UPPER TOWNSHIP FARMERS MARKET VENDOR APPLICATIONS 2015 MARKET SEASON

Transcription

1 UPPER TOWNSHIP FARMERS MARKET VENDOR APPLICATIONS 2015 MARKET SEASON The Upper Township Farmers Market (the Market and UTFM ) will open on Friday, June 26, 2015 for its inaugural season. The Market will be open every Friday (rain or shine, except for declared weather emergencies) through August 21, 2015 with possible one day markets in October and November. Market hours will be 8:00 am to noon. The Market will be held at Past Time Place, Route 9, Seaville, located north of the Cedar Square Shopping Center. All spaces will be outside. THE PRIMARY GOALS OF THE MARKET ARE: 1. Provide local access for acquiring fresh and healthy food; 2. Support local growers and business; 3. Enhance customer traffic and exposure for Upper Township businesses 4. Increase community awareness by interacting with farmers and artisans; and food vendors. 5. Raise community socialization. UTFM Mission Statement: The mission of the Upper Township Farmers Market is provide a venue where local farmers, producers, crafters and artisans come together to provide a variety of fresh produce and related products directly to the consumer. In addition, other over-arching goals of the UTFM include: o Learning Environment: Promote the nutritional, environmental, health and economic benefits of sustainable living for Upper Township residents. o Common Ground: Create a unique atmosphere in which to appreciate the agriculture, nature, arts, culture, and heritage character of Upper Township. o Quality of Life: Enhance the quality of life in the Upper Township area by providing a community activity that fosters social gathering, interaction and community building. ABOUT UPPER TOWNSHIP The Township of Upper is made up of 10 small villages or towns: Beesleys Point, Marmora, Palermo, Seaville, Tuckahoe, Greenfield, Marshallville, Steelmantown, Petersburg and Strathmere. The Township population is now estimated at 12,000, with an estimated 2,000 seasonal summer residents. According to the Township of Upper website, the summer time population figures for our 62- square-mile community can swell near 20,000. UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 1

2 2015 Calendar - UT Farmers Market Fridays: June - June 26 1 July - July 3, 10, 17, 24 and 31 5 August - Aug. 7, 14, 21 3 Total 9 Fridays VENDOR CATEGORIES: There are four categories of vendors: Note: Copies of all Farmers Market documentation and forms will be linked on the Farmers Market page of the Upper Twp. Green Team website: > 1. AGRICULTURAL VENDORS: These are local farmers that produce and/or grown one or more of the following products: fruit, vegetables, plants (starts, annuals, perennials, herbs) cut flowers and herbs, dairy products, farm raised meat, seafood, and eggs. Value added products such as jams, jellies, salsa, honey, soaps, herbal oils, etc) from one or more of the above referenced items are eligible. If the vendor also operates as a Community Supported Agriculture (CSA) farm, share pickup at the market is allowed. This list is not intended to be exhaustive. Agricultural products not on this list may be sold with approval of the Farmers Market Committee. Because one of the primary goals of this market is to promote local agriculture, the Farmers Market is requiring that approximately 50% of the vendors at the Market be Agricultural Vendors. All vendors must agree to abide by the rules established for the Market. Agriculturally derived products are defined as agricultural, horticultural, and dairy products, livestock and the products thereof, the products of poultry and bee raising, the edible products of forestry, and any and all products raised or produced on farms and minimally processed. 2. FOOD VENDORS: Food Vendors must take an active part in making/baking the majority of the items they plan to sell. Products sold by food vendors include items for onsite and offsite consumption including, for example, baked goods, coffee, refreshments and value added products such as jams, jellies, salsa, honey, soaps, herbal oils, etc. This list is not intended to be exhaustive. Food products not on this list may be sold with approval of the Farmers Market Committee. Vendors selling prepared foods shall prepare and serve foods in accordance with all applicable Federal, State and local health regulations. All foods and beverages sold or used in food preparation shall be first quality and conform in all respects to Federal, State and local food and other laws, ordinances and regulations. 3. CRAFT VENDORS: Craft vendors must take an active part in the making of the items they plan to sell. Products sold by craft vendors include artisan jewelry, crafts, knit or sewn items, wreaths, and baskets for example. This list is not intended to be exhaustive. Craft products not on this list may be sold with the approval of the Farmers Market Committee. 4. COMMUNITY OUTREACH: We are pleased to welcome community outreach and non-profit organizations to our Upper Twp. Farmers Market (UTFM). Any organization able to demonstrate a 501(c) 3 status is welcome to apply. UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 2

