2024 VENDOR HANDBOOK
2024 NorthWest Crossing Saturday Farmers Market Handbook
To vendors new and returning, welcome! Whether you’ve been with us for the last 16 years or are considering joining us for the first time, we are happy you’re here. Each year, we spend a few weeks editing and updating this handbook, making sure we are not just clear on our rules and policies, but also our culture, our vision, our community. As our market grows and changes, the needs of our market vendors do as well. While the nuts and bolts of our handbook remain largely the same from past years, you’ll notice a few updates. This handbook aims to support a safe, fun, and sustainable market with policies that lead to the success of our vendors.
Please share it with your staff and encourage them to refer to it as questions arise. NorthWest Crossing Saturday Farmers Market staff is always happy to help and clarify. We are proud to connect local farms, nurseries, ranches, artists and small businesses to the Bend community each week throughout the summer. Thank you for your interest in becoming a vendor at the market!
APPLICATION PROCESS
Before filling out the application in its entirety, please read through this handbook, as it contains pertinent market information and rules that require vendor compliance.
Here are the steps to apply to our market:
ABOUT NORTHWEST CROSSING SATURDAY
FARMERS MARKET 3
SAMPLE OF PREVIOUS VENDORS 4-5
LOCATION 6
APPLICATION, FEES AND PAYMENTS 7
COMPARISON TABLE FOR PAYMENT CATEGORIES 8
VENDOR APPLICATION REQUIREMENTS 9
ATTENDANCE 10
MARKET OPERATIONS, SAFETY, & LOGISTICS 12
RESOURCES FOR MORE INFORMATION 14
The NorthWest Crossing Saturday Farmers Market is more than simply a venue for Bendites to find fresh, organic, sustainably grown produce; it is a weekly gathering filled with music, food, arts & crafts. It is now the most attended farmers market in Central Oregon with a weekly average attendance spanning from 500 - 3,000 people. It has been a wonderful place for families of all shapes and sizes to spend time meeting their local farmers and artisans, and to learn more about sustainable gardening and living as well. We are so thankful that you will be contributing to our growing community this year!
Our market is a community of strong, dedicated farms and businesses that appear to be growing and expanding along with the market each season. We value vendors who will be a consistent presence at the farmers market and we work hard to balance competition with demand to ensure weekly success for all. We are committed to providing Oregon farms, and relevant small businesses, the opportunity to bring their harvest to Central Oregon, while complementing this with a market program around food, music and the arts to create a sense of place where people want to spend the morning and afternoon. We believe that a Saturday market experience should be a celebration of growth, health, life, creativity and community in addition to picking up groceries.
The NorthWest Crossing Saturday Farmers Market plays a central role in educating and providing an opportunity for residents and visitors to support the local economy, while fostering an economically, ecologically and socially sustainable community.
Year after year, we come together to create a world-class farmers market that contributes to the success of local food growers and producers, and create a vibrant weekly community gathering.
Below is a sample list of some of the vendors who have previously participated in the market:
FRUITS & VEGETABLES: Paradise Produce, Sungrounded Farm, Argo Farms, Four Acre Farm, Good Earth Farm | Plant It Earth, Marquam Hill Berries, Mountain View Farm, Oregon Specialty & Wild Jams, Baird Family Orchards, The Vegetable Man Produce, Whiskey Hill Berry Garden, Zajac Farms, Fibonacci Farm, Deschutes Gourmet Mushrooms, Cultivate Farms, Rooper Ranch , Badlands Produce
MEATS & EGGS: Brandywine Fisheries, DD Ranch, Home Farm Foods, Hope Springs Dairy, Pioneer Ranch, Vaquero Valley Ranch, Central Oregon Wagyu, Torsten’s Meat, Home Farm Foods, North 44 Farm, Peterson Family Market
