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Vendor Application 2008 - Print and Fill Out

Name:

Name of business (if applicable):

Produce vendors must submit the following two items.

1) Federal Farm classification # (if applicable): ___________________
2) Ontario Farm Registration # (if applicable): ___________________

Address:

Telephone # Home: ( )______-________ Business: ( )______-_________

Size of stalls required: 10ft 20ft 30ft 40ft 50ftx20ft’

Hydro Required? Yes No

Payment: Daily / Monthly / Annually

List Items to be sold (use back if necessary):
List specific (onions, garlic, etc) items to be sold, include separate sheets if necessary.
For items not produced by vendors, please include source of origin and contact info for Board verification. These items should not exceed 30% of saleable product for the season.

/ ITEMS PRODUCED BY VENDOR / ______________ / NOT PRODUCED BY VENDOR /

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Having paid the appropriate stall and association fees, and having read and understood the rules and regulation thoroughly, I herby agree to comply fully with these and all other Federal, Provincial and Municipal rules and regulation that apply. I may forfeit my right to sell at the Newmarket Main Street Farmers' Market if I am found to be in non-compliance.

Signature of Vendor ___________________________ Date:____________________

All cheques are payable to the "Newmarket Main Street Farmers' Market."
Please ensure that your association membership fee is included with this application.

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To apply to be a vendor at Newmarket Farmers Market, print off and complete the application above.

You can mail your application to:
Newmarket Main Street Farmers’ Market
P.O. 95526
350 Davis Drive
Newmarket, Ontario
L3Y 8J8

You can reach us by phone at: 905-830-8983 or email
info@newmarketfarmersmarket.com

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Rules and Regulations

Location

-Held outdoors, in the parking lot at the corner of Timothy Street and Doug Duncan Drive, Newmarket.

Hours

-Every Saturday from 7:30AM till 1:00PM (hours must be adhered to)
-Starting May 3rd to October 25th/08

Membership (Eligibility)
-A membership fee, payable to the Newmarket Main Street Farmers' Market Association, shall be charged annually upon approval of registration. The membership fee for 2008 will be set by the membership at the 2008 Annual General Meeting- All new members will be subjected to a three (3) week trail period before being given permanent membership in the Association.

- 2008 Membership fee is $25.

-All Vendors selling at the Market shall be paid-up members of the Association, and shall live within 100 km. of Newmarket.

-Association members will be invited to the Annual Meeting and will have voting privileges: when voting is required, the registered Vendor is allowed one vote (i.e., two stalls held by one registered Vendor = one vote).

-Application for membership by Vendors shall be made to the Vendor Committee and approved by the Newmarket Farmers' Market Board of Directors at least one week prior to a Vendor setting up a stall at the Market, except when the product(s) offered are unique to the Market, in which case approval may be granted for immediate setup.

-A Vendor is responsible for providing verification that all saleable products are made or produced or grown by the Vendor. Up to 30% of the produce may be resale of other local growers’ produce, subject to the approval of the Board of Directors. Items not produced by the vendor must be documented and verifiable by the Farmer Market Board. This ratio may vary week to week, and be averaged over the season. No produce will come directly or indirectly from the Ontario Food Terminal.

-Arts and crafts items shall be 100% original and hand-produced. Because this is a farmers' market, space for craft vendors will be limited to a ratio of 4 to 1, at the discretion of the Board of Directors.

-All craft Vendors shall submit samples of their work to the Craft Jury of the Association for approval prior to acceptance as Vendors.

Stall Fees
(four consecutive weeks is considered a month, stall fee payment required at the beginning of the four week period. Seasonal Stall Fees payments are required by May 31/06 inclusive). Membership fee is due at start.

· 1 stall (10’x20’) = $20/day, $72/month, $416/seasonal
· 1 stall (20’x20’) = $25/day, $90/month, $520/seasonal
· 1 stall (30’x20’) = $40/day, $144/month, $832/seasonal
· 1 stall (40’x20’) = $50/day, $180/month, $1040/seasonal
· 1 stall (50’x20’) = $70/day, $252/month, $1456/seasonal

Membership fee for 2008 is $25.

-Monthly fees cover four consecutive Market days.

- Daily or Monthly Vendors must submit a postdated cheque along with the application for Board approval. The receipt marked "paid" will constitute the permit to operate at the Market, and must be available at the stall.

-Seasonal Vendors must submit the application by April 1st, 2008 along with a postdated cheque dated no later than May 31st, 2008

-Subletting of stalls is not permitted, except for a member of the immediate family, and in that case, with the approval of the Market Manager.

-Within the first four weeks of the season, any Vendor who wishes to forfeit or cancel their seasonal permit may request a refund for the unexpired portion of the fee, provided that seven days' written notice is given.

-Fees will be reviewed annually and may be subject to change. The Board of Directors shall annually set Vendor fees to cover common Market expenses, such as advertising, rentals, salaries and insurance.

Allocation of Space
-Stall sizes are: 10'x20', 20’x20’, 30’x20’, 40’x20’, 50’x20’.

-Each Vendor complying with the rules of this agreement may renew their stall(s) for the following season if done by May 1st of the Market year.

-Renewing seasonal vendors who wish to change to a new, unreserved stall, have first choice of remaining stalls. First time seasonal vendors have second choice of remaining stalls. Monthly Vendors have third choice, and daily Vendors will have stalls assigned on a first come first served basis.

-Any conflicts in stall allocation will be decided by lottery.

-Stalls that become available will be allocated or moved at the discretion of the Market Manager.

