Vendor Guidelines

Tumwater Town Center Farmers Market 2024 Vendor Guidelines and Rules

IMPORTANT: Your participating in the Tumwater Farmers Market indicates that you have read and consent to these guidelines and rules. The Market Manager must have received your application before you may sell anything at the Tumwater Town Center Farmers Market (TTCFM.) Failure to comply with these rules may result in revocation of your permit to sell at the Tumwater Farmers Market and potential forfeiture of all pre-paid fees.

The purposes of the Tumwater Town Center Farmers Market are to promote local agriculture, improve the nutritional wellbeing of consumers, and increase the social health of the local community. The TTCFM is conducted in accordance with the Washington State Farmers Market Association (WSFMA) Roots Guidelines. Farmers, processors of Washington grown products, and local artisans will find a supportive outlet for the sale of their goods. Additionally, the Market strives to educate the public about the benefits of preserving local agriculture and making healthy food choices.

In order to promote the Market and foster the sense of community that makes farmers markets a valued community resource, all vendors and staff are expected to behave in a professional and civil manner toward each other, and their customers, at all times. The success of the Tumwater Farmers Market is dependent on placing cooperation among market constituents at the center of market relations. Vendors, staff, and customers who work together will build a healthier, more enjoyable market where all vendors can prosper, customers can find the quality products they expect, and producers and consumers can make the connections that build community.

Market Dates and Times

The Market will be open for business, rain or shine, on the 2nd and 4th Sundays each month from 11am to 3pm. Consistency is important. The 2024 season will run from Sunday, June 9, through Sunday, September 22.

The TTCFM is located at the Tumwater School District in the staff parking lot of Peter G. Schmidt Elementary School, 225 Dennis Street SE, Tumwater, WA.

Permission to Sell

Vendors are permitted to sell at the Market and on Tumwater School District property through agreement with the TTCFM. Vendors must meet the definitions in the Roots Guidelines of Farmer, Processor, Prepared Food Vendor, and Artisan/Crafter to be eligible to sell at the Tumwater Farmers Market. Reselling of Washington grown produce is strictly limited and must be pre-approved by the Market Manager. All products are subject to review and approval at the time of application. Any unapproved products are subject to immediate removal at the direction of the Market Manager. Failure to comply may result in suspension or expulsion from the Market. All vendors must agree, upon request, to an on-farm or business inspection to verify authenticity of product origin.

The Tumwater Farmers Market is a producer-centric market. As a participating vendor the expectation is that you grew, prepared, assembled, or hand made the product you are offering for sale. Reselling is specific, with pre-approval from the Market Manager. Refer to the WSFMA Roots Guidelines for more information. Applicable product labeling requirements must be followed at all times. It is the vendor’s responsibility to know what labeling rules apply to their products.

Farmers

Farmers are vendors who grow the food they sell. This includes, but is not limited to, fruits, vegetables, and nursery plants. Value added products, seafood, and alcoholic beverages may be included in this category when the seller has grown the ingredients. The land where the food was grown must be in Washington State, or on WSFMA’s approved list of bordering counties. The land where the food was grown may be owned or rented by the farmer.

Processors

Processors are vendors who personally make value added food products, with ingredients they did not grow themselves. This processing must take place in the state of Washington. Baked goods, ciders and vinegars, and chocolates could fall into this category, as could seafood or alcoholic beverages.

Prepared Food Vendors

Our market takes place during peak lunch hours and TTCFM includes prepared food vendors to satisfy and entice shoppers. The number of prepared food vendors will be determined in a way that balances the needs of shoppers and the needs for sales to individual prepared food vendors. In terms of vendor selection, preference is given to menus that offer fresh and nutritious ingredients.

Thurston County Health Department has permits and regulations required for vendors to sell at farmers markets. Please be informed and prepared ahead of your application to the market. Remember, the application fee is non-refundable. You must obtain the proper permits and be in compliance before you sell. The Health Department will inspect everyone for compliance on opening day, and make follow-up, unscheduled inspections.

Artisans and Crafters

Artisan vendors will be selected based on the following guidelines: Artisan wares are limited to items crafted with their own hands, using tools or equipment requiring skill, handling, and guidance by the crafter. Artisans should incorporate materials produced in Washington as much as possible, and must create their products in Washington State. Artisan/Craft vendors will be selected with a preference for local residents and products relevant to the market, such as farm sourced materials or farm family produced.