NURSERY: Great Basin Nursery, Purple Petal Lavender, Cascade Lavender, Mt. View Farm, Tumalo Lavender Bedhead Blooms
ARTISANS & CRAFTS: Americana Woodworks,The Fraser Collection, Vagabond Silver, Sticks and Stones, Nomadic Ceramics, Root Adorned, The Doggie Bakery, Derive Jewlery, Vfenarrio Views, Penelope’s Soaps and Such, Lots of Suds, Anchor-Bar, Angelena Bosco, Bag Obsession, Bags by Deb, Be at Peace, Bearded Architecture, Beer Wine Chocolate Designs, Birdly Art, Blue Spruce Pottery, Boot Scootin Alpaca, Branch+Barrel, Bushel & a Peck, Bushel and a Pallet, Caninja Dogwear, Cascade Kustoms, Charmed Expressions, Chick 9 Clothing, Conscious Ink, Coya jewelry, DotDotSmile, Earthly Element Design, Farmhouse Candles, Fi + Mimi, Flower Balm, Geez Louise, GilBe Woodworking, Handmade Bend, Hazeydaiz, Herr Jewelry, Hexa Gardens, Jax Hats, JonioDesign, Katie Lofquist Collage, Little Pine Artistry, Lots of Suds, Loverin Crafts, LUX Reve, MaileKai Creations, Masquerade Designs, McAuley and Co., Meli Wraps, Michael Miller Ceramics, Misty Dawn Design, Mle Jay, Momma Monzie's Doggie Delights, Mystic Roots Creations, Natural Stone Jewelry, Owl House Batik, Pottery By Yvonne, sam + finn, Scott Isom Wood Turnings, Sew Go Outdoors, Signs By Lisa, Simply Pure Essentials, Slime Time, Sweet Mama’s Soap Co., T's Tonics, Tallow Skin Care, The Grate Plate, The Tiny Bea, Three Sisters Bracelets, , Upper Left Works, Wanderwant, Wick'd DIY Candle Lounge, Wild Folk Flower Apothecary, Willow Wild, Blossom’s Bath Bar, 1 Life
BEVERAGES & DISTILLERIES: Compassion Kombucha, Kinergy Kombucha, Forth Distillery, Bohemian Roastery, Humm Kombucha, K Brewing Company, Oregon Spirit Distillers, Radiance Health Beverages, Riff Cold Brewed, Swoop Coffee, Wild Roots Spirits, Woodbox Cider Company, Royal Juice Company.
**A note to alcohol vendors: Please note you may only sell closed bottles and give no more than one (1oz) sample per person after acquiring the proper license from the OLCC. No cocktails, glasses of wine or open container sales permitted.
NON PROFIT & COMMUNITY ORGANIZATIONS: Cascades Academy, High Desert Food & Farm Alliance, Kids Made Camp, Kumon Math & Reading Center of Bend, Locavore, Missing Spokes, Tag It Forward, The Environmental Center, Xela Collective
GOURMET PACKAGED FOOD: Jem Organics, Smith Rock Nut Roasters, Addy Mac's Creamery, Ausperitea, Bella Baker, Bend Caramel Company, Bend Culture Company, Bend Nut Roasters, Blissful Spoon, Bontà - Natural Artisan Gelato, Busy Izzy Foods, Celia's Gourmet Foods, Farmhouse Pies, Food for the Sole, Holm Made Toffee Co., Local Culture, Pirate Ringo's, Rawmona's Kitchen, Southwest Salsa Co., Super Belly, The Doggie Bakery/Fur Friends, The Lady Balls, The Sparrow Bakery, OOh Want Good BBQ, Sweet Valley Honey, Oiga LLC, Dans Smoked Salmon, Ruby Ringo Salsa, Wests Coast Babka, High Peak, Noosh, Mama
FOOD COURT: Blissful Spoon, Farmhouse Pies, The Bob, Bend Breakfast Burrito, Dakine Grindz, Acme Hot Dogs, La Paella Bend,,Jackaroo Pies, Chulitas, Rawmonas Kitchen, McKees Sweets, WillieBurger, Quesabirria, MH-11, Dear Mom’s Cafe, Mimi’s Bagels,and more.
MUSIC: The NorthWest Crossing Saturday Farmers Market hosts a variety of street musicians including professional solo and duo artists, young aspiring musicians and songwriters and the occasional guest ensemble from out of town. This programming has created a vitality rarely seen in other farmer’s markets.
BUSINESS SPONSORS: The Bend Business Showcase highlights conscious and sustainable businesses, merchants, and practitioners who are making a positive contribution to the well-being of Central Oregonians.
NorthWest Crossing is located on Bend’s west side. To get directions to NorthWest Crossing, Bend, Oregon, please use one of the following maps. Each map gives a recommended route from a specific starting point or traveling direction and ends at NorthWest Crossing Neighborhood Center.
