GETTYSBURG FARMERS MARKET ASSOCIATION REGULATIONS Revised April 2017

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1 LOCATION: DATES & TIMES: Lincoln Square, Gettysburg, PA MANDATORY MARKET FOR ENTIRE SEASON Saturdays: April 29 through October 28, 2017 from 7 am to 12 noon. (No market on May 20, 2016 and September 23, 2017 due to Outdoor Antique Show). Special consideration: The Mandatory Market Saturdays in October do not apply to growers who are unable to produce product due to weather conditions. PRODUCER/VENDOR A producer is any person offering for sale articles for human consumption such as fruits, vegetables, baked goods, jams, preserves, honey, herbs, coffee or non-edible articles, such as cut or potted flowers or artisan-crafted items which have been raised, created, or prepared by the producer, members of immediate family, or by persons in employed by producer; or merchandise purchased to supplement or replace crops ordinarily grown in Adams County and surrounding communities. AGENT/VENDOR Any person offering for sale merchandise as defined under part I which has been raised or prepared by one or more growers/producers in Adams County or surrounding communities. Guest vendors may be approved by the Executive Committee for a single market day at a cost of $ Guest vendors may not sell any competing products and can only attend up to four Saturdays per calendar year. RENT SCHEDULE Vending Fee for 2017 is $225 per space. First time vendors owe a $50 onetime startup fee that includes the website hosting. Vendor fees include: parking fee to Gettysburg Borough, advertising fees, management fee to Market Manager and IT Manager, and insurance. Checks should be made payable to Gettysburg Farmers Market Association and submitted to the treasurer, Hal Mack at 832 West Middle St., Hanover PA (Cell/text phone is ) by April 1, No refunds will be issued after a space(s) is assigned. Vendors who purchase more than two booths will have a reduced rate of $ for each additional booth purchased. REGISTRATION: 1. Mail (or ) the following to the Gettysburg Farmers Market Association, c/o Kenneth Lehman, 418 Crossroad School Rd, Carlisle, PA ( klehman7@mail.com): 1

2 a. Registration/application form b. Growers certificate or applicable license c. Proof of insurance (for Borough of Gettysburg & Gettysburg Farmers Market): Borough of Gettysburg 59 East High Street Gettysburg, PA Gettysburg Farmers Market Lincoln Square Gettysburg, PA Register with the State of Pennsylvania Sales Tax Division if you charge tax on any items sold. Tax License: The Pennsylvania State Sales Tax Division requires all participants to have either a temporary retail sales tax license or a permanent retail sales tax license. 3. Register with the Bureau of Foods & Chemistry/Dept. of Agriculture if items to be sold are prepared in a kitchen (i.e., baked goods, preserves, jams, etc.) (Mike Neff, Food Inspector, , ext 128) MARKET ACCEPTANCE The Gettysburg Farmers Market Association reserves the right to choose producers who will enhance the variety and quality of the market. Each producer will be notified by mail (or ) as to his/her acceptance. In case of conflict, Adams County residents will receive preference. DISPLAY SELLING OF GOODS Goods must be sold directly from trucks to the sidewalk. Producers must provide their own tables, chairs or other display arrangements. Growers or Producers at the market will display a sign identifying the name and location of their farms or businesses. They shall also display a price for each item for sale. The Borough will provide trash cans around the square. It is the responsibility of the producer to maintain a clean sales area during the market and remove all boxes or debris prior to leaving at closing. The Gettysburg Farmers Market Association reserves the right to remove from the market any violator after one warning is issued. Producers will be assigned a permanent booth location prior to the opening of the market, which they will occupy for the entirety of the market season. Vendor tents must be reasonably weighted at the legs or secured by rope to a fixed structure for the safety of other vendors and patrons. LIABILITY Neither the Borough, the Gettysburg Adams Chamber of Commerce, the Gettysburg Farmers Market Association (GFMA), nor any other special organization provides any insurance to cover any activities of a grower or producer, his or her employee or agent at the farmers market. The F.M.A. recommends that each grower or producer provide his or her own insurance coverage. 2

