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Vendor Application - Terms and Conditions

This is your opportunity to become part of one of B.C.'s most vibrant and successful markets. Take the time to provide us with all the relevant details of your product and the process you utilize in its production. It is critical to your success that you:

Complete ALL SECTIONS of the application

  • Provide as detailed a description as possible of ALL OF YOUR PRODUCTS' prices and where they are produced, as some of this information is for VIHA, and parts of your application will be used by the Parksville Museum to advertising your products on our website and Facebook page.
  • Provide all images requested.
  • Provide all documents requested.
  • Complete Farmer application only if you are a farm.
  • Show that you are an Artist or Farmer from Vancouver Island & BC.

Parksville Museum Farmers' & Artisan Market 2017 operates every Friday from May 26 to September 15th, 2017

The Market is located on the Parksville Museum property, next door to the Parksville & District Chamber of Commerce office/Parksville Visitor Center.

  • Set up times are from 2pm - 3:45pm
  • All vendor vehicles must be removed from the market area to designated parking by 3:45 pm.
  • No late vehicle admittance after this time.
  • Friday markets operate from 4 pm to 7 pm, Rain or Shine.

General Vendor Guidelines

  1. Vendors should arrive no earlier than 2:00 pm and should be set up and ready to greet customers for the opening of the market at 4:00 pm sharp.
  2. Vendors agree to comply with the rules of the market and abide by the final decisions of the Parksville Museum Farmers' & Artisan Market Manager, Michelle Gan.
  3. The Farmers' & Artisan Market Manager reserves the right to reject any application.
  4. For the safety of our customers, there will be no vehicular traffic inside the market area from 3:45 pm to 7:01 pm on Friday Market days.
  5. Vendors shall sell only items that have been approved on the application submitted. The market has sole discretion to add or delete items from the list, and unacceptable merchandise quality will not be sold at the Parksville Museum Farmers' & Artisan Market.

Market Code of Conduct

The Parksville Museum Farmers' & Artisan Market is a Parksville & District 69 Historical Society owned and operated facility. The Parksville Museum's minimum expectations for all market vendors are that they are reliable, be set up to greet and sell to customers for the opening of every market by 4:00 pm, and keep a good, positive attitude for the duration of the market hours. Market vendors are expected to meet these expectations, in addition to complying with the market rules and regulations, to be allowed to continue to participate in the market. Incidents of unruliness and verbal disdain will not be tolerated and will result in immediate and permanent expulsion from the market.

Concerns or complaints may be discussed with the Parksville Museum Historical Society Executive Board with an arranged appointment once a month. If for any reason they are unable to resolve the issue, they will contact the Farmers’ & Artisan Market Manager to discuss possible solutions.

  1. The market and immediate vicinity is a "Family Friendly" area and all are expected to act appropriately.
  2. Vendors are required to wear shoes, and shirt at all times.
  3. Vendors may not smoke cigarettes, vaporizers in any vendor areas or on Museum property.
  4. Foul language, profanity, or other rude behavior is not permitted.

Space Assignment

The Parksville Museum Farmers' & Artisan Market Manager will work to ensure all vendors have an appropriate booth space. Our goal is to provide the community of Parksville and surrounding area a wide variety of goods at the market. The following rules will apply to space assignment:

  1. Vendors with a paid fully in advance booklet holders at the market will be given first priority of categorical regular assigned space. Reserved spaces not occupied 30 minutes prior to the opening of the market may be reassigned.
  2. Each vendor will be assigned one, 10 x10 space. If additional space is required, applicable fees will apply.
  3. Booth spaces not assigned to regular season vendors will be on a first come, first served basis on market days.
  4. A vendor forfeits their reserved space if two markets are missed without notifying the Market Manager, 48hrs in advance.
  5. Vendor food truck height will only be no bigger than 16 x 10 space. If additional space is required, applicable fees will apply.

