2023 Vendor Information

General Market Rules and Guidelines

2023 SEASON May 9th through October 10th

The Florence Farmers Market was established to create a market place for regional farmers (100 mile radius of Florence) to sell their locally grown/produced products in the community of Florence. Florence Farmers Market is a 501(c)(3) non-profit. For the 2022 season, Florence Farmers Market will be an open air/walk in Market following the Oregon Health Authority requirements.
2023 Rules & Guidelines

Last updated 4/20/2022

Community Benefits:

Location,
Date and Times

Market Location, Date and Times for the 2023 Season
The Market is located at the intersection of Kingwood and Bay Streets on the
river side of Bay Street. The Market is open to the public from 3:00 to 6:00 pm on Tuesdays. The 2022 season is from May 9 to October 10th, 2023.

Vendor Applications

1. Vendors must apply annually. Selection of vendors is at the discretion of the Market Manager with concurrence of the Market Officers.
2. The Florence Farmers Market (FFM) reserves the right to prohibit anyone from selling at the Market or may prohibit the sale of any specific product.
3. All vendors must comply with federal, state, county and local rules and regulations related to the production and sale of their products.
This includes, but is not limited to, compliance with:

  1. federal, state and local health licensing requirements, (
  2. the Farmers Market Guidelines prepared by the Oregon Department of Agriculture, and
  3. standards governing labeling, packaging, display and weight, including scale certification with the Oregon Department of Agriculture Measurement Standards. Failure to conform to such rules and regulations may be grounds for removal from the Market and forfeiture of fees. Copies of all licenses, permits, insurance and certifications must be included with vendor application.


NOTE:
Licensing requirements change from year to year. It is the vendor’s responsibility to check with the appropriate licensing authorities.

Have questions? Check out these two helpful links to ODA

2023 Visiting Vendor Application

Visiting Vendors

The Visiting Vendors space is intended to accommodate two types of vendors either new vendors exploring the viability of their business with the FFM or businesses whose products are available for a limited time. All rules and guidelines apply including FFM membership fees and City of Florence vendor application and fee, due upon acceptance to the Market.

Market space fees will be due the day of the Market. Vending proposals will be considered with an interview by the Market Manager. Once your business and products have been accepted, approved Market dates will be confirmed. Visiting Vendors will commit to a minimum of three Market days. More Market days requested will be based on availability. Priority will be
given on a first come first serve basis.

Absent Vendors

Vendors Who Sell but Are Not Present at the Market
All vendors who are selling their products at the Market, regardless of their physical presence, will be subject to a $20 fee which is due at each Market.  Only vendors who have been at the Market for at least one year are eligible to vend without being present at the Market.  There is a limit of two slots for vendors who are not physically present at the Market.  Permission to vend without being present at the Market is at the discretion of the Market Manager.  Non-present vendors must have a firm agreement with another vendor for pick-up and distribution of their products to customers.

Membership, Market Fees, City Vendor Fees

  1. The annual membership fee for the Florence Farmers Market is $20.00 and must be paid at the first market attended. The membership fee is for one season.
  2. In addition, each vendor must pay a daily booth fee for each day they are at the market. The daily fee is $20 for a 10×10 space, $40 for a 10×40 space. Vendors will be responsible to come to the Market Manager table during the last ½ hour of the Market to pay vendor fees weekly and be reimbursed for that day’s SNAP/DU and Produce Rx.
  3. The City of Florence has a vendor application and fee. Applications can be obtained from the market manager or city hall. The market manager will collect applications and fees ($32) and submit them under the Florence Farmers Market Master Vendor License.

Space Assignment

  1. Spaces will be allocated by the Market Manager with consideration to seniority, local product, product category and cooperation.
  2. The Market Manager has the discretion to determine if a product category is sufficiently represented and acceptable at the Market. Some categories may be allowed more vendors than others at the Market Manger’s discretion.
  3. The FFM retains the right to reassign vendor space at any time if deemed necessary for the overall good of the Market.

Market Hours

Market hours are Tuesday, 3:00 to 6:00 pm.

  • Vendors may arrive and unload between 1:00 and 2:00pm.
  • Vendors are expected to arrive before 2:15 so that all canopies can be set up.
  • The first time a vendor arrives after 2:15, they may be asked to wait until 4pm to setup.
  • Vendors should unload their vehicle, then park in vendor parking area only.
  • For safety, no vehicles should be in the Market area after 2:30pm
  • Vendors must be set up and ready to sell by 3:00pm.
  • All vendors must stay until the close of the Market at 6:00 pm.
  • A “Sold Out” sign may be placed in the booth space if product is sold out, but the display items, canopy, tables, etc., must remain in place.
  • Check-in: All Vendors will check in with the Market Management at the Informational Booth upon arrival prior to setting up. Vendors will receive current information for the day.
  • Vehicles may be moved into loading areas after 6:15 pm. Vendors should pack their booth first; then get their vehicle to load. Vendors must be packed and ready to leave by 7:00 pm.
  • Vendors must leave their area clean at the end of Market day.
  • Vendors must notify the Market Manager via email by 3:00 pm on the Monday prior to the Market opening if they will not be attending the Market. Failure to notify the Market Manager may result in the vendor being charged for that day the following week. The vendor will not be allowed to set up until the fine is paid. Cancellations due to emergencies will be considered an exception. Please call, text 630-888-4645 or email contact@florencefarmersmarket.org to notify the Market Manager before 1:00pm on Market da

