The Prince George Farmers’ Market Association (PGFMA) provides the opportunity for local producers to sell their products directly to consumers. The function of the market is to promote trust in and demand for, these goods. Vendors must “make, bake, or grow” the products that they sell.A mix of products that is 60% or more locally grown or raised, or baked foods, and 40% crafts or artisan products is desired in the market. The PGFMA is a member of the BC Association of Farmers’ Markets and adheres to its guidelines.
GENERAL INFORMATION The PGFM is open every Saturday from 8:30 am to 2 pm. The seasonal outdoor market generally starts the 3rd weekend in April and ends the second weekend in October. The PGFMA has liability insurance, but does not cover the vendor’s liability. Vendors are strongly encouraged to obtain their own liability insurance. All vendors at the Market shall adhere to and support a positive market environment by acting in a responsible, respectful manner at all times, treating all others with respect. The PGFMA celebrates a vibrant and diverse community by providing free space to community organizations. However, organizations or vendors promoting any type of hate or prejudice are not allowed, and if set up will be immediately asked to leave.
By signing the Application form a vendor agrees to abide by the Market rules.
TABLE OF CONTENTSMarket ManagerVendorsProductsVenueFee PaymentParkingProduct ChallengesAppendix 1 – DefinitionsAppendix 2 – SignageAppendix 3 - Process for Challenge of Products(s)
1. MARKET MANAGER
1.1 The market is managed by a Market Manager, who is employed by the PGFMA. The director(s) will designate an alternate market manager as needed.1.2 The Market Manager is a representative of the board and is authorized to explain, apply and enforce the Market rules. The Market Manager may advise, issue warnings or expel vendors for noncompliance with these rules. (See section on Product Challenges, Complaints and Disputes). 1.3 The Market Manager has the authority to verify any information provided on the application form, or the submitted documentation.
2.1 Vendors must be members of the PGFMA, reside within the boundaries of School District 57 and/or Regional District of Fraser-Fort George. Membership is valid for the calendar year. 2.2 All vendors must grow (raise), bake (cook) or make the products they vend. 2.3 Persons, residing outside the PGFMA boundaries, may be accepted for the purpose of vending only those items not available or not readily obtained within the established boundary. Acceptance of out of boundary vendors is at the discretion of the PGFMA Directors as per PGFM rules. 2.4 An application form, listing all items sold, must be submitted to the Market Manager and approved, prior to the first market attended of each year. Only the items listed and approved on the application form can be sold. If, after submitting the application, a vendor wishes to add items, prior to those items being displayed or sold, a revised application form must be submitted to the Market Manager. The Market Manager approves low risk items and the Board approves high risk items. 2.5 Vendors are required to provide their own table, chair(s), and shelter if desired. Shelters must be secured with sufficient weight to prevent them from being blown over. Unsecured shelters create a safety hazard. The Market Manager has the authority to request the removal of any inadequately secured shelter.2.6 Vendors must display a sign in their booth identifying themselves, and their contact information. Any required documentation, such as Food Safe or Certified Organic, must also be displayed. Signage outside your booth space is at the discretion of the Market Manager.2.7 Vendors are responsible for their space and are encouraged to make it attractive. It is the responsibility of vendors to clean their area after each market. Garbage must be removed to the outside dumpster at the end of the day. Indoor and outdoor vendors are not to use market trash cans.2.8 If you cannot attend a market, inform the Market Manager by Thursday noon. He/she may be able to place a temporary vendor in your space. If the Market Manager is not notified by Thursday noon, stall fees are to be paid in full for the missed date(s). Exceptions may be made at the discretion of the Board. Three unexplained absences within an 8 week period may result in the loss of a vendor’s assigned space. 2.9 Aggressive hawking of products is not permitted. Vendors are encouraged to address customers as they pass, by saying hello or inviting them to try a sample or view their products. Interfering with customers from another vendor is not acceptable.