3 The UTFM believes non-profit and community outreach participation is critical to our weekly markets. The UTFM will try to accommodate non-profit applicants' needs and requests to the best of our ability. The efforts taken in preparing for each of our events is greatly appreciated. Please note the following guidelines: 1. Non-profit and community outreach organizations may request up to four (4) Market days throughout the season. Please indicate preferred dates on the application. Contact the Market Manager with any cancellations so space may be allotted to another organization. 2. No more than six (6) non-profit and community outreach organizations will be invited to participate each week. Dates will be reserved on a first come, first served basis. 3. Spaces are approximately 10 x We do not provide equipment. Bring all necessary materials, including a table and canopy. A canopy is not required. If a canopy is used, we require 40 lb. weights on each corner. 5. Arrive for site set-up between 7:00 and 7:30 am. The Market hours are 8:00 am to 12 Noon. 6. Non-profit booths are for community outreach. However, we are allowing fundraising sales of tickets, merchandise, and memberships from the booths. Items that compete with Market vendors are NOT permitted (food, produce, jewelry, crafts). 7. Organizations out of compliance with general Market guidelines will be asked to leave. Please submit a copy of your 501(c) 3 designation with the application form. APPLICATION PROCESS AND FEE SCHEDULE: The deadline for the initial application material for priority selection is May 15, The appropriate Application must be accompanied by the Hold Harmless Agreement and a non-refundable check payable to the Upper Township Farmers Market in the amount of $20.00 and sent to: Rebecca Holden Upper Twp. Farmers Market, C/O Township of Upper, P. O. Box 205, Tuckahoe NJ Applications received after this deadline will be accepted, and if there are vacancies available at the market, vendors will be selected at the discretion of the Farmers Market Committee. If there are no vacancies at the time an application is received, the applicant will be placed on a waiting list for participation in the market. The Farmers Market will notify vendors if they have been selected to participate in the market by May 22, Seasonal Participation for a 10x10 location: If a vendor is selected to participate in the Market, the annual amount is to be - Paid prior May 29: $ Paid after May 29: $ (Payment of extra $100 for an addition spot.) The Market is scheduled Rain or Shine. No refunds will be given under any circumstances. The Seasonal Participation fee is to be sent to the address above. The UT Farmers Market reserves the right to substitute another vendor if the selected vendor fails to pay the required fee by June 1, The Farmers Market will evaluate applications. The review process will be for the purpose of finding the specific applicants that are the most qualified to participate in the Market. Please note that the Committee reserves the right to accept or reject any and all applications if it is in the best interest of the Farmers Market. UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 3

4 Considerations in the review of all applications will include: 1. Whether the business is located in Upper Township or operated by a Upper Township resident 2. Whether the operation is located in New Jersey 3. Percentage of product that is directly agricultural or produced in New Jersey with New Jersey materials Considerations for Agricultural Vendors: 1. Willingness to accept food assistance program vouchers/checks/ebt (e.g., food stamp EBT, WIC, Senior, Farmers Market) 2. Certified organic products offered for sale FOOD VENDOR PERMITTING The Cape May County Division of Public Health requires all mobile retail food vendors to submit an application to their department prior to participating in a special/temporary event or vending in any municipality within the County. A "Mobile Retail Food Establishment" means any movable restaurant, truck, van, trailer, cart, bicycle, watercraft, or other movable unit including hand carried, portable containers in or on which food or beverage is transported, stored, or prepared for retail sale or given away at temporary locations. If you have not submitted an application to this Department for the current year: Fill out and submit a "Mobile Retail Food Establishment Application" for review and approval If you are a Mobile Retail Food Establishment that has already been approved to operate within this County for the current year and plan on participating in a special event: Fill out and submit a "Mobile Retail Food Application - Amendment" prior to the event. If you have already received a license or "approval to operate" in Vineland City or Atlantic, Camden, Cape May, Cumberland, Gloucester, Salem Counties: - Submit a copy of the original application and a "Mobile Retail Food Establishment - Amendment". Applications can be found at: If you have any questions, please contact the Cape May County Division of Public Health Phone (609) Fax (609) Other Resource Links: NJ Dept. of Agriculture: (609) NJ Dept. of Health Services: (609) NJ Dept. of Weights and Measures: (973) (800) (NJ only) UPPER TOWNSHIP FARMERS MARKET UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 4

