Vendor Rules and Guidelines

PRINTABLE VERSIONClemmons Farmers Market

2023 Season Rules and Regulations

April 29 – October 7

8:30 – 11:30 Saturdays **Some dates have extended hours

Jerry Long Family YMCA

** April 29th Market coincides with Community Day. Hours will be 8:30 – 2PM
** Sept 16th Market coincides with YMCA Dirty Dozen Race and Clemmons Oktoberfest. Hours will be 8AM – Noon.
** Nov 19th Holiday popup will be on a Sunday afternoon from 2-5PM.

 

Seasonal/Part-Time seasonal/Daily Vendors

All vendors must be approved before they are permitted to sell at the Clemmons Farmers Market (CFM). Vendors are not selected on a first-come, first-served basis.  Vendor selection criteria (see below) are designed to keep the market fresh, interesting for visitors, and profitable for vendors.

Products Sold:  All products sold at the Market must be grown or agriculturally related and made of farm products by the person or family selling the product. The Clemmons Farmers’ Market is a producer only Market that requires vendors to reside and produce their goods within 50 miles of Clemmons. Vendors from other counties may be considered on a case-by-case basis. No buying and reselling of product or other products is allowed.  Applicant must list all products they plan to grow/produce for selling at market during the year. If product is not listed on application, it cannot be sold at market.

Permitted Products:

  1. Any vegetable grown by the seller from seeds, sets, or seedlings.
  2. Any fruits, nuts, or berries grown by the seller from trees, bushes, or vines on the seller’s property.
  3. Any plant grown by the seller from seed, seedling, transplant, or cuttings.
  4. Bulbs propagated by the seller.
  5. Eggs produced by the seller’s poultry.  Farmers should be familiar with the NC Egg Law.        Eggs that are for sale must be clean (not necessarily washed, but clean).  Anyone selling more than 30 dozen eggs per week must grade the eggs and label cartons with the grade. Eggs are graded based on federal quality standards.  The eggs must be refrigerated to 45° F or less after gathering. Do not allow them to freeze.  Farmers who fall under the 30 dozen or fewer per week exemption must include their name and address on the carton and the words “ungraded eggs”. These eggs are legal to be sold just like graded eggs – to restaurants, retail grocery stores, farmers’ markets, etc.  Keep eggs refrigerated at all times; use coolers that plug into a cigarette lighter or use refreezable cool packs for farmers’ markets, fairs etc. Don’t use ice. Eggs should stay dry.
  6. Honey produced by the seller’s bees.
  7. Cut, dried flowers or natural items grown by the seller.
  8. Preserves, relishes, jams, jellies, etc., made by the seller. No "low-acid" canned foods such as green beans, corn, peas, carrots, etc. may be sold. High Acid or Acidified foods (pickles, tomato products, etc.) may be sold if the member has passed the FDA certification course. A copy of their certification must be on file with the Market Manager. If you are uncertain if your canned goods are low-acid or acidified, contact a Food Compliance Officer at (984) 236-4820 for guidance.
  9. Baked goods: Baked goods must follow all county and state laws applicable to such sales and shall verify that they will comply when submitting their application, including, but not limited to, North Carolina Department of Agriculture (NCDA) and local hearth department regulations.
  10. Sustainable livestock, limited to:
    1. Poultry
  1. Pasture-raised on seller’s property.
  2. Slaughtered and processed in accordance with the consumer safety regulations of the USDA and NCDA.
  3. Hormone and antibiotic-free.
  4. Sanitation, transportation, handling, and storage of the meat for sale must be done in a manner compliant with all applicable county, state, and federal health and safety regulations.
  5. Sellers must be registered Meat and Poultry Handlers. A copy of the registration must be on file with the Market Manager.
    1. Beef, Pork, and Lamb
  1. Pasture-raised on seller’s property.
  2. Grass-fed throughout its lifecycle in accordance with the requirements of the USDA.
  3. Hormone and antibiotic-free.
  4. Slaughtered and processed in accordance with the consumer safety regulations of the USDA and NCDA.
  5. Sanitation, transportation, handling, and storage of the meat for sale must be done in a manner compliant with all applicable county, state, and federal health and safety regulations.
  6. Sellers must be registered Meat and Poultry Handlers.  A copy of the registration must be on file with the Market Manager.
  1. All food and product sold must meet state and local health regulations, as well as the N.C. Department of Agriculture’s general guidelines regarding products exhibited for sale at farmers markets and curb markets.
  2. Farm craft – products produced from materials grown or harvested within a 50-mile radius of Clemmons, NC.

