2013 vendor handbook - greenport farmers'market

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2013 Vendor Handbook

Greenport Farmers’ Market P.O. Box 516

Greenport, NY 11944 (631) 494-‐8512

www.GreenportFarmersMarket.com

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TABLE OF CONTENTS

Greenport Farmers' Market’s Purpose, Objectives, & Method ………………. Page 3

Market Day............................................................................................................................ Page 4

Vendor Eligibility................................................................................................................ Page 6

Vendor Responsibilities................................................................................................... Page 9

Compliance ........................................................................................................................... Page 11

Accepting WIC, Senior Nutrition Vouchers, EBT, and Fresh Checks ............ Page 12

Some Suggestions for your Farmer's Market Business ..................................... Page 13

Tips for Selling More ......................................................................................................... Page 18

Canopy Safety 101 ............................................................................................................. Page 19

Permits/Licenses/ Certificates Required for Farmers Market Sellers ....... 1

NYS Food Labeling Guidelines ...................................................................................... Page 24

Sample Certificate of Insurance.................................................................................... Page 26

Wireless EBT Program Participation Agreement. ............................................... Page 28

Parking Map. ......................................................................................................................... Page 30

Resources............................................................................................................................... Page 31

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Greenport Farmers’ Market Purpose, Objectives, & Method

Purpose Greenport Farmers Market is organized exclusively for charitable and educational purposes within the meaning of section 501 (c)(3) of the Internal Revenue Code, including, for such purposes, the making distributions to organizations that qualify as exempt organizations under section 501 (c)(3) of the Internal Revenue Code or the corresponding section of any future United States Internal Revenue law. Objective The mission of Greenport Farmers Market is to create a place to educate, connect and support communities, agriculture and aquaculture. The goals of the Greenport Farmers Market are to: SUPPORT regional sustainable producers, by providing them with direct access to consumers. EDUCATE the public to the nutritional and economic benefits of buying locally grown food directly from farmers. UNITE farmers, fishermen and communities. Method Greenport Farmers Market will: 1. Provide local farms and fishermen with alternative distribution programs which will allow them to sell directly to consumers and thereby enable them to be economically viable and sustainable. 2. Provide consumers, especially those of low or fixed incomes, with low-‐cost ways to obtain fresher, more nutritious food through direct purchase from farmers or producers. 3. Develop and promote programs for public education on the nutritional values of fresh foods. 4. Encourage and promote growth in the number and variety of family farms and community gardens. 5. Create opportunities for families to better understand the human side of our food system by meeting the farmers and fishermen who produce and catch our food. 6. Promote and support sustainable agriculture and aquaculture. 7. To provide regular social, festive marketplaces for community unification and enjoyment. 8. To promote and support community food security, and sustainability for all socioeconomic groups to ensure people’s equal access to sufficient, high-‐quality food for all.

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Market Day Location The location of the Greenport Farmers’ Market will be at the Greenport United Methodist Church: 624 Main Street. The Market will be at the rear of the church in the Lot on 1st Street. Time and Dates The Market will operate Saturdays from May 25th to October 12th from 9am until 1pm. Management The day-‐to-‐day management of the GFM rests with the Market Manager. Each Vendor shall respect the authority and responsibility of the manager to make management and operational decisions. The Market Manager has the responsibility to act in the best interest of the market as a whole and not those of an individual Vendor. Weather The market will occur rain or shine. It is strongly suggested that a canopy is used each week to aid in presentation, comfort and weather contingency. The market will only close due to weather when dangerous public conditions occur (i.e., severe thunderstorm/lightning). The Market Manager will make this determination. Vendors will be contacted via e-‐mail or cell phone/phone number provided by vendor to Market Manager at 6:00 am on a market day if threatening weather is imminent. Booth Assignments The market, jointly with the Market Manager, assigns spaces to Vendors. Booth assignments will be posted on www.GreenportFarmersMarket.com within 24 hours of market day. Booths are seasonally assigned at the discretion of the Market Manager, based on the following considerations: • The good of the Market • Vendor stall preference • Current stall assignment • Attendance commitment (preference given for full season commitment) • Compatibility of products • Quality and quantity of products • Category differences Booth Fees Any outstanding booth fees must be paid prior to setup on market day. Vendor Vehicles Vendors may drive into the market area to unload prior to 8:45 AM and load after 1:00 PM only. Vehicles will follow normal traffic patterns. Vendors off-‐site parking area will be designated by the GFM with your booth assignment. Set-‐Up Set-‐up begins no later than 8:15 a.m. Set-‐up must be complete and vehicles must be out of

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the market by 15 minutes before the market opens. Vendors should off-‐load their packed products and supplies in their space, park their vehicles in Vendor parking spaces, and then return to unpack their product and set up the booth space. Vendors are expected to be punctual and ready for the market opening at 9:00 a.m. A Vendor who arrives later than 8:40am will not be allowed to sell on that market day. Vendors may leave early only under extenuating circumstances and with permission of the Market Manager. All produce displayed for sale must be at least 12 inches off the ground with the exception of large or heavy items such as pumpkins Off-‐Loading and Loading This will be a carefully coordinated process in order to minimize our impact on the Village residents, business people, and visitors. Vendors will be given a specific after-‐market time-‐slot to retrieve your vehicle and load up. To alleviate traffic hazards and jam-‐ups, vendors are required to unload their vehicles immediately without unpacking boxes or beginning to arrange displays until after the vehicle has been removed from the site. At the end of the selling day DO NOT enter the Market with your vehicle until your products have been boxed and are ready to load. Clean Up Your booth area must be cleaned by you, the vendor, at the end of each day. It should be left as you found it. Take your trash with you. Crisis/Emergencies A crisis situation is any situation that has reached a critical phase or an emotionally significant phase that severely disrupts the routine daily operations of the Market. It may occur at any time or any place within the Market. In the case of this type of occurrence vendors should report to the Manager booth. Public Restrooms Restrooms are located adjacent to the Marina office in Mitchell park. The church has given permission for the vendors ONLY to use the restroom at the thrift shop – PLEASE be respectful of this privilege. There are also restrooms at the library. ATM There are many ATM machines in the immediate area. There is one on Main Street at the Capital One Bank. There is also one on the side of Harbor Front Deli on 1st Street. Some words from the GFM Thank you for your efforts in helping to grow a local food system that values the environment, health and quality of life of East End farmers and eaters. You have made an incredible step toward securing land for preservation, food for delicious consumption, and furthering your success as a businessperson, salesperson, farmer, community organizer, and general inspiration to the people who shop at farmers markets. We look forward to working with you at the market.

