Woodinville Farmers Market Policies & Procedures

Policies and Procedures

Contents

1. Market Dates and Fees
2. Who Can Sell at the Farmers Market
3. Licensing, Insurance, Permitting Requirements
4. Market Rules
5. Market Board and Manager
6. Food Safety & Handling

1. Market Dates and Fees

2024 Market Dates

The Market will open on Saturday, May 4th, and run for (22) Saturdays through September 28th, 2024.
These dates are shown in the table below. SATURDAYS 10AM – 2PM.

Market Participation Fees

APPLICATION FEE The yearly Application Fee of $45 is paid with submission of the Application and is NON-REFUNDABLE. If a vendor submits multiple Application Forms, an Application Fee is required for each Application Form. Applications will not be considered until the fee is received.

DAILY BOOTH FEES: The first market booth payment is due within one week of a vendor’s application being approved.  Then, each vendor will prepay the following stall fees each the week before each scheduled market day:

Farmers
10 x 10 space: $30
10 x 20 space: $60

Producers/Processors, Artisan/Craft Vendors, Prepared Food Vendors
10 x 10 space: $40
10 x 20 space: $80

Food Trucks: $50

Payments may be made by cash or check.

VENDOR SALES: Vendors are required to report their gross earnings for each Market day before leaving the Market site. We report the Market totals at the end of the season to follow the WSFMA requirements.

2. Who Can Sell at the Farmers Market

As part of the Washington State Farmers Association, WFM is only allowed to accept the following vendor types.  Please refer to the definitions on the Washington State Farmers Market Association website for valuable, additional information.

FARMERS/PRODUCERS
Included are fresh fruits, vegetables, herbs, nuts, honey, dried food products, eggs, dairy products, poultry, meats, fish, shellfish, fresh cut flowers, nursery stocks, and plant starts. All producers in this category are required to be from farms and ranches located within Washington State. (For seafood, please refer to guidelines on the WSFMA website.)

Produce resellers are permitted on a limited basis only and must be pre-approved by the Market.

PROCESSORS
Includes products that the vendor has not farmed or produced the raw ingredients (i.e. baked goods, etc.). Food products must be made by Washington State residents, in a Washington Certified Kitchen and adhere to all public health licenses and permits. Preference will be made to vendors who source ingredients from Washington State. Food products made in residential kitchens must have a valid Cottage Food Operation Permit. Please refer to Cottage Food Operation on the WSDA website for specifics.

All vendors (including their representatives) selling alcoholic beverages at the Market must have a liquor license and abide by all applicable WSLCB Laws governing the sampling and sale of alcoholic beverages, including (but not limited to) the obligation to check customersʼ ID to verify the customersʼ qualifying age to sample and/or purchase alcohol. 

PREPARED FOOD VENDORS
Must be freshly made for immediate consumption, and vendors must be the active owner/operator.  Priority will be given to vendors who use local ingredients and/or City of Woodinville business owners.

ARTISAN/CRAFTERS
All arts and crafts must be handmade or predominantly made by you, the artist or crafter, in the state of Washington.   Skilled craft services are allowed such as knife-sharpening.

DETERMINING VENDOR PARTICIPATION
Vendors will be chosen each season by WFM. We will choose a variety of vendors, ensuring the Market  can meet customer demand with a diverse selection of quality products. While WFM will prioritize space  for farmers, we look for vendors who are committed to local sourcing, have performed well during previous WFM seasons, and small incubator businesses looking for a start.

Applications will be considered based on how products fit within the overall scope of the Market, the inclusion of all applicable permits and licenses, and all other requirements met.  If your application is accepted, you will have a reserved, non-specific space at the Market for the number of market days approved. Stall locations will be assigned at the discretion of the Market Manager, and vendors will be notified of their stall locations prior to each market day.

3. Licensing, Insurance, Permitting Requirements

To ensure the safety of our community, there are certain required licenses in order to sell at WFM. 