Vendor Rules

  1. The Farmers' & Artisan Market Manager will determine eligible participation. All decisions are final.
  2. Required applications, permits, photos, licenses, and fees must be completed & added to the vendor profile before vendors will be allowed to participate in the market. Please have your health certificate # on your application as we will show it on our Parksville Museum Farmers' & Artisan Market webpage. If you are selling neighbors eggs you must have a copy of their VIHA certificate. Display proof of certification for organic, transitional, and/or food safety handling, as applicable.
  3. All vendors must complete and submit a Vendor Application, which includes acceptance of the Market Rules and Regulations, and adherence to the Parksville Museum requirements.
  4. All products sold at the market MUST be grown, raised, baked, or made by vendor and/or employee. Absolutely no used products or third party sales (direct business example: Avon) are allowed
  5. Large food vans create havoc when coming or going. They generally are 'out of scale' with our Market. Should you have a truck larger than the 10' length please let us know when applying. This will be a consideration factor for us as to where to put you and when you should expect to enter or leave.
  6. All vendors must hold a valid Parksville Museum membership if there are two people manning the table operations they must apply for a Parksville Museum membership.
  7. Vendors must provide their own table, chairs, signs, water, ice and refrigeration (if needed). Booth area is 10'X10" and you will be completely self-contained. You may purchase a second side by side space at full price at the sole discretion of the Market Manager.
  8. Assume electricity is not available unless verified by the Farmers' & Artisan Market Manager. If electricity is available, vendors must supply their own extension cords and mats or tape to cover portions of the cord that lie in any walking area used by market customers. There are limited spots available for electricity. And ONLY meat, seafood, food vans and a few other products (required by health regulations) will have access to power.
  9. NO generators are allowed.
  10. Vendors and their employees are responsible for informing themselves about and complying with municipal, local health regulations, and licensing requirements governing the production, display, distribution, sampling and sale of their products.
  11. Artisans and vendors who offer unique and quality handmade or handcrafted work or products are welcome to perform or sell at the farmers' market. This must be approved by the Market Manager.
  12. Trash must be placed in suitable containers and the vendor MUST provide their own trash can and may not distribute this trash onto the Museum Property.
  13. Vendors must supply all materials (this includes any "Square Chip" for transactions) and containers for customer sales.
  14. The vendor is solely responsible and liable for any claims and damages resulting from the sale of unsafe, unapproved, or unsound goods.
  15. The market offers space, when available, to city and community organizations at a no table cost for educational and outreach purposes only. One such vendor, twice during the market season, but must hold a one-time $10 membership fee.
  16. Pets MUST be approved by Farmers’ & Artisan Market Manager
  17. Finalize sales activities by 10 minutes after the closing bell. Aim to be packed up & gone within an hour. (Gone by 8:00 pm).
  18. Prior to the market, vendors will receive an email detailing set-up instructions and site location.
  19. All vendors are encouraged to promote the Parksville Museum Farmers' & Artisan Market with their networks. The Market Manager is available to assist you with ideas and materials. We too will promote you if you provide us material to share.
  20. Vendors must be cooperative and friendly towards customers, other vendors, and management. Vendors having any problem with another vendor or customer should bring it to the Market Manager's attention immediately.

Parking

  1. ALL vendors MUST park in the gravel parking lot located between the tree line and the Heritage Mall parking lot.
  2. Entry times are made so that you and other vendors may set up in a timely manner, to avoid traffic jams
  3. DO NOT park on the street.
  4. You will be issued a time slot to bring in your booth and products, do so on time, not ahead or late; and place your items in your area, then leave and park in the designated parking. Designated parking is less than one minute away and please leave all the street parking for potential customers. DO NOT park in the Parksville and District Chamber of Commerce parking lot. This will be monitored.

Set-Up

  1. All vendors will be greeted by either the Market Manager or Museum Parking Staff upon arrival to sign in and shown assigned space.
  2. All set up must be completed before 3:45 pm.
  3. Tarps, tents, signs, tables and other equipment must be secured in place before the opening of the market to ensure the safety of the customers and yourself.
  4. Vendors must remain in their own stall when selling. A stall must be attended at all times. There will be Museum Market Staff floating around the market that will ask if needed when & if the vendor needs to use the facilities.
  5. Vendors shall not block walkways, fire routes, or other vendors' stalls.
  6. Stereo equipment, televisions, etc. will only be permitted with the approval of the Market Manager.
  7. All certificate publicly displayed at their stall. All other required permits and licenses such as Food Safe/ Market Safe certificates shall be brought to the Market and made available when requested

Stall Fees

Stall placement at the Market is at the Manager's discretion. No place will be reserved unless the Vendor is a Booklet holder. Stall placement will not be secured until fees have been paid or other arrangements made.

  1. Stall fees are based on a single stall (10x10)
  2. Subletting of stalls is not permitted
  3. Fees will be reviewed annually and may be subject to change. The Parksville Museum Farmers’ & Artisan Market Manager and the Parksville and District Historical Society shall annually set vendor fees to cover common market expenses such as advertising, rentals, salaries, and insurances.
  4. There will be no refund of payment if the vendor/exhibitor does not attend/cancels the Parksville Museum Farmers' & Artisan Market.
  5. There will be a $20 no show/no contact fee that will be invoiced to the vendor.
  6. Booklet Holders are permitted to enter into a payment plan arrangement with the approval of the Market Manager.
  7. Emergency cancellations made by phone on market day will be considered a No-Show until the vendor makes contact with Market Management to explain the reason for their absence.

Note: $5.00 from each market registration will go towards covering the cost of providing live entertainment.