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Vendor Eligibility Selection Criteria GFM Vendor eligibility is judged based on the following criteria: • Quality of product • Proximity to Greenport The Greenport Farmers’ Market uses the phrase “local” to mean the North Fork of Long Island and/or the 5 East End Towns (East Hampton, Riverhead, Shelter Island, Southampton and Southold) along with the Town of Brookhaven. Farmers, Processed Food Vendors, Prepared Food Vendors, and Artisans are all subject to the same definition of “local”. • Balance of Product Mix • History of positive business partnerships • Demonstrated excellent customer service skills Quality The integrity of the products offered at the GFM is ultimately most important and can not be compromised at any time. Although the GFM is not bound to apply a particular set of selection criteria in every instance when judging Quality, it retains the right, in the interest of its customers and other Vendors, to refuse any Vendor applicant; or to reject any Vendor from participation as a Vendor at any time during the season when Quality has been compromised. Product Mix The GFM maintains the right to determine the product mix and executing on that mix, balancing new Vendors with experienced Vendors that have a proven record of successful selling. An effort will always be made, as part of the mission of the market, to encourage, support and incubate agriculture businesses; yet, the market needs to continually ensure an economically successful and sustainable farmers’ market on the North Fork. In the case of Product Mix concerns, and Quality being equal, Vendors may be selected based upon their proximity to Greenport. Vendor Categories GFM welcomes all Vendors who fit the category of Farmer, Processed Food, or Fisherman, per the descriptions and requirements below. Products may be vended by someone Owner/Farmer/Fisherman as long as that individual is: . Fully trained on all GFM rules and regulations. . Fully trained on the farm’s business and products, and can speak truthfully and knowledgeably about the farm and its products. All Vendors, regardless of product sold, are subject to inspection in advance of acceptance into the GFM and are subject to the same application and approval process. No one Vendor will receive an exclusive right to sell a particular product, regardless of the category of Vendor.

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Season Vendor Products Allowable products as a season vendor: edible products, promotional products, and raw non-‐edible farm products (e.g., flowers, beeswax, wool, seeds). Non-‐edible farm products may be modified into other products (e.g., beeswax crayons, scarves, hats) and sold at the Greenport Farmers Market only by the producer of the original raw non-‐edible farm product. In other words, Non-‐edible farm products, which are manufactured into new products, can not be offered for sale at the market by anyone that did not produce the primary raw component of the item. Farmers The GFM’s mission is to be a true farmers’ market. The dominant Vendors at this market will be those people, “Farmers”, who raise produce (fruit, vegetables, herbs, flowers, nursery crops), or animals for food items (meat, dairy, fish). In establishing priority for space and location, there will be a preference given to Farmers who sell produce who raise the produce locally. This includes growing the product from seed or plant and cultivating the crop. Farm product booths must have a Farm-‐of-‐Origin sign (See Signage). Reselling On occasion, to attract particular types of products not otherwise available in sufficient quantities at the market, the GFM allows resale of produce not grown by the Vendor. Resale produce must be clearly marked as such, approved in advance by the Market Manager and not exceed more than 25% of that Vendor’s produce/ product, will need identified with Farm-‐of-‐Origin signage, and must to be acquired from a local source which is to be submitted to the GFM Manager. Processed Food Vendors The GFM encourages those who process foods (such as jams, jellies, sauces, breads, baked goods, sweets), to use “local” food ingredients. The processing of the food product must have been done on their own or leased property, when possible, and must meet all Federal, State and County/local Public Health requirements. Documentation must prove this compliance. As with Farmers, processed products are subject to the same application and approval process, including sample product tasting. Processed Food Vendors must have all appropriate licenses, permits and certifications. Winery and Craft Beer Vendors Due to the high volume of wineries on the East End, the GFM has resolved to make an effort to support the general vineyard population, as they are essential in our goal of supporting land preservation. Winery and Craft Beer Vendors will be offered booths at the market on a rotating basis as space is available.

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Community Booth Building local relationships is a key factor to our success moving forward. The GFM may consider community table participation to community members, local artisans, or a local business on a first-‐come, first-‐served basis, and as space is available on market day. Participation, products, and sponsorship of this area is at the discretion of the GFM Board of Directors. Artists/Artisans The GFM may offer one rotating booth to local artists and craftspeople that are able to uniquely represent the East End though their artwork and complimenting GFM’s mission to create a place to educate, connect and support communities, agriculture and aquaculture. The GFM is not a flea market or a county fair. The management of the GFM will not allow any works to be sold that are commonly associated with those venues. 1. In order to ensure quality and integrity, acceptance of products will be juried. Jurors base their decisions on the quality, originality, and venue compatibility of the crafts & artwork. 2. This opportunity is for producers only (artists must create what they sell). Eligible items include, but are not limited to: jewelry, painting, pottery, quilts, custom furniture, stained and blown glass, harvest and heritage crafts, photography, woodwork, sculpture, & mixed media. Non-‐profit Groups/Activity Booth The GFM is proud to be a resource to local community-‐based non-‐profit and community groups. Space will made available for groups as frequently as possible. Each community group applying to the market will be reviewed for appropriateness. Community-‐based groups will be asked to donate in-‐kind hours of service to the GFM in return for space at the market at a no fee. The group must provide its own equipment, such as tables and chairs. Activities will be coordinated with and in lieu of these participants during each market week. Vendor/Farm Inspections The purpose of inspections is to assure that products sold at the Market are vendor produced. Inspection will make note of the production capabilities of the facilities they visit. • Vending in the Market requires the vendor to submit to inspections. • The Market Manager will keep a record of inspections. • Vendors with a change of address, change of items, or change of other circumstances, must inform the Manager of such changes. Inspections may be required in these instances. • Vendors may be inspected when the Market Manager has received complaints. • If the inspection cannot verify that a vendor produces his/her own product, the ability to vend or vend the questionable product may be denied by the Manager. The vendor may appeal to the Board of Directors.

