Changes for 2024

While we encourage everyone to read this entire document, the notes below detail the significant changes from last year. If you are reading this online, the links will take you to the relevant sections further down.

1. Agricultural vendor fee sponsorship
2. Registration Window
3. Maximum 80 vendors/week
4. Weight minimum for securing tents
5. NFP & Gov info booth restrictions (can’t rent FCMS tents, max. 6 NFPs / market & one organization can attend max. 10 weeks/season)
6. We reduced our FCMS tents to 6 rentable tents per week + eligibility requirements
7. Food trucks (seasonal only, max. 9/market)
8. Traveling artists at discretion of MM, space permitting
9. Discount fee for seniors and youth changed to 15%

A similar, but separate set of Rules & Guidelines will be released for the 12-Days of Christmas Market mid-2024. (Linked above are the 2023 Rules & Guidelines)

Rules & Guidelines       for Outdoor Fireweed Community Market Vendors, Community Groups, and Buskers

Table of Contents

Part I:  Introduction        2

Part II:  Rules        3

Vendor Rules        3

Prepared Food Vendors        6

Buskers        7

Community Activities/Events        7

Not-for-Profit Groups        8

Cooperative & First Nation Not-For-Profit Groups        8

Government        9

Part III:  Market Guidelines        9

Part IV:  Registration & Fee Structure        11

Fee Structure        11

Registration        12

Registration Window Timeline        12

Vendor Selection        12

Registration Process        13

Part V: Resources, Contact Us, Location Map        14

Contact Us        16

Market Location Map – Shipyards Park        17

Part I:  Introduction

“The FCMS is an enduring, cooperative community of people who wish to promote diverse and conscientious local production and consumption.”

The Fireweed Community Market Society (FCMS) celebrates Yukon culture by offering authentic experiences to residents and tourists. It directly connects consumers with producers of high-quality goods that are locally grown, raised, wild-harvested, or hand-crafted. Our markets include the Outdoor Fireweed Community Market every Thursday 3-7 pm, from mid-May to mid-September in Shipyards Park, 12 Days of Christmas Fireweed Community Market in December in the Kwanlin Dün Cultural Centre, and other special markets as opportunities arise. Products range from fresh produce, specialty foods, preserves, spices, and baked goods to unique art, crafts, body care, photography, books, and much more. Additional attractions include agricultural and art workshops and demonstrations, entertainment from buskers and special groups, information sharing from government and non-profit community groups, and other special events. Since 2005, a volunteer board of directors (Board) has guided the strategic and operational success of the FCMS with the support of part-time and seasonal staff, over 200 members and 30 volunteers annually, and long-term funding from the Sustainable Canadian Agricultural Partnership program of the Government of Canada through the Yukon Government’s Agriculture Branch.

The FCMS has produced these rules and guidelines to benefit everyone involved in the market and to assist new and returning vendors in selling their products, networking, and promoting community causes. The purpose is to support fairness and consistency in order to uphold a specific standard of practice. We appreciate your cooperation in following the rules and guidelines, as we feel they are critical to the success of our market and the satisfaction of our customers.

Members must familiarize themselves with this document and contact the FCMS office with any questions or comments.

Part II:  Rules

Vendor Rules

Vendors at the Market assist fellow vendors by sharing space if needed, offering support, and helping everyone feel welcome. Vendors will comply with these rules and with all other guidelines, codes, and statutes that govern the growing, preparation, and sale of food and other products.

1.  To be a vendor at the market, individuals or groups must be FCMS members and as such must:

1. Agree to the terms and conditions of the Outdoor Market Rules and Guidelines.
2. Purchase a general membership.
3. Purchase a vendor registration.
4. Rent a booth space.

