Buy Local. Experience Community. May - October Saturdays 8:00am-1:00pm 2018 Handbook

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1 Buy Local. Experience Community. May - October Saturdays 8:00am-1:00pm 2018 Handbook

2 Mission Statement The Harker Heights Farmers Market is to provide a venue where local farmers, producers, and artisans can come together to provide a variety of fresh produce and related products directly to the consumer. The Market will encourage direct communication between consumers and growers and fosters social gathering and community building. 1

3 About Us The Market operates in accordance with all city, county, state, and federal laws pertaining to its operation. Products to be sold: Agricultural produce such as vegetables, fruits, plants, herbs, raw meat, cut flowers, nuts, refreshments, and other specialty items that supplement produce sales such as honey, eggs, baked goods, all of which must be grown and/or produced in Texas, may be sold. The Market was established in 2011 by the City of Harker Heights Parks & Recreation Department. The Market has a contract to operate at Seton Medical Center Harker Heights. 2

4 How to apply to be a Vendor A potential vendor will need to complete the 1. Application 2. Acknowledgement Form 3. Any supplemental information required by vendor type There is no fee to be a vendor. Application and supporting documents can be submitted to the Market Coordinator via , fax, mail or drop off in person at: 400 Indian Trail Harker Heights, TX F: E: hbuller@ci.harker-heights.tx.us *PLEASE NOTE Filling out an Application does not guarantee acceptance/participation with the market. Deadline Thursday, April 19, 2018 to sell at first Market day. Vendors are accepted throughout the season till Friday, June 29, All Vendors must attend ONE of the following Mandatory Meetings: Monday, April 16, :30pm-6:30pm; Saturday, April 21, :00pm-3:00pm; Wednesday, April 25, :30pm-6:30pm. Held at the Activities Center (Room C), 400 Indian Trail. Vendors that are accepted throughout the season must meet with Market Coordinator prior to selling at the Market. This meeting will be coordinated once the application has been received and accepted. 3

5 How to Qualify to be a vendor It is necessary for an interested potential vendor to complete an application in its entirety, providing details of products to include flavors, scents and types. For example, listing the word produce or soap is NOT acceptable. Acceptable list of products would state: potatoes, tomatoes, asparagus, garlic or bar soap: lavender, strawberry, natural or cookies: chocolate chip, peanut butter, sugar. Applications cannot be reviewed until filled out appropriately. The Market is specifically looking for vendors who sell products that are locally made, comprised of local Texas ingredients, grown by the vendor in Texas and preferably handcrafted by them in some way shape or form. Priority will be given to farmed products, fresh flowers, dairy, herbs, honey, etc. 4

6 documentation needed to apply All Farmers Market Vendors Harker Heights Farmers Market Application Harker Heights Farmers Market Acknowledgment Photo of vendor setup Supplemental documentation based on vendor type Hand Crafted Photos of product combined on 1-2 pages. Do not send individual photos, combine on 1-2 page collage. Value Added Owner/Manager - Food Manager s Certification Agent s Food Handler s Permit Value Added Ingredients List Food Cottage Owner/Manager & Agent s -Food Handler s Permit Value Added Ingredients List Hot & Ready to serve foods Harker Heights Food Booth Permit Owner/Manager - Food Manager s Certification Agent s Food Handler s Permit 5

7 How much does it cost to be a vendor? There is no fee to be a vendor. FAQ s How long does it take to be approved? A completed application can take up to 5 business days to be reviewed and approved. Vendors will receive an approval when they are accepted into the Farmers Market. Can I leave the Market early? Yes. Vendors must be ready to sell by 8:00am and must end sales by 1:00pm. If vendor wishes to leave early they may do so after 12:00pm. What if I want to sell at a date I didn t sign up for? Vendors can request new dates by notifying the Market Coordinator at least 3 business days (Wednesday) in advance of the Market. What if I have something new I want to sell at the Market? All products must be pre-approved by the Market Coordinator. To request new items notify the Market Coordinator at least 2 business days (Thursday) in advance of the Market via . Farm/Producer list the new produce. Value Added & Food Cottage list name of new item & Texas ingredients in the item. Hot & Ready to Serve Foods list name of new item Hand crafted list name of new item & send picture of item. How many Market dates can I miss? You can miss as many Market dates as you wish. As long as you give proper notice: vendor must notify Market Coordinator via or phone at least 2 business days (Thursday) in advance from the Market by 4:00pm. 6