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Vendor Responsibilities Vendors are responsible for the following: • Familiarization with this GFM Vendor Handbook • Completion of the GFM application with required documents • Legible and easy-‐to-‐read sign or banner. Vendor Expectations It is in the best interest of the success of the GFM that its Vendors, volunteers/employees, present themselves and their products in such a way that will ensure the long-‐term success of the market: • Reliable presence • Product and Farm-‐of-‐Origin knowledge on the part of the sales staff • Attractive product presentation • Relationship-‐building skills with customers • Collaborative spirit and behavior with all other Vendors and market staff • 100% compliance with market rules • 100% compliance with cleanliness, safe-‐handling and safety regulations (as documented below in “Safety” and “Cleanliness”) • No smoking within 25 feet of the GFM. • All appropriate licenses, certifications and permits as required by law for all products shall be on file with the Market Manager and available in your booth Safety Damage or loss of any personal belongings is not the responsibility of GFM and its representatives. Unsafe or unsanitary conditions should be brought to the immediate attention of the Market Manager. First Aid supplies are available at the GFM information booth. Displays must be placed within the booth area. No obstacles will be left on ground in or out of the booth area. Cleanliness Each Vendor must: • Bring trash and or recycling receptacles for within their booth • Keep their space area clean and free of obstacles • Clean their space area to the satisfaction of the Market Manager at market day’s end • Bring a broom and dust pan to sweep Vendor space thoroughly at end of market day • Carry out all trash and anything brought into the market that day In the spirit of maintaining an environmentally friendly market in Greenport, any plastic or disposable item is discouraged. Re-‐usable bags are available for purchase in the manager’s booth: please help guide your customers towards using them.

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Signage Vendor: All Vendors must have and show signage that provides the name of the business. Product: Products, including food items and processed foods, must be clearly identified. Reselling: Farmers must display a sign indicating if a product on sale is resold and identify the farm-‐of-‐origin. Reseller Farm of Origin signs are available at the Manager Booth. It is required that a Vendor request and complete the template on Market Day if they will be reselling product. Pricing Pricing must be clearly marked by individually tagging each item or with a large sign or chalkboard listing all products and their prices. Organic labeling Use of the “organic” designation is restricted at the GFM as follows. Certified Organic: This designation may only be used by Vendors who have been certified as “organic” by the State in which their farm is located. The Vendor must provide a copy of current organic certification to the Market Manager upon request (or upon application). The Certificate (or copy) must be available in the Vendor’s stall. The GFM encourages the cultivation and sale of organic produce and products and feels strongly about increasing public awareness of the benefits of organic farming. Insurance and Liability All vendors must provide proof of general liability coverage in the amount of $1 million and name the Greenport Farmers' Market and the Greenport United Methodist Church. A current certificate must remain on file with the market. Vendors have agreed to Indemnify and Hold the Greenport Farmers’ Market and the Greenport United Methodist Church Harmless from any incident arising from their actions or the actions of their staff. Vendors are responsible for the actions of their representatives, employees, or agents. Marketing The GFM will take responsibility for marketing activities, including advertising, signage, posters, brochures, banners, etc., prior to the opening of the market and during the market season. All Vendors will be expected to contribute stories, bios and product marketing information to the Greenport Farmers’ Market website and other social marketing. Vendors are asked to promote their participation at this market through the vendor’s website or other available sources.

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Compliance

1. All complaints must be addressed in writing to the Market Manager. 2. Complaints against another vendor must be accompanied by a $50 "good faith" check. The Market Manager will then conduct an investigation and/or farm inspection of the accused vendor. If the complaint is found to be valid, the $50 "good faith" check will be returned. If the complaint is found to be unfounded, the check will be forfeited and deposited into the market's general funds with a letter of explanation sent to the complainant. Complaint forms are available on the GFM Vendor Docs website page 3. All other complaints will be review by the Market Manager in an attempt to resolve the issue. If the manager is unable to resolve the complaint, then a written follow-‐up may be made to the market's governing body. The governing body will address the complaint at the next regularly scheduled meeting. If the complaint is of an immediate nature, the Market Manager may ask for a special convening of the market's governing body to address the complaint. The decisions of the governing body are final. 4. The submission of application to the market serves as the vendor's agreement to abide by the rules of the market, as established by the market's governing body and enforced by the Market Manager. Violations of the rules and regulations of the market may be grounds for warnings, dismissal from the market, or both. • The first violation of the rules will result in a verbal warning by the Market Manager. The Market Manager will keep documentation of the warning on file • The second violation of the rules will result in a written warning, given by the Market Manager. A copy of the letter will be kept on file by the Market Manager, along with any documentation of the violation. • The third violation will result in a one-‐week suspension of selling privileges. • The fourth violation will result in a two-‐week suspension of selling privileges. • The fifth violation of the rules will result in dismissal from the market. 5. At the discretion of the Market Manager, when a violation occurs that jeopardizes the health of a customer, another vendor, market management, or the overall health of the market, the manager may convene the market's governing body to request a suspension of the Compliance Procedure and call for immediate dismissal from the market. The dismissal will require documented proof of an egregious violation. The vendor will be given an opportunity to review the documentation, prepare a defense, and appear before the market's governing body. 6. If after receiving a warning or a suspension, a vendor is in disagreement with the Market Manager over the infraction, the vendor may make written application to the market's governing body to present his/her side of the issue. The decision of the governing body is final.