2. A vendor must be a resident of Yukon or Atlin, BC (with the exception of a ‘Traveling Artist’). Youth under the age of 18 and seniors over the age of 60 are welcomed and encouraged to participate at the Market.
3. Any third-party reselling of products is prohibited.
4. Products sold at the Market must be grown, raised, harvested, hand-made, or substantially value-added in Yukon by an FCMS member.
5. Vendors with their own established store-front businesses can sell their Yukon-made products. Yukon vendors who have made products outside the Yukon may be considered to sell at the Market subject to approval by the Board.
6. It is strongly suggested that all ‘transformational’ food vendors (those using other ingredients or materials in the production of their product) source local ingredients.
7. Any vendor using the label ‘organic’ must be certified organic and be able to produce documentation.
8. Prices on products must be clearly labeled.
9. Booth space location can be reserved upon approval by Market staff. Otherwise, the booth space location is assigned by the Market Manager. Vendors must comply with the Market Manager’s directive on booth set-up and location. See Market location map for booth location options around the park walkway ring.
10. We will provide a park map with each vendor's tent location shown on Wednesday afternoon.
11. Any changes to a booking must be made by 5:00 pm on the Monday prior to a Thursday market.
12. The Thursday schedule for Market vendor and information group set-up and tear-down is as follows:

13. Booths must be staffed by the registered vendor or by vendor assistants who are knowledgeable about the products they are selling on their behalf. Assistants must work under the guidance of the registered vendor and be aware of the Thursday schedule and these rules in general. It is the vendor’s responsibility to share this information with their staff. Booths must be in place for the entire open Market duration.
14. Selling arrangements are permitted where two or more vendors sell their products under one booth space. Each vendor must pay for a general membership.
15. It is encouraged that all booth space rentals be accompanied with a tent to protect against weather elements and maintain a uniform Market presence. Booth space rental options are as follows:

16. Some vendors may be eligible to rent an FCMS booth space which comes with a 6’ x 2.5’ table and chair under a 10’ x 10’ FCMS pop-up tent. To be eligible you must meet one of the following criteria;

1. You have a physical disability that prevents you from setting up a tent independently.
2. You are attending one of your first 3 markets as a new vendor.

Single or multiple rental bookings can be confirmed with the completion of the online rental form and payment. Cancellations must be made with the Market Manager at least 24 hours before Market day for a full refund. Electricity may not be available under an FCMS tent. Cooking food is prohibited under an FCMS tent. You will need to be prepared to care for your tent in windy conditions. Side walls are not provided and are not permitted on an FCMS rental tent.

17. All vendor products and displays must remain within the rented booth space. If vendors (including food trucks) require more than the standard floor or table space, additional space can be rented at a rate of 10% per foot of frontage. Extending the booth space into the public walkway is prohibited.

18. For safety reasons, vendors are responsible for securing their own tents and signage. It is mandatory to attach weights to the four legs of your tent (a minimum of 15 lbs for each weight). Ground pegs longer than 6 inches are prohibited under park rules as they can damage the irrigation system. Vendors must ensure proper anchoring of tents against wind damage and provide safe customer walkways in front of tents. Strong gusts of wind at the park can pick up poorly secured tents.
19. Complaints and rule infractions are addressed by the Market Manager and with the support of the Board. The Market Manager will issue a maximum of two verbal warnings followed by a written notice to the vendor committing the offense. If corrections are not made, the vendor will be asked to leave the Market for the season without a refund of fees. Appeals can be made to the Board.

20. ‘Traveling Artists’ are permitted for a maximum of two (2) markets per season upon approval of the Market Manager. As a Traveling Artist, all rules and guidelines outlined in this document apply, except for rule number two (2). The inclusion of the Traveling Artist is space permitting.
21. Smoking within the market area is prohibited from set-up to tear-down. The City of Whitehorse prohibits smoking on their property.
22. The FCMS strives to create a safe and enjoyable experience for everyone. Vendors accept complete responsibility and liability for the products they sell, their actions and conduct and those of their assistants, and for compliance with municipal and territorial health, safety, and business licenses and regulations. Vendors shall hold the Board and staff of the FCMS, staff of the City of Whitehorse, and staff of the Yukon Government, harmless from any liability whatsoever that result from activities at the FCMS Market.

