2016 Vendor Manual

www.clarkecountyfarmersmarket.com

CCFM 2016

About the Clarke County Farmers Market

Purpose
The purpose of the Clarke County Farmers Market is to provide a venue in
downtown Berryville for agricultural vendors offering fresh local products; to
provide a community meeting place which showcases local artisans and
businesses; and to promote economic development in Clarke County.
Personnel
Executive Committee Members
Justin Carrasco
Chilly Hollow Farm
Christy Dunkle
Berryville Town Planning
Eric Keene
Shallowbrooke Farm
Mary Kay Kobayashi
Audley Farm
Lori Mackintosh
Mackintosh Fruit Farm
Interim Market Manager
Kimber Herron

chillyhollowfarm@gmail.com
planner@berryvilleva.gov
shallowbrookfarm@gmail.com
MaryKay@audleyfarm.com
billandlorim@aol.com

ksherr@earthlink.net

Rules and Regulations

1.
The Clarke County Farmers Market membership is open, by application, to
residents of the following counties:
Virginia: Clarke, Loudoun, Fauquier, Warren, Frederick.
West Virginia: Berkeley, Jefferson.
Others subject to approval.
Membership is defined by serving the preceding full year as a full- or parttime participant of the market. Only members will be authorized to vote on
CCFM matters. Each vendor business will be allowed one vote. Any
person wishing to participate as a vendor in 2016 must first submit an
application listing the products to be sold. Additions to vendor product
lines after applications are submitted will require further approval. This
application will be reviewed by the Farmers Market Executive Committee
and vendors will be notified regarding admission status. Rejected
applicants may resubmit an application each year.
Itinerant vendors may be allowed to attend the market at the managers
discretion, but will not have voting rights.
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2.

Location. The Clarke County Farmers Market will operate at the Town
Parking lot in Berryville, Virginia each Saturday morning from 8:00 a.m. to
12:00 noon, from May through October. Participation during inclement
weather is left to the discretion of the individual members.

3.

Sellers at the CCFM will be members of the CCFM, their families or

designated agents. Children under age 17 may be sellers. A parent
MUST be present at the market site with his/her children each time they
participate.

4.

In the case of an absence of a principal vendor, third party substitute

vendors may be invited to participate in the market on behalf of the
principal, but will require prior approval of the market manager, and
perhaps the Executive Committee. Principal vendors will need to contact
the market manager at least one week prior, for any substitutes to be
considered. In essence, substitute guest vendors will need to be vetted
just as the principal vendor. Substitute vendors who show up at the market
unannounced will not be permitted to participate in the market.

5.

Members of the CCFM are producers of: fresh fruits, vegetables or closely
allied products, such as fresh and dried herbs, bedding plants, cut flowers,
dried flowers and wreaths, home-baked goods without an egg or cream
base, local honey, herb vinegars, sweet cider, fresh and/or frozen meats
and poultry, eggs, cheeses, properly-labeled home-processed preserves,
jams, jellies, pickles, relishes , chutneys, soups, dips, sauces, fermented
foods, teas, salves, soap, herbal medicines, and artisan craft objects.

6.

All products sold at the market must have been grown or created in the
counties specified in paragraph 1. Exceptions may be made by vote of the
membership.

7.

To ensure market clients find the widest selection possible, members may
buy such produce or products--excluding baked goods or processed
agricultural items--to sell from any producer in the aforementioned
counties, including home gardeners. Each vendor is required to produce
75% of the items which they sell.

8.

The local Extension Agent, for the county in which a member lives, will
annually report verification and compliance with rules 6 and 7 to the market
manager for each vendor. A Produce Certificate must be submitted, and
signed by the Extension Agent.

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9.

A Market Manager will oversee all activities of the CCFM. He/she will be
assisted by an Executive Committee of five, including the Manager, who
will be elected for a two-year period by members of the CCFM. Voting
members are described in paragraph 1. The Market Manager will be an atlarge member of the Committee. The purpose of the Committee is to
advise the Market Manager on topics such as advertising, applications,
vendor positions, and possible interactions with the Town of Berryville or
Clarke County. A Committee Member may be asked to serve as needed in
the absence of the Market Manager.