Stall Assignments

Market Management has full authority to assign stall space. Requests for particular sites will be given thoughtful consideration; management reserves the right to assign and locate all vendors. One stall entitles a vendor to a 10’x10’ area. If a vendor wants to use 2 stall spaces (20’x10’), they will be charged for both spaces. Unless specifically arranged with the Market Manager, vendors are expected to remove their vehicles from the Market area. Vendors are not charged for vehicles that remain on the Market lot. There is not enough room for all vendors to have their vehicles at their stall. Cultivating a cooperative attitude, we all make an effort to recognize when these specific concessions/arrangements are appropriate. Parking after off-loading is behind the elementary school on Bonniewood Drive. Please refrain from parking in the customer parking lot located at the front of the elementary school entrance.

Set up, Clean Up, and Break Down

Vendors may begin stall set up at 9am, not before. Vendors are required to be at the Market by 9:30am, or have made prior arrangements with the Market Manager. Vendors arriving after 9:30 am may forfeit their stall space for the day. For pedestrian safety and logistics, off loaded vehicles must be removed from the Market lot by 10:45am. Set up must be completed by Market opening at 11am.

All vendors are required to keep their businesses open and functional, until the Market closes at 3pm. At the end of each Market day, vendors are responsible for properly disposing of all garbage and organic debris from their stall area. A utility broom is available in the shed; please use it as necessary. Visible breakdown starts at 3pm, when the Market stops, and must be completed, with stalls vacated, by 5pm. Stalls must be cleaned to the manager’s satisfaction.

Selling per Market Schedule

As a general rule, sales are not allowed outside the Market hours. Sales will begin and end with the ringing of the Market bell. At the discretion of the Market Manager, sales may be allowed early, but no sales are allowed after the Market closes at 3pm. This time is for vendors and staff to reconcile the activities of the day. Vendors that violate the 3pm closure time, and/or initiate sales after they have settled with the manager will be warned once and fined $25 subsequent occurrences.

No Show Policy

Stalls not occupied by 10:00am on any given Market day will not be held for you, and you will be listed as No-Show for that day. Identifying dates in advance on the application and/or notifying the Market Manager four days in advance (by Wednesday) that you will not be in attendance excuses you from the No Show list. After two (2) No-Show listings, the Market Manager has the right to place you on a space available list, or prevent your return for the remainder of the season.

Vendors who No Show for Market will be charged the daily stall fee ($15) to be paid at the end of the next Market day in which the vendor participates. If a food truck or prepared food vendor no shows, a $50 fee will be charged. The market relies on consistency and when a vendor is expected, but doesnt show, it affects not just the market, but all vendors who showed up. If a vendor chooses not to return to the Market, a bill will not be sent, but the No Show fee must be paid before participating again. If a vendor has already paid the full season stall charge, they will be charged an additional daily stall fee at their next Market day settlement.

Exceptions to this policy will be given to those vendors with weather related, product and/or equipment restrictions. All other relief will be at the discretion of the Market Manager.

Vendor Equipment and Supplies

Each vendor is responsible for providing and removing all equipment and supplies they require to conduct business on the Market site. This includes signs, tables, chairs, canopies, weights, products, and equipment. Vendors are required to comply with requirements by city, county, or state code.

All vendors who wish to erect canopies (including umbrellas) on the Farmers Market site during Market operations, including the set up and break down period, are required to have their canopies weighted to the ground with 25# per leg, from the time their canopy is put up, to the time it is taken down. Any vendor who fails to properly weight 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. Vendors may borrow weights (if available) from the Market Manager. Unless specifically arranged with the Market Manager, vendors borrowing weights are responsible for setting up, taking down, and putting away borrowed weights.

All signs must remain within the allotted vendor’s exhibit space, must not block traffic or pedestrian ingress or egress, or interfere with other vendors’ display or views. TTCFM strongly recommends all vendors market their business by posting easy to read, menus, signs, and banners. A-boards displayed on the city sidewalk must not block ADA access to street-crossing.

Vendor Stall Fees

Vendor stall fees are not refundable, except in cases of unforeseen hardship, as determined by the Market Manager. Daily stall vendors shall be credited for fees paid if inclement weather causes cancellation of a Market day. All fees support the operation of the Market. Stall fees and commission rates are set by the Market Board and are due at closing of each Market day. Failure to pay stall fees may result in loss of Market space for the day, and/or expulsion from the Market.

