The Stouffville Market - Terms & Conditions

Vendor Application and Selection Process

Every vendor must complete and submit a Vendor Application (you submitted this online) and Agreement form (last page of this document) to the Market Manager. This agreement is made annually between The Stouffville Market (TSM) and the Vendor, who agree to enter into a contract for their mutual benefit and to set out the terms and conditions of their agreement as detailed in the Application Form and this handbook. The purpose of this contract is to maintain a high-quality producer-based market, to provide a variety and balance of products, to ensure fairness to all vendors, and to ensure that vendors abide by the rules of the Market. This contract also documents all products approved for sale at the Market.

Vendors will be selected for their individuality and uniqueness so as not to duplicate wares available to customers.

Vendor Review

Completed Vendor Application and Agreement forms will be reviewed by TSM Committee and the following will be considered:

• Are the items offered for sale produced by the applicant?

• Are the items of high quality?

• Are the items a suitable product to sell at this market and are they compatible with other products sold at the market?

• Do the items duplicate or closely resemble similar products offered by other vendors? For new and returning vendors with new products, samples may be requested. These must be presented to the Market Manager for consideration, prior to market day.

No samples will be considered on a market day.

For Arts and Crafts Vendors, the following factors will also be considered:

• Craftsmanship and quality

• Creativity and originality of concept

Approval Process

The Stouffville Market Committee makes the decision for vendor and product acceptance. Should vendors wish to sell items which represent a major departure from the product(s) originally approved, or are accessory items that have been purchased by the vendor to make the self-produced items more attractive, they must submit the item(s) to the TSM Committee for approval before they can be offered for sale. Decisions to reject a vendor or product(s) will be communicated to the vendor in writing or electronically. Applicants may request reconsideration by the TSM Committee, in writing or electronically. The request must state the decision being contested, the reasons for the contestation, and provide any supplementary or additional information which the applicant believes was overlooked or not considered at the time of the previous decision. The Market Manager will maintain a list of all products approved for sale at the Market.

Vendor Fees

The standard sales area/stall measures 10’ x 10’ and are booked for the full season, half season or daily (as space permits.) 

·        $35.00 per day for a 10’ x 10’ booth

·        $60.00 per day for a 10’ x 20’ booth 

Payment of Fees

All fees are due upon receipt of invoice.  Space will not be reserved until payment is received.

Refunds/Cancellations:   Fees are non-refundable except in the event of cancellation by The Stouffville Market. Vendors may not set up at the Market until the required fees are paid. A $50 charge applies to each NSF occurrence.

Vendor Responsibilities and Compliance

Vendors must make themselves aware of, and be fully compliant with The Stouffville Market Handbook and governing Municipal, Provincial and Federal legislations.

Market Attendance and Set Up

 • Vendors must inform the Market Manager 48 hours in advance of market day, if they will be missing a Market.  Refunds will not be issued for missed market days, and missed days may result in cancellation of future dates.

• Vendors must be set up by 8:30 am on market day

•  Market representatives are on site by 7:00 am each Saturday to greet you and advise the location of your assigned space.  For expediency, please drive your vehicle to the space, unload your supplies, move your vehicle to the parking area and return to your space to set up your booth.  Once in the parking area, your vehicle remains there until the end of the market day.

End of day take down.  Dismantle your booth, and pack your product and booth up before bringing your car to your space.  You can then load your packed up goods directly into your vehicle and exit the market.

Legislation

It is the Vendor’s sole responsibility to make themselves aware of, and comply with all Municipal, Provincial and Federal Laws and Regulations governing the sales, packaging, labelling, measures and health and safety of the products offered for sale at the Market. The Stouffville Market is not responsible for advising Vendors of these laws and regulations or for any dealings with government officials that visit the market for the purpose of conducting inspections.

Vendor Punctuality

Market Hours of Operation are 9:00 am – 2:00 pm

Individual vendor booth set up must be completed no later than 8:30 am on market day and cannot be taken down prior to 2:00 pm. Late arrivals disrupt the Market, annoy customers and other vendors and can be a safety issue. Early departure is not permitted.  Continued late arrival will result in the termination of the contract.  If arriving late, you must carry your items by hand to your booth, vehicles will not be permitted after market opening.

Late Arrivals:

Vendors will be considered late if they have not: a) Arrived at the Market or; b) Completed setting up their booth and moving their vehicle out of the Market area at least 30 minutes before the market opening.

Early Departures:

Vendors must keep their booths/stalls open for the entire opening hours of the market.  Tearing down cannot commence before the designated closing time. Vehicles are prohibited from the customer areas until the market closes. All vendors must vacate the market property immediately following the end of the market day.

Product Quantities

Vendors must bring enough product to last the duration of the market day. Exceptions may be made for reasons beyond the control of the vendor, including product supply.

Displays

Vendors are responsible for setting up and taking down their own materials and for providing equipment such as displays, tables and chairs. The Stouffville Market is not responsible for the provision any materials or equipment. Booths must have an attractive and professional appearance. Tents, canopies, awnings and other portable shelters must be in good condition and secured according to manufacturers specifications. All materials and equipment are to be removed from the market area no later than one hour after the market closes

Parking

Vendors providing produce from trucks will work with the Market Manager to determine their location within the market area. All other Vendors will park their vehicles and trailers away from the market, in the parking lot adjacent to the market.  Do not park on the road, that is valuable space needed by market patrons.