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Accepting WIC, Senior Nutrition Vouchers, EBT, and Fresh Checks Participating Vendors will be provided with a laminated information card at each market day to help guide you through accepting these programs -‐ if in doubt, ask the Market Manager *EBT/Fresh Checks: All Food Products with the exception of Hot Prepared Food (no alcohol) *WIC and Senior Vouchers: Fruits and Vegetables Only WIC, Senior Nutrition Vouchers Being able to accept WIC, Senior Nutrition Vouchers and EBT is a great way to increase sales as well as expand your clientele base. WIC WIC stands for Women, Infants and Children. The national program is funded by the US Farm Bill and administered RI by the Department of Health. WIC provides nutrition-‐based food assistance to low-‐income pregnant women, and mothers with children up to five years in age. There are a few types of WIC checks, some of which can be used at grocery stores and some at farmers markets. Know which are which to avoid costly bank mistakes: •WIC Farmers Market Nutrition Program (FMNP) checks. The vouchers are $5 each and say "Farmers Market". These checks can only be used for fresh NY grown fruits, vegetables and cut cooking herbs sold at approved farmers markets. Customers usually receive three $5 vouchers for an entire season and they expire on October 31. Farmers must deposit them by the end of November, but are encouraged to deposit the checks throughout the season to make more money available to the program. •WIC Fruit & Vegetable checks. The vouchers range from $6, $10, or $15 and say "Fruit and Vegetable". These checks can be used for most fresh, frozen and canned fruits and vegetables at approved farmers markets and grocery stores. White potatoes, herbs, dried fruits and prepared vegetables are not allowed. Customers receive these checks monthly. Farmers must deposit them within 30 days. •Regular WIC checks. These are checks look similar but are for a variety of non-‐produce items, including bread, milk, and baby formulas. They can only be used at grocery stores, not at farmers markets. Senior Nutrition Checks The Senior Farmers Market Nutrition Program (SFMNP) provides low-‐income seniors with $5 checks that can be exchanged for locally grown fruits, vegetables and herbs from participating farmers markets. In order to accept WIC FMNP and SFMNP vouchers, you must fill out a Farmer Agreement with the Department of Health along with a crop plan. These are available from the Greenport Farmers Market Staff. In addition, our market must have at least 3 farms participating and be approved by the New York State Department of Agriculture and Markets.

***WIC FMNP and SFMNP are to be validated and deposited by the Individual Farmers***

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��EBT, and Fresh Checks Accepting WIC, Senior Nutrition Vouchers and EBT assists in socioeconomic equality, food insecurity, and promotes healthy local eating for the entire community. SNAP & EBT SNAP (Supplemental Nutrition Assistance Program) provides supplemental assistance to our low-‐income residents of the towns/neighborhoods of our market on debit-‐like cards called Electronic Benefits Transfer (EBT). SNAP was previously called Food Stamps. How it works 1. The Market Manager will operate the EBT at the Manager Booth, customers will indicate the dollar value that they would like to receive in wooden Farmers Market Tokens -‐ these are in $1 dollar denominations and will say “Greenport Farmers Market” 2. Customers will use these Tokens as currency at your booth DO NOT GIVE CASH CHANGE. You should work with the customers so they can purchase your product in these denominations. 3. At the end of each Market Day you will complete an EBT report and turn it in with your tokens in your Vendor Pack to the Market Manager. 4. The following Market Day a check for this previous week’s Token Value will be in your Vendor Pack as reimbursement. Fresh Checks The Greenport Farmers Market will be allocating a supply of Fresh Checks for 2012 EBT customers though the generous donations and fundraising activities in 2011. Shoppers who spend $5 in Food Stamp/EBT benefits at participating farmers' markets will receive a $2 coupon for more fruit and vegetable purchases at the market. This is an incentive program that aims to make fresh, local food affordable while at the same time strengthening farmers' markets for the benefit of all shoppers. ***EBT Tokens and Fresh Check transactions will be handled through the Greenport Farmers’ Market, you submit these to us and we will process your payment to be paid the following week – You MUST submit your Coins and/or Fresh Checks to receive reimbursement*** Pricing for WIC, SFMNP, and SNAP WIC Farmers Market, WIC Fruit & Vegetable and SFMNP checks and $1 Fresh Bucks coins come in price-‐specific amounts for which you cannot provide change. Having items available that add up to an even $5 is helpful for WIC and Seniors customers. Be flexible and proactive to help these customers find the right mix of food to add up to the amount they can spend. Also, most people use their checks right before they're about to expire at the end of October -‐-‐ be prepared for a rush! ��

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Some Suggestions for your Farmer’s Market Business Farm Stand Considerations Selling at a Farmers Market is a wonderful experience. You just want to make sure that your original market (whether that be at a Pick-‐Your-‐Own operation or a Farm Stand) is not totally phased out with this new endeavor. There are people who rely on your farm. You want to have enough food for your loyal customers and you want to make sure they know your new schedule. Telling your current customers about your new endeavor is important. They will be more than supportive if they feel like they are informed. You will be supplied with a quantity of Greenport Farmers’ Market Postcards, if you need more contact Lara McNeil: [email protected] CSA Community Supported Agriculture is a system in which consumers receive food directly from the individual farmers who produce it. Supporters of community agriculture actually share in part of the farmers' risk. That is, they pay in advance for a portion of the farmer's total crop. Bringing your CSA shares to a Farmers Market and getting your CSA members to pick up there makes sense. Because we are centrally located (may be closer to your members than your farm) and its just more convenient for them to show up there. It's also a good tactic for encouraging folks to "supplement" what you are brining with what other farmers may have. It's hard to have it all. Encouraging your shareholders to get their cheese and bread at market is incredibly important for fostering the greater farmers market community! Equip Your Table Weights & Measures Do not forget a scale if you are going to sell items that are not pre-‐packaged or unit priced. Market Supplies You will have to provide your own transportable tents, tables and chairs. Make sure that you’ll be comfortable for the entirety of the market and that it’s manageable for the number of people working the market to move and set up. Be sure to review the Canopy Safety section of this manual for guidelines on setup. To keep delicate produce moist on hot days, you may want to bring a spray bottle for water. Prices and Labels Bring a cashbox, calculator and laminated price sheet for your reference. Bring cards to label each item on the table names and with prices. If possible, laminate the cards to withstand moist produce and the rain. Also consider labeling foods in Spanish or another language if it's commonly spoken in the area of the market. It will help you communicate with customers. Cash Don’t forget cash – go overboard with singles and quarters – for making change. Customers are more likely to spend smaller bills and so by circulating singles with customers around the market, you're helping to boost everyone's sales.

