Byrd House Market / William Byrd Community House

224 S. Cherry St., Richmond, Virginia 23220

January 2010

Dear Vendor Applicant,

Thank you for your interest in vending at the Byrd House Market.

As a program of William Byrd Community House, the Grace Arents Free Library and Education Center, its
Community Garden and the Byrd House Market are part of Richmond's oldest continuous social services
organization. As such the garden and market are a resource for our students and client families who, like
most urban residents, tend to have limited understanding of how food actually gets into their hands. It is
our vision that Byrd House Market be a friendly, reliable place to experience the nutritional,
entrepreneurial and cultural benefits of farmers markets in an urban setting.

The 2010 Byrd House Market Season opens on Tuesday, May 4, 2010. In this packet you will find
information about Byrd House Market, including our mission, vendor requirements, market rules and
fees, as well as the vendor application form. This packet is available on our blogsite,
www.byrdhousemarket.blogspot.com, as an Adobe PDF document and on paper by request.

In addition, this year we are investigating accepting SNAP (Supplemental Nutrition Assistance Program,
formerly known as Food Stamps) benefits using the EBT (electronic benefits transfer) swipe card process.
We have provided some introductory information about how this might work in our market and would
appreciate your feedback as we work through the pros and cons of instituting a mechanism for getting
your fresh foods into the hands of our client families and children.

Thank you again for considering Byrd House Market. We look forward to reviewing your application!

Sincerely,

Ana Edwards, Manager

Byrd House Market

William Byrd Community House Byrd House Market Vendor Application Packet / Page 1 of 7
 2010 BYRD HOUSE MARKET VENDOR APPLICATION PACKET

Our Mission
Byrd House Market is dedicated to providing access to fresh food for Richmond families, to educate
families about nutrition, and to foster a sense of community among people from diverse backgrounds.
Equally, we are committed to helping local farmers and food providers earn a better-than-living wage by
selling directly to our customers.

Vendor and Product Eligibility

 Eligible vendor products include but are not limited to produce, plants, flowers, prepared foods,
baked goods, and crafts. Vendors must sell only locally produced products.
 All products sold at the Byrd House Market must be homegrown, homemade, or handcrafted.
 Information about the local source of all products must be available at all times.
 All products and produce must comply with state and county regulations.

Application Process and Fee

 All applications will be reviewed to determine whether the products intended for sale meet the
above guidelines. BHM will accept vendors for participation in the Market based on product mix,
adherence to the above guidelines, and space availability.
 BHM is a food-focused market and so vendors selling produce, flowers and plants will be given
priority for participation, constituting 85% of total vendors at the market. Prepared-food vendors
will make up 10% and the market and crafts persons 5%.
 The application fee is $10.00 per applicant. The fee must be submitted with the application if
mailed or hand-delivered. Applications submitted online will not be considered complete until the
application fee is received separately by mail or hand-delivered. The application fee will be
returned to applicants that are not accepted.

Market Space Description/Vendor Spaces

 The Market is open air and is situated on a grassy field, with 2 intersecting gravel driveways
serving as the boundaries for the north and east sides of the market. The market is located
adjacent to the Grace Arents Community Garden. A large maple tree is located at the eastern
edge of the market, providing some shade.
 Parking for vendors and customers is available on Idlewood Ave., S. Linden St. and on the grassy
patch parallel to the gravel driveway on the east side.
 A limited number of vendors may be allowed to sell off the rear of their vehicles, pre-arranged
with market staff.

William Byrd Community House Byrd House Market Vendor Application Packet / Page 2 of 7
  Requests for Additional Space: Space is a premium at Byrd House Market, therefore we have
decided to address the requests for additional space on a case by case basis. The availability of
additional space depends (1) upon how many vendors we already have scheduled and (2) what
products are to be sold.
 Each vendor space measures exactly 10 feet by 12 feet. Vendors must provide their own tents,
tent weights, market umbrellas, tables, and chairs if desired for their display areas. Tents must
also comply with the 10 by 12 feet rule.
 Electricity will be available on a limited basis, pre-arranged with Market staff.
 Restrooms in WBCH and the adjacent gym are available for use by vendors and customers.

Market Fees
 $10 per market day, per 10 by 12 foot space.
 Backyard Growers or Community Gardeners may vend in available smaller spaces up to three
times with no fee. After 3 times, regular market space fees apply.
 The fee for a second space is $15 per market day, which means that 2 spaces will cost $25 per
market day.
 All fees are due and payable on market day, if not pre-paid.
 The Market accepts cash or checks, but no credit cards. Checks are to be made payable to
the Byrd House Market. Receipts will be provided.