The Tumwater Farmers Market wants your business to thrive. Vendors of any type making less than $100 on any Market day do not pay the daily commission. If you experience this more than you would prefer, we highly encourage you to make an appointment with the Board President or Market Manager to discuss marketing strategies, business ideas, etc. Please make a plan with one of these people before abandoning your attempts and dropping out of the market.

Credit/Debit & Food Access Programs

The Market operates a customer service credit card and basic food benefits (SNAP/EBT) terminal which conducts transactions with Market customers and issues tokens to be used for vendor purchases. The market also participates in nutrition incentives programs including SNAP Market Match, WIC FMNP and Senior FMNP.

Vendors are encouraged to run their own credit/debit if that option is available to them, but must participate in TTCFM’s token reimbursement program. All farm and processor vendors will be required to accept as payment SNAP/EBT tokens presented for the purchase of SNAP eligible items. All vendors with eligible products are required to accept and be reimbursed for tokens acquired credit/debit cards, SNAP and food access programs.

Token Reimbursement

Reimbursement for the value of the tokens turned into the Market Manager will be made to the vendor the next week.

Taxes, Fees, and Licenses

Vendors are responsible for collecting and remitting their own sales tax. Vendors are responsible for all applicable permits required by Washington State or Thurston County to sell their products. All vendors (except farm vendors) are required to obtain and have on site a copy of their Tumwater City Business license.

Insurance

All vendors must have general and product liability insurance naming the Tumwater Town Center Farmers Market as additional insured (called a COI). Exceptions to this requirement are artisan/crafters and horticultural products (no edibles at your booth.) A certificate showing TTCFM as additional insured must be received before you can sell at the market. Policies that renew mid-season must issue a new certificate at the time of renewal.

Community Booth

Any public group, state or municipal agency, or nonprofit organization may host the TTCFM Community Booth for a Market day. The booth may be used for outreach on topics of public interest or for public education on topics of concern in the community, with a preference for horticultural or agricultural interests. With the exception of previously approved activities, no soliciting, lobbying or campaigning shall be permitted within the Market area. The Community Booth may be reserved by completing and remitting the Community Booth Application. A Community Booth may be hosted on a regular Market day, or on a Special Event day. For Special Events, the Community Booth must be hosted by an organization complementary to the Special Event theme. As a guest at the TTCFM, the hosting organization may use a Market canopy, table, and chairs, or they may supply their own. No food or otherwise consumable products may be sold or given away at the Community Booth.

Local Business Booth

In line with our aim to encourage local commerce, and TTCFM provides a Local Business Booth. Locally owned businesses providing services to the Tumwater Community, but not otherwise participating in the Tumwater Farmers Market, are invited to host the Local Business Booth. The process is the same as the Community Booth, see above. As a guest, the host business may use a Market canopy or bring their own, and they may not sell or give away consumable products. The Local Business Booth is a good way to get introduced to the Market atmosphere, and some participating businesses may decide to become a participating vendor. When this is the case, proceed with the regular vendor application process. In some instances, the Market and the Local Business may develop mutual marketing support.

Market Manager Authority and Enforcement of Rules

The Market Manager is responsible for enforcing the Market rules, and has complete authority to interpret and implement policy on the Market site. Possible violations will be discussed and resolution attempted. Unresolved problems will be referred to the Market Board. Continued violations will result in being banned from the Market with no reimbursement of fees paid.

Should any vendor, at any time, occupy the premises in a manner contrary to this agreement, upon request of the Market Manager, the vendor shall immediately cease such offending conduct. Failure to immediately comply as requested shall be cause for expulsion from the Market. Upon expulsion, the vendor shall promptly cease selling and vacate the premises after 3:00pm. Upon failure to vacate, the Market shall have removed all property of the vendor from the Market site at the vendor’s expense. The Market is relieved and discharged from any and all loss or damage caused by such removal.

Any vendor challenging another vendor’s product legitimacy or conduct must file a written complaint with the Market Manager, giving the name of the vendor and the product or situation they feel may not be in compliance with Market policies. Under no circumstances are vendors allowed to verbally confront another vendor with such a challenge. Engaging in this type of behavior, especially in an uncivilized manner shall be cause for immediate expulsion from the Market. The complainant must date and sign their name to the complaint and the Market Manager will attempt resolution. If resolution is not possible, the complaint will be referred to the Market Board.

These Rules may be modified at any time. The Market Manager will notify all vendors of any changes.