Application and Selection Process:

The purpose of the application and selection process is to:

1. maintain a high-quality market,
2. provide a variety and balance of products,
3. ensure fairness to all vendors, and
4. ensure that all vendors are aware of the rules of the market.

Qualifications:

1. All vendors must be residents of Haliburton County except at the discretion of the Board of Directors as described below.

2. All vendors must identify themselves as falling within one of three product categories, based on the bulk of their product to be offered at the market: Note: products must be 'raised, baked or made' by the vendor. Reselling is permitted only with explicit permission and transparency as stated in #5 below.
a. Agriculture - agricultural or value-added products such as maple syrup, firewood, fruit pies,
sausage, preserves, etc., made from items grown or raised by the vendor.
b. Prepared Food – home-cooked or baked foods, preserves not made from products
homegrown by the vendor
c. Artisan – hand-crafted, high-quality items with high value added using the skill, artistry, and
training of an artist who resides in Haliburton County to produce a new, unique and original
product from natural or original materials.
3. Vendors may share a space with another vendor at the discretion of the Board, if:
a. their products meet market criteria,
b. their products are compatible with each other,
c. products of both vendors are on display at all times, and
d. one vendor is identified as the primary contact.
4. Vendors of agricultural and food products who reside outside Haliburton County may, at the discretion of the Market Manager, be invited to bring products that are otherwise unavailable in sufficient quantities and desirable to offer at the market. These vendors must be HCFMA or MyPick-verified producers.
5. Vendors may offer agricultural and food products produced by other Haliburton County, HCMFA-certified or MyPick growers, provided they give credit to the grower and identify the location of origin.
6. Charitable and not-for-profit organizations based in Haliburton County may occupy market space at the discretion of the Board of Directors for fundraising, promotional or educational purposes. The organization must be a member of HCFMA but will not be charged a table fee.
7. Buskers, musicians and other entertainers may be invited to attend the market at the discretion of the Market Managers. Fees and guidelines will apply, as specified by the HCFMA Board.

Application Process:

1. A completed application form must be submitted by the deadline specified on the annual application form accompanied by fees as specified in the application. The Board of Directors will review the application form and render a decision in a timely manner. Applications may be provisionally accepted in special circumstances at the discretion of the Board. Fees, with the exception of the non-refundable application fee, will be returned if the application is turned down.
2. Only products identified on the Application Form can be sold at the market.
a. At the discretion of the Board, new products may be added.
b. No new products can be reviewed on the market day on which it is
proposed they will be sold.
c. The Board will review products to ensure they meet HCFMA requirements. Factors for consideration are: i. where and by whom products are grown or created, ii. quality and appearance of product, iii. overall balance of products on offer, especially with regard to ready to-eat meals and iv. suitability for our consumer base. v. The approved Vendor Application comprises the Agreement between the vendor and HCFMA, according to the conditions outlined in these Rules and Regulations and the application form.
3. Vendor approval is for the current season only. A vendor’s history is taken into consideration in the Board’s decision, and no vendor is guaranteed approval in subsequent seasons. Preference will be given to vendors who commit to seasonal attendance.
4. Vendors may not
a. sell,
b. share (except as specified),
c. sub-lease
d. or rent their space.

Vendor Conduct:

1. The Vendor Agreement can be terminated at the discretion of the Board of the HCFMA if vendors fail to comply with:
a. Vendor Rules and Regulations and/or
b. Municipal, provincial or federal government regulations regarding
labeling, measuring, health and safety and restrictions or prohibitions
of products they offer for sale at the market. i. It is the responsibility
of each vendor to be knowledgeable about regulations applying to
his products. ii. HCFMA reserves the right to visit a work site to verify
vendor compliance.
c. The Harassment Policy of the HCFMA (see Page 4 of this
document).
2. Vendors are responsible for supplying, setting up and tearing down their own tents, tables and other display equipment and for cleaning up their site.
3. Vendors are expected to arrive at the market site in sufficient time to set up and be prepared to serve customers as soon as the market opens.
a. Vendors should inform the Market Manager if they are
unexpectedly running late.
b. The Market Manager may re-assign the space if a vendor has not
arrived 15 minutes before the market opens.
4. For the purpose of security and providing appropriate access, vendors are not permitted to start selling until the market has officially opened for the day.
5. Sales must be conducted in an orderly and professional manner.
a. Vendors should strive to provide enough product for the entire
market session.
b. Prices should be prominently and clearly displayed. i. Undercutting
other vendors is strongly discouraged. ii. Volume sales incentives
(e.g.; $2 @; 3 for $5) are permitted.
6. Vendors are expected to present an attractive, professional appearance.
a. Business name and address should be prominently displayed.
b. Vendors are responsible for knowing and conforming to the food
safety, packaging, labeling and any other requirements that apply to
their products. The following link may be helpful:
www.omafra.gov.on.ca/english/food/inspection/mkt-opt3.htm.
c. Products should be attractively displayed, in accordance with all
relevant health and safety regulations and the Farm Products Grades
and Sales Act.
d. Vendors must maintain a visibly high standard of personal hygiene
and cleanliness and be properly attired.
e. Vendors are encouraged to list product ingredients to safeguard
those with allergies and food sensitivities.
f. Vendors should keep their space clean and take away their own
garbage and recycling.
g. No personal alcoholic beverages are allowed on the market grounds.
Absolutely no personal alcoholic beverages may be consumed by vendors
on the market grounds
h. No smoking is permitted on the market grounds.
i. No animals (except for service animals) are allowed in the vendor
space.
j. Sale of live animals or pets is not permitted.

7. The Market Manager has the authority, with cause, to request any vendor or other person to leave the market and, if necessary, to call the police for assistance.
8. Vendors, including Not-for-Profits, are expected to keep their tables open for the entire market session and not to begin to tear down until the market has closed.
9. Vendors are expected to have left the market within an hour of the market closing.
10. Vendors are expected to personally sell their products, but may use a booth sitter if necessary. The Market Manager should be so advised.
11. Vendors are responsible for maintaining their own insurance. Vendors are urged to check their coverage with their insurance carrier.
a. HCFMA insurance does not cover vendor property, products or
behavior, or commercial vendors.
b. Commercial vendors (vendors who have outlets outside of the
farmers’ market or farm gate) must have their own business
insurance coverage and attach a copy to their application. Their
policy must name the Haliburton County Farmers’ Market
Association, Farmers’ Markets Ontario, and the applicable market
location host as ‘additional insured’.
c. HCFMA has no responsibility for damage or loss of vendor display
materials.
d. The Board may request to see a copy of the vendor’s insurance
coverage.
12. Vendors are expected to report their earnings to the Market Manager on a weekly basis. We cannot overstate the importance of this collective information as we negotiate with municipalities, funders and corporate sponsors in the future. Everyone will benefit. The data are treated confidentially and are never used in any way that allows an individual vendor to be identified.
13. Vendors are liable for any damages to property. Vendors are urged to drive cautiously upon entry and departure from the market location, of making every effort to protect the market location from damage. The vendor is responsible for the repair costs associated with careless or heedless behaviour resulting in damage to the location.