Setup/Breakdown
 Byrd House Market hours are from 3:30 to 7:00 pm.
 It is recommended that vendors arrive by 2:30 to set up. Market staff will direct vendors to
assigned spaces where they may unload their vehicles. Vehicles may then be parked in a
designated area.
 It is necessary for all vendors to be set up and ready to do business when the market opens
at 3:30 pm.
 As a special courtesy, professional chefs and cooks may be given the 3:00 – 3:30 pm pre-market
window to purchase products for restaurant use.
 Vehicles are not permitted in the market area once the market opens unless by prior approval by
Market Manager.
 Each Vendor is expected to stop selling by 7 pm and have all products loaded for removal
approximately by 7:30 pm.
 Vendors may not leave earlier than 7 pm. Should a special circumstance arrive, a vendor may be
granted early exit by the market manager as long as this is an infrequent event.

Compliance with Local, State, and Federal Regulations is the responsibility of the vendor.
 Food Safety - Vendors selling any product for human consumption must be in compliance with all
local Health Department and Virginia Department of Agriculture and Consumer Services (VDACS)
regulations. Contact the VDACS Food Safety Program at (804) 786-3520 for assistance. Vendors
must possess a valid (passing) inspections report for all prepared food items. A copy of the report
must be provided to the Market staff to be eligible to sell prepared food products at the Market.

William Byrd Community House Byrd House Market Vendor Application Packet / Page 3 of 7
  VDACS Office of Weights and Measures - All vendor scales used for weighing produce must be
certified through VDACS Office of Weights and Measures. Scales must either have VDACS sticker
(indicating they are approved) or certification documentation (vendor should have this
documentation at all times). Contact the Office of Weights and Measures at (804) 786-2476 for
assistance.
 Virginia Department of Taxation - Vendors are required to collect and remit sales to the Virginia
Department of Taxation. To obtain a State Sales Tax ID number, contact the VA Department of
Taxation at (804) 440-2541 and request form R-1 and the form R-1 instructions. You may also
register on-line at www.tax.virginia.gov (click businesses and select register a business online). A
copy of the state sales tax certificate must be provided to Market staff prior to vending at the
Market, and must be displayed at each vendor space.

Market Promotion and Advertising

 BHM takes great pride in the marketing service they provide for the market and its vendors.
 All vendors and their products will be listed on the market blog
( www.byrdhousemarket.blogspot.com ).
 A weekly email with be sent out to our 700-person (and growing) customer email list which will
include quality copy and graphics describing that week’s special events and a link to the vendor
and product list on the blog.
 Prior to and throughout the season, BHM will be in constant contact with print, radio, Internet,
and TV media to get stories and features out to the public about the market.
 BHM will create posters, postcards, contests, or other advertising for the market.

Our Customers
 Our attendance last year averaged 700 persons per market day with a high of 850.
 Our customers come from all areas of Richmond and its suburbs including the downtown/VCU
area, south side, the Fan, and the west end. Our customers reflect the diversity of our
communities and have shown great loyalty to our market.
 We are frequented by area chefs and those seeking high-end organic produce as well as those
seeking more affordable everyday fare.
 We are considered a family-friendly market and have weekly activities for children, as well as
music and other entertainment.

Satisfaction Forms, Surveys, Data gathering

 BHM requires vendors to fill out a very short form to rate their satisfaction on each market day
and to find out what products the vendor will be selling the following week. This data helps us
serve our vendors and customers better.
 During the season we will also conduct a vendor and customer surveys to get more in depth
information. This information helps us with ongoing funding and will be kept strictly confidential.
 We also have volunteers at the market who track customer attendance each market day.

William Byrd Community House Byrd House Market Vendor Application Packet / Page 4 of 7
Supporting WBCH's Food Bank
Throughout the market season, we ask that our vendors consider donating any unsold produce or goods
to our Food Assistance Program. If you need more information about this please contact Patty Parks,
Director of the Grace Arents Free Library and Education Center, 643-2717 or librarian@wbch.org.

Promotions and In-Kind donations

From time to time vendors will be asked for small donations of product to present to our entertainers or
as part of market basket giveaways or promotions. Vendors will be given in-kind donation forms that will
allow them to deduct these donations from their income tax.

Entertainment, events, non-profits

BHM strives to make each market day a wonderful and informative experience for our customers. For this
reason, we have musical entertainment, performers, storytellers and other children’s activities, and we
provide space for non-profit organizations to share their work.

GENERAL MARKET RULES

1. Vendors shall maintain a courteous and professional manner at the Market. Use of profanity or
belligerence will be grounds for termination of selling privileges and immediate removal from the
Market.

2. Each vendor shall maintain a clean and healthful condition within his/her area and leave that area
free of debris prior to quitting each market day. Vendors shall maintain themselves in a clean,
attractive manner. Each vendor is required to leave the space clean at the end of the day. The
Vendors must remove all residue or waste products, as well as signs, tents, tables, etc. at the end
of each Market day.

3. Market hours are 3:30 to 7:00 p.m.

4. While some assistance may be available, in general vendors must have the personnel necessary to
unload, setup and breakdown their own spaces.