5 MARKET RULES & REGULATIONS Dates of the Market: The Upper Twp. Farmers Market (the Farmers Market and UTFM) will be open for the 2015 season each Friday from June 26 through August Times for Set-Up and Market Sales: The market will be open for business from 8:00 am to noon. The Market Manager will supervise the opening and closing of the market. Vendors may arrive at 7:30 am to set up their location. All clean-up must be completed by 12:30 12:45 pm. 3. Location: The market will be held at Past Time Place, Route 9, Seaville, located north of the Cedar Square Shopping Center. All spaces will be outside. 4. Vendor Designation: Vendors shall be designated as follows: Agricultural Vendors: These are local farmers that produce and/or grown one or more of the following products: fruit, vegetables, plants (starts, annuals, perennials, herbs) cut flowers and herbs, dairy products, farm raised meat, seafood, and eggs. Value added products such as jams, jellies, salsa, honey, soaps, herbal oils, etc) from one or more of the above referenced items are eligible. If the vendor also operates as a Community Supported Agriculture (CSA) farm, share pickup at the market is allowed. This list is not intended to be exhaustive. Agricultural products not on this list may be sold with approval of the Committee. Vendors must disclose all products they intend to sell. Farm products should be harvested no more than 48 hours before being offered for sale at the Market FOOD VENDORS: Food Vendors must take an active part in making/baking the majority of the items they plan to sell. Products sold by food vendors include items for on and offsite consumption including, for example baked goods, coffee, refreshments and value added products such as jams, jellies, salsa, honey, soaps, herbal oils, etc. This list is not intended to be exhaustive. Food products not on this list may be sold with approval of the Committee. Vendors selling prepared foods shall prepare and serve foods in accordance with all applicable Federal, State and local health regulations. All foods and beverages sold or used in food preparation shall be first quality and conform in all respects to Federal, State and local food and other laws, ordinances and regulations. CRAFT VENDORS: Craft vendors must take an active part in the making of the items they plan to sell. Products sold by craft vendors include artisan jewelry, crafts, knit or sewn items, wreaths, and baskets for example. This list is not intended to be exhaustive. Craft products not on this list may be sold with the approval of the Committee. NON-PROFITS: (Please see Section 4 in the Vendor Application.) Community, agricultural, health and food focused non-profit organizations will be allowed to have an informational table at the Market at the discretion of the Committee. Non-Profit table/display locations will be at the discretion of the Market Manager in order to provide the best arrangement for the market. 5. Market Management: The oversight and management of the Market will be handled primarily by a UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 5