All vendors shall provide with their application current copies of all applicable permits and licenses that are required in connection with the sale of their products. Copies should also be onsite on any Market day. Where applicable, these may include, but are not limited to: King County Public Health Permit, WSDA Food Processors License, WSDA Cottage Food Permit, Certification for Organically Grown Produce, or Department of Fisheries Wholesale License. Vendors selling shellfish must have additional licenses from the Washington State Department of Health.  Vendors are responsible for obtaining these licenses.  If you are unsure of what special license you may need, please contact the King County Health Department.  

• Washington State Business License: All vendors must be licensed with the Washington State Department of Revenue.  Applications submitted without a valid UBI number and copy of a Business License will not be considered.
• Insurance: Vendors must have proof of liability insurance through your business, showing Woodinville Farmers Market as a Certificate Holder.
• City of Woodinville Business License: Vendors will need to add a City of Woodinville endorsement if they reside in the City of Woodinville and/or estimate sales of $2K annually.  You can get that endorsement here:  http://bls.dor.wa.gov/
• King County Health Department: Prepared food vendors, vendors who provide samples of their products, and food processors must comply with the rules and procedures of the King County Health Department. For information on health permits and requirements, please see King County’s website. 
• Scales: Vendors who sell products by weight must provide their own scales, which must be “Legal for Trade” and subject to inspection by the Department of Agriculture’s Weights and Measurements Program. All scales must be calibrated and certified by the Washington State Department of Agriculture Weight and Measures program for each market season. Certificates need to be available for reference during the Market day.Each vendor is encouraged to sell products in an easily understandable manner: by weight or by the bushel, quart, pint or individual pieces. Inaccurate or deceptive measurement practices will not be tolerated. 
• Organic: Crop and livestock producers who advertise their goods as “Organic” must have a USDA Organic Certification. A copy of this certification must be included in your application and be displayed in your booth during each market day. Processed foods advertised as “Organic” must show proof that the raw ingredients are USDA certified organic.
• Sales Tax: Vendors are responsible for collecting Washington State sales tax (when applicable), obtaining licenses, permits and fees required for operation, and abiding by all local, state and federal laws.
• Woodinville Fire Department: Proof of fire retardant on your canopy is required. (A stamp or sticker is located on the inside of your canopy).

King County Public Health Farmers Market Permit:  Vendors who are required to have this permit must ensure that their representatives have a Food Worker Card displayed on-site. Vendors selling products that do not meet the temperature standards will not be allowed to sell for the remainder of the Market day.  Vendors who refuse to cooperate with this policy may be suspended from the market and forfeit all pre-paid space fees.

4. Market Rules

COVID GUIDELINES
The Market follows the guidelines set forth by the King County Health Department and recommendations by the Washington State Farmers Market Association.  Guidelines change, and the Market will notify vendors of COVID requirements as soon as they receive them.  Vendors must follow those guidelines, without exception.

HOURS OF OPERATION
The Market operates between the hours of 10:00AM and 2:00PM. Vendors who sell out early will have signage to that effect. Vendors will not leave their goods unattended. Vendors will stay until closing and cannot break down their booth until the market closes.

PUNCTUALITY
Vendor check in time is scheduled between 8:15 AM and 9:45 AM. Vendors are required to load-in during the time slot given to them. If a vendor is late for their load-in, they will be moved to the end of the line. Vendor vehicles must be moved from the market area to the vendor designated parking area at the end of their time slot. Please unload equipment and move your vehicle before setting up.

No vehicles are allowed on Festival street after 9:45 AM. Vendors arriving after 9:45 AM must cart all equipment and product to their assigned space. Vendors arriving after 10:00 AM cannot participate in the market day without making arrangements with the Market Manager. 

CANCELLATION POLICY

Notification of absence

WFM recognizes that on occasion it may be necessary for you to be absent from your planned Market day.  Please remember that no-shows harm the market in many ways; so, to avoid disruption and disappointment, WFM has cancellation requirements.

• You must inform the Market Manager by email or phone  of your absence no later than noon on the Thursday prior to your absence.
  • Failure to comply with this policy will result in loss of that week’s booth fee. No refunds.
  • Emergency situations can be appealed through written explanation of circumstances and will be reviewed by the Market Manager.
  • Failure to notify the market of your absence three times in a season will result in removal from the remainder of the season and may lead to suspension of vendor privileges at WFM in subsequent seasons.