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Hand Truck Another item that may be of use at a farmers market is a hand truck. The hand truck can save you a lot of time moving hundreds of pounds of produce, and could be the difference between needing to hire an extra hand to setup and clean up your market table. Keeping Your Food Fresh during the Market Growing beautiful produce is only halfway. It still needs to survive through the market. Keeping your food looking fresh is important and making sure that it remains safe is essential. Here are a few tips to keep your food safe and looking beautiful. • For fresh vegetables and fruit, it's fine to keep them out for a few hours on a mild day. • Some vegetables do great in the sun -‐-‐ tomatoes and peppers, for instance. Use the temperature tolerances of your products to guide the arrangement of your display. • Provide shade in your display to protect heat-‐intolerant produce from wilting. • Some greens absolutely need to be out of the sun. Spraying or misting delicate greens with water helps on a hot day. • Don't tie closed plastic bags containing greens. The build up of perspiration clouds customers' view and is not good for the greens' longevity. Customers may not cook every day and often decide what to buy based on how long they think it will last. Learn how to best store your veggies and teach your customers. You'll increase their loyalty. • Keep greens and herbs like basil in containers or flats with a low-‐level of water for the bottom of their stems to drink from. But don't let the leaves of the herbs sit in the water! • The shade of trees or buildings can be priceless. If you have a choice of location, figure out where the sun falls on the market to help pick your spot. • Remember, you can always rotate your items out of the sun if its getting too hot. They will cool off under your table, in the shade or cooler. • Aesthetics are important. • If you are selling meat, dairy or egg products, then you will need to keep them in coolers with ice. Products, Packaging and Pricing Product Considerations. You may only be allowed to sell products grown or made by you, or as you have applied in your crop plan and application regarding the purchase of local products grown by others. These restrictions on how local market products must be are designed to support both the health of the community and the robustness of the market. Respecting these guidelines as well as your fellow vendors is crucial for long-‐term market viability. For example, if you sneak non-‐local fruit into the market at your stand, you will diminish the trust customers (and other farmers) have in your stand and undermine their understanding and appreciation of seasonality and East End grown fruit. Use the market as a chance to highlight what your farm does best, whether it's a special hot pepper jam, heirloom beans, or beautiful braided garlic. Giving yourself a niche helps customers remember you and draws on your strengths as a producer.

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Packaging Some vendors sell by the piece, others by weight, or by bunch or bag. Selling by the piece implies that each piece is approximately the same size or otherwise equivalent. If you decide to sell by weight, making a display of a stated amount of that product can assist customers. For example, bag up a pound of green beans price $2/lb to show people. (Often people will just go for the pound, for instance, if that's what you show them.) These signs should be beautiful, and uniquely you! Its another way to attract your customers! Consider how much packaging you will use. It's easy to use too many bags and containers, which will turn off customers who shop at markets for environmental reasons and also be a waste for you and your bottom line. (Although many customers will bring their own reusable bags, make sure you do have some plastic bags available.) Many customers will bring back empty egg cartons and berry containers if you let them know they can. Be supportive. Recycling last week's egg carton is a reason for customers to come back the next week, and they may buy another dozen eggs. Specialty Items You are pre-‐approved to sell a specific set of items. This was determined by your application and your discussions with the market manager because perhaps you are providing the market with a special item that others may not have. These items cannot change without telling the market manager. Meaning, you cannot bring jams or cider without discussing it with the manager first. You may have applied to the market to sell your apples and cider. Imagine how your business would be affected if a vegetable vendor all of a sudden started to buy apples in to sell at their table without any prior notice on their application. Please respect your fellow producers and make sure you communicate with your market manager about these issues. Pricing While price fixing is illegal, it can be difficult to know how to price a product. Some other things to consider: • It takes more than one farm to have a farmers market, and price wars can jeopardize a market. Growers turn to direct sales at farmers markets to make a fair living, but-‐throat competitiveness can undermine the spirit of the market and farm viability. • Factor in the socioeconomic demographics of your market customers when you set your prices. You are selling in a community of with both lower income folks and those with a higher disposable income. • You may want to be strategic and bring seconds (and deals on seconds) to the market when you think they will be sold. • Be prepared to explain why tomatoes may cost three dollars a pound at the end of September. People are curious, more than anything, about their food. Take it as a compliment that they want to know more.

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Labeling Clear labeling of your products is incredibly important in furthering the relationship between you and your customers. This, too, is a valuable form of communication. Consider the following when labeling what is on your table. • Are your labels large and simple? • What is the name or variety of each item? • Can you make small suggestions on how to prepare certain items? (e.g. "great for stir frying" or "super sweet!") • Is there any nutritional information available? • Do you want to use color in your labels? Playing Nice Most of the information presented here about selling at farmers markets has been about you, your presentation, and your produce. What hasn't been expanded on is the amazing diversity of personalities that are at any given markets. They are your new friends and coworkers. You make the market what it is so make the most of the situation. Every farm has its own draw, and the number of people at your market is dependent on that, so that should be acknowledged if/when conflicts come up. The market is a place of work and a community space, and everyone needs to work together to ensure that. The market manager is always there to help with anything if it arises. Leftovers You have many options when you have an excess of product at the market. As the market is coming to a close, you might have customers who are interested in purchasing your seconds (items that aren’t at top market quality), or you could try giving bargains on your remaining product. This can be a really useful way to clear out the day's product, but this practice can also encourage challenging customers to count on your end-‐of-‐the-‐day blow-‐out sale, so be mindful. Donations Another option is organizing with your market manager and other vendors at the market to donate leftover food and products that you can’t sell or use to a local soup kitchen, food bank or shelter. Sometimes you can find a volunteer in the community who is excited about helping out with this and check with your market manager about any donation programs already in place. There are a lot of folks and small food pantries in your community who would appreciate it.

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Tips for Selling More What does your booth look like? •Use a white tent: Bright light makes the product look best •Show your farm's name (out in front and inside -‐ BIG LETTERS are key!) •Use and attractive layout: Don't create a dungeon •Hide those boxes! Make it look clean and neat! •Hang signs at eye level, not at waist level •How do you place your product? •Stagger the height, Utilize corners •Use hanging baskets •Let people smell and see up close -‐ they are going to be eating this food •Make things easy to reach – prop up low sitting baskets •Use tablecloths and coverings to create ambiance •Don't forget color! Make the customers want to shop with you •Offer samples, especially of unusual veggies, jams or new products What do you say and how do you stand? •The customer is always right -‐ tell them yes! •If the price seems high to them, offer a sample •Try not to sit or wear sunglasses -‐ seem attentive without being watchful •When you talk to your customer, it is all about them. What does your product do to benefit them? Make the product personal. What are you selling? •Study the trends -‐ sell something that is "with the times" •Use a label -‐ make your product uniquely yours – and brand your farm. •Don’t miss an opportunity to brand your goods. Name your pickles after your husband or your salad mix after your daughter -‐ people love it! Is your booth distinctive? •Make your booth warm and welcoming, with a display that stands out and tells the story of your farm. •Use photos! People want to know about your life and your farm. Make your space personal!

