Vendor Market Rules & Guidelines

2024 ALBEMARLE FARMERS MARKET RULES & GUIDELINES
The purpose of the Albemarle Farmers Market is to support local farmers and artisans in Albemarle and surrounding counties. WE STRIVE TO BE A PRODUCER MARKET. Vendors will be considered for space assignment once complete application and payment is received. The Market Manager will solely be responsible for determining acceptance of a vendor into the market based on several factors, including but not limited to date application received, products to be sold, and dates of requested participation. Returning full time vendors will be offered space first.

Market Vendor 

A “Market Vendor” is an approved vendor that has applied to be a vendor at the market, has paid all fees due for market participation and has been assigned space to sell their products at the Albemarle Farmers Market.

Market Space
Market spaces are approximately 10’ wide x 15’ deep. Vendors may select one or two market spaces at the time of application. Two spaces will only by given when/if available, but are not guaranteed. Space location is assigned by the Market Manager. 

Market Manager
The Market Manager is the sole person who decides which vendors are accepted into the market and where vendors will be placed once accepted into the market. Market Manager will monitor and enforce market rules. The Market Manager has the sole authority to suspend or expel a vendor from the market if a violation of rules or a disturbance to the market or to other vendors or customers is caused by the vendor or their representatives or employees. Concerns or questions may be directed to albemarlefarmersmarket@gmail.com or 434-531-2733. If there are concerns or complaints regarding vendors please bring them to the attention of the Market Manager.

PRODUCTS TO BE SOLD AT THE MARKET
We strive to be a producer market. Products sold at the market must have been produced, grown or made by the market vendor, the vendors family member or by a paid employee of the vendor at the vendors residence, place of business or property owned, rented or leased by the vendor. If items sold at the market are not made, grown or produced by the vendor then the vendor must gain approval from market manager prior to sale of goods not MGP by vendor.

MGP PRODUCT EXCEPTION
It is recognized that at times vendors would like to sell a product that they have not Made, grown or produced in accordance with market rules.  If a customer or Market manager asks about whether the items are grown by the vendor, vendor must be truthful and tell where the products are from.  Vendors must have market manager approval prior to selling items not MGP by vendor.  

ITEMS NOT ALLOWED FOR SALE AT MARKET 
Used or preowned items not materially changed into another type of item or changed materially to create a new like type item are not allowed.  Examples: Used items such as jewelry, clothing, household items unchanged are not allowed.  Clothing that has been materially changed, decorated, enhanced by vendor is allowed.   
AGRICULTURAL VENDOR – SITE/FARM INSPECITON
In order to verify that a vendor is actually the producer of items being sold, agricultural growing sites may be inspected by the Market Manager or by a representative of the Market Manager. If the vendor is not growing the items not listed or sold under the two item exception rule vendor may be expelled from the market.  Failure to allow inspection of growing areas is a violation of market rules and will result in expulsion from the market. If the vendor is allowed to continue participating in the market only those items produced by the vendor will be allowed to be sold by the vendor – the two item rule will no longer apply/be available to the vendor.

VENDOR CLASSIFICATIONS/ACCEPTANCE INTO THE MARKET There are several classifications of vendors. Please select the correct classification(s) on the Vendor Application. These classifications on the application will be used by the market manager in determining what each vendor is primarily or subsequently selling. Acceptance into the market is not guaranteed. Many factors are involved in vendor selection. First priority/acceptance will be given to prior year vendors. Additional vendors will be chosen based on timeliness of application submission, type of products to be sold and participation availability. We strive to create a market that offers a selection of products from local vendors without oversaturation of like products by several vendors regardless of space available. While some types of products may be sold by more than one vendor we strive to try to not to have too many people selling like products. Vendors will be notified via email of acceptance into the market.

MEAT AND EGG VENDORS
Meat, Poultry and eggs that are to be sold by the vendor must have been raised/farmed by the vendor. You may not resell these items, they are excluded from MGP exception.  Eggs for sale must be held at a the temperature required by VDACS. The slaughter, processing, storage, sale and labeling of most meat products are subject to regulations of the USDA and or VDACS. Vendors of meat and poultry products must comply with all applicable regulations pertaining to the products being sold by the vendor.

ORGANIC PRODUCTS
All products described/labeled as “ORGANIC” must meet federal and state regulations for such labeling. If a vendor is labeling and selling as officially organic copies of all relevant certificates and or licenses pertaining to the products are to be submitted to the Market Manager.