Vendor vehicles must be removed from the market area prior to the market opening time.

Restrooms / Washrooms

Washrooms are available to vendors only, and are not open to the general public, do not direct your customers or any market patrons to these facilities. Please be respectful and keep washroom clean and ensure all papers/waste is properly disposed of.

Conducting Business

Vendors must remain in their own booths/stalls when selling. Sales must be conducted in an orderly and business-like manner. No shouting, calling out to passing customers or other objectionable means of soliciting trade are permitted.

Pricing

All items for sale must have prices prominently and clearly displayed. Vendors must not practice distress pricing by undercutting other vendors or dumping products at bargain or sale prices. Volume buying sales incentives such as “$2 each or 3 for $5” are permitted, but not incentives such as “Year-end Sale”, “But 2 Get 1 Free” or “25% discount.

Cleanliness

Vendors and their staff must maintain a high standard of personal hygiene and cleanliness. Vendors must make every effort to prevent the transfer of bacterium/virus etc. that can cause illness.

In-booth Storage

Storage containers and equipment shall be confined to the Vendors’ market space and be kept out of sight.

Garbage Removal

Booths and stalls must be kept free from refuse and garbage during the market. At the end of the market, all refuse/garbage that is vendor related must be taken away by the vendor and their space should be left in good condition. This is critical for produce and food vendors, because of the risk of vermin.  Failure to keep your space clean and to properly clear any refuse from your booth and surrounding area at the end of the market day will result in your contract being cancelled, with no refunds.

Alcohol

Alcoholic beverages shall not be consumed during the hours of market operations. Exception: samples offered to members of the public by vendors representing wineries and breweries.

Smoking/Vaping

Smoking or vaping of tobacco or cannabis by vendors and their staff is not permitted in/near the market area or in any stall/booth.

Currency

The accepted currency, other than the Canadian dollar, is at the discretion of each vendor, as is method of payment.

Permits

A copy of local Health Departments permits, if applicable, must accompany the Vendor Application Form

Space Allocation

The basic space/stall dimensions are 10’ x 10’.   Larger stalls of 10’ x 20’ are also available.

Vendors may apply for multiple spaces, but allocation depends on availability.  The Stouffville Market will assign vendor locations, these cannot be changed or switched with another vendor without approval from the Market Manager.

We are at the mercy of Mother Nature when it comes to weather, so please be prepared with proper attire for the day. 

You need to have weights on each leg of your tent in case of wind (minimum 30 lbs per leg). The market is not responsible for broken equipment or lost/broken product.

Sub-letting

Vendors may not sell, sub-let or rent booth space to other Vendors.

Space Allocation

Location Stall spaces are allocated in the following priority:

1st - Full season vendors

2nd - Part season vendors

3rd - Daily vendors on a first come first served basis

Hydro hook-ups are available. The Market Manager will coordinate access to the hook-ups.

The Market Manager assigns space taking into consideration:

• Stall availability

• Priorities listed above

• Vendor attendance record, including late arrivals and early departures

• Product category and its compatibility with products of nearby Vendors

• Special requirements such as hydro and large vehicle parking.  The Market Manager may move a vendor for reasons of safety, health, product compatibility or other valid reason, as determined by the Market Manager.

Vendor Signs

All vendors are required to display a sign with the name of the business at the front of their booths

Refunds and Cancellations

All vendor fees are non-refundable except when the event is cancelled by The Stouffville Market.

Market Manager Responsibilities

Day-to day operation of the market:   The Market Manager supervises the day to day operation of the market and ensures vendor compliance with the Market’s Vendor Handbook.

Vendor Compliance with Vendor Handbook

The Market Manager reports all violations of Vendor compliance with the Vendor Handbook to TSM Committee. The Market Manager will first discuss the violation with the Vendor. If the violation continues, the Market Manager will issue a written or electronic message warning to the Vendor. If the violation continues following the issuance of a written warning, TSM may approve the suspension of the Vendor of one or more Market days.

Removal of Persons

The Market Manager has the authority, with cause, to request any vendor or other person to leave the market operating area.

Community Booth

A community booth is available to charity and non-profit organizations and groups, at no cost, for fund raising, promotional and educational purposes. The Market Manager approves requests for use of the community booth.  A representative of the organization or group will be named as responsible for leaving the space in the same condition as received. TSM does not provide tents, tables, chairs or any display material.  The application is available on our website.

Student Entrepreneur Booth

This booth is available at no charge thanks to the generosity of local resident Mr. Brian Chung, It is available for full time students from Kindergarten to university. 

Buskers and Entertainment

The Market Manager engages and supervises buskers and entertainers.

Resolution of Complaints and Concerns

Vendor and customer complaints or concerns are to be directed to the Market Manager in a timely manner, that is not disruptive to the market. If the matter is not resolved by the Market Manager to the satisfaction of the customer, the customer can communicate their concern to TSM Committee by emailing [email protected]

The Stouffville Market organizers and representatives, and the Town of Whitchurch-Stouffville and its representatives are not responsible for loss or damage to your wares, any items connected to yourself, your business, booth, tents, tables, vehicles, etc., injuries to you or any member of your business or party.  Your participation in the Stouffville Market indicates you have read, understood and will adhere to the rules and guidelines shown in this document

Vendor fees are non-refundable.

By applying to the market, you agree you have read and accept the terms and conditions listed above.