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Canopy Safety 101: Your Guide to Canopy Safety at Greenport Farmers’ Market Most accidents at farmers markets involve wind blown tents, canopies and umbrellas. We require all member markets to minimize the risk caused by canopies by following rules for canopy safety. All vendors who wish to erect canopies (including umbrellas) on the Farmers Market site during a normal period of market operations, including the set up and break down period, are required to have their canopies sufficiently and safely anchored to the ground from the time their canopy is put up to the time it is taken down. Any vendor who fails to properly anchor his or her canopy will not be allowed to sell at the Farmers Market on that market day, unless that vendor chooses to take down and stow their canopy and sell without it. Each canopy leg must have no less than 24 lbs (pounds) anchoring each leg. In certain inclement weather conditions even properly secured canopies can be precarious. If canopies need to be taken down in the middle of market due to inclement weather, vendors should direct customers to move out of the way so they are not injured. Weights should be secured in a manner that does not create its own safety hazard •Weights should not cause a tripping hazard •Weights should be tethered with lines that are clearly visible •Weights should have soft edges to avoid causing cuts and scrapes •Weights should be securely attached •Weights should be on the ground (NOT above people’s heads) Canopies are used at markets to shield vendors and their product from sun and rain, but unpredictable winds can come up at any moment creating a safety hazard if the canopy is not properly secured. Sufficiently weighted canopies will have at least 24 pounds per leg. One canopy manufacturer recommends at least 40 pounds on each corner of a 10x10 tent; double that on a 10x20 tent. 50 pounds should be used for umbrellas. Weights for signs will vary depending on the size of sign. Always be prepared You should always have your canopy secured to the ground. It is not enough to have the tools necessary to secure your canopy on hand if you do not employ them. Strong gusts can come up without warning anywhere, at any time. After your canopy takes flight and causes damage it is too late to decide to secure your canopy. You should assume winds will come. Indeed, they often do. Always secure canopies During setup and breakdown periods canopies are vulnerable to wind. Stay alert. During the peak business hours of markets, the mere presence of hundreds of shoppers, along with the tight configuration of all the vendors, creates a disruption in the flow of wind, reducing its force through the market. But at setup and breakdown times, the shoppers are gone, the solid block of vendors is disrupted, and you are at some point in the process of setting up or taking down your canopy. You must be sure to completely secure your canopy as soon as you set it up, and take down your canopy as soon as you remove its weights at the end of the day. Do NOT let yourself be interrupted by ANYTHING in the middle of this process, as a half-‐secured canopy is as dangerous, if not more dangerous, than an unsecured canopy. �

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Canopy Weights The safety of farmers market shoppers should be the goal of every market's staff and vendors. In general, farmers markets are statistically among the safest places in our country. Nevertheless, canopy weights needlessly continue to pose hazards at many farmers markets. Perhaps this is because we are not looking at how we set up our canopies and stalls each day from the perspective of the customer. After all, we are used to being the vendor or manager. But take a minute to really think about it from the customer's point of view. The average customer is looking at the bountiful tables filled with every sort of fresh fruits and vegetables, processed foods, crafts and so on. In other words, they are looking straight ahead, not down! Canopy weights should be located on the ground and customers are not looking around them. Thus, if the canopy weights are in the path of the customer, the customer will trip over, kick, or entangle with them,. Therefore, we need to anticipate this ahead of time, and place canopy weights carefully, using materials that are least likely to injure. Examples of Good Canopy Weights • Filling an empty bucket (2.5 gallon works great) with cement and tying this to each corner of the tent with a rope or bungee. It is NOT sufficient to place the bucket on the feet of the canopy. • Filling buckets/containers with sand/cement that can be anchored or secured with a rope or bungee; these include canvas bags or plastic buckets/containers that have a handle through which a rope or bungee can be secured. • Sandbag weights that are specially made for securing canopies and weigh at least 24 pounds. These sandbag weights are vertical and can be strapped the legs of the canopy. • PVC pipe capped and filled with cement can be hung on the inside of canopy poles as long as it is secured so that it does not collide with customers. • The best weights are strapped to the bottom of each leg, and then tethered via a bungee to the top corner of the canopy, thus lowering the center of gravity of the canopy. In a strong gust of wind, even canopies secured with enough weight, can be broken if the weights are not suspended from the top corners of the canopy. Examples of Bad Canopy Weights • Gallon water jugs are not heavy enough for large gusts of wind. One gallon of water weights 8 pounds. One gallon of water on each corner would be the equivalent of a 3 year old child trying to hold down a 100 square foot parachute. • Tying tents, canopies or umbrellas to tables, coolers or vehicles provides tripping hazards and frequently does not provide adequate weight. Vendor safety is just as important as customer safety. • Sandbags that cannot be placed upright and securely tied to the tent or canopy should not be used. • Never use cement blocks! They are hard, easy to trip over, and are very effective toe and shin breakers. • At all costs, avoid stretched out cords and lines. Customers and their children will get them wrapped around their arms or legs, causing them to trip and fall, and perhaps pull over your displays in the process.