8 What we require upon set up Being a Harker Heights Farmers Market vendor is an investment. Here is a list of what you will need upon setup if accepted to the Market. 1. If using a tent must be 10 x10 clean, well working tent that sets up in seconds. We prefer EZupTent or ZShade Tent lbs weights per leg. See list of approved weights. 2. Stakes for each tent leg, not to exceed 12 in. 2. Banner with business name. Must have at least 1 of the following. 1. Front top at least 1 x 9 2. Back tent banner at least 2 x 6 3. Table banner at least 2 x 4 4. Must be vinyl banner, cloth banner, corrugated banner or wooden banner. Can be hand painted. 3. Product name and price visible. 4. Trash can. 5. Clean, well working table. 6. Sacks, bags or boxes. 7. Cash box for change and/or credit card device. 8. Receipts. 9. Business cards/contact info. 7

9 Our Vendor Viewpoint It is the intent of the Harker Heights Farmers Market to establish and maintain a vendor kinship and create a community gathering place. The formula for a successful Market is cooperative spirit combined with the success of vendors to create a memorable experience for return Market goers. As part of our dedication to creating this formula, we will continuously explore all vendor booth displays and product quality. At the Harker Heights Farmers Markets, we know that consistent development and support will help the Market s success continues. We encourage all vendors to: Offer the highest quality products. Set fair prices. Display your items in a neat, well-organized & eye catching manner. Provide samples if possible. Be friendly, courteous and respectful to Market goers and fellow vendors. Learn about and support fellow vendors. Use bright, eye-catching signage. 8

2018 Vendor Definition Texas Farmer/Producer Texas Farmer/Producer: Sells fruits and vegetables

This product must be grown by you or any other Texas Farmer/Producer that is affiliated with your

10 2018 Vendor Definition Texas Farmer/Producer Texas Farmer/Producer: Sells fruits and vegetables that have been grown in Texas. This product must be grown by you or any other Texas Farmer/Producer that is affiliated with your business. (i.e. Co- Op or neighborhood farm) 100% of the agricultural products sold at the Market must be grown in Texas by you or someone affiliated with your business. No resale of produce. All agricultural products must be of merchantable quality. All vendors must have sign at booth advertising their produce as either: organic, non-organic or practicing organic. 9

11 Quick Checklist Texas Farmer/Producer Application Completed Acknowledgment form Completed Photo of vendor setup 10

12 2018 Vendor Definition Value Added Value Added: Sells products that are foodbased from locally grown produce and goods. Value Added items must be mainly comprised of Texas grown/made ingredients. 11

13 Quick Checklist Value Added Application Completed Acknowledgment form Completed Owner /Manager Food Managers Certification All Agents Food Handler Permit/Card Value Added Ingredients List Photo of vendor setup 12

14 2018 Vendor Definition Cottage Food Cottage Food: Sells non-potentially hazardous foods that are made in the home and fall under the Texas Cottage Food law. Food Cottage items must be mainly comprised of Texas grown/made ingredients. 13

15 Quick Checklist Cottage Food Application Completed Acknowledgment form Completed Owner /Manager & all Agents Food Handler Permit/Card Value Added Ingredients List Photo of vendor setup 14

16 Cottage Food Law Resources Cottage Foods: Baked goods that do not require refrigeration, such as cakes, cookies, breads, and pastries. (No custards or cream fillings, etc.) Candy (including chocolate, chocolate-dipped pretzels, chocolate-dipped Oreos, etc.), Coated and uncoated nuts, Unroasted nut butters, Fruit butters, Canned jams and jellies, Fruit pies (including pecan pie), Dehydrated fruits and vegetables including dried beans, Popcorn and popcorn snacks, Cereal, including granola, Dry mixes, Vinegar, pickles, Mustard, roasted coffee or dry tea, Dried herbs or herb mixes. 15

