Welcome to the
Roots & Rhythm Marketplace!
MARKET OBJECTIVES
- To provide a space for area growers/producers to sell their products directly to the consumer.
- To provide the community with a variety of fresh and regional comsumable goods.
- To introduce new and returning pedestrian traffic to our Community.
The marketplace operates for seven weeks each year from 10:00 a.m. to 1:00 p.m., with one designated night market held from 5:00 p.m. to 8:00 p.m. The market is divided between two locations, with specific dates assigned to each site to accommodate community access across the city.
Denbigh Community Center- 15198 Warwick Blvd., Newport News, VA 23608
June 13
June 27
July 11
July 18
King-Lincoln Park- 600 Jefferson Avenue, Newport News, VA 23607
July 25
August 1
August 8 — Night Market (5:00 p.m.–8:00 p.m.)
VENDOR APPLICATION/REGISTRATION FEE
There is no fee to apply to the Roots & Rhythm Farmers Market.
The market will not occur on the following community event dates:
- June 20 - Juneteenth Freedom Festival
- July 4 - Stars in the Sky
YOU WILL BE SENT A HOLD HARMLESS AGREEMENT THAT MUST BE TURNED IN VIA EMAIL OR IN PERSON AT YOUR FIRST MARKET.
MARKET OPENING, CLOSING, AND ATTENDANCE
Vendors must be in attendance when scheduled, set up is no later than 8:30am, ready to sell by 9:45am, and available for business until closing of the market. Leaving early is prohibited. No shows will result in the vendor being removed from the market list. Notice of 48 hours will be required if you are unable to attend.
Vehicles: No vehicles may be operated in the park after 8:30am. Make sure you are unloaded, and your vehicle removed by that time. When vehicles are temporarily parked in the park for unloading before the market beigns, all unloading must be done in 15 minutes or less. Please unload your car and then park in a parking lot before setting up your tent and display. No vehicles will be allowed back into the park until instructed by event staff.
Early Sales: As this is an open-air market, shoppers will be wandering in as early as 9:00am. Vendors are encouraged to be set up and ready to sell in the case early shoppers arrive.
Attendance: A vendor is expected to attend all markets s/he has confirmed with the Market Coordinator. If unable to attend a market, s/he is expected to inform the Market Coordinator no later than 9:00am on Thursday before the market. (In case of an emergency, please notify the Market Coordinator as soon as possible.) Exceptions may be made on a case-by-case basis.
If the vendor does not fullfill his/her contractual obligation, the Market Coordinator reserves the right to remove the vendor from the remainder of the market season. Vendors with two warnings will be removed from the market line-up after a third occurrence.
Emails: The Market Coordinator prefers to communicate market news through regular emails. All vendors are HIGHLY ENCOURAGED to have an email account. If they do not have one, it will still be their responsibility to stay updated on any market news and to check each week's list of vendors before the deadlines. A list of vendors will be emailed no later than Monday before each market. If the vendor does not receive emails, it is their responsibility to contact the Market Coordinator by noon on Tuesday each week to ensure that they are accurately listed for each market.
PROHIBITED DURING MARKET HOURS
- Selling during a lightning storm
- Generators (without the approval of the Market Coordinator)
- Damage to the asphalt
- Selling of any items bought from a wholesaler, auction, or retailer, or processed outside a 100-mile radius without permission of the Market Coordinator
- Processed foods not in compliance with Virginia Department of Agriculture regulations or Health Department. This is a great resource about the laws and regulations about food processing by VDACS. https://www.vdacs.virginia.gov/pdf/kitchenbillfaq.pdf
- The slaughtering of any animals on site
- Cooking within the market area without prior approval by the Market Coordinator.
- Distribution of political campaign (or religious) materials without the approval of the market manager
- Smoking or vaping within the perimeter of the market
Vendors should notify the Market Coordinator of any unauthorized contact/solicitation during the market
SPACE ASSIGNMENTS
Each vendor space accommodates 10'x10' tent with straight 90-degree sides. Few vendors will have assigned spaces. Most vendors will go in spaces as they arrive.