Cancellation by the Market

The Market is open rain or shine. However, certain weather conditions (high winds, heavy snow, etc.) may necessitate the official closure of the Market (with or without prior notice). If it is determined that severe weather conditions could compromise the safety of vendors and shoppers, the closure will be at the Market Manager and/or Board’s discretion with consultation from NOAA (National Weather Service).  All vendors and shoppers will be notified as far in advance as possible that the Market has been “officially closed due to weather conditions.”  The Market will not be responsible for any injury or loss of property when a Market is officially closed due to weather conditions.

BOOTH SET-UP
Vendors must supply their own sales equipment: canopy, tables, chairs, display racks, display signs, bags for customers and money for change.

The maximum size for a single space is 10’ x 10’. If you require more than one space, indicate two 10’ x 10’ spaces on the vendor application and pay the doubled amount. Double booth spaces (two 10’ x 10’ spots together) are allowed and encouraged. 

Canopy safety guidelines set forth by the WSFMA must be followed. This includes a minimum of one 24 lb weight on each of the 4 corners of a 10’ x 10’ space, and six 24 lb weights for two attached 10’ x 10’ spaces.

The WFM will take place rain or shine. Please come prepared for all weather conditions. Use of side canopy panels will be allowed but business visibility across the market is of utmost importance. Consult the Market Manager before installing.

Contact the Market Manager to make arrangements if electricity is needed. Priority goes to vendors needing refrigeration, selling coffee, and musicians. Scales should be self-contained and powered by battery. Point of Sale devices should also be battery powered. Generators will be allowed on premises with prior Market Manager approval.

Vendors are required to display applicable licenses or permits, price list and a sign with their name and location of farm/business. Signage is subject to the approval of the Market Manager.

PRODUCT PRICING/QUALITY
Vendors may only  sell items described on their current vendor application (i.e. you cannot sell dairy products if you applied to sell vegetables without a Board-approved amendment to your application).

Food shall be clean, wholesome and safe for human consumption and shall be handled, stored, transported and offered for sale in a sanitary manner. The Market Manager holds the right to determine if a vendor is upholding this rule and makes the final decision.

Each vendor may set their own prices. WFM advises vendors to keep prices within 15% of area markets and other vendors. Price dumping is not allowed at any time.

BOOTH CLEANUP
Each vendor is responsible for keeping their space clean, attractive, and staying within their assigned area. Failure to maintain space upkeep and cleanliness may result in disciplinary action by the Market Manager.

Vendors will occupy and attend their assigned space from 10:00 AM – 2:00 PM each Market day. Vendors running out of available products for sale must remain at the stall to answer customer questions. Early pack–up and/or departure not approved by the Market Manager will result in disciplinary action.

Upon the close of the Market, vendors must clean and sweep stall space and haul all trash (including compostable, recycling, garbage, and gray water) from the Market site. Trash accommodations at the Market are reserved for Market patrons only. Vendors are responsible for bringing their equipment/utensils for cleanup. NOTE: Vendors who do not clean stall areas, empty gray water onto the  market site and/or leave trash behind will be fined $50 per violation.

PETS
We encourage you to not bring pets to the market due to (1) the length of time required on – site, (2) weather, which in summer may be very hot especially on concrete and asphalt, and (3) so you may focus on customer interactions. However, we understand this is not always possible, and well-behaved dogs are permitted at the market. Dogs may not be left unattended at your booth.

NO PETS are allowed for vendors selling food products.

CHILDREN
Vendors bringing children to the market must supervise them at all times. Children are not allowed to ride bikes, skateboards, or roller skates, or run or wander through the Market. The Market takes no responsibility for the safety of vendors’ children.

Youth vendors are welcome at the WFM. However, those under age 11 must have an adult present with them at all times.

VENDOR CODE OF CONDUCT
The Market encourages a ‘team’ atmosphere and a cooperative spirit. Vendors are strongly advised to refrain from openly criticizing or challenging other vendor’s products, displays, pricing, etc. or the WFM.

Any questions regarding another vendor’s participation must be directed solely to the Market Manager. Failure to comply may lead to suspension and or dismissal from the market. 

