VENDOR RULES AND REGULATIONS for 2024

 

THE SATURDAY MARKET:

Olde Beaufort Farmers’ Market (OBFM) will operate from the County Courthouse driveway at 300 Courthouse Square in Beaufort every Saturday, weather permitting, from April 13th thru November 23rd, 2024 from 9:00 AM to 1:00 PM. The season will end with a Holiday Market on the evening of Saturday, December 21st from 4 – 8 PM.

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VENDORS:

Participation in the market is open to farmers, fishermen, food producers, and artisans whose products meet expectations as explained in the vendor classification section below. Potential vendors will fill out the appropriate application on the webpage, submit it, and wait to be contacted by the Market Manager. Preference will be given to Carteret County residents as explained on the application. There is a $25 non-refundable application processing fee for all vendors and community organizations which are selling products.

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Since educating the public is a significant part of OBFM’s mission statement, we ask that all vendors incorporate education of shoppers into their presentations. This may be accomplished, for example, through photos of work in progress, printed recipes for use with certain vegetables, a display of ingredients or materials used in the creation process, engaging shoppers in information sharing concerning the health benefits of your product or service, showing tools used in the making process, and numerous other creative ways to carry out this part of our mission. We do not expect you to divulge trade secrets that could undermine your personal approach to your products or to create a burden for you in fulfilling this goal of OBFM.

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Some Saturdays there will be a theme around which the market will be organized and unified. The OBFM asks vendors to participate whenever possible in carrying out the themes as a means of giving each market a focus of interest for informing, educating, and engaging the public.

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All vendors, except farmers who are selling products they grew or raised, are required by NC state law to have a Sales & Use Tax ID # and certificate. There are no exceptions to this law. Vendors must have their certificate prominently displayed in their booths at all times during the market.

​ In an effort to retain the integrity of our market for our vendors and shoppers, if concerns arise as to the legitimacy or suitability of a vendor’s offerings, they should be brought to the Executive Market Manager who reserves the right to review, investigate, and resolve any issues.

 

The market is inclusive and treats all participants with equity and respect. It is composed of vendors (farmers, fishermen, food producers, and artisans,) community organizations, and businesses that add value to our offerings, and subscribe to our mission. All participants must refrain from promoting any political or religious cause or affiliation.
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VENDOR CLASSIFICATIONS: 
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1. FARMER / FISHERMAN:  You are expected to sell produce which you grow on your own property or that you catch or farm-raise locally. We are also aware that some products desired by our shoppers, may not be grown or caught by you. If you choose to purchase and resell such products, along with your own, they must be clearly labeled, allowing our shoppers to make informed purchasing decisions. Certain businesses require government issued permits and certificates to legally carry on. You are expected to attain and send all such pertinent paperwork to the Executive Market Manager at the time of application for the market files. All products should be clearly priced. Those who are reselling must have a sales & use tax number and certificate. You are expected to know and use safe handling procedures in growing, catching, handling, packing, and transporting your products to ensure food safety and quality for our shoppers.

    
2. FOOD PRODUCER:  You are expected to offer products such as value-added products, baked goods, pickles, jams, ready to eat food, etc. which you created in a state-approved kitchen and to have a current state-approved kitchen inspection certificate. You are expected to attain and send a copy of this certificate to the Executive Market Manager at the time of application for market files. You are expected to know and use safe handling procedures in making, handling, packaging, and transporting your products to ensure food safety and quality for our shoppers. Questions about these issues can be answered by the Carteret County Health Dept. 252-728-8499.
  
3. ARTISAN:  We promote, expect, and accept products that are handcrafted by the artist or craftsperson, not machine made,  with quality materials and techniques to high standards of design and craftsmanship. We value your creativity, skill with the medium, and personal style as it applies to your work. With a goal of creating a diverse market, only a certain number of vendors who produce similar work will be admitted into the market, as stated on the application, including preference to Carteret County citizens. The quality of your work will be the primary determinant for your acceptance into the OBFM.
  
4. COMMUNITY ORGANIZATIONS:  We invite and include non-profit organizations which offer a service to our community in our market. This venue offers you an opportunity to make the larger community aware of your organization and its mission. We ask that you refrain from selling any product in direct competition with our vendors. A discounted booth fee of $20 will apply to all non-profits that are selling items; those which are only distributing information and education will not pay booth fees.
  
5. READY-TO-EAT FOOD BUSINESSES:  We welcome food trucks or other food servers to our market on Saturday mornings. There is a $35 participation fee that should be paid through the Payment page on our website. Your business must be licensed and permitted to sell in Carteret County. Generators, if used, must be as quiet. All trash must be taken away and not stuffed into County Courthouse receptacles.

 

6. LOCAL BUSINESSES:  We invite and encourage our Oak Tree Benefactors, Cultivator Club, and Pollinator Patrons to participate in our market as a benefit of your sponsorship. The market is the perfect venue for marketing and outreach to the community. A tent and a table will be provided at no cost to you. We also have a new business participation which offers sponsors and non-sponsor businesses further opportunities to join the market. This plan is explained on our website. Extra participation for Members is $25 per market and $50 for non-members.

  
GENERAL RULES AND REGULATIONS:

Olde Beaufort Farmers’ Market is composed of farmers, fishermen, food producers, artisans, community organizations, and local businesses each Saturday to produce a vibrant, diverse market that best serves the community
  
1. FEES:

• All vendors will pay a $25 non-refundable application processing fee when submitting their application. This is a new fee. Applications will not be considered until the accompanying fee is made.