Prepared Food Vendors

Prepared Food Vendors can be broken up into three categories: (a) food trucks and trailers; (b) hot food vendors cooking in tents; and, (c) prepared food vendors selling preserves, jams, baking, sweets, and other foods prepared off-site. It is the vendor’s responsibility to inform themselves of the Health & Safety protocols and to obtain the proper license to sell their goods at the market. All Food vendors must adhere to the following rules;

1. When selling food, it is your responsibility to contact Environmental Health & Safety. See Vendor Resources for relevant links.
2. Vendors cooking on site are responsible for their own potable water and hand washing stations as per health regulations.
3. The sale of pop or energy-type drinks is prohibited. Freshly made, nutritious drinks are encouraged.
4. Access to electricity is restricted to designated zones (see location map) and is for basic use of standard cooking appliances and tools. Vendors are required to provide their own extension cords. Generators are banned unless special permission is granted from the Market Manager. If using a generator, a sound dampener may be required. Upgrades to the number of 30A plugs have been made in 2020 – further details are available here or contact the Market Manager.
5. Due to the limited capacity for food truck vendors, food truck registration will be seasonal only with a limit of 9 food trucks per market. In the case of cancellations - a waitlist will be utilized.

*If a food truck vendor is unable to commit to a seasonal membership or does not secure a spot in the 2024 season as a seasonal vendor, they can opt to join the waitlist. In the case there are multiple food truck vendors on the waitlist, waitlist food truck vendors will be selected based on vendor alignment with the market values as determined by the Board of Directors, and plug type availability.

If a non-seasonal vendor on the waitlist is added to a market, they will be invoiced the individual market day rate in addition to their membership fee.

Buskers

Buskers are people who perform for the public for gratuities. They enhance the Market experience by bringing a festive atmosphere to the market and add value to the experience with their performance art. This can include but is not limited to music, dancing, magic tricks, and other performances.

1. To busk at the Market, buskers must:

1. Agree to the terms and conditions of the Outdoor Market Rules and Guidelines.
2. Follow the recommendations of the Market Manager which includes considerations regarding volume levels, set-up, location, and any other requirements.
3. Obtain approval from the Market Manager to use electrical equipment and ensure that their extension cords do not cause tripping hazards.

2. We ask that buskers rotate locations every hour if they choose to busk for over an hour at the market.
3. Buskers do not have to be members or pay any fees to busk at the market.

Community Activities/Events

Community activities are events or organized activities held during the hours the market is open to the public. The inclusion of organized activities and events during market hours is encouraged but should not interfere with regular market operations. These enhance the sense of community.

1. To hold a community activity or event at the Market, organizers must:

1. Obtain Market Manager approval. The Market Manager may require proof of insurance depending on the type of activity.
2. Agree to the terms and conditions of the Outdoor Market Rules and Guidelines.
3. Follow the recommendations of the Market Manager, which includes considerations regarding activity details, set-up, location, and any other requirements.

Not-for-Profit Groups

In accordance with the FCMS’s mandate of building community, the FCMS supports the participation of registered not-for-profit groups at the Market that want to share information, promote their community projects and causes, and directly engage with an active audience.

1. To participate in the Market, not-for-profit groups must:

1. Agree to the terms and conditions of the Outdoor Market Rules and Guidelines.
2. Purchase a general membership.
3. Rent a booth space.

2. NFPs are limited to attending a maximum of 10 markets per season and will be subject to the maximum capacity of 6 booths per market. NFPs will not be permitted to rent the FCMS tents.
3. Fundraising items made specifically for not-for-profit groups by a Yukon business may be allowed. Items are evaluated on a case-by-case basis. Before ordering any items, it is recommended that approval is obtained from the Market Manager.

Cooperative & First Nation Not-For-Profit Groups

For Cooperative groups and artist collectives, the following rules apply:

1. Registered cooperative groups may sell under one name.
2. Each selling member of the cooperative must fill out the membership form.
3. The collective group must purchase two (2) vendor memberships collectively.

