Market policy and Vendor Agreement

Please carefully read, date and provide your signature

Market information:
The market runs every Friday, 4 p.m. to 7 p.m. from June 28-October 4, 2024.
Cost: $12 per market to a maximum of $100 for the season paid promptly upon application acceptance. Payment is non-refundable.
The market will be managed by the Market Managers, Jessica and/or Nathan Rogers in affiliation with the Stirling-Rawdon BIA. The Market Managers and/or the Stirling-Rawdon BIA reserves the right to make changes to this policy at any time.
Market Manager(s) will be on-site throughout the market. Any concerns or questions should be directed to the Market Manager.
Market in the Village Stirling Vendor Policies:
All vendors and requests are subject to approval, the Market Manager has the right to control the nature and number of vendors and the type of product for sale.
If a vendor needs to cancel their attendance a minimum of 5 days notice is required (more notice is greatly appreciated). Spaces will be given on a first come, first served basis.
If 2 markets are missed without required notice the vendor space and fees may be forfeited for the season, up to the Market Managers discretion.
Vendor spaces will be assigned by the Market Manager on Market day. Any shifts or changes of vendor space location must be approved by the Market Manger.
Vendors are responsible for their own setup and takedown. Vendors are required to supply their own tent (optional), table and cash box.
Vendors are asked to stay the entire time, or until their product is sold out. *If vendor vehicle is parked in the parking lot it will not be able to move until the market has ended.
Market OPENS at 4pm and drive in access will be blocked by this time. The parking lot is to be empty by 3:30pm. Market Manager(s) will be there by at 3:30pm, all vendors are expected to arrive between 3:30-3:45pm.
Ideally, 100% of vendor product is locally grown/made at each vendor table. If product does not comply with this guideline, it is at the discretion of the Market Manager if a vendor may sell their product.
To keep market patrons informed, growing methods should be clearly designated and advertised as:

- Certified Organic

- Non- Certified Organic

- Conventional

- If other, vendor must specify in the application.
No produce and/or prepared foods sold at the Market can originate from any Food Terminal or retail outlet.
Vendors MUST have their own insurance to cover product liability. This insurance can be added to their home policy or they can carry a separate business policy. If you have a Farm or Business policy this coverage is likely already built into your policy. If you are unsure I recommend checking with your insurer. There are alternate options such as Duuo, Exhibitor, and PAL, that offer reasonable, flexible, per market policies.
Vendors agree to accept full responsibility for any loss, damage or accident occurring during the market as a result of negligence or willful default on the part of the vendor.

Each vendor is expected to keep his or her area clean and remove all property at the end of the day. The market is striving to become zero-waste, and we greatly appreciate your support and contribution to these efforts. Vendors are encouraged to offer reusable, compostable or recyclable packaging.
Vendors must follow safe food handling regulations as set forth by the Hastings and Prince Edward (HPE) Counties Health Unit.
Any vendors selling processed food product(s) (ie. jams, canning, baking, prepared vegetables or cooked foods) are required to fill out HPE Public Health's "Food Vendor Notification form" which can be found here:
https://hpepublichealth.ca/special-event-farmers-market-food-vendor-notification/
Information will be provided to assist those vendors who are required to fill out the form.

Representatives from the Market have the right to visit any vendor’s place of business and/or farm, where all required documentation must be supplied and market protocol be met. Visitation will be mutually arranged between the acting Market Manager and the vendor.
All vendors are expected to work cooperatively together.
The following will NOT be tolerated and any violations could lead to permanent expulsion from the market:

- Abusive language, discourtesy or rudeness towards a vendor, volunteer participant or customer. 

- Verbal, physical or visual harassment of another vendor, volunteer or customer. 

- Actual or threatened violence toward any individual. 

- Bullying or taking unfair advantage in any way of another individual. 

- Conduct endangering the safety, health or well-being of others. 

- Possession or use of alcoholic beverages, illegal drugs, or smoking at any location where vendors are set up. *Other than vendors licensed and permitted to sell and sample alcoholic beverages.

- Bringing dangerous, illegal or unauthorized materials such as explosives, firearms, weapons or other similar items.
It is the intention of the market to be open on all market days, however, if the threat of inclement weather is significant the Market Manager has the authority to make any of the following adjustments:
- In the case of a severe weather warning, the manager has the authority to cancel the market.
- In the instance of high winds, the market manager has the authority to allow vendors to forego the use of awnings and set up from their vehicles. This decision will be made by the Market Manager by noon on market day and/or as soon as possible, and will be communicated to vendors upon arrival at the market.
- In the instance of deteriorating weather during a market day, the Market Manager has the authority to shorten the market day and will communicate this action to all vendors at the market.
It is the vendor’s responsibility for compliance with all applicable laws, by-laws, ordinances, regulations, requirements, codes and standards, including those with respect to fire, safety, health and environmental matters and shall ensure that all equipment, materials and goods used by the Vendor so comply. Violation may result in forfeit of deposit and removal from the market.
Consent to Photograph /Videotape / Interview Individuals
I hereby agree and give my permission for Market in the Village and/or partners to record, film, photograph, audiotape or videotape myself (hereinafter collectively referred to as “Works”) and to display, publish or distribute these Works for the purpose of publishing, posting on the Market in the Village website and posting on social media sites. I hereby waive any right to approve the use of these Works now or in the future, whether the use is known to me or unknown, and I waive any right to any royalties related to the use of these Works. I understand that the Works may appear in electronic form on the internet or in other publications outside of the Market in the Village’s control. I agree that I will not hold the Market in the Village responsible for any harm that may arise from such unauthorized reproduction.