PROHIBITED TO SELL OR DISPLAY AT THE MARKET
Live animals for display or sale are not permitted at the market site without permission from market manager prior  market date.  

PETS AT THE MARKET
Pets are allowed at the market by vendors and patrons. All Pets must be contained in the market vendors area if they elect to bring their pet to the market. Adequate water and shade must be made available to the pet while at the market. If there are complaints or issues with any pet brought to market by a vendor they may be asked to not bring the pet in future. If vendor does not comply vendor may be expelled from market. Please bring appropriate water, and bowls for water if you as a vendor bring your pet to the market. Any damage, bite, or otherwise harm caused by a pet at the market is the sole responsibility of the pet owner.

MARKET DAYS/HOURS OF OPERATION/SET UP/TAKE DOWN The market will run on Saturday’s only from the first Saturday in May to mid September. There market will be open to customers from 830am-12:00pm. Vendors may park their vehicles and then set up their tables/displays behind/in front of their vehicle as appropriate. If vendor is placed in the center aisle spaces of the market vehicles will not be parked in the space. The vendor setup/display may not extend beyond the space marked as the vendors space. If a vendor elects to park in their space they may not leave the market area prior to market close due to the possible danger to other vendors, their displays and or customers. If you need to leave early please clear with manager first to take any precautions or actions needed to leave area safely. If vendors are not parking in their space they may pull up to space offload displays/products and then park in the designated parking area. Vendors may arrive at the market site as early as 7am and no later than 8:15am to begin set up in their space. If arriving late to market contact the market manager at 434-531-2733. Vendors must have their space set up and ready to sell by 8:30am. Upon market close vendors must have all items removed and depart no later than 1:30pm.

VENDOR PARTICIPATION / ABSENCES
WHEN SCHEDULED TO PARTICIPATE I HAVE STRUGGLED IN THE PAST WITH LATE CANCELLATIONS OR NO-SHOWS TO THE MARKET. PLEASE BE AWARE THAT WHEN YOU DO NOT SHOW UP FOR THE DATE YOU ARE SCHEDULED IT IMPACTS EVERY OTHER VENDOR AT THE MARKET. IF ADEQUATE TIME IS NOT GIVEN TO FIND A REPLACEMENT VENDOR THE SPACE IS LEFT VACANT. WHEN CUSTOMERS COME TO THE MARKET AND SEE EMPTY SPACE THEY ARE NOT LIKELY TO RETURN AS THEY FEEL THERE “ARE NOT MANY VENDORS” THIS IN TURN CAUSES THE VENDORS ATTENDING TO WONDER “WHERE ARE THE CUSTOMERS?” PLEASE STAND BY YOUR COMMITMENT TO THIS MARKET AND COME WHEN YOU ARE SCHEDULED. We do not want empty spaces at the market. Vendors are expected to attend the days that they have indicated they will participate in the market. If a vendor is unable to attend the market the vendor must notify the market manager via email or phone at least 72 hours prior to expected absence. Vendors will not receive a refund for missed dates that they were scheduled to attend. If a vendor repeatedly misses scheduled dates (3 or more) of the market vendor may be expelled from the market for the remainder of the market season. Vendors will not receive a refund of fees paid if expelled due to non participation on scheduled days. It is understood that from time to time unforeseen illness or circumstances occur beyond your control. If these unforeseen instances occur notify the market manager as soon as you realize you will not be able to attend the market date you are scheduled for. albemarlefarmersmarket@gmail.com, or via FB message or text at 434-531-2733 . I will work with vendors to reschedule participation dates if necessary, however requested dates are not guaranteed.

USE OF VENDOR SPACE BY OTHERS
If vendor, for any reason is not in attendance at the market, whether a scheduled absence or unscheduled, the vendor may not have/find another vendor to fill in at their space unless first getting prior approval from the market manager. All applications and indemnity agreements must be in place prior to a vendor participating in the market for a fill in vendor. Vendor forfiets any fees paid when not in attendance for a scheduled participation date.  

WEATHER
This market strives to have full attendance each market date however there are times when weather will not cooperate. If there is a high chance of heavy rain or high winds or other adverse conditions I will contact scheduled vendors regarding status of market for the next day. Do not assume that the market is canceled because there is rain in the forecast. Remember just because it is raining at your house does not necessarily mean it is raining at the market.

