Rules & Guidelines

for the Fireweed Winter Market — ‘12 Days of Christmas’

Change Summary for 2025

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. Updated Qualifying Products Guide
2. Increased Booth Space and Commission Fees for 2025
3. Revised Vendor Selection Considerations
4. Supporting Document Requirement (Now required for all vendor applications)
5. Additional Information Form Required (If accepted, the Additional Information Form will be attached to the invoice. The completion of the form is required to secure your spot)
6. Cancellation Policy (50% refund between 3 and 7 days, no refund within 2 days of the sale)

Table of Contents

Part I: Introduction        3

Part II: Rules        4

Vendor Rules        4

Community Market Table        6

Buskers        7

Not-for-Profit, Community & Government Groups        7

Cooperative & First Nation Not-For-Profit Groups        8

Part III: Fee Structure & Registration        8

Fee Structure        8

Registration Timeline        9

Vendor Selection        10

Registration Process        10

Part IV: Resources, Contact Us, Summary & Checklist        12

Resources        12

Contact Us        14

Market Map        15

Summary of Important Dates        16

Vendor Checklist        16

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 handcrafted. Our markets include the Fireweed Summer Market every Thursday from 3 - 7 pm, from mid-May to mid-September in Shipyards Park, the Fireweed Winter Market in December at 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, individuals or groups must be FCMS members and as such must:

1. Agree to the terms and conditions of these Rules & Guidelines.
2. Purchase a general membership.
3. Rent a display space.

2. A vendor must be a resident of Yukon or Atlin, BC (with the exception of the ‘Travelling Artists’ — see below). Youth (14-18) and seniors (60 or older) are welcomed and encouraged to participate in the market.

1. We have extended the ‘Travelling Artists’ section from the outdoor market to permit a maximum of three (3) non-Yukon (-Atlin) resident vendors upon review and approval by management. Please note that some affiliation to the Yukon is a prerequisite for consideration.

3. Any third-party reselling of products is prohibited.

4. Products sold at the market must be grown, raised, baked, wild harvested, handmade, or substantially value-added in the Yukon (or Atlin, BC) by an FCMS member. Please refer to our updated Qualifying Products Guide. Vendors may be required to provide photos or videos of their process as part of their application.
5. Ensure that you have the amount of product necessary in order to fill your shelves for the entire 14 days before deciding to register for this market. No partial weeks or days are possible. You are expected to participate for the full time. (Some exceptions are possible for those sharing with another vendor)
6. Vendors with an established store-front business can sell their own Yukon made products.  

1. You are allowed to sell consigned Yukon-made products, made by registered FCMS vendor members. The Market Manager(s) must be informed of this agreement prior to opening day.

