Becoming A Vendor 

We love welcoming new farms, food producers, and makers to the Wilson Community Farmers Market. Because space is limited, we curate our vendor mix to keep a good balance of products and avoid too many duplicates.

Who We’re Looking For

• Local farmers & growers
  
  

• Bakers and cottage food producers
  
  

• Makers, artisans, and crafters
  
  

• (pop up & holiday markets) Specialty food and beverage businesses
  
  

• Non for Profits & Community organizations with family-friendly offerings

Farmers Market Vendor Rules & Guidelines 

The Wilson Community Farmers Market (WCFM) is a seasonal market with pop up markets throughout the year. A community focused Non-For-Profit market operated by the Wilson Community Farmers Market Inc.

SUMMER & FALL MARKET (June – October)
The Summer and Fall markets are held on the grounds of Brownies Custard Stand,
186 Harbor Street, Wilson, NY 14172.
Markets operate on Tuesdays,4:30 PM-7:30PM.
Exact hours and season dates are reviewed and determined annually.

The market is held rain or shine, unless unsafe weather conditions require early closure.

WINTER & SPRING MARKET (November – May)
The Winter and Spring Pop Up markets will be held at the Woodcock / Lemon Room Plaza,
638 Lake Street, Wilson, NY 14172.
These markets may include both indoor and outdoor vendors, depending on weather and space availability.

Location, scheduling, and frequency of Winter & Spring markets are reviewed and set annually based on vendor interest, plaza availability, and community needs.

MARKET LEADERSHIP & SPONSORSHIP

1. The WCFM will be governed by a Board of Directors elected by the market membership.

ATTENDANCE AND PARTICIPATION

1. The Wilson Farmers’ Market offers tiered participation for members including weekly, biweekly, monthly and special event (guest). 

2. Weekly members participate for the entire season (approximately 16 weeks) with 2 allowable missed markets for $ season or approximately $/market. If a member misses more than 2 markets in a season, they are subject to suspension from the market, barring unforeseen circumstances.

3. A biweekly member participates for part of the season (approximately 8 weeks) at $/season or approximately $/market with 1 allowable missed market for $ season or approximately $/market.. If a biweekly member would like to attend for the full season (weekly), upon approval of the full membership by vote, they can continue to attend weekly and follow the same expectations.  

4. Monthly members participate for the one week out of each month for the season (approximately 4 weeks) with 0 allowable missed markets for $ season or approximately $/market. If a monthly member misses any markets in a season, they are subject to suspension from the market, barring unforeseen circumstances.

5. A guest vendor can participate periodically throughout the season for specific or pop-up markets can participate up to 2 markets. Once a guest vendor goes over 2 weeks/markets they will be considered a monthly vendor and must abide by member expectations.  Guest vendors must provide at least one week’s notice before the market they want to attend. 

6. Weekly members must attend the Tuesday market each week, barring approved absences. Absence should be brought to the attention of market management at least 24 hours in advance. 

7. Members may arrive as early as two hours prior to opening time for the purpose of setting up their stand and are expected to arrive no later than 30 minutes before opening. 

8. Members are expected to stay until close of the market regardless of whether they are “sold out.” It is recognized that although members sell as individuals, the market is a cohesive unit- its success depends on the cooperation and joint effort of all the vendors as a whole.

DUES/FEES

1. Dues/Fees, set by the Board of Directors and approved by the membership, must be paid annually by the first market in order to maintain membership status unless another arrangement with the Board.

2. Market dues/fees for both weekly and biweekly members must be paid by the first market of the season unless another arrangement is made with permission of the Board.

3. Checks should be made payable to “Wilson Community Farmers’ Market”

4. Any member whose due/fees fall into arrears shall, after proper notification by the Treasurer or other delegated Board Officer, be removed from the membership unless immediate payment is made or a mutually agreed upon payment arrangement is settled upon.

1.       PRODUCT APPROVAL

1. All products sold at the market must be either produced or make in New York and are encouraged from a distance no more than 30 miles from the point of sale in Wilson.

