ESTACADA FARMERS MARKET RULES
Estacada Farmers Market – Rules
Mission Statement: The Estacada Farmers Market serves as a marketplace to provide fresh, locally grown food, plants, and unique arts and crafts in support of the local community, agriculture and small businesses.
The Board of Directors/Steering Committee governs the Estacada Farmers Market. Daily management of the market, vendors, entertainment schedules, fundraisers, special events and all other market activities are supervised by the Steering Committee. The Steering Committee is made up of the On-Site Market Managers.
Market Time and Season
The Estacada Farmers Market will be OPEN to sell for business each Saturday from 10:00 a.m. thru 2:00 p.m., the first Saturday in May through the last Saturday in September. Vendors have the option to open their booth early (not prior to 7 a.m.) and close late (up until closing time of Wade Creek House Antiques or with permission from Bill and/or Becky McFarland), if desired.
Market day governance shall be the sole responsibility and at the discretion of the days assigned On-Site Market Manager. Each market date will have an assigned Market Manager and the Manager will post a sign in their booth indicating this responsibility.
The Market Manager of the day will assign vendor spaces (NOTE: A vendor will have the right to the space used the week prior, thus “reserving” their space, unless it is determined by the steering committee/market manager that it better serves the market to move said booth to a different location. A vendor will forfeit this privilege if: 1) they are not present at the market for 2 consecutive market days; 2) are not present at the market by 9:30 am. 3.) if they fail to show [without proper notice – at least 24 hours] at the prior weeks market/prior market that vendor was scheduled to attend.) The Market Manager is responsible for the overall functioning of the market on their assigned day – this includes: Collecting fees (please bring space fees to the manager as time permits) and enforcing market rules. Complaints and/or questions should be referred to the Steering Committee. There will be a Suggestion Box located at the “hospitality” table/booth every week for vendors and customers to use anonymously, if they so choose. Vendor Spaces Map will be placed (updated as time permits) at the Wade Creek House bulletin board every week. Market Schedule clipboard will be placed in the “hospitality” table/booth every week.
The market reserves the right to: limit the number of spaces assigned to a vendor, prohibit the sale of any product, enforce the rules and codes of conduct of the market, and to inspect all vendor facilities. The Market Manager may also close the market early or cancel all together if weather conditions are extreme and present a danger to the public.
Registration and Booth Space Fees
All vendors are required to submit a signed application form prior to obtaining a booth space. By signing the application you agree to follow all rules of conduct for Estacada Farmers Market, including any future editions of the rules (proper notice of said changes will be given). Application and your first week’s booth space are fee due upon application submission. Booth space fees shall be paid one week in advance. Booth Fees will be considered forfeit without proper notification of absence (at least 24 hours notice needs to be given to the market manager or available steering committee member.) The Market Manager/Steering Committee will make reasonable allowances for personal/family illness or family emergencies. Rain, drizzle, or inclement weather are NOT considered reasonable excuses/allowances. Fees are based on a single 10’x10’ space and are as follows:
Application Fee = $25.00
Weekly Booth Fee = $15.00
Non-profit, community services (no sales allowed) = no fee (dependent on available space)
Community Booth Fee (one six foot table ONLY – not provided – dependent on available space/type of product/approval by manager/committee) = $10
Rules of Conduct
- Market Managers must be on-site by 8 a.m. on their assigned market days.
- Vendors must arrive by 9:15 am on scheduled market days. Late arrivals may be refused set up and excluded from that days market with forfeiture of prepaid booth fee.
- Vendors must check in with the Market Manager before unloading or setting up.
- Vendors must be fully set up for business by 9:45 a.m.
- A vendor will have the right to the space used the week prior, thus “reserving” their space. A vendor will forfeit this privilege if: 1) they are not present at the market for 2 consecutive market days; 2) are not present at the market by 9:15 a.m. 3) if they failed to show/notify committee of absence within at least 24 hours the week prior *Committee reserves the right to move vendors if it will benefit the market as a whole.*
- Spaces are 10’x10’ Expansion of booth size is allowed as space and conditions permit; check with the Market Coordinator/Steering Committee.
- Vendors are responsible for maintaining their space in a safe and clean manner. Displays should be arranged to minimize trip and fall hazards with attention to public safety.
- ALL CANOPIES MUST BE SECURED!! Vendor’s failing to adequately secure their tent are subject to a fine of $100.00. All tents must be either staked or weighted down.
- Vendors will be held financially responsible for any and all damages to property cause by improperly secured canopies.
- The playing of radios or other electronic devices within the market is prohibited.
- Vendors will show compliance for all market rules or risk termination of market privileges, a forfeit of vendor fees and possible suspension/expulsion from the market.
- Vendors will be courteous/respectful towards (and not create undue negativity) to other vendors, market customers, the market as a whole, the Wade Creek House property and its owners/vendors/customers, and the market managers/steering committee or risk termination of market privileges, or possible suspension/expulsion from the market.
- Vendors must not break down their tables/booth until 2 pm.
- All vendors must be aware of and comply with local, state and national rules and regulations regarding the sale of their product(s).
- All vendors subject to licensing must provide proof of all applicable licenses, permits and certifications to Estacada Farmers Market and have it available for verification at each market day.
- Vendors claiming ‘Certified Organic’ must provide proof of certification.
- Estacada Farmers Market maintains a liability insurance policy covering the market in general, as required by Wade Creek House Antiques and the city of Estacada. Food vendors (ready to eat and prepared foods) are required to provide proof of liability insurance which releases, indemnifies, and holds harmless EFM and its Board Members, and names them as additional insured.