5. Vendors must have all supplies they need including their own tents, chairs, tent weights, and
umbrellas. Please provide a receptacle for any trash that might be generated by your booth's
activities.

6. Full season vendors will be assigned specific spaces and may only use those spaces. Vendors may
not exceed the 10 x 12 foot space including their tent.

7. Vendors are expected to honor the attendance commitment as outlined by them in the vendor
application. If a vendor has more than 2 absences without prior notice, they must reapply to the
market and are not guaranteed a space. Chronic requests for market absence may result in loss of
space at the market. Barring an emergency situation, if you know you will not be present on any
given market day, please notify the Market Manager (804-517-4049 or 804-643-2717) NO LATER
than 12:00 pm the Monday before the market day from which you will be absent.

William Byrd Community House Byrd House Market Vendor Application Packet / Page 5 of 7
 8. Vendors’ product and signage should be generally contained within the selling space. Each vendor
should set his or her own prices. Prices should be set in keeping with customer satisfaction and
consideration of other market vendors. All prices shall be clearly posted.

9. Smoking and the use of alcohol or other illegal substances is prohibited within the Market area.

10. BHM and the Market Manager shall have the authority to enforce all rules and regulations within
the Market area.

11. Byrd House Market and “Hold Harmless” Agreement – This agreement means that the vendor
verifies that all information is accurate and will hold William Byrd Community House, its director,
board, officers, employees and volunteers harmless concerning product liability or other factors
that relate specifically to the vendor’s business practice.

Directions to the Market

The Byrd House Market is located behind the William Byrd Community House at the intersection of South
Linden St. and Idlewood Ave., just off the Downtown Expressway Southbound. Take the Belvidere exit and
make an immediate left onto Linden Street. Link to Google map:
http://tinyurl.com/ykt9g78

Contact Information
Market Manager: Ana Edwards
WBCH Supervisor: Patty Parks, Director of the Grace Arents Free Library and Education Center
Phone: (804) 643-2717
E-mail: byrdhousemaket@gmail.com
Website: byrdhousemarket.blogspot.com
Facebook: tinyurl.com/yz7nytb
Twitter: twitter.com/wbch

Mailing address for Applications:

Byrd House Market / William Byrd Community House
224 South Cherry Street, Richmond, VA 23220
ATTN: 2010 APP

William Byrd Community House Byrd House Market Vendor Application Packet / Page 6 of 7
 WBCH Byrd House Market seeks to become
licensed to accept SNAP benefits.
SNAP stands for Supplemental Nutrition Assistance Program and was formerly known as Food Stamps.
The information below comes from the USDA (http://www.fns.usda.gov/FSP/ebt/fm.htm) and is an
overview of the how Electronic Benefits Transfer (EBT) technology is used to help families and children
receiving SNAP benefits purchase foods from Farmers Markets using their EBT swipe card.

ACCEPTING SNAP BENEFITS AT FARMERS' MARKETS

When it is not practical for individual farmers to obtain an FNS license to accept SNAP benefits using
standard EBT technology, a farmers’ market sponsor can step in by getting one license that allows all
eligible farmers in the market to accept SNAP benefits using one centralized Point-of-Sale (POS) device to
issue paper scrip.

SCRIP SYSTEM
 There are two basic scrip systems:
1) Paper scrip or tokens: The market staff person swipes the EBT card at a centrally located
POS device and debits the amount requested by the customer in exchange for paper scrip
or tokens that can be used to shop at all eligible food booths in the market. (Byrd House
Market would use this system and BHM Byrd Bucks would be our scrip.)
2) Receipts: Customers get a receipt from each farmer for food purchases, leave their items at
the stand, bring the receipt to the centralized POS device to pay for their items with their
EBT card, and then return with the paid receipt to each farmer to pick up their purchases.
 Payment: Farmers trade the scrip with market sponsor staff for payment as instructed.

RULES OF PARTICIPATION
 Only Eligible Food can be purchased with scrip purchased with SNAP benefits.
 No cash-back can be given to SNAP customers. The sale must be for the exact amount of the scrip
or the customer can make up the difference with cash.
 The customer must be able to get a refund back onto his/her EBT card for unused SNAP scrip.
 EBT accounts may also contain non-SNAP benefits. Scrip issued in exchange for these cash
benefits, such as TANF, can be used to purchase non-food items and are not subject to the above
rules. However, scrip issued for SNAP benefits must be distinct from scrip issued for cash benefits
if the market chooses to apply the rules differently for each type of benefit.
 The farmers market must provide training to farmers in scrip redemption rules and procedures.
(The market sponsor is responsible for any violations a farmer commits while operating under the
market’s FNS license.)

FARMER/VENDOR PROCEDURES
There are requirements for tracking and recording EBT sales and sales tax collected on EBT purchases.
Some of our farmers/vendors are already recording this information. Procedural details to be provided.

William Byrd Community House Byrd House Market Vendor Application Packet / Page 7 of 7