling shall begin at 9:00 AM and not before. A bell will be rung to indicate the opening of the market.
Shot-gun Starts: A few days during the season coincide with Anacortes street fairs and other events. On these days we allow selling before 9am. Shot-gun starts will always be announced before market opens. Specially arranged, one time pick-ups or drop-offs are ok.


NOTICE OF NON-PARTICIPATION (Cancellations):
 The market has a substantial waiting list of vendors wishing to participate and the Market Manager needs as much lead time as possible to contact a substitute vendor. You must notify the Manager by 6 p.m. the Thursday before the Saturday’s absence. Cancel after this time and the vendor will be required to pay the booth fee for the missed day. Rule intent: A full and vibrant market is in all vendors’ interest
. No-Shows: If you miss the deadline Thursday cancellation – you still need to notify the Market Manager as soon as possible. If you do not give any prior notice of cancellation, AFM may take action such as: loss of regular space at market, removal from Holiday Market, or permanent ejection from the market. See noncompliance policy below.

SPACE CLEAN UP: All vendors are responsible for cleaning up all litter and debris from their space. A broom and dustpan are available inside the blue storage container. Do not leave grease spots, ice, vegetables, produce, trash, etc. on the ground. A ground cover may be required. Being a good neighbor is important to us – we want to ensure the whole area is clean and tidy for the neighborhood residents, visitors and other renters of the space.

CONDUCT OF BUSINESS:

 

  • Vendors are prohibited from drinking and smoking inside the market area.  Please do not smoke within 25 feet of the market.
  • Vendors shall not play amplified music.  For a vendor whose product consists of/or includes taped music of their performance, the sound level should be such that it cannot be heard outside their space.
  • “Hawking” of products by vendors is not permitted (this includes walking around with samples)
  • Political or religious campaigning is not permitted.

 

2019 Anacortes Farmers Market Non-Compliance Policy
The AFM is a market with up to 100 vendors and up to 3000 daily visitors.
It is of the utmost importance that the rules be followed – for the safety and fairness for everyone involved. It is within the sole discretion of Anacortes Farmers Market to determine if a vendor has violated any rule that breaks a law, city provision, WSFMA guidelines or undermines the smooth operation of the market. Such violations may include, but are not limited to:

 

  • Arriving late
  • No call/no show
  • Parking in unauthorized areas
  • Packing and/or leaving before close of market (unless given explicit permission)
  • Harassment, inappropriate conduct, or discrimination of any kind
  • Violation of required health or safety laws
  • Disposing of excess trash in market garbage receptacles (use dumpster)
  • Not affixing required 25lb weights on each canopy leg (or 50 lb weights to umbrella leg)
  • Hawking – includes walking around with samples
  • Selling inappropriate or disallowed products
  • Signage or display outside your designated booth space (no A-boards)
  • Vending outside of market hours/when market is closed
  • Failing to follow vendor regulations and guidelines

 

Absolutely NO DRUGS or ALCOHOL are to be consumed on premises during operating hours. Smoking within or within 25 feet of market property during operating hours (6am-4pm) is prohibited. Such failure will result in:

 

  • 1st Offense – Written warning
  • 2nd Offense – $25 Fine
  • 3rd Offense – Expulsion from the market for remainder of the season (no refunds given)

 

Employers: Your employees are an extension of you. A violation given to an employee applies to you and your business.


EBT/DEBIT/CREDIT: The market has been approved for the EBT/Debit/Credit Program offered by the USDA & WSFMA. All food vendors who fit into the USDA categories of food vendors must accept EBT food stamp tokens. The market will also offer the service of a Debit/Credit Card Token. All vendors may accept these. The Debit/Credit Card Program is a service to the market Vendors. A Debit/Credit fee in the amount of 4% will be deducted from the total amount returned by the vendor. The AFM now uses and prefers direct deposit for reimbursement of these funds; although paper checks can be issued upon request.