- Vendors are to know that the committee reserves the right to verify (by home/farm visit) that their product is a farm/home produced product.
- A minimum of 75% of product for sale at a vendor’s booth must be grown, or produced/crafted by the vendor. Any product not grown or produced by the vendor will clearly state: Where it was grown/produced and the name of the business the product was acquired from. Approval from the Market committee for any such item must be given prior to offering it for sale.
- All vendors must have proper signage that states the name and location of their farm/business.
- Vendors are expected to always behave in a courteous and professional manner. Vendors shall not act in a discriminatory or disrespectful manner against any other vendor, committee person or customer or risk termination of market privileges, or possible expulsion from the market.
- Vendors are responsible for removing their own garbage and cleaning up around their space at the close of each market day. Please take all trash with you at the end of the market day.
- Vendors must provide their own tables, scales, containers, change, pricing, bags, signage, trash receptacles and any other item required for their booth display and operation.
- Vendors must provide for their own licensing, permits and any product liability insurance. The market does not provide individual product liability insurance.
- All scales should meet the standards and certification as outlined by the ODA Measurement Standards division.
- Vendors may not smoke on the market grounds.
- All vendors should be familiar, and are expected to comply with the Farmers Markets Guidelines: Minimum Requirements for Food Safety,published by the ODA, March 2013. All Market Coordinators shall keep a current copy of this publication at the market. This document may be found at: oda.state.or.us.
- Vendors are expected to oversee the operation and management of their booth space. Any theft or loss of product is the sole responsibility of the vendor.
- Vendors are expected to have a physical product for sale at the market. Subscriptions or commission sales are allowed, but cannot be the sole product available.
- Vendors dismissed or suspended from the Market, for any reason, may not return until and unless they are approved by review of the Market Committee.
- Vendors must be open
- The Community Booth is a provided service for members of our community to try out our market for a one-time instance on a smaller scale (a single 6’ table space in our provided Community Booth).
- Committee Booth Members are allowed a single 6-foot table (not provided) space within our (market provided) 10×10 Community Booth Tent for a nominal $10 fee.
- Application fee is not required for Community Booth Trial ONLY Vendors. Community Booth Members must fill out and sign application, and agree to adhere to all market rules and by-laws.
- The Community Booth is also a service for community members who want to participate for the full market season, but don’t have a full booth worth of produce/product. Full Season Community Booth Members are required to pay a discounted (TBD by steering committee) application fee and the nominal $10 (single 6 foot table – not provided) fee, and agree to adhere to all market rules and by-laws.
- Community Booth members are encouraged to bump up to a full vendor booth space after their initial trial with a discounted app fee (to be determined by steering committee) then being required.
- Produce: Produce sold by weight must be weighed using a certified scale, with an up-to-date inspection sticker applied. The market Manager reserves the right to remove any product that is deemed unfit or of poor quality. Wild-crafted items, such as fungi, should be harvested in a sustainable manner and seller must post any required permits. All food items must be displayed and/or stored above ground, to keep them out of reach of children or dogs.
- Arts and craft: Items must be hand crafted, and are subject to jury by the Board of Directors.
- Food items/prepared foods: Items must be prepared in a licensed kitchen, and may be subject to jury by the Board of Directors prior to sale. If using heating or cooking devices, vendor must have a working fire extinguisher at their booth at all times. All food items must be displayed and/or stored above ground, to keep them out of reach of children or dogs.
- FOOD/PRODUCE SAFETY CHECK:
- Hand washing stations present and ready to use.
- Employee present in the booth with a food handlers card (if applicable).
- All food at least six (6) inches off of the ground or in plastic tubs.
- Samples are being handled in accordance with ODA Farmers Market and Clackamas County Health Department Guidelines.
- Market Manager/Steering Committee Support for Meeting Regulations: The Market Manager/Steering Committee will periodically review with vendors appropriate health and safety regulations. The checks are a “quick” assessment of the vendors compliance with food safety, health and general rules that the market considers of particular importance.
- Sale of Animals: Vendors must check with the Market Coordinator prior to bringing any animal to market for sale. All animals must be kept 20 feet away from anyfood product. Live animals will have adequate shade and water and will be treated humanely at all times. If the public will touch animals, vendor must provide a sanitary station. No butchering of animals will be permitted at market site. Vendor must ensure all animal waste is properly removed at the end of the market day.
- Nursery Products: Nursery products and plants shall be principally propagated by the vendor from plugs, seeds, cuttings, bulbs, or plant divisions. Plants appearing on Oregon’s noxious plant listing shall not be sold. Seeoregon.gov/ODA/PLANT/WEEDS/statelist2.shtmlfor more information. Vendors who sell nursery products and plants are required by the state to obtain a nursery license if annual sales exceed $250.00.
- Vendors are allowed to park on blacktop to unload their vehicles. Vendors are required to immediately move their vehicle off of the blacktop after unloading to the designated vendor parking area. Vendors may not leave car on blacktop while setting up their booth.
- Market booth area and Wade Creek parking lot must be cleared of vendor vehicles by 9:30 am NO LATER!
- All vendor vehicles need to be parked in the vendor lot.
- The Market Committee will consider exceptions to this policy for any physically disabled vendor.
- Vehicles can not be moved for load up until after 2 pm.
- Vendor prices must be clearly marked or posted and meet ODA rules and requirements for weight and packaging.
- Collusion and deceptive pricing practices are prohibited. Vendors are not allowed to pressure, harass, or bully other vendors regarding product pricing.
- The market does not guarantee any vendor the exclusive right to sell any one product.
- The market may determine that a particular product is adequately represented and reject further applications for sales in that category.
- No petitions or political campaigning of any kind is allowed at the Market.