6 designated Market Manager. The person responsible for administration of the Upper Township Farmers Market on 2015 Market days is: Rebecca Holden cell: The Market Manager s duties, or those directly assigns to others on the Market team, will include: a. Record attendance and keep a brief log of market events. b. Assign spaces to Vendors and reassign spaces in the event of an absence or late arrival. c. Monitor customer interaction with vendors and resolve conflicts that may arise. d. Appropriately respond to and address customer suggestions, questions and concerns. e. Enforce market rules and report alleged violations in writing. 6. Fees: A nonrefundable application fee of $20 is due at time of application. If a vendor is selected to participate in the Farmers Market, the annual 2015 Season (9 weeks) fee will be as follows: Paid prior May 29: $ Paid after May 29: $ Space and Parking Designation: The Market Manager will be responsible for determining the space and position of each vendor at the market on the first day of the market season, but may reassign positions for any reason. Each Vendor s participation fee is for a 10 x 10 foot space. Additional space may be requested for an incremental Participation fee to be negotiated with the Committee. All spaces will be outside. Vendors are responsible for bringing all tables, canopies or umbrellas and equipment. Additional requirements should be discussed with the Market Manager. 8. Tardiness/No Shows: Proper notification is required if a vendor must be late or absent for a market day. If the vendor must be late for some reason, he or she is obliged to call the Market Manager by 7:30 pm on the evening before the market day in question. If a vendor is late or misses a scheduled market day without properly notifying the Market Manager on two market days, the vendor may be asked not to return to the market without a refund. Vendors who are asked not to return due to tardiness/absences may be replaced with another vendor from the wait list at the Market Manager s discretion. 9. External Regulations: Vendors are responsible for compliance with applicable municipal, county, state and federal regulations, such as (but not limited to): agricultural business license; pesticide licensing and safe use; approval seal of the New Jersey Office of Weights and Measures on all scales; State sales tax collected and reported as required; organic certification on claimed products as required; food safety, sanitation, health permits and labeling requirements pertaining to the items for sale; State inspection of nursery stock required for selling whole plants for replanting; (packs or pots). If the City or Market Manager is advised by the appropriate authority that applicable regulations are not being complied with, a vendor will be removed from the list of eligible vendors. 10. Vendor Conduct: Vendors should present themselves in an appropriate manner, dress and state of cleanliness. Shirts must be worn. Vendors must completely clean up the area around their designated space and sales area before leaving the market each day after closing time. Their area is to be left broom swept and free of debris. Vendors not complying with this provision will be charged a $25 fee for each occurrence. If noncompliance continues, the Vendor in question may be asked not to return to the Market without a refund UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 6

7 for any days paid in advance. Vendors are not to smoke cigarettes during market hours in the Market area. 11. Sustainability: Upper Township is a clean, green community. We are requesting vendors provide an alternative packaging/bag solution to one-time single-use plastic bags such as biodegradable plastic, or paper containers. The Farmers Market will encourage residents to utilize reusable shopping bags. 12. Modifications: These rules may be modified to address unanticipated circumstances not herein covered. Any modifications will be communicated to all vendors in a timely manner and shall state the reason and the specific duration of the modification. Note: The most current versions of all Upper Twp. Farmers Market documentation and forms are linked on the Farmers Market page of the Upper Twp. Green Team website: > -End- Appendix: (Applications / agreement also available as stand-alone forms.) Vendor Applications: o Agricultural Vendor o Prepared Food Vendor o Craft Vendor o Non-Profit Vendor Hold Harmless Agreement UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 7

8 UPPER TOWNSHIP FARMERS MARKET AGRICULTURAL VENDOR APPLICATION 2015 MARKET SEASON Contact Name: Farm/Business Name: Address of Farm: Mailing Address (if different): Contact phone number - (normal business during the week): Contact phone number - (pre-market day emergency): Address: Please choose a one: Traditional Certified Organic Follow Organic Practices Pesticide Free Low spray Other / Not applicable Please circle all products you plan to sell including but not limited to: Fruits, vegetables, cut flowers, greenhouse plants, meat, eggs, dairy products, herbs, derived products like jams, sauces etc. Others / if needed. (Please be specific): Will you need a location at the Market larger than 10 x 10 feet? Yes No If you offer CSA memberships, will you allow pickup at the market? Yes No Does not apply Do you accept food assistance program vouchers/checks/ebt (e.g. food stamps, WIC, etc.) Yes No PLEASE INITIAL: I have read and understand the Vendor Application I have read and understand the Upper Twp. Farmers Market Rules I understand and have completed the Hold Harmless Agreement I understand that if selected, I am responsible for any & all applicable licenses, permits & certifications I am authorized to submit this application on behalf of the farm/business named in this application Signature: Print Name: Date: PLEASE RETURN APPLICATION TO: Rebecca Holden Upper Twp. Farmers Market, C/O Township of Upper, P. O. Box 205, Tuckahoe NJ UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 8