The Anacortes Farmers Market operates under the Bylaws of the Anacortes Farmers Market 501(c)(3).

AFM Severe Weather Protocol – Market Closure or Cancellation
Updated 2019

SAFETY is PARAMOUNT! The AFM is open rain or shine but may cancelled or close down if severe weather or other local emergency significantly impairs the operation of market, or if safety becomes an issue.  This protocol describes this uncommon situation.

SEVERE WEATHER: Storms with lightning strikes may be cause for cancellation and/or closure. (Reason: canopies are tall metal structures), and/or high winds wherein canopies are collapsing, taking flight or presenting any other dangers caused by falling or airborne objects. Storms where icy conditions or freezing weather (Reason: these can create a trip or slip hazard for vendors and customers) may also be cause for cancellation and/or closure.

Vendors are NOT allowed to vend if the market is cancelled or after market is closed. For insurance and liability reasons we cannot remain open in unsafe conditions or give the appearance of being open and/or doing business once the market has closed.

NOTIFICATION:

Market in Progress: You will be individually informed of the market’s closure. Take down very carefully! This is the most at-risk time for flying canopies. Group together with your neighbors and help each other (one person on each leg while removing weights).  If you ever feel uncomfortable or unsafe due to weather conditions while the market is in progress, immediately inform the market manager. 
In rare cases, management may require (or allow) vendors (such as those with unsafe structures, easily damaged or delicate products, etc.) to leave market with minimal disruption. These decisions will be made on a case by case basis are the exception not the rule.
If you have special deliveries or pre-arranged pick-ups you may wait in your vehicle or make arrangements with the manager to wait inside the Depot gallery. The greater indoor Depot space is not available as a back-up vending area as it must be booked in advance.

Before-Market Cancellation: Weather forecasts are monitored carefully. If it is determined severe weather is likely to present an unacceptable risk to vendor or customer safety, the market will be cancelled. This decision will be made as close to the market as possible, but no later than Friday at 6PM. 
It is possible due to unexpected changes in weather conditions overnight, management may arrive at market location that morning and determine it is too dangerous to set up. This decision will be made as close to 6AM as possible.

Notifications will begin as quickly as possible in roughly the following order. Power outages may delay this time table

  • Blast notices on Social Media and Newsletter/email for the broadest reach
  • Text and/or phone call to those arriving by ferry or traveling long distances
  • Text and/phone call to everyone else going down the vendor roster, implementing phone tree style if possible

There may be as many as 100 vendors we have to reach!

We ask you then help us spread the word to Customers by posting on your Social Media or other outlets.

REFUNDS: Vendors who have pre-paid their fees will be credited for that day.

NONCOMPLIANCE: Refusal to pack up at close of market will result in a write-up and/or other suitable disciplinary action. See noncompliance policy.

RE-SCHEDULING (Winter Markets only): In the event of cancellation due to severe weather, AFM cannot automatically reschedule or guarantee a “make-up market” for the following week, since the Depot may not be available for us to use on other Saturdays. However, management will investigate the possibility of a “make-up market” on a case by case basis and will make every effort to reschedule if possible.  If the market is re-scheduled, vendors will be notified by e-mail and/or phone.  Re-scheduling does not apply to summer markets (Reason: summer markets already occur weekly).

“Bad” Weather
The AFM is a rain or shine market. In some cases, the weather forecast can be pretty “bad” (heavy rain, cold temperatures, light to moderate wind) but not severe enough to cause a safety issue resulting full cancellation or closure of the market.
Unless the AFM Severe Weather Protocol is initiated by management, if you chose not to vend for any reason you still need to notify the market manager in accordance with normal vendor rules and guidelines, including payment of booth fees in the event of a late cancellation or no show.

ACCEPTANCE INTO MARKET:
If accepted in to market you will receive an email detailing payment and direct deposit information. You will also be given a vendor manual that includes all the above information as well as other pertinent items.