Fees

Fees are due upon approval. Section holders are permitted to enter into a payment plan arrangement with the approval of the Market Manager.

  • All applicants must purchase a $10 annual membership to the Parksville & District Historical Society.
  • There are three pricing tiers this season.
    • 16 Market section: This includes 1 free market
    • 8 Market section: This includes 1 free market
    • 6 Market section: This includes 1 free market
  • Any additional market added onto your Market section will be charged with the regular base fee, please make sure that you select the appropriate amount.
  • Market section fees are applicable only for vendors who commit to attending all indicated Friday market dates.

Early Bird Fees

Expires on April 30th, 2017

Late payment fees:

Up to one week past payment due date, as a vendor will be invoiced; unless otherwise pre-arranged payment plan with the Market Manager:

  1. Penalty of $25 eight days to 2 weeks past payment due date
  2. Penalty of $50 beyond 2 weeks past payment due date
  3. Retraction and re-assignment of unpaid dates.

THERE IS NO ATM ON SITE NOR IN THE AREA. The closest location for an ATM is the Rathtrevor Log Cabin Convenience Store.

Missed Market Dates

If a vendor is not able to attend a Friday market, the vendor must inform the Parksville Museum by calling 250-248-6966 before noon on Thursday prior to the missed market. A vendor is considered to have missed a market date if they do not attend the market and have not informed the manager by the required date and time. Consistently missed markets may cause the vendor to lose their market privileges for the rest of the season.

If a vendor misses 2 or more markets in a season, without acceptable notification, then the vendor shall be assessed a fine of $20 in accordance with the Vendors Rules and Responsibilities form, Missed Market Dates policy. The fine must be paid prior to the vendor returning to the market.

Market Rules

  1. Vendors shall sell only items that have been approved on the application submitted. The market has sole discretion to add or delete items from the list, and unacceptable merchandise quality will not be sold at the Parksville Museum Farmers' & Artisan Market.
  2. Products sold at market MUST be grown, raised, baked, or made by the vendor, and/or employee. Absolutely no used products or third party sales (direct business example: Avon) are allowed.
  3. All vendors selling food products and baked goods must follow and abide by government health and safety regulations. Please have your certificate on hand at the market, and enter the Health certificate # on your application as we will show it on our Parksville Museum Farmers' & Artisan Market webpage. If you are selling your neighbors eggs you must have a copy of their VIHA certificate.
  4. No early teardowns. Vendors must leave booth intact for the duration of the market. Please wait to be told when it is okay to tear down. Early tear downs stop the market instantly and this is not good for the public or your fellow Vendors.
  5. Vendors are responsible for own garbage. Please take a moment at end of market time to pick up any trash in your booth area. Have your own garbage can & recycling bin ready for this.
  6. Booth area is 10'x10' and you will be completely self-contained. You may purchase a second side-by-side space at full price at the sole discretion of the Market Manager.
  7. ONLY meat, seafood, and other products (required by health regulations) will have access to power.
  8. No generators are allowed.
  9. Smoking and/or vaping is NOT permitted on museum grounds.
  10. We have one driveway, one entry & another exit, so consideration & cooperation must be shown with traffic.
  11. You will be issued a time slot to bring in your booth and paraphernalia, do so on time, not ahead or late; and place your items in your area, then leave and park in designated parking. Designated parking is less than one minute away and leaves closer parking for potential customers. Do not park in the Parksville and District Chamber of Commerce parking lot. This will be monitored. We will guard your material for you as a courtesy. Come back after parking and complete your set up. Entry times are made so that you and other vendors may set up in a timely manner, to avoid traffic jams. We need to keep parking easy for clients, otherwise, they may not stop or go elsewhere, and the whole market would suffer in sales and attendance.
  12. All vendors are encouraged to promote the Parksville Museum Farmers' & Artisan Market with their networks. The Market Manager is available to assist you with ideas and material.
  13. Vendors should try to bring enough products so they do not sell out early.
  14. Vendors must be cooperative and friendly towards customers, other vendors, and management. Vendors having any problem with another vendor or customer should bring it to the Market Manager's attention immediately.

Drop-Ins/section holders

I Understand and agree that whenever the section holder of the stall that I am temporarily renting requests the stall, they are entitled to that stall and I will be accommodated with another location. I understand and agree that my use of the stall will be subject to the terms and conditions of the Licence Agreement of the Parksville Museum Farmers’ & Artisan Market and that I may not share my stall without prior written permission. All applications must be accompanied by a signed Licence Agreement.

My signature below certifies that I agree to and will abide by the rules listed in the Parksville Museum Farmers' Artisan Market Vendor Application. I understand that I may forfeit my right to sell at the Parksville Museum Farmers & Artisan Market if I am found to be in non-compliance.