Rules

  1. Vendors are solely responsible for product liability. Food and agricultural vendors must carry general and product liability insurance. Florence Farmers Market is not responsible for any loss or damage incurred by vendors.
  2. Vendors are expected to behave courteously to customers, other vendors, Market staff and volunteers and to conduct themselves professionally at all times. Vendors may not publicly disparage other vendors, employees, volunteers, products or the Market.
  3. No Pets. With the exception of service animals, vendors and staff are not allowed to have pets in booths.
  4. Winds – Florence frequently has strong, dangerous winds. All vendors with canopies are responsible for adequately anchoring their canopy, either with a minimum 25 pound weight on each canopy leg, or stakes.
  5. Internal combustion generators are not allowed. Non-noise producing battery or solar battery generators will be allowed.
  6. No proselytizing, military recruitment or political campaigning is allowed at the Market.
  7. No product “hawking” allowed. No “attracting” shoppers who are not at your booth. No selling or giving samples outside booth area.
  8. Use of tobacco products within the Market boundaries is prohibited.
  9. There will be no discrimination based on race, color, creed, gender, religion, sexual orientation, age or nationality.

Vendor Guidelines

  1. Vendors must submit a list of goods to be sold as part of the Vendor Application process. Any changes or additions to previously agreed upon goods must be proposed/presented to the Market Manager for approval at least a week in advance of the next market.
  2. Vendors may not sell baked goods unless they are an approved, dedicated baked goods vendor.
  3. Vendors must display clearly visible signage indicating name of farm or business and location.
  4. Items for sale should be clearly priced.
  5. Use of plastic bags, plastic clamshell containers, etc. is discouraged. Use of paper bags and reusable bags is encouraged.
  6. Vendors doing higher volume business are encouraged to provide appropriate signage so customers can easily find check-out area(s).

Volunteer Guidelines

  1. Volunteering to work at the Market or supporting the Market in other ways is strongly encouraged. Information regarding volunteering and Market needs for volunteers can be obtained from the Market Manager.
  2. Volunteer registration is required.
  3. The Market relies on its volunteers, so volunteering needs to be a commitment.
2023 Comunity Table Registration and Guidelines

About the Community Table

The Community Table (CT) offers community members (vendors) a low-risk and cost-effective way to try selling at the Market. This is also an opportunity for vendors to sell quantities that would not financially justify a full booth. It’s a good place to learn marketing techniques and get a feel for selling at a farmers market before making a seasonal commitment. It is also a great way to increase the diversity and element of surprise each week at the market.
The Community Table booth fee is 25% of total sales per vendor.

Only fresh fruits, veggies, ODA approved producer processed products and flowers may be sold at the Community Table. There can only be four vendors selling products per week. The CT is managed by a Florence Farmers Market CT Coordinator but vendors are encouraged to help with the setup, sales and tear down if possible. They are not required to stay and sell but they do need to get their proceeds and any remaining products at the end of each market (6 pm). Potential CT vendors must contact the CT Coordinator ahead of time to ensure there is space available. Email Britte Kirsch at britte.kirsch@gmail.com or call 435-729-0554 to reserve space and get more details.

The purpose of the Community Table is to:
  • Provide a direct Market outlet for home gardeners with extra produce.
  • Provide an outlet to new farmers and backyard gardeners who are not yet ready or able to operate their own booth.
  • Add diversity to the products at the Florence Farmers Market.
Procedure:
  • The CT Coordinator will contact vendors Sunday before the market to confirm attendance and product offering. Vendors must notify the CT Coordinator via email by 3:00 pm on the Monday prior to the Market opening if they will not be attending the Market.
  •  Participants should arrive at the Market and check in at the CT at least 30 minutes before the start of the Market (2:30 pm). They should have their product offering ready for selling (organized in bags, containers, etc). Arriving after the Market opens is strongly discouraged unless prior arrangements were made. Once the Market starts, the CT Coordinator must turn attention to their customers. 
  • The Community Table will provide two tables for the vendors to share and participation will be capped at 4 vendors including the CT Coordinator. Only the assigned table space may be used for product display. Participants should be prepared to assist in setting up and taking down the CT canopy, tables and weights. 
  • Vehicles are not allowed in the Market area 15 minutes prior to opening or any time during the Market. 
  • Vendors are not required to remain at the Market while it is open but may request to stay. 
  • At the end of the Market (6pm), vendors may check in with the CT Coordinator to be paid for sales that day. Payment will be cash only. 
  • Vendors must take any unsold produce with them or it will be donated to FoodShare.
Guidelines and Rules:
  • Participants must comply with regular Market Guidelines. Find them on the Market website: florencefarmersmarket.org
  • The CT Coordinator will provide blank signs to fill out and place on your products, listing what the product is, what it costs and how it was grown. Pricing will be determined based on other participating vendor pricing to keep things fair. Products should be pre-packaged and priced based on quantity and not weight since there will not be a scale available. Vendors may bring a chair if needed but cannot bring any extra tables.
  • If you are selling any ODA approved producer processed products, specific labels are required. All producer-processed products must be labeled with the following:
  • Product identity
  • Net weight
  • An ingredients statement (including any major allergens)
  • The address of the agricultural producer 
  • “THIS PRODUCT IS HOMEMADE AND IS NOT PREPARED IN AN INSPECTED FOOD ESTABLISHMENT” “NOT FOR RESALE” 
  • This vendor opportunity is cash ONLY except for the SNAP participant funds, which will be reimbursed at the end of the market. Unfortunately, WIC checks are not accepted at the CT.

Download these guidelines as a PDF here.  For more information, please contact: Britte Kirsch, Florence Farmers Market Community Table Coordinator britte.kirsch@gmail.com (435) 729-0554