-A seasonal or monthly Vendor is responsible for letting the Market Manager know in advance early in the week if he/she is not able to sell on a specific day. A daily Vendor shall advise the Market Manager as early as possible about which days they plan to sell at the Market.

-Non-profit groups may be permitted space at the Market by Board approval and as long as their products conform to the regulations outlined in this policy (community or charity promotions).

Set-Up
-Vendors must arrive at the Market by 7:00AM on Market day, a $20 fine will be issued for late arrivals or no show without prior notice. After 7:30 am the Market Manager shall have the right to rent his/her booth to another person for the duration of that particular day. The manager shall not, by such action, be deemed to have condoned the Vendor's absence, and the Vendor remains responsible for the fee pertaining to that day. If a Vendor does not show up for 2 consecutive Market dates, such permit holder shall forfeit their designated spot and any fee for the unexpired portion of the term shall be forfeited.

-All Vendors must be set up before 7:30AM. All Vendors must report to the Market Manager upon arrival to sign in. No permit holder may hold a space for another permit holder. Once a Vendor has rented a booth, he/she must proceed at once to set up the space. Exceptions will be made due to rain days. Vendors must stay within the boundaries of their booth.

-No vendor should leave the Market prior to 1:00PM, unless previously arranged with the Manager, failure to comply will result on a $20 fine issued to the vendor.

-Tarps must be secured and in place before the designated opening of the Market to ensure the safety of the customers. All tarps and frames must be dismantled and taken home at the end of each market day.

-The Market Manager or designate shall have the right to approve, any signs, decorations or displays in the Vendor's space and to request changes or removals of them.

-Vendors will be requested to locate vehicles not needed in their display within an area designated by the Market Manager.

-No vendor shall make any change or alteration to Town property.

-Vendors shall remain in their own market space when selling. Sales shall be conducted in an orderly manner. A stall must be attended at all times by a responsible person. No objectionable means of soliciting shall be tolerated.

-The Newmarket Farmers' Market cannot be held responsible for items destroyed by fire, vandalism, theft, or any other cause.

-Stereo equipment, televisions, VCR's or any other machinery which produces sound will be permitted only with the approval of the Market Manager.

-Each Vendor shall be permitted to have one 81/2"x11"sign, neatly displayed at their stall, to promote an additional business that they operate themselves.

-Vendors shall not block walkways or fire exits or other Vendors' stalls.

-All Vendors shall post their name and address in a prominent spot. All licenses, i.e. Health Unit, etc, should be visible to the public.

Range and Origin of Products
-The Vendor shall sell from his/her stall(s) only those items which are approved by the Market Manager. Only Ontario grown produce or meat may be sold. At the beginning of the season, each Vendor is responsible for completing the application and include postdated cheques. Once approved, any changes or additions must receive the prior written approval of the Market Manager. Items not approved may not be sold at the Market, and will have to be removed immediately from a vendor's booth. Nothing coming directly or indirectly from the Food Terminal will be approved.

-Acceptable Items:
garden produce (vegetables and fruit) bedding plants
honey cut and dried flowers
shrubs and trees firewood
fence posts grains
poultry and eggs sweets
crafts house plants - potted plants
maple syrup baked goods
preserves meat and fish
apple cider fleece and wool
soils (black muck) animal feed
herbs and spices cheese

-Anyone wishing to sell anything not listed above must contact the Market Manager for prior approval.

-All craft products must be new and not factory made or commercially produced.

-Flea market or manufactured items are not allowed.

-All fruits, vegetables, plants, flowers and meats must be produced, grown and processed in Ontario within 100km of Newmarket.

Vendor Responsibilities
-Regulations are, for the most part, "common sense", and the general rule of thumb is: Don't sell what you wouldn't want to buy.

-Vendors agree to accept full responsibility for any loss, damage or accident occurring at the Market as a result of negligence or willful default on the part of the Vendor. The Association shall carry Public Liability Insurance on the Market area to protect the Market and participants, and to protect the Board of Directors for their actions on behalf of the Association. Vendors should also contact their Insurance Agent relative to their participation in the Market.

-All Vendors are responsible for compliance with health regulations

-All Vendors shall label their produce clearly by type and price.

-All Vendors agree not to practice distress pricing.

-Vendors are responsible for keeping their stall area neat and clean at all times. At the end of the Market day, the Vendor is required to remove everything from his/her space and sweep the selling area. If a space is not clean, the Market Manager will clean it, and bill the Vendor accordingly, along with a service charge.

-Approximate sales figures must be reported to the Market Manager when requested. All information is for statistical purposes only, can be handed in anonymously, and will remain confidential.

-Each Vendor is responsible for:
a) Bringing his/her own table and display tools
b) Bringing his/her own recycling garbage can/box.
c) Bringing his/her own containers (baskets, bags, boxes, etc.)
d) Bringing his/her own cash box and change
e) Cleaning up around his/her own area at the end of the day

Regulatory Agencies
-Vendors are responsible for obtaining all permits required in the production and sale of their goods.

-Compliance with both Provincial and Federal Sales Tax Regulations is the responsibility of the individual Vendor.

-No person shall sell or offer for sale food that does not conform to the Public Health Act, and all regulations made thereunder.

Penalties
Any person who contravenes any of the provisions of these Rules and Regulations is subject to the cancellation of their permit.

Managing the Market
The association may employ or select a Market Manager, whose duty shall be to collect daily fees, assign market stands, and in general supervise the market. He/she shall be responsible to the Board of Directors.

Applications may be mailed to:

Newmarket Main Street Farmers’ Market
P.O. 95526
350 Davis Drive
Newmarket, Ontario
L3Y 8J8