10.

Market Members are individually responsible for complying will all Federal,
State, and Local laws and regulations.

11.

Busking. Busking shall be allowed at the Market. Contact the Market

Manager regarding scheduling and location.

11.

Liability Insurance. It is highly recommended that all vendors obtain

liability insurance($1M), with an option naming CCFM as an additional
insured. The Clarke County Farmers Market is not responsible for any loss
or damage incurred by vendors.

12.

Members will be present at the market site with produce or products for
sale on Saturday market days during the season. Exceptions may be
made at the discretion of the Market Manager for producers of specialized
produce (blueberries, for example) that have a limited season. Market
participation days are to be identified on the market calendar included in
this document. Notification to the market manager is required for any
market days the member/vendor will be absent. Whenever possible, this
notification should be given to the market manager at least 24 hours in
advance of the market day to be missed. Subsequent season acceptance
of market participants is contingent on previous years participation and
reasonable communication regarding absences.

13.

DUES: Payable Opening Day: $300/year per space; $150 for additional
spaces/year; $100 per space for two months (two month minimum); $30
drop-in for pre-approved artists/crafters; $50 drop-in for pre-approved
retailers; $10 per space for non-profit organizations who will be asked to
refrain from selling any products that would be in conflict with items for
sale by for-profit vendors.

14.

The Market Manager will collect all fees and will give them to the
Treasurer, who will be responsible for depositing all income and paying all
bills. The Treasurer is an appointed position.

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15.

Dues and fees will be spent solely on advertising, market insurance,

contract work, and other needs appropriate for a non-profit organization.

16.

The rules listed herein may be changed by a majority vote of the CCFM
members at any time.

17.

Conduct: Vendors, agents, employees and family members are expected

to conduct themselves in a businesslike and professional manner. The
CCFM reserves the right to remove persons violating this rule from the
market, and to terminate their participation in the market for the remainder
of the season. The process for termination is as follows: In response to a
written complaint to the Market Manager, the accused vendor will be
notified that an investigation will be conducted by the Executive Council.
Said vendor will be required to provide a written response to the complaint.
Following the investigation, the vendor will be informed in writing as to the
nature of the complaint, the results of the investigation, and the decision
regarding the investigation. On the first offense the vendor in question will
be excluded from participating in the following weeks market. After a
second substantiated offense, the vendor will be expelled from the market
without possibility of re-admission for two years. No fees will be
refunded.

18.

Setup. All vendors must set up no later than 7:50 a.m. Vendors arriving
after the markets opening time will be permitted to participate in that days
market only at the discretion of the on-site Market Manager.

19.

Market Space. Each vendor will sell from their assigned space,
determined at the beginning of the market season. All tents, canopies,
signage, and display racks must be within the assigned space--and
securely anchored as a safeguard in unpredictable weather
conditions. Typical best practices call for about 15-20 pounds of
anchorage per tent leg! The Market Manager will provide spacing maps at
the beginning of each season.

20.
I have read the rules of the Clarke County Farmers Market and agree to
abide by them
21.

Signed:
Date:

CCFM 2016

Clarke County Farmers Market

Berryville, Virginia

Vendor Application and Agreement

Application Due 90 Days Prior to the First Market Day
Name:
Address:

Telephone:
Cell:
email:

Description of all products sold:

Vehicle(s) used at market:

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Check One:

$300.00 (full season)

_______ $150.00 (additional space, full season)
_______ $100.00 (two months)
_______ $30.00 (daily artist/crafter)
_______ $50.00 (daily retail)
_______ $10.00 (daily non-profit)

I have read the Rules and Regulations of the Clarke County Farmers
Market. I agree that the Clarke County Farmers Market and its members,
the Virginia Cooperative Extension and its employees, and any other
entities with whom the Market maintains a professional relationship, will not
be held liable for any injuries or damages incurred at the Clarke County
Farmers Market. I agree to hold the aforementioned harmless against any
and all losses, claims, or actions arising from the Clarke County Farmers
Market.
VENDOR SIGNATURE:

Checks may be made payable to CCFMA and sent to CCFMA, P.O. Box
1266, Berryville, VA 22611. The Executive Committee will review all
applications and notify status of acceptance as soon as possible. If we are
unable to accept you as a vendor, your check will be returned.