For First Nation not-for-profit groups the following rules apply:

1. Members of the First Nation NFP group may sell under the singular vendor membership.  
2. If selling craft-made products - NFP attendance restrictions do not apply.

Government

In accordance with the FCMS’s mandate of building community, the FCMS supports the participation of government bodies in the Market that want to share information, promote their projects or mandates, and directly engage with an active audience.

1. To participate in the Market, government branches must:

1. Agree to the terms and conditions of the Outdoor Market Rules and Guidelines.
2. Purchase a general membership.
3. Purchase a vendor registration.
4. Rent a booth space.

2. Government groups are limited to attending a maximum of 10 markets per season and will be subject to the maximum capacity of 6 booths per market. Government groups will not be permitted to rent the FCMS tents.
3. Each departmental branch of government with a separate contact person is considered as one vendor.

Part III:  Market Guidelines

These guidelines have been developed to help ensure an optimal Market experience for everyone, offering vendors a unique opportunity to not only sell their products but also directly connect with customers and receive feedback and support on product development. The Market Manager and fellow vendors are there to help one another.

1. Farm products are locally grown, raised, wild-harvested, or processed (e.g., vegetables, fruit, grains, eggs, plants, seeds, honey, sausages, bacon, fleece, hides, and compost).
2. Prepared foods are all processed and value-added by the vendor (e.g., jams, sauces, spices, popcorn, and baked goods). To sell these products, vendors must have approval from Environmental Health Services and meet food labeling and other food safety requirements. Refer to the resources section for contact information.
3. Food trucks or trailers and hot food vendors cooking in tents are concession stands that sell hot food prepared on the spot (e.g. falafels, hot dogs, fries, crepes, cotton candy). Wholesale beverages (excluding pop or energy-type drinks) are permitted. These vendors must show a permit to operate.
4. In accordance with the FCMS’ commitment to increase the local farm product value in prepared food at the market, prepared food and food truck vendors are encouraged to source local foods as much as possible, either directly from farm vendors, or other farmers listed in the Yukon Farm Products Guide (see resources section).
5. Art and hand-crafted products are local products that may be made with manufactured materials provided that no less than 50% of the product value results from direct work done by the vendor.
6. Vendors must keep a clean and attractive vending area. Sort and dispose of all garbage, recycling, and compost at the closing of the Market. In accordance with the FCMS’ commitment to reduce waste, vendors are encouraged to minimize their generation of waste as much as possible. Use compostable dishware whenever possible. Be sure to practice proper hand hygiene and sanitize your work areas.
7. Keep booths and vehicles off park garden beds, picnic areas, and other public features (e.g. vault cover). Report any damages to the Market Manager.
8. Vendors should inform themselves about Market attractions (e.g. workshops, public waste audits) and are encouraged to promote them to customers. Check the Events Calendar on the FCMS website for updates.
9. Public washrooms are available to vendors in the Frank Slim Building until 7:00 pm. A potable water supply and hand washing station are the responsibility of the food vendor as per health regulations.
10. The FCMS encourages vendors to share market activity via social media and other communication channels that will reflect positively on the overall market experience. Media contacts or questions on Market activity should be directed to the Market Manager.
11. The FCMS offers vendors the service of a point-of-sale (POS) debit/visa transaction machine at a commission charge of 5% and as a short-term solution. To process, the Market Manager requires a brief description of the item to purchase, the product price, and the registered vendor name. At the end of that month, the FCMS reimburses the vendor with a sales cheque. The FCMS encourages vendors to use their own POS system.
12. The FCMS is always looking for volunteers on Market day. Duties include gatekeeper, set-up, tear-down, hauling the trailer, and promotion (e.g. postering, story writing, photography). If you are interested in volunteering, please contact the Market Manager. Up to 5 volunteer hours can be accumulated towards off-setting the vendor registration fee for the following year.