The market is located on NW Crossing Drive; on the two blocks east of Mt. Washington Drive.
See you here soon!
Visit our website for maps and directions.
18 consecutive Saturdays from June 1 - September 28, 2024
Market hours: 10am - 2pm
Vendor set-up is from 7:30 - 9:00 am
**all vehicles must be off the street by 9am NO EXCEPTION
Make-Up Days: There will be no booth refunds for any reason. In the event the market adds additional days for non-covid related situations, the vendor will be required to sign up for those dates and will be responsible for paying the associated booth fees.
APPLICATION, FEES AND PAYMENTS - Please no
**Each season, C3 events invests back $3,000-$5,000 in on site market purchases, and we will continue to do this.
COMPARISON TABLE FOR PAYMENT CATEGORIES
Get a week for free with the Full Season Pass, when compared to the Half Season Pass rate! Please consider the table below when choosing your payment category, as we offer considerable discounts to vendors who pay for the full season in advance. Assigned booth locations ONLY for Full Season & Half Season Passes. Those who choose a Half Season Pass will be required to select the first consecutive 9 weeks or last consecutive 9 weeks.
Full Season Pass | Half Season Pass | Weekly Drop- In | ||||||
FULL SEASON | Per Week Cost | HALF SEASON | Per Week Cost | WEEKLY DROP- IN | ||||
10x10 Rates | $130 | |||||||
2022 Frozen | $1277 | $71 | $704 | $78 | N/A | |||
2023 Frozen | $1596 | $89 | $878 | $98 | N/A | |||
Early Bird | $1758 | $98 | $966 | $107 | N/A | |||
After Jan 1st | $1835 | $102 | $1010 | $112 | N/A | |||
10x20 Rates | $250 | |||||||
2022 Frozen | $2165 | $120 | $1148 | $128 | N/A | |||
2023 Frozen | $2705 | $150 | $1434 | $159 | N/A | |||
Early Bird | $2975 | $165 | $1577 | $175 | N/A | |||
AfterJan 1st | $3110 | $173 | $1649 | $183 | N/A | |||
10x30 Rates | $330 | |||||||
2022 Frozen | $2926 | $163 | $1547 | $172 | N/A | |||
2023 Frozen | $3656 | $203 | $1935 | $215 | N/A | |||
Early Bird | $4022 | $223 | $2130 | $237 | N/A | |||
After Jan 1st | $4204 | $234 | $2226 | $247 | N/A | |||
10x40 Rates | $415 | |||||||
2022 Frozen | $3712 | $206 | $1946 | $216 | N/A | |||
2023 Frozen | $4641 | $258 | $2430 | $270 | N/A | |||
Early Bird | $5105 | $284 | $2673 | $297 | N/A | |||
After Jan 1st | $5337 | $297 | $2795 | $310 | N/A | |||
Vendor acceptance, market sales by accepted vendors and/or third-party businesses, and/or specific product sales at the market are solely at NorthWest Crossing Saturday Farmers market’s discretion. NorthWest Crossing Saturday Farmers Market reserves the right to deny a vendor Application, prohibit anyone from selling at the market, and/or prohibit any product from being sold at the market. Please note we do not offer refunds for any reason. The following are requirements for all vendors who participate:
All prospective vendors must review this handbook and be familiar with the policies and expectations contained within.
Due to the level of attention and administration required to process and verify the information presented in vendor applications, a non-refundable application fee must accompany all applications for all vendors.
Product List and Descriptions All prospective vendors are required to submit a complete list of all products they wish to sell within their vendor application. Acceptance of application assumes approval of products listed within application. Any products wished to be added during the season must be submitted via email to the Market Manager, a minimum of seven (7) days prior to vending. All drinks must be listed on the application.
Relevant Licenses, Certifications & Insurance It is the sole responsibility of the vendor to secure all necessary licenses and certifications to be eligible to sell at the NorthWest Crossing Saturday Farmers Market. The Oregon Department of Agriculture and Deschutes County agencies require these licenses to be in good, visible display at all times during your stay at the market. Please keep your licenses, certifications and application current. You are responsible for bringing license copies to each market. The market does not assume responsibility for General or Product Liability Insurance. All vendors of all types are required to purchase General Liability Insurance of $1 million dollars and must provide a copy of the Certificate of Insurance listing C3 Events as additional insured organizations in order to participate in the Market. The address for C3 Events is: 325 NW Delaware, Bend, OR 97703.