3.1 Products may be accepted after the following factors are considered: (a) Overall product mix and balance already at the market. The Board will determine if a cap is required to ensure that a reasonable mix of products is available. (b) The product mix and balance must reflect that secondary producers (vendors who sell products that are made from materials that they do not make, bake or grow) should not be accepted to vend, if they are likely to harm the financial business of a primary producer. This determination will be made by the Board.(c) Out of boundary products may be approved when the items are not available in the PGFMA region providing they met the PGFM rules. (d) Products grown or produced at a location, or by an individual not identified on the application form are not eligible for sale, until a revised application form is submitted to the Market Manager and approved by the Board. 3.2 All food items sold at the PGFM must be prepared, packaged and clearly labelled in accordance with all laws, regulations and rules as specified by Local, Provincial or Federal Government Authorities. For individual, non-packaged items the ingredient list must be available at the vendor’s booth. 3.3 All high risk foods, sold at the PGFM, must first be approved by the local Environmental Health Office. They must be prepared in accordance to rules in the Temporary Food Markets Guidelines. These are available online at the BC Association of Farmers’ Market website. A copy of the approval from local Environmental Health Office must be on file with the PGFMA, before the vender may sell.3.4 All food producers must have an up-to-date Food Safe Certificate, a copy of which must be on file with the PGFMA. If a vendor requires a substitute, that individual must be familiar with the product offered for sale and must bring a copy of their valid (within the last 5 years) Food Safe Certificate. 3.5 In order to claim your product is organic, certification papers must be provided. The product must be clearly labelled with place or origin and certification body and number.3.6 All meat products must be slaughtered at a provincially/federally inspected abattoir and the producer must provide valid documentation, including the PGFMA meat verification form. Any on-line or special order products where the customer picks up or pays for the product at the Market must adhere to the PGFM Rules. 3.7 All fish/seafood vendors must provide appropriate documentations. (BC Ministry of Agriculture, BC Ministry of Environmental Health, and any others needed).3.8 Processed goods, crafts, and the products of artisans, made by the vendor, or the vendor’s own family, and/or from material produced on the vendor’s farm may be sold at the market with approval. (See Appendix 1 – Definitions of Artisan Products) 3.9 Services sold (e.g. massage, reiki) must be performed by the vendor.
4.1 Market hours are from 8:30 am to 2:00 pm. Vendors must be ready to sell at 8:30 am, with vehicles removed by 8:15 am. Vendors must remain until 2:00 pm unless they are sold out. Exceptions may be made if prior arrangements are made with the Market Manager. 4.2 Stalls will be allocated by the market manager based product placement, the need for utilities, and vendor preference. 4.3 Open flame cooking is not permitted, except with prior approval from the Market Manager.4.4 The PGFMA location is designated as non-smoking. Vendors, who wish to smoke, must leave the Market area to smoke. 4.5 Pets and livestock of vendors are not allowed at the Market, except with permission of the Market Manager.
5. FEE PAYMENT
5.1 Stall fees must be paid by 10 am to either the Market Manager or his/her designate. Any NSF checks plus a $25.00 processing fee must be paid immediately upon notification Failure to do so will result in suspension of vending privileges until the account is up to date. 5.2 Permanent indoor vendors, are to pay monthly or quarterly unless arrangements are made in writing, with the Treasurer. 5.3 If a permanent vendor misses a market and does not notify the Market Manager before Thursday noon, stall fees must be paid in full, before next vending,
6.1 During the winter season, the first two rows of the parking lot are for customer use. If you need an exception to this (special parking) please contact the Market Manager. Free parking is available at City Hall, or the Keg Parking area on 6th Avenue. 6.2 During the outdoor season, vendors may not park in the paved lot beside the building without permission from the Market Manager. The Keg lot on 6th and City Hall lots are available for free parking.