All complaints regarding the market and vendor participation must be given to the Market Manager in writing using the complaint form. Complaint forms are available at the Market Information Booth, or an electronic copy may be requested via email. All complaints must be signed and dated, or they will not be considered.

Hawking is not allowed. Vendors are restricted from attracting attention to items for sale by outcries in a loud, aggressive manner.

WFM has a NO SMOKING policy on the market premises (tobacco, marijuana, e-cigarettes, etc.). This includes vendors in their selling space and the Market area. Vendors are permitted to smoke outside the Market area.  Please dispose of ashes and butts in a proper receptacle.

The WFM does not allow the consumption of alcohol on the WFM premises during normal market hours with the exception of licensed wine tasting areas. Consumption of illegal substances is prohibited.

Vendors must follow the COVID guidelines set forth by the Market and recognize that those guidelines may change during the season. Vendors are responsible for reading and complying with those guidelines as communicated to them by the Market.

Vendors are responsible for making sure that all family members and/or persons working at their booth are familiar with and adhere to all Market rules.

MARKET TOKENS
WFM offers both POP and SNAP/EBT programs.  These programs use reimbursement coins as payment for products.  

POP: The Power of Produce is our kid’s program.  During the season, participants receive POP coins as a reward for completing certain projects.  They can then use these POP coins to buy produce  from our Market vendors.  Therefore, only produce farmers may accept POP coins as payment.  WFM then reimburses those vendors for the full amount received.  

SNAP/EBT: WFM is part of Washington States’ Supplemental Nutrition Assistance Program (SNAP) and uses EBT cards as forms of payment from eligible customers.  These customers charge their EBT cards for a specific dollar amount at the Market information booth and are given SNAP coins in return.  They  may purchase food items from vendors using the SNAP coins.  Only food items are eligible; alcohol and ready to eat food items are exempt.  WFM reimburses vendors who receive SNAP coins for the full amount received.

Vendors are responsible for familiarizing themselves with these programs and following Market direction for participation.  Vendors who do not qualify for either program will not be reimbursed for any coins they receive.

HOLD HARMLESS CLAUSE
Vendors release Woodinville Farmers Market and the City of Woodinville from liability of claims, demands, losses, damages, levies and causes of action or suits of any nature whatsoever, arising out of or related to activities at the Market.

Vendors display their goods at their own risk. The

Woodinville Farmers Market is not responsible for damage, theft, or loss of goods.

5. Market Board and Manager

The Market Board and Market Manager, further known as We, are responsible for implementing all Market policies, creating a safe community space for vendors and customers. 

RIGHTS OF MARKET BOARD AND MANAGER

We hold the right to reject a vendor application if, in the Market Board’s judgment, the goods and merchandise are not compatible with the overall mission of the market or are inappropriate. 

We hold the right to immediately deny a vendor the privilege of selling at the Market. Reasons may include misrepresentation of products, poor quality of products or produce, nonpayment of fees, disorderly conduct or failure to heed the requests of the Market Manager.

We have authority to oversee and enforce the Market rules and to refuse a vendor’s participation at any time for any reason that the Market Manager deems appropriate.

We have the right to check temperatures of all hot (>135°F) and cold (<41°F) foods at any time during the market.

We have the right to exercise Due Process for suspension in accordance with the following criteria:

• • Adequate verbal notification to the specific vendor by the Market Manager.
  • Written notification to the specific vendor provided by the Market Manager and copy to the Market Board.
  • Written notification of suspension from the Market Manager based on noncompliance by the vendor to adhere to verbal and written direction.

6. Food Safety & Handling

Food safety is paramount in protecting the health and well-being of Market patrons. WFM vendors will follow ALL Washington State and King County public health provisions. All applicable licenses and permits must be submitted with your application AND be posted in your assigned booth during each Market day. The following guidelines are not guaranteed to be exhaustive, and vendors are responsible for being aware of applicable rules and guidelines. WFM reserves the right to revise Market requirements in the future to meet all state, county and city laws. Please contact state and county public health offices to ensure compliance. Vendors are ultimately responsible for ensuring that they obtain all applicable licenses and permits.