Part IV:  Registration & Fee Structure

Fee Structure

Registration

Vendor Selection

With the growth of our outdoor market, we may no longer be able to accommodate all prospective vendors.  We have set a maximum number of weekly vendors to ensure we can successfully deliver a safe and smooth market. Our maximum number of vendors is 80 vendors per market day. Vendors must apply for all their desired market dates during the Registration Window in April. We will try to accommodate all vendors that apply during our Registration Window. If the number of prospective vendors exceeds our capacity on one market day, the vendor selection will be done based on the vendor’s products meeting the standard set out in these Rules & Guidelines. Make sure to thoroughly review the Rules & Guidelines to ensure your products meet these requirements to increase your chances of selection.

All agricultural vendors will be given priority. If you are an agricultural vendor and missed the registration window, please reach out to info@fireweedmarket.ca.

Information booths (NFP and Government groups) will not be selected but rather are limited to 10 weeks a season to allow space for different groups to attend. We will have a maximum of 6 Info Booth spots/week.

In the event of a desired market date being full, vendors will have the option of being on a waitlist and could be called upon in the case of a cancellation.

Registration Process

Registration Form: The Registration Form can be found online once registration opens on April 1st. The Membership Form also needs to be submitted to complete registration and can be found here online only.

If you need assistance filling out the online form, you can do one of the following:

1. Visit the FCMS Office during office hours (Wednesdays 10 am - 2 pm)
2. Contact the Market Manager at (867) 333-2255 or info@fireweedmarket.ca

Payments: All forms of payment can be accepted. Vendors will be invoiced for fees once registration is closed. Do not send payments before being invoiced. If you have any issues or concerns with the payment of fees at the time of invoicing, please contact the Market Manager.

Supporting documents: Please send supporting documents (such as photos and artist bios) to info@fireweedmarket.ca before the closing date of the registration process. Include “Summer Market Application Documents” in the subject line. This is mandatory for first-time vendors.

All successful applicants will be notified by end of day on April 29th, 2024. After this time, we ask that all vendors ensure that they are in possession of a vendor membership and have paid their space rental. If you have not paid for your vendor membership and space by the due date outlined on the invoice, your spot may be given to someone else.

Part V:  Resources, Contact Us, Location Map

Resources (Note: Please check the FCMS website for the most updated list)

Contact Us

FCMS Office:

Suite 210B - 212 Main Street, Whitehorse YT Y1A 2B1

NVD-Main Building – enter the corridor between Yukon Travel and Scotiabank – we are the first office on the right at the top of the stairs to the 2nd floor (stairs at the end of the corridor).

Office Hours

Wednesdays 10 am - 2 pm

Staff

Summer Market Manager - Kimberly King

(867) 333-2255         info@fireweedmarket.ca

Social Media

Website:        www.fireweedmarket.ca 

Facebook:        www.facebook.com/fireweedmarket 

Instagram:        www.instagram.com/fireweedmarket 

Board of Directors

Katie Young, President        katie@fireweedmarket.ca 

Cascia Krolczyk, Vice-President        cascia@fireweedmarket.ca 

Alexandra Maltais, Treasurer        alex@fireweedmarket.ca

Josefine Stoffel, Secretary        josefine@fireweedmarket.ca

Michaëla St-Pierre                 micha@fireweedmarket.ca

Deb Bartlette, Director                deb@fireweedmarket.ca

Gold Adaugo Vance, Director        gold@fireweedmarket.ca

Market Location Map – Shipyards Park

Example of Outer Circle Formation

The Market Manager will direct all vendors to set up their booths around the park walkway ring, outside picnic, and city building areas.

NOTE: Our market layout is subject to change slightly from week to week.

Vendor Lineup Location

When waiting to enter the park at 1:30 pm, please line up your vehicles starting at location #1 and looping around as shown with the red arrows. Once this loop is full, begin at location #2. If that also fills up, use #3. Do not park in any areas with the blue X as that will impede street traffic and business access. Vendors must stay with their vehicles in case they need to be moved to allow the public to move their cars from the parking lot. Do not use the Millennium Trail except where black arrows indicate.