2. In keeping with New York State Law, at least 75% of the products a vendor sells must be products they grow, bake or make. The additional 25% can be products that a vendor buys in from other New York producers. Market members must make market membership aware if they intend to purchase any products for approval and list the products they will put forth for resale.

3. Products purchased for resale should be clearly labeled with the name of the farm or business in New York from where they were purchased.

4. A sign will be put up letting customers know that we are a “buy-in” market and that vendors will sometimes supplement their product from other local farms; customers are always encouraged to inquire directly with vendors

5. WCFM membership reserves the right to evaluate individual members and product offerings on a case-by-case basis and make exceptions as needed for the success of the market as a whole.

6. All exceptions made must be voted on by the membership.

7. When approving products for sale at market, the WCFM will give priority to: weekly members growing and/or producing a particular product or products over prospective or existing biweekly, monthly and/or guest vendors AND; weekly members who have been selling a particular product for a longer period of time than another weekly, biweekly, monthly or guest member wishing to sell the same or similar product(s).

PRODUCT QUALITY

1. All produce and agricultural products that have been grown or produced by the vendor, or a family member, or purchased from a local New York producer must be fresh and good quality.

2. Produce should be picked as close to market time as possible and handled in such a way as to preserve freshness & quality until each market opens, and during market hours. 

3. All craft items either made by the vendor and/or a family member or purchased by a local New York producer must be of good quality and should be labeled with the makers'

FOOD SAFETY & COMPLIANCE 

1. All producers of home-processed items such as maple syrup, honey, jams, jellies, relishes, baked goods, home canned goods and pet-related foods or treats, are required by New York law and the Lewiston Farmers’ Market Association to obtain the proper licenses from the New York Department of Agriculture Forestry and Conservation (NYDAFC) Quality Assurance and Regulations.

2. All producers of ready-to-serve foods that will be packaged, assembled and sold at the market, such as sandwiches, salads, soups, and other similar foods are required to obtain the proper licenses from the (NYDAFC).

3. A copy of all applicable licenses must be on site at the market site with the vendor at all times.  Photocopies of these licenses will be kept on file by market management.

4. All producers selling pre-made pre-packaged food must have the proper labeling as outlined by the NYDAFC and enforced by the Village of Wilson

5. All vendors selling any product must carry general liability insurance with a recommended minimum amount specified by the LFMA Board on an annual basis. The Lewiston Farmers’ Market Association (LFMA) must be listed as additional insured. Any guest vendor selling hazardous or perishable food items will also need insurance; all other guest vendors are subject to review and may participate without insurance as determined by the Board of Directors.

6. All foods considered “potentially hazardous” by the NYDACF must be kept under proper refrigerated or freezer conditions; thermometers must be kept in the coolers at all times and temperature logs must be kept regularly indicating proper cooling of product 

7. Packaged hot foods must be held at proper temperature and a log must be maintained indicating the time and temperature of the food when leaving the licensed commercial food or retail establishment and the time the food was sold out or destroyed.  If food is NOT held at 135ºF it must be discarded after 4 hours.

8. Eggs, fish, meat, and dairy products must be handled in a manner acceptable to state regulations, e.g. product must be kept in a cooler or on ice or under refrigeration. 

For detailed state and local requirements vendors must consult with Market Management and visit the following site on the New York Federation of Farmers’ Market 

HANDICRAFTS

1. Items that are made from a majority of materials, which are not grown, gathered, or caught by the vendor, will be considered handicrafts or non-farm items. 

2. Handicrafts and non-farm items may be sold by members considered as farm vendors.

3. Handicraft vendors may not make up more than 25% of the vendors selling at the market.

  PRODUCT PRICING, REPRESENTATION AND SALE

1. Predatory pricing or pricing products far below the cost to produce them will not be allowed. Competition is good for everyone but throat cutting can destroy an entire market. 