FOOD SAMPLING
Sampling of food MAY be allowed, per King County health department current phase and may change throughout the season. If you wish to offer samples at the Market, regardless of whether you need a permit to sell a food item, all of the following equipment and procedures must be followed all day, each Market day:

• Hand Wash setup (minimum 5 gallon insulated container of warm water with a free flowing spigot, minimum 5 gallon catch bucket, soap, paper towels, and trash bin) within your assigned booth.
• Sneeze Protection for items being sampled.
• No bare hand contact: Clean equipment to cut, display samples and retrieve samples must be used and provided such as: gloves, single-use containers and utensils, tongs, toothpicks, etc. WFM encourages the use of compostable utensils and dishes.
• A trash container for used single-use utensils in close proximity to the sample display.
• All produce must be washed in an approved kitchen. Please contact the Manager prior to the Market day with any questions.
• Cold and hot foods may also be sampled, but in addition to the above requirements, must also be held at <41°F and >160°F, respectively, and be served with appropriate utensils.
• The following are banned from sampling: melons, raw milk, raw oysters, raw meat, poultry and fish.

BULK GOODS
Vendors who wish to sell bulk foods such as coffee beans, lentils, dried beans, whole grains, dried fruit, etc. must have a hand wash set-up available within the booth and there can be no bare hand contact. If bulk foods are to be self-service, utensils such as a scoop must be made available. Bulk food containers must be lined with a disposable plastic liner and this liner must be replaced each Market day.

CHEESE AND MILK PRODUCTS

• King County Public Health Farmers Market Permit.
• WSDA Milk Producer License if you are the owner of the dairy farm.
• WSDA Milk Processor License if you are the owner of the processing facility.
• If you are the owner/operator of a dairy farm and you are not processing the milk and dairy products, you must show proof that you are using a WSDA licensed processing facility.
• If you are the owner/operator of a processing facility, you must show proof that you use milk from a WSDA licensed dairy farm.
• If you are both the owner of the dairy farm and the processing facility you must provide copies of both licenses.
• All raw (unpasteurized) dairy products must be properly labeled and include a prominent warning label.
• All dairy and cheese products on-site must be maintained at <41°F.
• No bare hand contact is permitted.

MEAT, SEAFOOD, HONEY, AND EGG PRODUCTS

• King County Public Health Farmers Market Permit.
• King County Meat, Poultry, Rabbit & Aquatic Foods (MPRAF) Application.
• All equipment and coolers sited on the MPRAF application must be on site and temperature must be maintained at <41°F.
• Applicable licenses:
  • WSDA Food Processor Permit
  • WADOL Egg Handler/Dealer License under the Washington Eggs and Egg Product Act (Chapter 69.25 RCW)
  • License under the Washington State Honey Act (Chapter 69.28 RCW) for wholesale or processed honey.
  • Certificate of Compliance for handling shellfish under the Sanitary Control of Shellfish Act (Chapter 69.30 RCW)
• NO BARE HAND CONTACT is permitted.

PROCESSED FOODS
This category includes but is not limited to baked goods, bread, canned/jarred food, chutneys, etc. Raw ingredients used in processed food products must be from USDA/WSDA licensed and/or permitted sources.

• Certified Kitchen County Permit and/or lease with certified kitchen
• King County Public Health Farmers Market Permit.
  • NOTE: Department of Agriculture Certified Cottage Food Processors are exempt from the above permit requirements.
• Coolers or equipment on-site for cooling high-risk foods <41°F.
• An ingredient list must be made available to market patrons for EACH product and must include if products are potentially contaminated by common allergens such as nuts, wheat, dairy, eggs, etc.
• All products must be appropriately wrapped/bottled and labeled. Please contact King County Public Health for guidance.
• There will be no unlabeled cans, bottles, containers or jars on the product display table or within patron reach.
• No bare hand contact is permitted.

PREPARED FOODS

• Certified Kitchen County Permit and/or lease with certified kitchen.
• King County Public Health Farmers Market Permit.
• An approved fire extinguisher must be on-site at all times during the market hours.
• Equipment for maintaining high-hazard foods (<41°F or >135°F) must be available on-site.
• Partially wrapped or unwrapped foods need to be protected with a sneeze guard.
• No bare hand contact is permitted.