NOTE: FARMERS/PRODUCERS may also sell crafts in their booth, but they must be hand-crafted by the vendor selling them and should not exceed 30% of the products offered for sale.   If greater than 30%, vendors must apply to be an artisan vendor.

Artisan/Crafter Vendors

For the 2023 season, artisan day will occur the first Saturday of each month.  Crafts must be hand crafted by the vendor selling them. Each application must be approved for participation. In addition to submitting the application, at least three photos of your work are required. SPACE IS LIMITED FOR ARTISAN/CRAFT VENDORS.  Once approved, you will be eligible to participate in ALL artisans’ days. Artisan Days at the market are scheduled for Apr 29, May 6, June 3, July 1, Aug 5, Sept 2, Sept 16, Oct 7, and any Holiday Pop-Ups. You must commit to a minimum of three (3) markets. You will also be invited to participate in all pop-up markets.  Each market will be a $20 fee.

Artisan Permitted Products: 

Products must be original, handcrafted designs produced by the artisan.

  • Ceramics
  • Drawing & Painting
  • Fiber
  • Jewelry
  • Mixed Media
  • Photography
  • Sculpture
  • Wood
  • Metal
  • Glass
  • Other

NOTE: We do not allow resale of products or independent consultants/distributors for multi-level marketing company products.

The Clemmons Farmers Market will not be responsible for damage, theft, or loss of exhibitors’ work or display.

VENDOR SELECTION CRITERIA 

The Clemmons Farmers Market is fortunate to have returning vendors who come year after year. Consideration will be given to those vendors with seniority. Highest priority will be given to farmers, growers, and producers.

Additionally, the CFM strives to be an accelerator for local food entrepreneurs to grow new businesses.

Other vendor selection criteria include:

  1. History with the Farmers Market including, but not limited to:
    1. Adherence to market rules and regulations
    2. Number of years participated in the market
    3. Weekly market attendance/tardiness record
    4. Payment of fees
  2. Enhancement of overall product mix at the market without creating excessive supply of any one product, as determined by the Market Coordinator and selection committee
  3. Quality of products for sale by vendor as well as attractiveness and presentation of products/displays at vendor’s booth

FEES AND CHARGES:

Full-time Seasonal:  $100 – Assigned space for entire season.  Must commit to attend at least 18 of the market dates.  May attend all season and no additional fees for any pop-up markets. Part-time Seasonal: $75 – Must commit to attend at least 10 of the market dates.  May attend more than 10 at a reduced rate of $8/market.  No additional fees for any pop-up markets.  Part-time Vendors are required to carefully plan and identify dates of participation prior to the start of the season. Daily Vendors: $15 provided space available.  Artisans: $20/market. Payment is accepted via check made payable to “Village of Clemmons” or cash. Fees are nonrefundable and non-transferable.  Unique Payment circumstances and package pricing situations will be handled individually and decided by the Market Manager.

VENDOR ABSENCE: 

Customers rely on consistent vendor attendance. The strength of the Market depends on both vendor and customers supporting the efforts of the Market. We ask that vendors consider carefully when committing to the Market and cancel only in the event of an emergency. All vendors are expected to participate in the Market for the day’s full schedule. No vendor will be permitted to leave early without prior approval. If a vendor must open his/her booth late or close the booth before closing time, or needs to be absent from their space on a specific day, the vendor must notify the market manager one week in advance, except in the case of an emergency situation. If full-time or part-time seasonals do not fulfill the attendance commitment, there will be a $25/market charge added to the next season’s fees if invited back to participate.  The Market allows for inclement weather and emergency situations on a case-by-case basis as approved by the Manager.  In such circumstances, Vendors must notify the Manager (phone, text, email) prior to 7 a.m. or it will be counted as a no show.