9 UPPER TOWNSHIP FARMERS MARKET PREPARED FOOD VENDOR APPLICATION 2015 MARKET SEASON Contact Name: Business Name: Business Address: Contact phone number (normal business during the week): Contact phone number (pre-market day emergency): Address: Please describe the prepared food product(s) you would like to sell: Will you need a location at the Market larger than 10 x 10 feet? Yes No Will you be bringing a food truck? Yes No Will you be using a generator? Yes No PLEASE INITIAL: I have read and understand the Vendor Application I have read and understand the Upper Twp. Farmers Market Rules I understand and have completed the Hold Harmless Agreement I understand that if selected, I am responsible for any & all applicable licenses, permits & certifications I am authorized to submit this application on behalf of the business named in this application Signature: Print Name: Date: PLEASE RETURN APPLICATION TO: Rebecca Holden Upper Twp. Farmers Market C/O Township of Upper P. O. Box 205, Tuckahoe NJ UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 9

10 UPPER TOWNSHIP FARMERS MARKET CRAFT VENDOR APPLICATION 2015 MARKET SEASON Contact Name: Business Name: Business Address: Contact phone number (normal business during the week): Contact phone number (pre-market day emergency): Address: Please describe the product(s) you would like to sell. Please attach sample pictures. Are these products all handmade? Yes No If no, please explain: Do you resell any products made by others? Yes No If yes, please explain: PLEASE INITIAL: I have read and understand the Vendor Application I have read and understand the Upper Twp. Farmers Market Rules I understand that if selected, I am responsible for any & all applicable licenses, permits & certifications I am authorized to submit this application on behalf of the business named in this application Signature: Print Name: Date: PLEASE RETURN APPLICATION TO: Rebecca Holden Upper Twp. Farmers Market, C/O Township of Upper, P. O. Box 205, Tuckahoe NJ UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 10

11 UPPER TOWNSHIP FARMERS MARKET NON-PROFIT VENDOR APPLICATION 2015 MARKET SEASON Contact Name: Organization Name: Organization Address: Contact phone number (normal business during the week): Contact phone number (pre-market day emergency): Address: Please describe the material you intend to display/hand-out and/or product(s) you would like to sell. Please attach sample copies/pictures. Please indicate which Market days (up to four dates) when you would like to table 1: 2: 3: 4: PLEASE INITIAL: I have read and understand the Vendor Application I have read and understand the Upper Twp. Farmers Market Rules I understand that if selected, I am responsible for any & all applicable licenses, permits & certifications I am authorized to submit this application on behalf of the organization named in this application Note: Please upload/send a copy of the organization s 501(c) 3 designation with this application form. Signature: Print Name: Date: PLEASE RETURN APPLICATION TO: Rebecca Holden Upper Twp. Farmers Market C/O Township of Upper, P. O. Box 205, Tuckahoe NJ UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 11

12 UPPER TOWNSHIP FARMERS MARKET HOLD HARMLESS AGREEMENT INDEMNIFICATION & RELEASE FORM Applicants who are awarded opportunities as vendors at the Upper Township Farmers Market under these specifications shall indemnify and hold harmless the Twp. Of Upper, it s officers, employees, agents and servants from and against any and all claims, demands, suits, actions, recoveries, judgments, costs and expenses including attorney s fees, incurred or suffered on account of property damage or loss and/or personal injury, including loss of life, of any person, agency, corporation or governmental entity which shall arise out of the course of or in consequence to any acts or omissions of the applicant, its employees, agents, servants or subcontractors in the performance of the work described in these specifications. Initial The applicant further agrees that this indemnification by the applicant shall continue after completion of the Upper Twp. Farmers Market season for all claims, demands, suits, actions, recoveries, judgments, costs and expenses including attorney s fees resulting from acts or omissions the applicant, its employees, agents, servants or subcontractors which occur prior to the completion of the season. I hereby state that I have read, understand and agree to the following above procedures outlined in this copy of the Upper Twp. Farmers Market Hold Harmless - Indemnification & Release Form. Name: Signature: Date: Address: City: State: Zip Code: Phone: PLEASE RETURN - WITH APPLICATION TO: Rebecca Holden Upper Twp. Farmers Market C/O Township of Upper P. O. Box 205 Tuckahoe NJ UTFarmMarket-Vendor_Applications_Rules_v1.1_30Mar2015.doc Page 12