Food Safety & Licensing The Oregon Department of Agriculture & Deschutes County Health Department have specific requirements for vendors who are selling and serving food. Vendors are responsible for being in compliance with any and all permit requirements by Deschutes County Environmental Health Department. See Additional Resources Page for contact information. For general questions regarding food vending, you may also contact our Market Director, Melissa King, 541-350-4217.
If you have registered under the Full Season or Half Season payment plan, you are expected to participate in the market for the dates you commit to. There are no refunds for any reason. The success of our market depends solely on the market vendors providing consistency with their availability and product each week.
Weekly drop-in vendors must sign up online for the dates that they would like to attend, but there is no guarantee of date acceptance until the week prior to each Saturday chosen. Drop in invoices will be sent out on Tuesdays and payment must be made by 5pm on Thursday to be included on the Market Map and you will be expected to attend that market. If you are absent, your payment will not be refunded and you will be considered a No Show.
Failure to Notify of No Show: It is critical for our pre-event mapping that we learn about any cancellation of attendance by the Tuesday prior to that Saturday’s market. Your absence creates consequences for other vendors, because they no longer have shade and that could affect their product. Your market dates are listed in our online system. If you do not communicate your absence from the market you will be considered a No Show. There will be a strict two-strike system in place. The first strike will incur a $50 fee that must be paid prior to attending the market again, and the second strike will expel you from the market.
NorthWest Crossing Saturday Farmers Market circulates weekly vendor updates by email to communicate market news, market layouts, and other information relevant to our market community. vendors are expected to read these communications thoroughly as they contain important and time sensitive information.
NorthWest Crossing Saturday Farmers Market proudly offers booth space for community groups to engage with our shoppers and provide information on the work they are doing to improve our community. We prioritize:
Tabling and participation is limited to NorthWest Crossing Saturday Farmers Market’s discretion. Advance scheduling and pre-approval from NorthWest Crossing Saturday Farmers Market Manager is required.
VOLUNTEERS
Volunteers are very special folks—we love them and we TRULY couldn’t operate the market without them. Volunteers donate their personal time to support our vendors and help the market by staffing the information booth, supervising kid’s activities, and assisting with other administrative tasks. If you know of anyone interested in volunteering, we are always accepting volunteer applications!
In order to sustain the market, NorthWest Crossing Saturday Farmers Market solicits sponsors to provide additional income for educational outreach, advertising, special events and market programming. Sponsor companies are evaluated on an individual basis to ensure there is alignment with NorthWest Crossing Saturday Farmers Market’s mission and values. Sponsors might be ongoing or appear on single occasions. NorthWest Crossing Saturday Farmers Market allows some sponsors to table and sample their products. Please let us know if you have any personal referrals for sponsor or partnership opportunities.
NorthWest Crossing Saturday Farmers Market organizes a number of promotional efforts for customers throughout the season. vendors will be promoted through multiple channels for the duration of the market season including: print advertising, posters, the C3 Events website, the NorthWest Crossing Farmers Market website, market email blasts and additional social media. As a NorthWest Crossing Saturday Farmers Market vendor, we invite you to take advantage of these tools, though it is up to you to inform us of the news and information you would like us to share with our readers.
We ask that all vendors share in creating social media content to generate excitement about this wonderful community market. Specific guidelines will be sent out via email. We ask that you share the annual Market Guide, post on social media 48 hours in advance of opening day and share posts from the market using the hashtag: #nwxfarmersmarket
The Market Manager has the ultimate authority on-site to enforce all of the vendor rules contained within the Vendor Handbook. Enforcement may include removal, suspension, and/or non-refundable expulsion from the market. We have created a new Vendor Concern Form and procedure that allows vendors the ability to express grievances or challenges that they are experiencing with other vendors. Vendors who have concerns regarding other vendor compliance, market staff, safety, or policies should complete a vendor concern form. Forms will be available at the information booth. The Executive Director, Market Director & Operations Managers review each concern form and the concerned vendor will receive a specific written response within two weeks.