7. It is strongly suggested that all ‘transformational’ food vendors (those using other ingredients or materials in the production of their product) source local ingredients.
8. Any vendor using the label ‘organic’ must be certified organic and be able to produce documentation.
9. Prices and vendor numbers on products must be clearly labeled.
10. Vendor set-up and tear down is not permitted outside of the designated set-up and tear down date/times. Note that due to KDCC Longhouse availability this year, we will close the sale earlier on the last day, and tear down will happen on this day after close. Times are TBD.
11. No product on display shall include profanities or content inappropriate for all ages.
12. It is required for all vendors to submit supporting documents prior to the closing of registration.
13. It is the vendor’s responsibility to make sure that their work is secure from theft. FCMS cannot be held responsible for stolen items. To mitigate the risk of theft, FCMS and Market Management will provide supporting documents and education for the market staff and vendors on duty.
14. All vendors must complete a minimum number of floor-walking shifts (1 to 5) to ensure our customers can be helped, shoplifting can be deterred, and booths are restocked.  If you are unable to fulfill your vendor shifts, you can substitute in an informed and able family member or friend, or utilize a paid vendor if available and confirmed (Market Manager must be notified). Vendors cannot staff their booths during the market.
15. Selling arrangements are permitted where two or more vendors sell their products from one rental  space.  Each vendor must pay for a general membership. Any vendors sharing a booth must be approved by Market Management prior to opening day.
16. Registered co-operative groups may sell under one name. Each selling member of the co-operative must fill out the vendor registration form, and the collective group must purchase two (2) general memberships.  
17. Full payment of membership and booth space fees are required in order to secure your spot in the sale. As well as the completion of the ‘Additional Information’ form. Fees will be invoiced after registration and will include a link to the ‘Additional Information’ form at that time. You are not required to provide any payments until you are invoiced. (For payment date details - see Registration Timeline)
18. Vendors must supply their own tables and display units. All products and displays must be within the rented booth space dimensions.  Unfortunately, we cannot accept display setups that go over the footage dimensions even by an inch. Floor plan positions are assigned by Market Management.
19. If you are no longer able to participate in the sale after invoicing, the refund amount will be based on proximity to the event. Cancellations made between 3 and 7 days prior to the event will receive a 50% refund. Cancellations made within 72 hours of the event will not be refunded. Please note that membership fees are non-refundable.
20. Complaints and rule infractions are addressed by the Market Managers and with the support from the Board. Market Management 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 without refund of fees. Appeals can be made to the Board.
21. 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 for 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 harmless from any liability whatsoever that result from activities at this FCMS market.
22. GST will be added to all sales at the till (with the exception of GST exempt products). 

Vendors will be required to identify if they are registered for GST upon registration. Sales payout at the end of the sale will fall in one of the following categories:

1. Registered vendors will be paid out for both total sales + GST. It will be the vendors responsibility to report revenue and GST collected to the CRA.
2. Unregistered vendors will be paid out for revenue alone. FCMS will report GST to the CRA.
   

Community Market Table

In order to include small-scale producers, we provide the option of choosing to participate at our Community Market Table.  If you have a qualified product, but not enough to fill a booth for 14 days, this table is a shared space with a collection of several vendors’ products.  In 2024 we had 16 people sharing an 18’ space (two tables and three shelves).  Participants on the Community Market Table will be charged a nominal $47 table fee in addition to the regular vendor membership fees and the 5% commission.  Please note that market staff along with one or two volunteers will be in charge of setting up this space and arranging products.  As such, we request vendors’ flexibility with displaying their works.

Buskers

Buskers are people who perform for the public for gratuities. They enhance the customer experience by bringing a festive atmosphere to the market and add value with their performance art. Busker participation is subject to approval by the Market Management.   *The Fireweed Winter Market has limited space for buskers and due to being held in an indoor venue, there are some restrictions for involvement.

1. To busk at the market, buskers must:

1. Agree to the terms and conditions of these Rules & Guidelines.
2. Sign up for an available time slot through the sign up platform released in December.  Contact us for more information on involvement.
3. Follow the recommendations of the Market Management which includes considerations regarding volume levels, set-up, location and any other requirements.
4. If applicable - obtain approval from the Market Manager to use the sound system/other equipment.

2. Buskers do not have to be members or pay any fees to busk at the market.

Not-for-Profit, Community & Government Groups

In accordance with the FCMS’s mandate of building community, we support the participation of registered not-for-profit, community, and government groups that want to share information, promote their community projects and causes, and directly engage with an active audience. During the market, we offer time slots in a designated space specifically for not-for-profit, community, and government groups to set up separately from the vendor spaces.

1. To participate at the market, these groups must:

1. Agree to the terms and conditions of these Rules & Guidelines.
2. Register online as an NFP member. *A full general membership is not required for NFP/Community/Government involvement for the Fireweed Winter Market.
3. Sign up for an available time slot through the sign-up platform released closer to the sale. Contact us for more information on involvement.

2. 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 items, it is recommended that approval is obtained by Market Management.