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Permits/Licenses/ Certificates Required for Farmers Market Sellers Compiled by the Farmers’ Market Federation of New York, 2009

The following is a checklist that will help you to understand the permits, licenses, and certificates that are required of sellers of various products commonly found in farmers markets. This checklist is not exhaustive, but is a general guideline. Please consult the inspection agencies listed at the end further assistance. Fresh Produce . No permits, licenses, or certificates required, if raw, uncut, and unprocessed. Plant Sales Only one nursery license is required and must be posted in public view at the time of sale. . NYS Department of Agriculture & Markets Nursery Growers License, if engaged in the production of plant material intended for sale. A nursery grower is also permitted to purchase and resell plant material under this same license. . NYS Department of Agriculture & Markets Nursery Dealers License, if purchasing and reselling plant material only and the vendor is not involved in any growing of potted plant material. . Valid NYS Sales Tax Certificate Eggs . No permits, licenses, or certificates required, for cleaned shell eggs maintained at 45 degrees F or less. . Eggs must be from farm-‐owned hens (not purchased eggs). Honey, Maple Syrup . No permits, licenses, or certificates required, if single-‐ingredient products. . Article 20C License from NYS Dept. of Agriculture & Markets, if additional ingredients are added to the products; i.e., maple mustard, maple cotton candy, etc. Baked Goods . 20C Exemption from NYS Dept of Agriculture & Markets if home-‐baked, non-‐hazardous; ie., bread (no breads containing fruits or vegetables), rolls, cookies, cakes, brownies, fudge, and double-‐crust fruit pies. (Quickbreads are considered potentially hazardous and cannot be done under 20C Exemptions.) No Internet sales or advertising allowed. . Article 20C License from NYS Dept. of Agriculture & Markets on all other baked products provided the business does 51% of its sales at wholesale. (Requires a separate, commercial kitchen.) . All other baked goods must come from a licensed NYS Department of Health facility. Cider/Fruit Juice . Article 20C License from NYS Dept of Agriculture & Markets for manufacturers/bottlers. . All cider and fruit juices must be pasteurized or UV treated

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New York State Wines . Farm Winery Permit, issued by the NYS Liquor Authority . Valid NYS Sales Tax Certificate Processed Foods . 20C Exemption from NYS Dept. of Agriculture & Markets, for non-‐hazardous foods only, including traditional fruit jams, jellies, and marmalades; candy (excluding chocolate); spices and herbs repackaging only); and snack items such as popcorn, caramel corn, and peanut brittle. . Article 20C License from NYS Dept of Agriculture & Markets, prepackaged and labeled in accordance with NYS Food Labeling Law: Identity of food in package form; name of manufacturer, packer, or distributor; place of business; ingredient declaration in descending order of predominance by weight; and net quantity of contents. . County Board of Health Permit if processing is on-‐site; i.e. cutting of baked goods to be sold by the piece, slicing of cheese to be sold by the pound; cooking and selling ready-‐to-‐eat foods. . Home processing of canned fruits and vegetables is not permitted. All canned fruits and vegetables must be done under 20C License and registered with the Federal government as a food processor. . Article 20C License from NYS Dept. of Agriculture & Markets is required for dehydrating herbs and spices or for the blending of any spices for repackaging. Meats License is required if grinding or processing. License is not required for cutting. Red Meat (Beef, lamb, goat) . USDA slaughtered and/or processed must have USDA legend . Article 28D License required if warehousing for wholesale . Must be maintained at 0oF or below if sold frozen. 40oF if sold fresh. Chicken . License not required to sell 250 turkeys or 1,000 birds of other species.* . No license required if USDA slaughtered. . Article 28 License if warehousing for wholesale accounts. . Article 5A license required if selling over 250 turkeys or 1,000 birds of other species.* Exotic Meat . Must be slaughtered at an Article 5A licensed establishment. . Must be labeled “Processed at an NYSDAM facility.” . Article 28 License required if warehousing for wholesale accounts, if not licensed under Article 5A. Processed Meats . Article 20C license from the NYS Dept. of Agriculture & Markets.

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Fish . No permit, license, or certificate is required if a freshwater fisherman is selling only whole, non-‐protected species. . Article 20C License from NYS Dept of Agriculture & Market if fish is pan-‐ready. . NYS DEC hatchery permit required if selling protected freshwater species. . NYS DEC permit required if re-‐selling any protected freshwater species. . NYS DEC Food Fish License to catch and sell marine fish. . NYS DEC Food Fish and Crustacean Dealers & Shippers License to resell marine fish purchased from a licensed fisherman Dairy Cheese & Other Dairy Products (such as yogurt, butter, sour cream) . For producers, Part II Permit, issued by the NYS Dept. of Agriculture & Markets Division of Milk Control and Dairy Services. . If cut and wrap cheese, need Part II Permit issued by Division of Milk Control and Dairy Services unless part of a food establishment regulated by Division of Food Safety, in which case just need Article 20C License. Milk and Fluid Milk Products (such as 2%, 1%, and non-‐fat milk) . Milk must be pasteurized. . Producer must have Part II Permit issued by Division of Milk Control and Dairy Services. . Producer and any distributor must have a Milk Dealers license issued by Division of Milk Control and Dairy Services unless amount handled is less than 3,000 pounds per month. Grains and Legumes (prepackaged—cannot be packed on site) . No permits, licenses, or certificates are required. Fresh-‐Cut/Dried Flowers . Valid NYS Sales Tax Permit. Crafts . Valid NYS Sales Tax Permit. For additional information, call: NYS Dept. of Agriculture & Markets, Division of Food Safety: Albany Region: 518-‐457-‐5459 Syracuse Region: 315-‐487-‐0852 Rochester Region: 585-‐427-‐2273 Buffalo Region: 716-‐847-‐3185 New York City: 718-‐722-‐2876 NYS Dept. of Agriculture & Markets, Division of Milk Control & Dairy Services: 518-‐457-‐1772 NYS Dept. of Agriculture & Markets, Division of Plant Industry: 518-‐457-‐2087 NYS Dept. of Environmental Conservation, Permitting Office: 631-‐444-‐0471

