|General Housekeeping Notes (Please bookmark this Document as additional notes will be added as the season progresses)||Last Update:5/18/23|
Please use the tabs at the bottom to navigate this document.
Priority Application Deadline is March 15.
Summer Fees (All Vendors):
$35 per date per space. 10% prepay discount for full-season vendors if paid in full by May 1.
Scheduling (All Vendors):
|Schedules are assigned based on date of receipt of application, seniority, standing, type of product, and class of vendor (Food or Non-Food).|
|Non-Food spaces are limited per market session. We have 4 non-food slots per market, and will add additional slots as space allows.||EMERGENCIES: In the event of an emergency, the Friends will ring the market bell during market hours. If the bell is sounded during market hours, please evacuate immediately or otherwise do your best to secure yourself.|
Non-food vendors are governed and scheduled separately from food vendors.
|NEW, Vendor Reporting: Help the HFM monitor the health of the market by tracking sales, new customer retention, and other metrics. Fill out a daily survey here. We will see your email address, but it will be hidden from the reporting (see Vendor Reporting tab below).|
Insurance (All Vendors):
All vendors are required to carry a commercial general liability policy.
NEW: Certificates of insurance should use the HFM's mailing address:
Hingham Farmers Market, Inc.
PO Box 692
Hingham, MA 02043
Returning Vendors: Make this change with your agent prior to application.
New Vendors: Do not acquire insurance until you are instructed to do so.
Board of Health Permits (Processed Food Vendors Only):
|Market Reporting: To help vendors understand how their sales relate to weather, SNAP, and foot traffic, we are migrating our tracking to this spreadsheet. Please see "Market Reporting" tab below.|
|NEW: After several discussions with the Hingham BoH, we have settled on permit-year and permit costs. Beginning now, the permit will be valid April 1-March 31.|
New Vendors: Do not contact the BoH until we have instructed you to do so.
The permit cost for new vendors is $200. Renewing vendors will pay $100 per year.
|Any vendors who re-permitted for Winter 2023 will need to renew ahead of the summer season. Please allow 2 weeks minimum for permit processing.|
|The new application is now live on the BoH website. Please review it prior to applying to ensure your application is complete.|
|Please Note: All products that you intend to sell must be listed on your HFM application so that we can properly notify the BoH.|
New menu items MUST be cleared by HFM prior to obtaining BOH clearance.
Invoices and Billing (All Vendors):
|I utilize Square to send invoices to all vendors. Depending on your schedule and payment preferences, I may send all invoices for the year with differing due dates.|
These due dates constiute the payment timeline as referenced in our Policies.
Online payment can be made via ACH transfer (connect via Plaid).
|Credit Card payments are not permitted due to high processing fees. If you would like to mail a check, please mail it to me (Gretchen) for faster processing.|
My mailing address will be posted on your invoice.
Non-Food Vendors: Pre-payment is required. Please pay extra attention to due dates on invoices.
Carried Items and Pre Orders (All Vendors):
|The HFM is a "producer" market, meaning that we select vendors who produce, grow, or make the items that they sell.|
To help increase overall market offerings, the HFM may consider "carried items" to be sold by a vendor.
Carried items are items not grown, produced, or made by a vendor (See Policy and Procedures Item #15).
Carried items are subject to the same requirements and processes for acceptance as produced items.
|Carried items are considered separately from core items, and acceptance to the market does not mean that all carried items are accepted.|
Similarly, pre-orders are also governed by all policies that apply to in-person sales.
|Any and all items sold, pre-ordered, pre-sold, or sampled at the HFM are subject to our and the BoH's policies.|
Communication (All Vendors):
All HFM communication should be done via email to the market's inbox: firstname.lastname@example.org
Text and call communication must be reserved for emergencies or last-minute lateness/ changes.
My Cell: 781 500 0744
Additionally, all concerns must be submitted in writing as above for proper consideration.
Website and Vendor Promotional Info in Application (All Vendors):
|I have collected promotional nformation via the application for several seasons now as we anticipated a website refresh.|
That is still in process. I will instead be collecting applications without this information and, once the website
goes live, I will send out a new form for you to submit promotional information for use on our website.
2023 Summer Expectations (All Vendors):
|I will add notes on set-up, breakdown, and other practices as we approach opening day. Please save this link for reference and for sharing with staff.|
These will be laid out in the Practices and Expectations tab below.
|Generally, all new non-food vendors are considered to be waitlisted.|
New vendors will be considered as space and market variety allow.
All non-food vendors are scheduled separately by Derith M. Once your application is approved, Derith will be your main contact for scheduling.
Pre-payment is required for non-food vendors.