7. PRODUCT CHALLENGES, COMPLAINTS AND DISPUTES
7.1 We wish to maintain a cooperative and positive atmosphere at the Market. Vendors are requested to address concerns to the Market Manager (not to customers or other vendors). If a vendor has an issue with the Market Manager, it should be provided, in written form, to the Board. If a vendor has an issue with a Board Member, it should be provided in written form to an officer of the Board. 7.2 Formal complaints must be provided in written form to the Market Manager. All verbal complaints, concerns and comments brought to the attention of the Market Manager will be considered. However, the Market Manager is only obliged to forward written complaints to the Board.7.3 The Market Manager has the authority, based on his/her judgement of the severity of the incident to immediately ask a vendor violating the Market rules to cease vending and leave the Market. A follow-up meeting will be organized with all parties to review the incident 7.4 Non-compliance of the rules will be dealt with as follows: (a) First offence - verbal warning by Market Manager or designate(b) Second offence - written warning from Market Manager or designate with a copy sent to the board (c) Third offence - The Board will review the occurrences and may suspend vending privileges, minimum of 2 weeks or indefinitely depending on severity of incidents.
Appendix 1 –Definitions
Artisan Products 1.1 Artisan Products must be handcrafted and approved by the Board of Directors. 1.2 Artisan Products must be created by the artisan and/or family members.1.3 To qualify as a non-food Artisan Product, an item must have acquired a substantial part of its value from the crafting of the vendor or the vendor’s family. 1.4 Artisan Products do not include commercial, imported or second-hand products.
2. High Risk Food Items 2.1 Foods in a form or state which is capable of supporting growth of disease causing microorganisms or the production of toxins.
2.2. Information available in the Temporary Food Markets Guideline for the Sale of Foods at Temporary Food Markets Available online at www.bccdc.ca or from Environmental Health Services, 655 12th Ave. W, Vancouver, BC V5Z 4R4
2.3 Vendors must not sell foods considered high risk unless approved to do so by the local Health Authority (Environmental Health) and the Board of Directors.
Appendix 2 –Signage /Labelling
Vendors are required to display a sign bearing their business name, location and contact information.
Food Safe certificates must be on-hand at the vendor’s booth.
Food Labeling shall comply with Canadian Food Inspection Agency (CFIA) guidelines.
2.4 All items for sale at the Market must be clearly marked with their price. Prices of items for sale must utilize one or more of the following signage techniques.2.4a individual price stickers on each item, or2.4b individual price signs of each type of item, or 2.4c list of prices on a large sign or board.
Sales Tax: For those vendors required to collect tax, PGFM suggest including taxes in your price, so prices are easier to make change for (e.g., $3.50 rather than $3.40, if you chose to do this, it is necessary to post a sign indicating “Taxes included)
Appendix 3 – Process for Challenge of Product(s)
3.1 Any person has the right to raise concerns regarding a product.3.2 All concerns must be written, signed and brought to the attention of the Market Manager.3.3 After consulting with the President, the Market Manager will forward the concerns to the Board, who will decide if there are sufficient grounds to the concern raised to launch a formal investigation. 3.4 If a formal investigation is launched, the protocol will be as follows:3.4 a A board member or Market Manager will approach the vendor of the challenged product with a copy of the received concern and a letter from the Board of Directors acknowledging the concern. The challenged product must be removed until the process is completed. 3.4 b The Vendor will have the opportunity to provide a written response. 3.4 c A Vendor, who doesn’t provide any response within 14 days of receiving the letter is presumed to accept the fact that the challenged product does not meet the Market criteria and will remove the challenged item immediately. 3.4 d If the Vendor’s response is satisfactory to the Board and addresses the concerns raised there will be no further action. The Board of Directors will give the vendor a written notice indicating that the Board is satisfied that the challenged product(s) abide by the PGFMA rules. 3.4 e If the Board of Directors, upon reviewing of the vendor’s response, decides the concerns are not addressed, they will give the vendor a written notice indicating that a decision has been made and the Board of Directors does not believe that the challenged product meets the PGFMA rules. The notice will ask the vendor to remove the challenged product immediately. 3.4 f A decision by the Board of Directors can be appealed if additional or new Information is made available.
3.4 g Once a product has been challenged, and has received the Board of Directors’ approval, a copy of the decision will be kept on record. The Board of directors will have the option to investigate new challenges of previously challenged products.