CCFM 2016

Clarke County Farmers Market Association

Producers Certificate
Please fill out this certificate in its entirety if you will be selling anything that
you or your authorized representative will grow. Please list all crops that
you plan to sell. If you process food items from your produce, you will need
to have a Kitchen Inspection Report completed by VDAC or your
appropriate state agency (e.g., VDH).
Producers Name:
Business Name:
Location and Directions to business/farm:

Organic Status:
Please list all crops grown and provide supporting information:
Vegetable # of linear feet Vegetable # of linear feet

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....

Herbs:
Plants:
Cut Flowers
Honey:

Acre(s)
Acre(s)
Acre(s)
# of hives

Other:

County Extension Agent Certification

Applicant:
The following should be completed by the local County Extension Agent.
I hereby certify that the above named person(s) is, to the best of my knowledge,
growing/producing the above listed crops on the land listed above. I agree, upon
request, to investigate any questions raised about the authenticity of these crops
by an authorized representative of the Clarke County Farmers Market.
Printed Name of Extension Agent:
Signature of Extension Agent:
City or County and State:
Mailing Address:

Tele:(

Cell:(

email:

CCFM 2016

Clarke County Farmers Market

2016 Market Calendar

Please check the Saturdays that you will not be participating in the market,
given your best estimate at this time.
May 7
May 14
May 21
May 28
June 4
June 11
June 18
June 25
July 2
July 9
July 16
July 23
July 30

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______
______
______
______
______
______
______
______
______
______
______
______
______

August 6
August 13
August 20
August 27
September 3
September 10
September 17
September 24
October 1
October 8
October 15
October 22
October 29

______
______
______
______
______
______
______
______
______
______
______
______
______

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Further Information and Resources

As there are literally thousands of websites on the subject of agriculture
and marketing, I will only list a few sites here that may be relevant to your
particular needs.
Virginia Department of Health (VDH)
For those of you interested in obtaining a food vending license or certifying
a commercial kitchen, youll have to make contact with the VDH.
Local Contact
Berryville, VA
955-1033
State level website:

www.vdh.virginia.gov/EnvironmentalHealth/

URL for complete Virginia Food Regulations document, 157 pages:

www.vdh.virginia.gov/EnvironmentalHealth/FOOD/Regulations/documents/
2009/2010%20Food%20Regulations%20Final%20with%20TOC.pdf

Virginia Department of Agriculture and Consumer Services (VDACS)

VDACS provides various consumer, marketing, and regulatory services for
farmers and food processors.
http://www.vdacs.virginia.gov/
Virginia Association for Biological Farming (VABF)
The VABF has ties to Virginia State University and Virginia Tech, but is
otherwise not associated with any official state agency. I mention this
group because they have an upcoming conference in Richmond(Jan. 2931, 2015), which is the largest gathering of organic producers in the
state. Their website also stores a number of interesting papers on organic
production techniques for the Mid-Atlantic region. The conference is a
good place to network with growers from other parts of the state.
http://vabf.org/

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ATTRA National Sustainable Agriculture Information Service

ATTRA is a program of the National Center for Appropriate Technology.
They have had a presence on the web since the late 90s and provide an
enormous number of free pdfs covering topics as wide-ranging as livestock
production, fruit production, greenhouse building and management,
marketing, farm start-ups, pest management, and many more. The pdfs
also contain additional references and websites, enough to keep you busy
for quite a while. There are also many DIY projects and suggestions
scattered throughout the publications. A number of their publications are
also in Spanish.
https://attra.ncat.org/publication.html
Have a successful market season! Kimber Herron,Interim Market Manager

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