PRODUCT GUIDELINES:

1) All products must be grown, raised, produced or gathered by the vendor in Oregon. Products which  can be sold may include, but are not limited to: vegetables, fruits, berries, herbs, nuts, flowers, plants,  seafood, honey, meat and dairy products; also some farm-based food items which are made by the  vendor such as cheese, sausage and baked goods. To maintain the atmosphere of a farmers market,  products with commercial or super-market style packaging may be disallowed.  

2) CROP Farmers Markets and Farm Events is intended for farm-fresh, locally grown products and is not  an outlet for resale of wholesale produce or other items, even if repackaged by the vendor. The Market  strives to be a producers-only market and will consider all vendors with a jury process.  

• Vendors are allowed to supplement their offerings with other locally-grown produce if at least 75%  of the value of offerings is grown by the vendor. Vendors may be asked to complete a form  indicating the sources of products not grown by them.  

• The intent regarding the remaining 25% is to allow vendors to accommodate informal  arrangements with friends and neighbors. Products not grown by the vendor should be accepted on a consignment basis, so that the risk is borne by the producer. A 20% commission is  recommended. Vendors consigning for others are required to display signs identifying the  producers of such items.  

3) Bedding and landscape plants and flowers (live or cut) must be propagated by the vendor from seed,  cuttings, bulbs, plugs or plant division.  

4) The Market may allow some “farm-style” non-food products. These goods must be personally  grown/produced only by the vendor, vendor’s employees, or primary family members. 

5) Some crafts may be sold at the Market. All vendors must go through a jury committee to be  approved. Please inquire for more information.  

6) The Market does not offer exclusive rights to any one vendor to sell any one product. Customers  generally benefit from having a choice. However, if the Market believes the number of vendors offering  the same or similar products is excessive, duplicate products may be denied entry.  

7) All products shall be of good quality. Issues of quality will be addressed by the Board.

8) The sale of live animals may be prohibited. 

VENDOR OBLIGATIONS:

1) Due to requirements by CROP’s liability insurance policy: 

All CROP vendors are required to purchase liability insurance in order to sell at CROP markets. Vendors are required to provide proof of liability insurance with a completed application or prior to participation in the market. 

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Vendors must list CROP Farmers Market and Farm Events as an additional insured certificate holder on their insurance policy with the same limits as the market insurance which is $1,000,000 per occurrence and $2,000,000 aggregate. 

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2) Vendors must notify CROP of attendance/absence at the upcoming Saturday market by 5 PM the Wednesday prior via direct email at cropfarmersmarket@gmail.com or by completing the weekly survey (sent to the email address filed with your application) and providing payment for the upcoming weekly booth fee.  No refunds will be provided for booth fees after 5 PM the Wednesday before market.

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3) The standard booth fee for vendors is $40 per 10-ft x 10-ft booth space, per market event. Vendors can pre-register for market packages at discounted fee rates. Discounted booth fees are non-refundable. 

• Vend 1 Market: $40/week (standard weekly rate; pre-payment not required)

• Vend 2-4 Markets: $35/week (prepayment required)

• Vend 5-18 Markets: $30/week (prepayment required)

Vendors who do not pre-register for a discount package AND pre-pay the full package amount are not eligible for discount vendor fees. No refunds on previous market fees paid, and no discounts applied to past fees. 

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Vendors may opt to pay for discount packages at any time throughout the season, applicable to upcoming markets only. CROP will honor the original discount rate applied to the vendor’s account when additional markets are pre-paid. No discounts will be given for week-to-week attendance. If attendance is not canceled by 5PM on the Wednesday prior to a market you have registered for, it will be counted as a pre-paid market and fees will not be refunded nor transferred to a different date. 

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4) Booths and tables shall be provided by the vendor and must not be a hazard to the public or other  vendors.  

• For safety reasons, umbrellas are not allowed. Canopy tents are encouraged, but if used must be  anchored at all 4 corners with at least 15 pound weights (a gallon of water weighs 8 lb). Weights must be firmly attached to the foot of the canopy frame legs. Canopies must also fit within, and not exceed, the vendor's 10' x 10' designated space(s) at ground level.  

• Federal Disabilities Act regulations require customer service counters to be a maximum of 36”  from the ground, a minimum of 27” clear underneath and a minimum of 36” wide. Vendors  should offer assistance in their booth to disabled customers whenever needed.  

5) Each booth must prominently display a sign identifying the farm or business by name; location and  contact information must also be available. Accurate product descriptions will be provided by the  vendor.  

6) Vendors are responsible for keeping their spaces attractive and clean during market hours and  sweeping up any debris left in their space after teardown.  

• Tables should have products attractively displayed.  

• Per ODA requirements, excess produce shall be stored in impervious plastic tubs or coolers. Or if using cardboard boxes, they must be elevated off the ground (i.e. on top of another empty box or crate).  

• Vendors whose products generate waste (e.g. ready-to-eat items and free samples) must  provide trash receptacles at their booth for customer use. Vendors are required to remove this  refuse from the market site. Vendor’s trash receptacles may not be discarded in the receptacle  provided by the CROP Farmers Market or Crook County Parks and Rec.  

7) Vendors may not smoke at the Market.  

8) Vendors may not bring pets to the Market.  