MARKETING:

Each week prior to Saturday Market, Vendors must complete an online form stating their participation/commitment along with their blurb and products available for the upcoming Saturday market no later than Noon Wednesday. This allows for accurate advertising and planning. If notification is NOT sent, advertising will NOT be provided for that vendor and space will not be reserved at market on Saturday.

a. Each Friday, Market Manager circulates the Saturday Market layout/booth locations to the attending Vendors

b. If Vendors reach out AFTER deadlines, their participation is subject to space availability and will be placed only where there is an opening

ASSIGNMENT OF SPACE:

 The CFM will operate outdoors.  Full-Time Seasonal vendors will have assigned spaces. Part-Time Seasonal, Daily, and Craft/Artisan vendors will be assigned spaces on a weekly basis in order not to have gaps in the market layout.   You can set up your own 10 x 10 tent for your space: the Village of Clemmons will NOT provide any tents/tables/chairs.   One vehicle is allotted per space and should remain parked behind your tent.  Members shall bring weights/stakes/tie downs to secure tents in the event of high winds.

Vendors requesting a second space must indicate so on the application and will be charged an additional fee for the space.

When the market becomes a special event, space assignments and layouts may change to accommodate additional activities.   

SET-UP TIME:

All vendors must be set up and ready for sales prior to opening time for the Market and will stay until the official close time.  Exception may be granted by the market manager prior to market.

SIGNAGE: 

All vendors must display a sign with their name and address (city). Proper representation of products, origination, and product practices by the vendor must be used.  Prices must be posted for all items sold.

PRODUCT LIABILITY:  

All food items must meet state and local health regulations. All produce must be top quality. Vendors are highly encouraged to have liability insurance for the products they sell. As stated in the applications, the Village of Clemmons is not liable for anything sold by any vendor.

WEIGHTS AND MEASURES:  

All vendors must comply with the North Carolina Statutes governing the weight and measurement of produce and other items sold. All scales must be approved as “Legal for Trade”. Anyone using scales must have them certified by the NCDA. For certification of a scale, contact the NCDA Standards Division. At the beginning of every season vendors may be subject to weights/scales certification by the NCDA.

ANIMALS:  

No live animals may be present, sold, or given away at the Market.

CLEANLINESS:  

Each vendor is responsible for keeping their assigned space clean during use and when leaving the facility. Excess produce must be removed from the Market and not dumped in Market trash cans.

VEHICULAR SAFETY:  

Vendors should not move their vehicles in or out of the Market area during the times when such movement would pose a danger to people in the shopping area. This includes, but is not limited to, Market hours.

ATMOSPHERE AT MARKET: 

Clemmons Farmers market strives to provide a positive environment.  Rude, insulting, or demeaning speech or behavior will be cause for removal from the market.

  1. Vendors are not permitted to “hawk” their products or harass customers in any way.
  2. The market and the Jerry Long Family YMCA is a tobacco-free campus.  Please no smoking, no vaping, including all electronic smoking devices.
  3. No pets are allowed on the Jerry Long Family YMCA campus.

The Clemmons Farmers Market is sponsored by Village of Clemmons. The Village of Clemmons is responsible for the routine operation of the Market in accordance with these duly adopted rules and regulations and specifically has the authority to interpret these rules and regulations. Any objections to an interpretation of these rules may be filed in writing with the Village of Clemmons.

VENDOR PHOTO RELEASE 

Vendor shall permit photographs and video recording of their booths, employees, and agents by Village of Clemmons staff or representatives. All photographs and video footage shall be the sole property of the Village of Clemmons and may be used by the Village of Clemmons in any manner or media without obligation to the vendor. Please be aware that these materials are for Village of Clemmons use only and may be used in Village-owned publications, websites, and social media.