MARKET OPERATIONS, SAFETY, & LOGISTICS
Check in begins at 7:30am; ensuring you have plenty of time to get set up, as well as to allow the Market Operations Crew time to complete full market set-up. Market vendors will enter the NorthWest Crossing neighborhood from Mt. Washington, on Ordway Avenue and take an immediate right onto Fort Clatsop. The check-in will be at the intersection of Northwest Crossing Drive and Fort Clatsop. vendors will receive their booth locations and will be able to unload their booth infrastructure, equipment, product, and then immediately park their vehicles in the designated vendor parking areas.
NorthWest Crossing Saturday Farmers Market provides stall space only. Vendors must provide their own canopy with weights, display cases, tables, chairs, etc. Vendors are responsible for arranging their space attractively and safely. Vendors are also responsible for having tent weights on each leg of the tent. Weights need to be capable of withstanding 40 mile winds on their canopies, as the safety of our customers, vendors, staff and volunteers is of utmost importance. You will not be allowed to set up or will be asked to tear down if you are not in compliance.
The week prior to the market opening, you will be given instructions as to where to park. Please leave business parking lots in NorthWest Crossing open for neighborhood businesses and market attendees as per provision #12 above. Failure to park in designated locations may also lead to non-refundable expulsion from the event.
Each vendor is responsible for maintaining his/her area in a clean, neat manner throughout the day and for cleaning his/her area before departing at the end of the market day. Market trash cans are for customer use only. All vendors serving food or handing out food samples, will be required to submit a Garbage Deposit. These vendors will need to provide a $200 check, in a self-addressed, stamped envelope, on the first day of the market, June 6th (or the first day that you attend the market). This check will only be deposited if your space is left in an unsatisfactory condition (any product or stains from your booth left on the ground, tree wells, sidewalks, near garbage cans or anywhere else on market premises). In this case, in order to return to the market, an additional $200 check will be required. At the end of the market Season, if there was no garbage related incident, your check will be mailed back to you.
All trash generated by vendors must be removed at the end of the day for off-site disposal. Please bring trash receptacles with you, for your booth, if necessary.
There is no electricity guaranteed for market vendors. You may not plug in to any NWX merchant buildings.
There is no electricity guaranteed for market vendors. All Food Court vendors who require electricity will need to bring a whisper quiet generator. The noise level of this generator may not exceed 60 decibels (within 10 feet). This will be monitored by market staff and any vendor whose generator exceeds this City of Bend sound ordinance will be asked to leave immediately.
Tear down commences at 2pm. Vendors may retrieve their vehicles after that time and enter NorthWest Crossing Drive. You may not leave the market, or tear down prior to 2pm. We ask that as much of the tear down occurs before you pull up the vehicle to make the loading and exit process efficient. We want everyone to be able to load up and exit in a timely manner.
Have a concern or feedback you want to share with us?
We strongly urge you to express your questions, or concerns, as we care about your feedback.
Please contact our Market Director:
Melissa King
541-350-4217
farmersmarket@c3events.com
DESCHUTES COUNTY HEALTH DEPT.
2577 NE Courtney Dr., Bend, OR 97701
https://www.deschutes.org/health
(541) 322-7400
OREGON DEPT OF AGRICULTURE
635 Capitol Street NE Salem, OR 97301
ODA Food Safety Division (503) 986-4720 or ODA Licenses (503) 986-4600
FARM DIRECT NUTRITION PROGRAM (FDNP)
Oregon Health Authority Women, Infants & Children coupon program (WIC) and Coupon Reimbursements http://public.health.oregon.gov/HealthyPeopleFamilies/wic/Pages/farmer.aspx
Senior Farm Stand Participation Oregon Department of Agriculture Farm Stand List: http://myoregonfarm.org/fdnp_wic_shopperguide
OREGON LIQUOR CONTROL COMMISSION (OLCC)
www.oregon.gov/OLCC
(503) 872-5000 or toll free: 1-800-452-6522
FOOD ALLIANCE
PO Box 86457 Portland, OR 97286
(503) 267-4667
OREGON TILTH
2525 SE 3rd St Corvallis, OR 97333
organic@tilth.org; http://www.tilth.org
(503) 378-0690
NATIONAL ORGANIC PROGRAM
http://www.ams.usda.gov/aboutams/programs-offices/national-organicprogram
(202) 720-3252
LIABILITY INSURANCE There are many insurance companies to choose from. The important thing is to make sure you have the proper insurance for your business type and that you keep it up to date. Artists may consider ACT Insurance: https://www.actinsurance.com
2024 NorthWest Crossing Saturday Farmers Market Handbook