TENTS/TABLES/CHAIRS
We only supply the space for you at the market. You are responsible for your tent, tent walls, tables, chairs, displays, etc. ALL TENTS MUST HAVE WEIGHTS. IF YOU DO NOT HAVE WEIGHTS YOU WILL BE ASKED TO LEAVE. Few vendors will have assigned spaces. Most vendors will go in spaces as they arrive. We will fill the back of the park to the front to avoid the congestion of cars in the field. DO NOT SET UP YOUR TENT BEFORE YOU MOVE YOUR CAR.
ELIGIBILITY
Participation is open to regional growers/producers within a 300-mile radius of Newport News. The market is a producer/processor only market.
*Note: Exceptions may be made at the discretion of the market for those selling items available only in areas outside the 300-mile radius. Vendors are required to inform customers of the origin/location of each/any product(s) if they come from outside a 300-mile radius.
The Market Coordinator has the right to request documentation of any product in question from the vendor and inspect items prior to, or on the day of the sale to confirm their eligibility. The Market Coordinator may also conduct random farm visits and visits to produce auctions.
PROCESSED OR VALUE ADDED
The market assumes that the items offered for sale will be distinctly different from their raw ingredients. Items may expressly NOT be purchased and re-packaged to be sold at the market. The Market Coordinator has the authority to make allowances for products processed outside the 300-mile radius, if necessary.
INSPECTIONS FOR EDIBLE ITEMS PRODUCED BY VENDORS
All processed foods must be certified by the Virginia Department of Agriculture, unless exempt by Section § 3.2-5130 of the Code of Virginia (Cottage Laws). https://www.vdacs.virginia.gov/pdf/kitchenbillfaq.pdf
Please research what the labeling guidelines are for the VDH & VDACS. Here is a great article going over the differences and requirements of cottage food producers - both Home Kitchen Exemptions and Home Food Processing Operations https://ij.org/issues/economic-liberty/homemade-food-seller/virginia/
LABELING OF ITEMS REQUIREMENTS
Cottage Law Food Items
Processed foods made in home kitchen and are considered cottage law protected.
Product containers should have a label displaying the name, physical address, and telephone number of the person preparing the food product and the date the food product was processed. The statement "NOT FOR RESALE - PROCESSED AND PREPARED WITHOUT STATE INSPECTION" must be placed on the front of the product.
In addition, this exemption does not preclude the need for standard labeling information on the product label (name of product, net weight statement, name and address of the manufacturer, list of ingredients and sub-ingredients and possibly nutritional information). https://www.vdacs.virginia.gov/pdf/kitchenbillfaq.pdf
Commercial Kitchen Requirements
Processed foods made in a commercial kitchen must follow these labeling guidelines on page 20 of this link. https://www.vdacs.virginia.gov/pdf/howtocommkitchen.pdf
Restaurant/Bakery Labeling Requirements
Please see pages 68-70 of the FOOD REGULATIONS doc from the VDH (12 VAC 5-421-900 Food labels). https://www.vdh.virginia.gov/content/uploads/sites/114/2016/09/2010-Food-Regulations-Final-with-TOC.pdf
REQUIREMENTS
All vendors must complete an application, sign a hold harmless agreement, and read and sign the rules and regulations before being allowed to sell any product.
Many items are subject to USDA, Virginia Department of Agriculture and Consumer Services and/or Health Department regulations. Vendors must contact these agencies for inspection and approval.
Vendors are liable for their own products and responsible for adhering to the Department of Agriculture's policies and procedures when dealing with prepared foods, selling prepared foods, or offering samples at the Roots & Rhythm Farmer's Market. A copy of all required licenses MUST be filed with the vendor's application, if applicable. Please provide a copy of current inspection report from the Virginia Department of Agriculture.
Collection of Virginia sales tax and compliance with the Virginia Department of Taxation is the responsibility of the vendor. See https://www.tax.virginia.gov/retail-sales-and-use-tax or call (804) 367-8037.
The Market Coordinator and the City of Newport News will not be held liable for the products offered by vendors. Products liability insurance is the sole responsibility of the vendor.
The Market Coordinator reserves the right to, with reasonable notification, visit and inspect the vendor's growing area or processing facility, and request documentation of the products in question.
QUESTIONS
Contact us if you have questions. Please call the Department of Parks & Recreation at (757) 926-1400, Monday-Friday, 8:00 a.m.-5:00 p.m., or e-mail walkeran@nnva.gov.