17 Cottage Food Labeling Cottage Foods- Labeling Requirements All cottage food products must have a label with the following information: Name and physical address of the cottage food production operation; The common or usual name of the product; If a food is made with a major food allergen such as eggs, nuts, soy, peanuts, milk or wheat that ingredient must be listed on the label; and The following statement: This food is made in a home kitchen and is not inspected by the Department of State Health Services or a local health department. The label must be legible. The label must be attached to the package. For large or bulky items that are not packaged, you must provide an invoice or receipt that has the same information. 16

18 2018 Vendor Definition Hot & Ready to Serve Foods Hot and ready to serve foods: Sells products that are Freshly cooked on-site that are hot and can be eaten on site at the Farmers Market. 17

19 Quick Checklist Hot & Ready to Serve Foods Application Completed Acknowledgment form Completed Owner /Manager Food Managers Certification All Agents Food Handler Permit/Card Harker Heights Food Booth permit Photo of vendor setup 18

20 Hot & Ready to Serve Foods Proper setup 19

21 Resources Food Manager Certification: Bell County Food Handler s Permit/card: Business License: Food Booth Permit: df 20

22 2018 Vendor Definition Hand Crafted Hand Crafted: Sells art and hand crafted items. No commercial or resale items. 21

23 2018 Vendor Definition Hand Crafted All crafts must be hand crafted by the vendor or a member of the vendor s craft unit. All crafts must be of original excellent workmanship both in quality and design. Examples of acceptable items would be, but not limited to: Hand/machine sewn clothing, dolls, hand bags, soaps & lotions comprised of locally grown herbs, oils or milk products, hand braided jewelry, hand blown glass wares, hand painted items on any medium, jewelry crafted by resources other than beads, hand/machine sewn quilts and any other items which clearly reflect originality of design. Examples of unacceptable items would be, but not limited to: tracings of paint by number, photographs, postcards, prints, printed materials, ceramics or pottery from commercial molds, alcohol items, wood carvings using duplicating machines, picture transfers on fabrics, cups, glass, wood or any other medium (ie. printing a picture from a computer or using a Cricut type machine or hand cut vinyl and applying it to a store bought item such as a piece of wood, wine glass, plastic cup, etc.), screen printed items, embellishment of store bought items, soaps & lotions comprised of store products, kits in any form and any other items which clearly do not reflect originality of design. Photos of products must be submitted with application. Please provide photos that are the best representation of everything you sell. Although the sale of hand crafted vendors is allowed, the Market s primary mission is to provide access to locally grown produce. 22

24 Quick Checklist Hand Crafted Application Completed Acknowledgment form Completed Photos of products, 1-2 page collage Photo of vendor setup 23

25 Hand Crafted Vendor Requirements Photos of products must be submitted with application. Please provide photos on 1-2 pages. Do not submit individual photos. Printed or via . 24

26 Hand Crafted Vendor Example of unacceptable items 25

27 Vendor Display We strongly suggest that each vendor make the effort to create an attractive booth display that will entice Market goers to stop and visit them or one that will make Market goers REMEMBER THEM. The Market grounds are graciously provided by Seton Medical Center Harker Heights and are accepted as is and are to be returned as is. There are no trash cans on site and each vendor is responsible for providing their own trash can and disposing of it properly. Vendor must ensure that no trash or any other items be left behind and space should be returned in the condition in which it was found. Vendor booth must not encroach on neighboring vendor booth areas or Market goer walkways. 26

Vendor Display The Market will provide signs for

Each vendor must provide and post their vendor

Vendors must have business name, product and price

Must have at least 1. 1. Front top at least 1 x 9 2.

28 Vendor Display The Market will provide signs for the Market location. Each vendor must provide and post their vendor signs in each stall visible to the public. Vendors must have business name, product and price visible to the consumer. Banner with business name. Must have at least Front top at least 1 x 9 2. Back tent banner at least 2 x 6 3. Table banner at least 2 x 4 4. Must be vinyl banner, cloth banner, corrugated or wooden banner. Can be hand painted. Farmer: practicing organic or non-organic 27

29 Tent Requirements If vendor chooses to use a tent it must be clean and well working. We prefer vendors to have a 10 x 10 EZupTent or ZShade Tent. Strong gusts come up without warning at any time before, during or after the Market has closed. If the first gust catapults your tent like a rocket powered javelin through the air, or into a market goer or fellow vendor, it is already too late to decide to secure your tent. YOU SHOULD ASUMME WIND WILL COME. Tying tents to tables, coolers, or any other object that is not a weight provides tripping hazards and frequently does not provide adequate weight. Vendor safety is just as important as Market goer safety. 28