Cooperative & First Nation Not-For-Profit Groups

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

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

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

• Members of the First Nation NFP group may sell under the singular general membership.  

Part III: Fee Structure & Registration

Applications are accepted online from August 4th to August 22nd in 2025. Complete the Winter Market registration form found on our website.  

Both table fees and commission have been increased for the 2025 market. These adjustments reflect inflation and help support the ongoing growth and development of our markets.

Fee Structure

Vendor Selection

Due to the continued increase of interest in vendor participation, we have refined our selection process to ensure a balanced, diverse, and high-quality market. With limited space available, vendor selection and booth space allocation will be based on a structured set of selection considerations outlined below.

Vendor Selection Considerations:

• Compliance and good standing
• Value add and uniqueness of products
• Fireweed Market experience
• Sales performance
• Other market experience
• Quality, craftsmanship, and skill
• Diversity, creativity, and originality
• Display, packaging, and presentation
• Product availability and exclusivity

Applications submitted within the registration window will be reviewed, and vendors will be ranked based on the considerations listed above. Vendor spaces will be allocated starting from the highest-ranked vendors. Once all spaces are filled, any remaining applicants will be placed on the waitlist.

Please note that as per recent years, if demand for involvement results in a waitlist, we will initiate the rule excluding vendors who plan to participate in the Christmas Boutique (organized by the Yukon Crafts Society).

Registration Process

Registration Form: The registration form can be found online only (to be released August 4th, 2025)

If you need assistance filling out the online form, please contact Market Management.

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.

Supporting documents: Please send supporting documents (such as product photos, booth photos, and artist bios) to 12days@fireweedmarket.ca before the closing date of the registration process. Include “12 Days Application Documents” in the subject line. This is mandatory for all vendors.

All successful applicants will be notified by September 8th. After this time, we ask that all vendors ensure that they have purchased a general membership, paid their space rental, and completed the ‘Additional Information’ form (link will be provided in your invoice). If you have not paid for your invoiced balance and completed the ‘Additional Information’ form by September 15th, your spot may be given to someone on our waitlist.

Cancellation Policy: If you are unable to participate in the sale after invoicing, the refund amount will be based on your proximity to the event.

• 50% refund between 3 and 7 days prior to the event.
• No refunds within 72 hours of the event.

*Please note that membership fees are non-refundable.

Part IV: Resources, Contact Us, Summary & Checklist

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

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 - by appointment only

The market management staff will be happy to meet with you in the Fireweed Market office upon request.

Winter Market Management

Cascia Krolcyzk       (867) 687-7880       cascia@fireweedmarket.ca

Board of Directors

Deb Bartlette - President                deb@fireweedmarket.ca 

Alexandra Maltais - Treasurer                alex@fireweedmarket.ca

Josefine McIsaac - Secretary                josefine@fireweedmarket.ca
Katie Young - Director                           katie@fireweedmarket.ca

Attinder Sidhu - Director                        asidhu@fireweedmarket.ca

Kristin Kuchlachkosky - Director                kristin@fireweedmarket.ca

Social Media & Website

Website: www.fireweedmarket.ca 

Facebook: www.facebook.com/fireweedmarket

Instagram: www.instagram.com/fireweedmarket 

Contact Us

Phone: 867-333-2255

Email: 12days@fireweedmarket.ca

Market Map

Example of the floor plan from last year’s market.  

The floor plan is released after vendor registration and usually just before the vendors meeting.  

2024 | THIS MAP IS FROM 2024

Summary of Important Dates

Vendor Checklist

⬜ Registration Form – due Friday, August 22nd by 11:59 pm

⬜ Vendor General Membership ($65) – due Monday, September 15th

⬜ Vendor Space Rental payment – due Monday, September 15th

⬜ Additional Information form – due Monday, September 15th

⬜ Supporting document submission (Required for all vendors) – due Friday, August 22nd

Our website also has a winter market page with some additional information – check it out here.