9) Vendors participating in the farmers market WIC and Senior Nutrition programs must learn and follow  program rules and must be appropriately registered. 

10) Vendors are responsible for informing themselves about, and complying with, state and local health  regulations and licensing requirements governing the production, display, distribution, sampling and sale of their products. The Oregon Dept. of Agriculture’s (ODA) “Direct Marketing Handbook” in addition to  “Food Safety at Farmers Markets Information and Guidelines” are good references. Copies can be  obtained through the ODA. 

• In particular, vendors must comply with the rules regarding farmers’ market sanitation and health  issues, as covered in the Oregon Dept. of Agriculture’s “Food Safety at Farmers Markets  Information and Guidelines, Section B. Farmer's Market Vendor Responsibilities.” Processed and  baked goods must be prepared in licensed kitchens or be covered under the Cottage Law and Pickle Bill. Special requirements apply for “potentially hazardous foods” (as defined by OAR 603-25- 010(20)). 

• All products offered for sale at the Market must comply with state and federal standards governing  weight, packaging, display and labeling.  

• Produce sold as “certified organic” must be certified by an organic certification organization, such  as Oregon Tilth. A farm using strictly organic practices and selling less than $5000 of produce annually is exempt from certification, but may be required to provide proof of their growing practices to the Market.  

• Nursery licenses are required for live plant products if vendor sells more than $250 worth of plant product in the calendar year (July-to-June).  

• Vendors shall provide the Market in advance with copies of any permits, licenses, and certifications applicable to the sale of their products.  

SET UP/

TAKE DOWN:

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1) All vendors must have booths set up and ready for sales by the start of each market day (9:00 AM). All  vehicles must be out of the market area by 8:30 AM. At the end of each market, vehicles must remain  out of the market area until at least 1:15 PM to allow customers time to leave the market area. 

• Set up begins 2 hours prior to the start of each market (7:00 AM) 

• Vendors will move their vehicles out of prime parking areas after setup. 

• Vendors must take down and pack up prior to bringing their vehicle into the market area at the end of each market. This practice prevents a traffic jam for vendors who are ready to leave. 

• When unloading, it is critical that all vendors do not delay another vendor by blocking access to aisles. Therefore, unloading must be done in as rapid a manner as is safely possible. It is permissible to set up a canopy and impermeable surface upon which to temporarily set products that cannot be set on the  ground. Additional set up at the time of unloading will not be permitted if it will delay another vendor’s access to their booth location so that they can begin unloading.  

• Booth space is assigned by the Manager/CROP representative. Every effort will be made for regular vendors to occupy the same space all season, but adjustments may be made to maintain a cohesive layout. 

• Late-arriving vendors must report to the Manager, who may impose restrictions, as appropriate, on vehicle access.  

• The Market can be closed at any time at the Market Manager/Board’s discretion. The Market assumes no liability after the time of closure.  

2) Vendors may not sublet stalls under any circumstances.  

3) The weekly vendor fee must be pre-paid by 5PM on the Wednesday before each market (Example: the first payment is due Wednesday, May 29 by 5pm prior to Opening Day on June 1). Subsequent payments will be paid online (or in-person at Market) in advance of the upcoming market. If fees are outstanding by Saturday of the market event, fees are due upon arrival to the Market Manager/CROP representative prior to setup. 

ENFORCEMENTS & DISPUTES:

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1) CROP Farmers Market and Farm Events reserves the right to inspect any vendor business with an on-site visit to verify vendor claims.  

2) All rules of the Market are enforced by the Market Manager who has ultimate on-site authority, and who is directly responsible to the Board of Directors. Complaints or concerns should be directed to the Market Manager in a way that is not disruptive to the Market.  

3) If a vendor does not abide by these rules, the Manager is empowered to take all appropriate action,  including barring the vendor from selling at the Market for that day and any future market days.  

4) A vendor may appeal any decision of the Market Manager concerning violation of these rules. An  appeal must be presented in writing to the Board of Directors. A decision by the Board shall constitute a  final decision of any appeal.  

5) Disputes among vendors should be addressed to the Market Manager in writing within a week of the  infraction. The Manager will deliver a copy to the vendor in question as soon as practical. In turn, they  will have one week to reply in writing. Management will attempt to resolve disputes without Board  action, but will notify the Board of any unresolved disputes. For situations that cannot be resolved by  Management, the Board will follow By-Law procedures in consideration of the case.  

6) CROP aligns with Resolution 1452: Declaring The City of Prineville as an Inclusive City and protecting the provision of services and benefits for all persons regardless of race, color, national origin, religion, sex, gender identity, sexual orientation, veteran status, mental, emotional and physical ability, age, or economic status. All vendors, staff, volunteers, and Board members of CROP will engage with the public in nondiscriminatory manners, and will treat complaints of offensive, hateful, intimidating or discriminatory content and actions with respect and sensitivity.

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OTHER:

1) CROP Farmers Market and CROP Farm Events reserves the right to prohibit anyone from selling, or to  prohibit any product from being sold, at the Market.

2) CROP Farmers Market and Farm Events are not responsible for any loss or damage incurred by  the vendors.  

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3) Every vendor shall receive a copy of these rules and shall be held responsible for following the  guidelines set herein.

4) The Board of Directors may alter the rules, as permitted in the By-Laws. All members, including  registered vendors, will be promptly notified of any rules changes.