ELECTRICITY/GENERATORS/WATER/WIFI
There is no electricity to be provided to vendors at the market site. Generators may only by approved for use at the market site by contacting the Market Manager prior to intended use. If a generator is deemed a hazard or a noise distraction it will not be allowed at the market. There is no running water available at the market site.There is no wifi available for use by vendors.  If it is necessary for vendors in order to accept payments they must provide their own WIFI 

TOILET / HAND SANITIZER FACILITIES
A portable toilet (port-a-potty) will be onsite and available to all vendors and market customers. Hand sanitizer will be available to vendors and customers inside of the portable toilet . Handwash stations are not set up at the market. 

TRASH
There will be a trash receptacle/can available for use at the market site during market hours for customer use.. Any trash generated by the vendor must be collected and taken with the vendor for disposal. You may not put any trash generated at the market into the dumpsters located at the shopping center. Each vendor is responsible for cleaning all trash and debris generated in their space upon leaving the market site. Failure to fully clean your market space prior to leaving the market may result in suspension or expulsion from the market without a refund of fees paid.

VENDOR INSURANCE
Vendor insurance is not required but it is strongly recommended that Vendor obtain liability insurance regarding their market activities.

SALES TAX
Vendors are responsible for filing and payment of any sales tax due to the appropriate authority derived from the sale of their products sold at the Albemarle Farmers Market. The market and or the market manager are not responsible for collection, reporting or payment of any applicable sales tax owed by the market vendor.

TENTS/CANOPIES
Pop up tents or canopies are not required but are suggested for sunny or inclement weather. If a tent or canopy is used it must be within the vendors market space. The tent must not extend into your neighboring vendors space. A 10’ wide tent is appropriate for a single space. All tents or canopies used MUST BE WEIGHTED DOWN while up and in use. WE HAVE SEEN MANY TENTS PICKED UP BY WIND AND CAUSE DAMAGE. THE Albemarle Farmers Market is not responsible for or liable for any damages caused by the vendor or any property of the vendors.

SPACE FEES
A full season single space is $160, a full season double space is $320, part time spaces are available at the rate of $15 per space per participation date not to exceed the full season cost. Payment of the space fee is to be made at time of application. If you are a fill in vendor then you may pay the fee at time of participation. Payments may be made by check or credit card or paypal payment. If check payment it should be made payable to SUNNY POINT FARM.

REFUND OF FEES PAID
Fees paid  will be returned to vendors if not accepted into the market in the manner in which fees were paid.  Refunds will not be issued to vendor if vendor cancels participation on a date they are scheduled to participate. Refunds will not be issued if vendor chooses not to participate due to weather conditions. Refunds will not be given to vendors who are expelled from the market.

VENDOR CANCELATION OF MARKET PARTICIPATION AFTER ACCEPTANCE
If a vendor is accepted in the market for participation but elects not to participate, vendor will only receive a refund of fees paid if cancellation/declining participation is made in writing by vendor to market manager via email or certified mail to be received by market manager no later than 14 days after acceptance email sent to vendor via email.  Contact Market Manager at either albemarlefarmersmarket@gmail.com or   alisawildman@gmail.com ,  Address: Market Manager 4301 Watts Passage, Charlottesville, VA 22911  Phone: 434-531-2733

VENDOR SUSPENSION/EXPULSION FROM MARKET 
If a vendor or its employees or representatives cause a disturbance to other vendors or market customers at the Albemarle Farmers Market a written warning will be issued to the vendor by the Market Manager. Vendor will be required to sign that they have received the notice the day that it is presented to the vendor. If a second disturbance occurs the vendor will be expelled from the market without refund of any fees paid. IF vendor refuses to sign warning notice the vendor will be automatically expelled from all future market participation and any fees paid will not be refunded. Illegal Drug or substance Use, Alcohol Consumption or Intoxication No use of illegal drugs or substances will be allowed at the market. Alcohol may not be consumed at the market. If a vendor is deemed intoxicated due to substance or alcohol use vendor will be suspended/expelled and or asked to leave the market premises. Communications with Market Manager You may contact the Market Manager, Alisa Wildman via phone (434)531-2733, email alisawildman@gmail.com , or via text (434)531-2733. Please remember to let me know your name when you text as I will not have all phone numbers listed in my phone and may not recognize the number to put with vendor name if you don’t tell me your name.

ADDITIONAL RULES
Additional rules may be added as needed during the market season by the market manager. If a rule is added vendors will be given notification of additional rule.