VENDOR INFORMATION
Vendor Guidebook
Vendor Categories
The PRFM will feature vendors from the following four vendor categories:
Primary Producers (includes farmers of vegetables, fruit, meat, dairy, eggs, honey, maple syrup, plants, mushrooms, etc.)
Prepared Food Vendors (includes sellers of value-added food products such as jams, pickles, baked goods, etc. as well as ready-to-eat/drink items like coffee, salads, sandwiches, etc.)
Craft and Artisans (makers of hand-crafted non-food items)
Community Groups and Buskers
Farmer vendors will make up at least 51% of the vendor pool and will be required to hold MyPick certification or other certifications approved by the FMSC that verified they grow 100 percent of what they sell at the Farmers’ Market. Prepared food vendors and craft/artisans using locally sourced ingredients and materials will be given preference in the application process. The PRFM also welcomes community groups and buskers to apply to display/perform at the market.
Stall Fees
Vendor Application Vetting and Selection
The Farmers' Market Steering Committee (FMSC) will create a vendor vetting committee (VVC) to review all applications for the market. To maintain status as a true farmers’ market the VVC will maintain an average of 51% primary producers at the market. The VVC will follow established criteria for each vendor category when reviewing each application.
Vendor Vetting Criteria
My pick verification or other acceptable certification that have independent verification through farm visits guaranteeing that the farmer is growing 100 percent of the agricultural products they are selling at Market and fit the PRFM definition of a Primary Producer.
Assessment based on a tiered definition of regional (local) where preference is given to vendors within Peterborough County first and foremost then the region surrounding Peterborough County including the counties of Hastings, Northumberland, Durham, and Kawartha Lakes.
Preference will be given to full season vendors
Vendor offers new and unique products to the Market.
Preference will be given to prepared food vendors that can verify that they use regional agricultural ingredients and food bought from primary producers at the Market.
Artisans and Craft vendors have successfully passed a jury process where their products are assessed as handmade, authentic, creative, and a valuable asset to market customers. Preference will be given to artisans and crafters who source their materials locally.
Preference for multiple stalls will be given to primary producers.
General Rules and Regulations
1. Peterborough Public Health (PPH) requires that all vendors follow appropriate health and safely protocols. Vendors are responsible for maintaining up-to-date knowledge of these protocols with respect to their products.
2. The Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) regulations require that all produce and other farm products be labeled as to their place of origin, content as well as volume and/or weight. It is the responsibility of each vendor to be knowledgeable about any applicable municipal, provincial, or federal regulations regarding labeling, measuring, packaging and health/safety restrictions/prohibitions pertaining to their products.
3. The Market further requires each vendor to label their booth with their business name, the town, township, and county where they grow, prepare, or craft in, as well as the distance (km) from the Market so customers may be fully aware of product origin.
4. The Market Manager and/or the Steering Committee may deem it necessary to visit the farm or premises of a vendor to verify claims of ‘locally-produced’ items for sale.
5. Where industry recognized certification exists, vendors must have proper certification from an accredited certifier in order to use associated claims such as “certified organic”, “biodynamic”, “humane certification”, etc.
6. The maximum stall allocation will be 4 stall spaces per vendor during the outdoor market and 2 stall spaces per vendor during the indoor market. One stall space includes a 10’ x 10’ footprint.
7. Stall locations will be assigned by the Market Manager and every effort will be made to maintain the stall layout for the duration of the season, however, under specific circumstances, vendors may be asked to move their stall(s). Courtesy, respect and accommodation are appreciated.
8. Vendors may not sell, rent or sublet their stall space(s) to other vendors. Stall-sharing may be allowed under circumstances that have been approved in writing by the Market Manager.
9. Vendors and/or their family or other qualified staff are expected to attend the Market in person to sell their products. Occasional use of “stall sitters” is permitted and vendors are encouraged to arrange a stall sitter rather than not attend the stall for the day.
10. Vendors are responsible for providing all display materials (tables, chairs, etc.) and setting up and tearing down their displays. Vendors must keep within appointed stall guidelines, and not encroach upon walkways. Shelters, umbrellas etc. must be properly fastened together and anchored with at least 30lb (14kg) weights on each leg. Any ropes, poles etc. used in the shelter construction must not interfere with customer traffic. All vendors must remove their tables and products after every summer/outdoor Market day. Unless otherwise notified, vendor displays may remain set up at the winter/indoor Market.
11. All items for sale must have prices prominently and clearly displayed. Vendors must not practice distress pricing by dumping products at bargain prices. Undercutting other vendors will not be tolerated. Volume sales incentives (i.e. $2 each, 3 for $5) are permitted. Each vendor will be responsible for sales tax collection, where applicable.
12. All vendors (including community groups and buskers) are expected arrive at the Market site no earlier than 5:00am but no later than 6:30am on summer/outdoor market days, and no earlier than 5:30am but no later than 7:30am on winter/indoor market days. Vendors shall have their booth fully assembled and ready for customers by the beginning of the market day). Likewise, stall-holders are expected to keep their stalls open for the duration of the market session and will not begin to tear down until the market has closed for the day at 1:00pm. All vendors have to be off the site by 3:00pm
13. Vendors are expected to provide the Market Manager with at least 7 days’ notice in the event of an absence from the market. If a vendor habitually misses market days, that vendor risks losing their stall for the remainder of the season.
14. Vendors are expected to report their earnings to the Market Manager on a weekly basis. The importance of this information cannot be overstated. This aggregate information will be used in negotiations and collaborations with municipalities, funders, and sponsors in the future. The financial data of individual vendors is confidential and will not be disclosed without written authorization.
15. Vendors are expected to keep their stall space clean and to remove their own garbage and recycling.
16. No alcoholic beverages are allowed on the market grounds unless they are given out as samples by a winery or cidery selling at the Market who is approved by the Alcohol and Gaming Commission of Ontario (AGCO). The sample must be consumed at the Winery or Cidery’s stall.
17. No smoking is permitted on the market grounds. No animals (except for service animals) are allowed in the vendor stalls, but are welcome in the walkways.
18. Vendors shall sell products at the front of their stalls (i.e.: not from behind).
19. All market stall-holders are expected to treat other stall-holders, market staff, volunteers and customers with courtesy, kindness and respect at all times.
20. Attendance
Consistency of attendance is critical to ensure the integrity and professionalism of our market.
20.1 Late Arrival/Early Departure
(a) All Vendors are required to be on site by 7:00 am to ensure setup is complete by 7:30 am when the market opens during the outdoor season; and required to be onsite by 7:00 am to ensure setup is complete by 8:00 am during the indoor season. If a vendor is not able to arrive by the above stated times, they must contact the Market Manager by calling (705) 931-4371. Late vendors during the outdoor season cannot unload market items using their vehicle on the courtyard and must carry their market items to their stall.
(b) All Vendors must stay until the market is over at 1 pm, even if they are sold out of product.
(c) Failure to communicate with the Market Manager and continued lateness may result in full time vendors forfeiting their stall(s), and occasional vendors being dropped from the occasional vendor list for the remainder of the market season.
1.2 No shows
Vendors failing to arrive for the scheduled market day without notice of any sort risk forfeiting their stall(s).