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NEW YORK STATE FOOD LABELING GUIDELINES Five Basic Label Requirements: 1. Identity of Food in Package Form 2. Name of Manufacturer, Packer or Distributor 3. Place of Business 4. Ingredient Declaration 5. Net Quantity of Contents 1. Identity of Food in Package Form a. The principal display panel of a label for a food in package form shall bear as one of its principal features a statement of the identity of the commodity by its common or usual name. b. Where a food is marketed in various forms (grated, sliced, diced, etc.) the particular form shall be considered as part of the identity statement. c. The statement of identity shall be present in bold type on the principal display panel and shall be in a size reasonably related to the most prominent printed matter. 2. Name of Manufacturer, Packer or Distributor a. In the case of a corporation, only the actual corporate name, and this may be preceded or followed by the name of the particular division involved. b. In the case of an individual, partnership or association, the name under which the business is conducted shall be used. c. When the food is not manufactured by the person whose name appears on the label, a qualifying phrase such as “Manufactured for _________”, “Distributed by ________”, or other expression of facts, shall appear with the name. 3. Place of Business The place of business shall include the street address, city, State and ZIP code. However, the street address may be omitted if it is shown in a current city or telephone directory. 4. Ingredient Declaration a. The ingredients shall be listed by their common or usual name in descending order of predominance by weight, on a single panel of the label. b. The name of the ingredient shall be a specific name and not a collective name. i. If the ingredient is a designated spice, flavoring or natural color, it need only be stated as spices, artificial color or artificial flavor. Colorings subject to certification (FD&C) must be listed by their specific name, i.e. FD&C Yellow #5. ii. If an ingredient used in the product conforms to a standard of identity or is a multi-‐ingredient product, its ingredients are required to be listed on the label. iii. When blends of fats and/or oils are used, the common or usual name of each fat or oil used must be listed in parenthesis following the term vegetable shortening, animal fat or marine oil. iv. If an individual fat and/or oil ingredient is used, not a blend, the common name of that product must be listed in the correct order of predominance. c. No abbreviations of an ingredient’s common or usual name are permitted, unless explicitly provided for in the statutes. d. Water used in fabricated foods shall be declared on the label in its order of predominance.

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5. Net Quantity of Contents a. The principal display panel of a label for a food in packaged form shall bear a declaration of net quantity of contents. i. The declaration shall be expressed in terms of avoirdupois pound and ounce, volume, and/or numerical count. ii. The declaration shall appear as a distinct item within the lower 30 percent of the principal display panel. The declaration shall be printed in boldface print or type in letters and numbers in a size in relationship to the total square inches of the principal display panel. Area of PDP Minimum Type Size 5 sq. inches or less 1/16 inch (1.6 mm/6 point) > 5 sq. inches, but < 25 sq. inches 1/8 inch (3.2mm/14 point) > 25 sq. inches, but < 100 sq. inches 3/16 inch (4.8mm/20 point) � iii. The declaration of net quantity of contents shall be expressed in the following terms: 1. Weight (one pound, but less than four pounds) expressed in ounces and followed by the largest whole unit in parenthesis, i.e. NET WT. 24 OZ (1 LB 8 OZ). 2. Fluid measure (one pint, but less than one gallon) expressed in fluid ounces and followed by the largest whole unit in parenthesis, i.e. 20 FL OZ (1 PT 4 OZ). iv. A separate statement of the net quantity of contents in terms of the metric system is required to appear on the principal display panel as part of the required declaration, i.e. NET WT 9 OZ (255g) or 9 FL OZ (266 ml). General Label Information a. Principal Display Panel: The term “principal display panel” as it applies to food in packaged form means the part of the label that is mostly to be displayed, presented, shown or examined under customary conditions of display for retail sales. The principal display panel shall be large enough to accommodate all the mandatory label information required to be placed thereon with clarity and conspicuousness and without obscuring design, vignettes, or crowding. b. Information Panel: The term “information panel” as it applies to packaged food means that part of the label immediately contiguous and to the right of the principal display panel as observed by an individual facing the principal display panel. c. Labeling Information Requirements: All information appearing on the principal display panel or information panel shall appear prominently and conspicuously, but in no case may the letters/numbers be less than one-‐sixteenth of an inch in height, except for those requirements previously addressed. d. Language: 1. All required label information shall appear in the English language. 2. If the labeling bears any statutory information in a foreign language, all the required labeling Information shall appear in both the foreign and English language. e. Imitation Foods: If any food product is an imitation of another, and is nutritionally inferior to that product, it must be labeled “Imitation _____”, with the space being filled in with the name of the food imitated, and with the word “imitation” in type of uniform size and prominence as used for the name of the food. f. Packaging: A package or commodity in packaged form means any commodity put up or packaged in any manner in advance for retail sale. This should include cellophane wrapped products kept in a closed display case, even if these products need to be weighed and priced at the time of sale. g. Nutrition Information: Information as to the requirements for inclusion of nutrition information on a label should be addressed to this agency. For additional information, call: NYS Dept. of Agriculture & Markets -‐ New York City: 718-‐722-‐2876

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Greenport Farmers Market PO Box 516 Greenport, NY 11944

Greenport Farmers Market, Inc., the Greenport United Methodist Church, their officers, employees, and directors listed as Additional Insured.

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� 2013 Vendor Parking Areas

� Vendors are to park on Webb, Broad, and east-‐North Street (the areas indicated in Red-‐Line below). It is important to follow these guidelines to both avoid possible issues with the Village and our neighbors. Also: we should leave parking available for your customers! Please make note of Compliance policy on page 10 – Rules WILL be enforced.

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Resources Market Manager Cell Phone: (631) 494-‐8512 [email protected] GFM Board: LaraMcNeil – [email protected] Holly Browder – [email protected] Laura Klahre – [email protected] Chris Larkin – [email protected] Steph Gaylor -‐ [email protected] �Bob Lewis Special Assistant for Market Development NYS Department of Agriculture and Markets 55 Hanson Place Brooklyn, NY 11217 (718) 722-‐2830 (718) 722-‐2836 fax (718) 986-‐1228 cell New York Farmers Market Federation 117 Highbridge Street, Suite U-‐3 Fayetteville, NY 13066 (315) 637-‐4690 (315) 637-‐4691 (fax) E-‐mail Diane Eggert at [email protected] SNAP at the market -‐ EBT information www.snaptomarket.com USDA Farmers Market Nutrition Programs http://www.fns.usda.gov/wic/fmnp/fmnpfaqs.htm USDA Small Farm Resources http://www.nifa.usda.gov/familysmallfarms.cfm For More Information on General Food Safety: www.FoodSafety.gov www.fsis.USDA.gov/Factsheets/Basics_for_Handling_Food_Safely/index.asp �

2013 vendor handbook - greenport farmers'market

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