Buckroe Beach Farmers Market
Vendor 2027 Policies and Procedures

Buckroe Beach Farmers Market
Artist 2027 Policies and Procedures

OPERATING HOURS
Buckroe Beach Farmers Market operates rain or shine. The Market is open from 9am – 1pm.  *Themed Markets run 9am – 3pm

LOCATION
The Market is located at Buckroe Beach, 1st Street, Hampton, Virginia.

MARKET MANAGER
The Market Manager or assistant will be on-site at the Market during operation.  If questions and/or problems arise on Market Day, they will be resolved by the Market Manager.

APPLICATION AND FEES

• Vendors must be approved with a Vendor Application and Hold Harmless Agreement on file before selling at the Market. The Hold Harmless Agreement ensures that the vendor will hold the City of Hampton, Village Events, Ltd., and their respective officers, employees, agents and consultants harmless against any claims for bodily injury to include death, theft or damage, including attorney fees in connection with their participation in the Buckroe Beach Farmers Market.
  
  
• Additionally:
• Village Events Ltd. recommends that vendors be covered by liability insurance and provides this insurance certification with the application.

• Attach with the application the appropriate state/USDA inspection certificates. The producer must also supply documentation of compliance with local VDACS or Health Department ordinances and inspections when applicable.

• The fee of $40.00 with an approved application will reserve a permanent space with approximately 12 feet of frontage (see Operating Hours above).  The fee is to be paid with the Vendor Application and Hold Harmless Agreement.

• Vendors are required to submit a fully completed reconciliation/payment form for each market’s sales within 2 days along with a fee equaling 6% of the gross sales excluding sales tax, payable by check or cash to Village Events, Ltd. and for weekly vendors due before the opening of the next market. 

• Artists will have a $40.00 weekly fee that will be due 30 days prior to each scheduled market.

RULES AND REGULATIONS

• Each vendor must abide by all state and federal regulations which govern the production, harvest, preparation, preservation, labeling or safety of products offered for sale.  Vendors are liable for their own products.
  
  
• It is recommended that vendors commit to as much of the market season as possible and participate on a regular basis unless invited as a weekly or seasonal guest.
  
  
• A $50 MISSED MARKET FEE MAY BE CHARGED FOR A CANCELATION OR NO SHOW. ANY CHANGE TO SCHEDULE SHALL BE MADE AT LEAST TWO (2) WEEKS PRIOR TO THE AFFECTED MARKET OR MARKETS.

• Vendors are responsible for all appropriate labeling, licenses, product inspections, weights, measures, and pesticide rules.  The accuracy of scales/weights is the responsibility of the vendor.  It is the responsibility of the vendor to ensure compliance with all applicable health and sanitation codes, as well as local, state, and federal agricultural requirements.

• Vendors are always responsible for the cleanliness within their vending area.  Each vendor is required to leave the space clean at the end of Market Day, and to properly dispose of their trash in the provided trash recepticlas.
  
  
• The Market area is a smoke free environment. Smoking areas are provided on the boardwalk near the beach.
  
  
• It is recommended that vendors have a Virginia State Sales and Use Tax Certification number. Vendors are responsible for the collection of these taxes on Market sales.
  
  
• Use or possession of alcoholic beverages or illegal drugs is strictly prohibited. Profanity of any kind is not allowed. 
  
  
• Vendor tents, canopies, signs and displays must be approved by the Market Manager.
  
  
• The use of vehicles at the Market must be approved by the Market Manager based on the needs of the vendor.
  
  
• Accidents or injuries at the Market must be reported to Market staff or the City of Hampton Police Department.
  
  
• Formal complaints must be made to the Market Manager.

VENDOR SPACE ASSIGNMENT, SET-UP AND BREAKDOWN

• Prior to each Market, vendors will receive by email a map and site plan that illustrates the layout for the day.  There is always a chance that a vendor’s booth space will change from Market to Market. The Market Manager or designee may make site plan changes the morning of each market.
  
  
• Vendors can arrive as early as 7:15am.  Vendors are required to be set up and ready for business no later than 8:45am.  All vehicles must be out of the Market area by this time, and this will be strictly enforced. The Market Manager will direct you to the appropriate parking location. locationPlease make every attempt to vacate the Market area by 2 pm or one (1) hour after the close of the market.
  
  
• Vendors may sell only from the space assigned by the Market Manager.  Space at the Market constitutes a 12’ x 12’ section.  Displays must be confined to the area within the allocated space and must not impede pedestrian traffic or space allocations for other vendors.
  
  
• Vendors must provide their own tables, tents, chairs, equipment, ice and any additional equipment needed for business at the Market. TENTS ARE REQUIRED AND MUST BE APPROVED BY THE MARKET MANAGER IN ADVANCE. Tents must have heavy duty stakes and weights. The maximum tent size is 10' by 10' unless approved in advance by the Market Manager. The Market Manager is not responsible for providing vendors with equipment or set-up support. Please be sure to dump ice and water on the street, NOT on the grass at the end of the market day.
  
  
• Market staff recommend that each vendor have a sign identifying the name and location of the business.
  
  
• Vendors are required to stay until the end of the Market Day, including vendors that sell out of product before the conclusion of the Market. If a vendor cannot attend or is running late, the vendor must make every effort to notify the Site Manager of the absence or tardiness.  The Market Manager, Mark Medford, or designee can be reached at 757-877-2933.