3 The producer or grower agrees to be responsible for all damages to life and property due to his or her activities or those of his or her employees or agents at the farmers market. Furthermore, the producer or grower agrees to indemnify and to save harmless and defend the Gettysburg Adams Chamber of Commerce, the F.M.A., and its directors, the Market Managers, and any other of its agents, and other sponsors, including their employees or agents, from all suits, activities, or claims of any type brought on account of any injury or damage sustained by any persons at the farmers market caused by the activities of the farmer or producer, his or her employees or agents. PRODUCERS MUST: 1. Sell only products of the highest quality and freshness. 2. Dress appropriately; shoes and shirts must be worn, maintaining a neat appearance. 3. Move vehicles that are not being used in sales area to parking area. Street must be kept clear at all times so that traffic may proceed in normal fashion. 4. Make every reasonable effort to open at 7 am when the market is occurring. Vendors not set up by 9:00 am will forfeit their space for that day. Vendors who sell out early must stay at the market until noon. 5. Be present at Farmers Market meetings. (Minimum of two required attendances per calendar year) PRODUCERS MUST NOT: 1. Sell or offer for sale any goods that are not normally grown or produced in Adams County or the surrounding communities. Certain items may be approved by the membership to keep a diverse and upscale market. 2. Sell any product that requires refrigeration such as fresh meat, fish, or cakes or pies containing custard-type fillings (unless using refrigeration equipment). 3. Sell any baked goods that are not wrapped or covered. 4. Arrive any earlier than 1 hour prior to the opening time of the market. 5. Accept any coupons or vouchers related to other markets during the GFM s hours of operation. VENDORS ASSOCIATION 1. Vendors hold the Gettysburg Farmers Market and its sponsors harmless in all matters. 2. Vendors shall act on behalf of the Gettysburg Farmers Market only with the approval of the Association. 3

4 3. Vendors agree to cooperate with requests of the Association. 4. Vendors agree to cooperate with, and to comply with instructions of the market manager at the time they are given, and to withhold any complaints until a timely resolution can be initiated by a meeting or by Unexcused absence from two markets will result in a complaint. Unexcused absence from a third market will result in removal from the Association. Absence must be explained to Market Manger or G. F.M.A. officer before the opening of that week's market, except in case of a real emergency. **As members of the G.F.M.A, we are committing ourselves one to another in that we will make every attempt to be present each Saturday, to be on time, to stay the duration of the market each Saturday and to stay until the end of the market year. 6. Parking meter hoods/bags will be removed by 9:00 am. 7. The G.F.M.A Facebook/Web page is available for use by all members. Entries should be used to promote the Gettysburg Farmers Market. Use of the Facebook (FB) page or website to promote competing markets or nonassociated vendors is prohibited. Use of FB page or website to promote a competing event that runs concurrent to market hours is prohibited. Posts reflect the entire Association, so members should refrain from using language or images that may reasonably be considered offensive. Members can us the page to promote their business when the market is not open (for example, the market is closed during the Antique show and you will be at the Carlisle Harvest of the Arts Festival). 4

5 PERCENTAGE PRODUCT CATEGORY GUIDELINES Category Percentage Vegetables 30 Fruits 25 Meats 15 Dairy 15 Baked Goods 10 Prepared Foods 10 Flowers & Plants 10 Artisan Products/Value Added 5 COMPLAINT POLICY 1. All complaints must be issued to the G. F.M.A. Market Manager in writing by filling out the appropriate complaint form, which can be obtained from the Market Manager. 2. Producers who have had complaints filed against them will receive a copy of the written complaint. 3. The G. F.M.A. will investigate all written complaints. 4. Any producers not complying with the rules and regulations will be removed from the Gettysburg Farmers Market Association permanently. 5. Any producer making oral complaints to other producers or consumers concerning a farmer's legitimacy or any other issue and who has not signed a complaint form shall be considered for removal from the Gettysburg Farmers Market Association. 6. The G. F.M.A. reserves the right to cancel the approval of any grower's or producer's application if and when the G. F.M.A. finds said grower or producer in violation of any of the aforementioned rules and eligibility requirements. MARKET PROVISION WITH BOROUGH OF GETTYSBURG The Gettysburg Farmers Market will submit to the Borough of Gettysburg the following documents before the start of each market season: Memorandum of Understanding (MOU) Vendor Insurances Umbrella Transient License Space Assignments Payment for Umbrella Transient License and Parking Spaces MODIFICATIONS The G. F.M.A. in consultation with the market participants, reserves the right to revise the 5

6 General Rules and Requirements at any time it deems appropriate. 6