2. Any attempt to mislabel items for sale will be considered an attempt to defraud the public, and may result in the vendor being barred from the market.

3. Prices should be displayed clearly, either by use of a price list or with individual signs of the product. 

4. In the case of a non-satisfactory sale of a product, vendors are encouraged to consider requests for refund or replacement when appropriate.

5. Each member selling at the markets will have a good understanding and knowledge of their product, its handling etc.

STALL ALLOCATION AND SET UP

1. Members are responsible for the set up and breakdown of their stalls.

2. The number of stall spaces available will be determined by market management in partnership with the membership and will be dependent on market growth for the season. 

3. Members who would like to have more than one stall will be expected to pay an additional membership fee

4. Stall size should not exceed 12-foot by 12-foot space unless otherwise approved by the membership; only one vehicle is permitted at each spot.

5. Members are expected to bring their own tables, chairs, E-Z ups and other materials necessary for their stall. They may inquire about other arrangements with market management but managers are not responsible for providing materials.  Vendors must post their name and farm location at their stall each market day. 

6. Members must bring safe and adequate tents and proper weights for all four legs, totaling 120lb, for weighing down tents, and proper bungees or rope to tie the weights. A tent's two back legs can be tied securely to a car with appropriate bungee or sturdy rope, but then the front two legs must be weighed down.

7. If a member does not have weights for the day or their tent is unsafe they cannot have their tent up for the day but can still participate in the market. 

MEMBER CONDUCT & PRESENTATION

1. Members should present themselves in an appropriate manner, dress and state of cleanliness. Shoes and shirts or proper covering must be worn. 

2. Members need to ensure they have proper signage displaying their business name and product and select signs signaling they accept WIC and/or SNAP/EBT.

3. Members must park their vehicles in a safe and space-efficient manner.

4. No hawking or calling out to attract buyers is permitted.

5. Vendors are expected to be respectful towards fellow vendors and customers. 

6. Consumption of alcoholic beverages by vendors at the market is prohibited.

7. No smoking of any kind is permitted within the market. 

FINANCIAL SYSTEMS COMPLIANCE

1. Members choosing to participate in the WCFM’s central payment system that includes the acceptance of tokens as currency on behalf of SNAP/EBT and credit card charges along with alternative market currency including but not limited to New York Bucks, Seniors and Veterans Program Coupons and Market Rewards must follow necessary guidelines set forth by the Board of Directors. 

2. Members participating in the WCFM’s central payment system as described above take full responsibility for stewarding currency that is in their possession during market hours and recognize that the WCFM cannot be liable for replacing any lost or stolen currency.

3. The WCFM retains responsibility and liability for any currency lost or stolen while in the possession of designated LFMA staff and volunteers following the time in which vendors redeem their currency.

4. Vendors choosing to accept SNAP/EBT and credit card through the central payment terminal will pay a percentage fee equivalent to standard transaction fees. 

SNAP/EBT New York BUCKS COMPLIANCE

1. Members choosing to accept SNAP/EBT and New York Bucks must abide by all federal regulations set forth for doing so including but not limited to the following: accept SNAP/EBT only for food items barring ready to go hot meals; accept New York Bucks ONLY for fresh fruits and vegetables, food bearing seedlings, apple cider.

2. If a vendor accidentally accepts New York Bucks for any other product than the above listed the market CANNOT reimburse them for the product sold and the vendor will lose the sale.

VIOLATION OF THE RULES

1. Complaints of rule violation may be brought first to market management who will consult with the Board as needed to resolve.

2. If the Board finds that a violation has occurred a special meeting will be called to discuss and resolve. A plan to address the violation will be made in partnership with the member in question as well as any injured parties in a transparent and mutually beneficial way.

3. If the Board, by a majority of votes, finds that a serious or repeated  violation of the rules has taken place or no plan can be put in place, it may suspend the membership of the member. Any member subject to such an action, will be notified and given the opportunity to answer the charge at a special Board meeting called for such a purpose.