30 Tent Requirements Stakes cannot exceed a length of 12 inches. Tents must be weighted down with at least 25 lbs of weight per leg. ACCEPTABLE WEIGHTS NOT ACCEPTABLE WEIGHTS 29

31 Instructions for making PVC weights: 1. Use a 5 in pvc pipe cut 30 in long, purchase 2 end caps for each section along with a long eye hook. 2. Drill a hole in one of the ends to allow the bolt end of the eyehook to go through it. 3. Using an adhesive for pvc pipe, seal one end. 4. Fill the tubes with the bags of quickrete, add water to the pipes. The moisture will set the quickrete. 5. Secure the end cap with the hole, again using adhesive and stick the bolt end of the hook through the hole making sure it inserts into the quickcreate. 6. Stand the pipe up to allow curing. 7. Use tie down straps or bungees with hooks on both ends that allow you to adjust the heights for your weights. This keeps the weight tensions tight. 30

32 What a perfect setup looks like Banner in front or back of tent/table Pricing Tent weights 31

33 What a perfect setup looks like Banner in front or back of tent/table Pricing Tent weights 32

34 What a perfect setup looks like Banner in front or back of tent/table Pricing Tent weights 33

35 LOCATION 34

36 Market Location 35

37 Market Success There are many factors that may affect sales for any given Market economy, weather, other scheduled events in the region, and a vendor s sales approach may impact sales any vendor may have a slow day at a market or event it s to be expected! It s our advice to try the Market for at least 4 weeks before any decision is made to withdraw. Continued market presence will help build customer anticipation and familiarity with your product will generated continued, repeat market goer demand. Your location, vendor mix and display at each event can also contribute to on-going success! 36

38 Advertising You may advertise your business within your stall space. There will be no solicitation or passing out of fliers or samples within the Market aisle. All advertising must be confined to the vendor stall. 37

39 deadlines Action Admission of New Products Absent Additional Dates to sell Deadline 2 business days in advance (Thursday) 2 business days in advance by 4pm (Thursday) 3 business days in advance (Wednesday) MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY Request to sell Admission of Map is FARMERS additional dates. new product. ed out. MARKET Notification of absence by 4pm 38

Professional code of Conduct In the spirit of professionalism, participants shall: Conduct themselves in a manner that represents the City of Harker Heights and the Parks and Recreation Department

40 Professional code of Conduct In the spirit of professionalism, participants shall: Conduct themselves in a manner that represents the City of Harker Heights and the Parks and Recreation Department with honor, dignity and respect. Demonstrate the qualities of civility and professionalism at all times. Not use vulgar, abusive, racist, sexist, demeaning or intimidating language at any time. Support fellow vendors and staff in a positive manner. Treat other vendors, staff and Market customers with courtesy and respect at all times. 39

41 Violations Violation 1 st Offense 2 nd Offense 3 rd Offense No show (failure to provide notice of absence) Professional code of conduct violation Failure to stake & weight down tent by 8:00am Unexcused absence (failure to provide 2 business day notice of absence) Failure to move vehicle after unloading Prohibited product (Selling products that are not preapproved by Market staff) Tardy (Arriving after 8:00am or not ready to sell by 8:00am) Leaving early (Leaving before 12:00pm and not sold out of product) Written Warning Dismissed from Market. N/A Written Warning Dismissed from Market. N/A Written Warning Dismissed from Market. N/A Written Warning Skip 1 Market Dismissed from Market. Written Warning Skip 1 Market Dismissed from Market. Written Warning Skip 1 Market Skip 2 Markets Written Warning Skip 1 Market Skip 2 Markets Written Warning Skip 1 Market Skip 2 Markets Any other violation Verbal Warning Written Warning Skip 1 Market 40

42 questions Contact Market Coordinator Heather Buller Website: 41

Buy Local. Experience Community. May - October Saturdays 8:00am-1:00pm Handbook

Buy Local. Experience Community. May - October Saturdays 8:00am-1:00pm 2017 Handbook Mission Statement The Harker Heights Farmers Market is to provide a venue where local farmers, producers, and artisans