• The fee for a single 10’ x 10’ booth space at the market has been upgraded to $25 each market, for advance prepayment which must be made by Thursday evening prior to the Saturday market. A booth fee of $30 is required for late payments, those made after Thursday evening. Advance payments, those made by Thursday evening for the upcoming Saturday market, are required if the vendor or organization expects to be placed on the Saturday market map. These payments can be made through the website via PayPal or a credit card. Dayof payments, which are discouraged, are collected on Saturdays by the market manager if prior payment is not possible and if the vendor has informed the market manager of their intention to participate by Thurs. evening.

• The Saturday morning map will assign a booth space to those vendors who have paid in advance before Friday morning. Any vendor or group that has not prepaid or has not informed the market manager of their intent to participate in the market on any given Saturday, will not be assigned a spot on the market map which will be emailed to all participants Friday afternoon.

• The fee for ready-to-eat food service businesses is $35.  

• Community organizations that are selling products will pay a fee of $20 for their booth space.

• Extra participation for Business Members of the Friends of the OBFM, as explained on our website, is $25 per market and $50 for each market participation for non-members.

 

There is no requirement that you participate in the market a certain number of times each month to remain active.
  

While single vendor booths are expected, under some circumstances, no more than 2 vendors may share a booth, with the Executive Market Manager’s approval, at the rate of 1 ½ times the cost of a single booth: $37 for advance payment or $42 for day-of payment.

 

Booth fees for the Olde-Fashioned Holiday Market will be pro-rated, based on the number of times a vendor has participated in the regular season market beginning April 15th and ending Nov. 25th . These rates will range between $25 and $150 for one-time only vendors.
  
All vendors and/or their employees must be present in their booth, have an application on file, have NC Sales & Use Tax certificates prominently displayed, and be in possession of any other applicable state or federal licenses, permits and certifications at each market. 
  
2. CREDIT: This is an outdoor, all-weather, rain or shine market. Vendors should assume that the market will be held every Saturday morning, even in questionable weather forecast situations, and show up as usual prepared for rain, wind, or bright sunshine! The market will be cancelled only in the event of extreme, unsafe weather conditions or other unforeseen factors. Decisions to cancel by the Executive Market Manager will be made in the best interest of vendors and shoppers with the best available information as early as possible. If the manager cancels a market, credit for prepaid markets will be applied forward to future markets at the vendor’s request. If a vendor cancels their participation in a market by Thursday, credit forward will be applied. No credit will be given for prepaid markets cancelled by the vendor after Thursday evening. No monetary refunds will be given in either case.
  
3. BOOTH ASSIGNMENT:  The Market Manager will assign spaces for all market participants, taking into consideration the vendor classification, the special needs of individual vendors, access to electricity, space rotation, and other relevant factors. The goal is to provide a map which mixes types of vendors to create a diverse and successful market experience for all vendors and shoppers alike. Space assignments will be posted on Friday afternoon and vendors will be notified by email. The main market drive will house the farmer / food producer vendors and artisans will occupy other areas within the market. Key farmers will be placed in permanent spots to anchor the market while all other vendors will be placed throughout the venue on a weekly basis to keep the market fresh and interesting.
  
4. TENTS: All vendors are required to use a 10’x10’ tent that is anchored with weights as our venue is often breezy. Market-owned tents, weights and tables are available for farmers, food producers, and for community organizations on a first-come, first-served basis. Any remaining tents, weights, and tables may be rented by artisans for $15 per day.
  
5. VENDOR PARKING: To allow customers the most convenient parking spaces, all vendors are asked to park in the Social Services building parking lot nearby on Turner and Broad Sts. or on the street away from the courthouse block. On market day please pull into the market semi-circle, back into your assigned space, unload your vehicle quickly, and then park your car. Tents should be set up after vehicles are parked off site. No cars are permitted in the vending space after 8:15 am or before 1:10 pm. Vendors are expected to set up on time and to stay until closing. You may not pack up or leave early, except in preauthorized situations approved by the Executive Market Manager.

 

6. OTHER INFORMATION: All product prices should be clearly posted. Farm products may sold by the count, weight, or bunch. For edible items, the FDA recommends the following information on product labels: your name and contact information, common product name, and a list of ingredients in descending order of predominance.

7. GOVERNMENT REQUIREMENTS:  All vendors, except for farmers and gardeners who selling non-value added products which they grew, must have a NC Sales & Use Tax ID certificate. This certification is simple to obtain by visiting: http://www.dornc.com/electronic/registration/index.html.  Certificates must be prominently displayed in vendors’ booths at all times and vendors must submit a copy to the Executive Market Manager either online or in person at the first market in which they participate. Also the sale of certain products requires certificates or permits issued by the state of NC or other government agencies including processed and cooked foods, seafood, dairy products, meats, potted nursery plants, and flowers. All bakers and other food producers must make their food in a state approved kitchen and must have a NC state approved kitchen certificate. Vendors are responsible for knowing of and obtaining all appropriate certifications, inspections, and permits as required by the law and they must submit a copy of such certificates to the Executive Market Manager. Vendors must have all appropriate state and federal licenses, certificates, and permits with them at the time of sale.
  
8. PETS/ NO SMOKING: While the Farmers’ Market is pet friendly for shoppers, vendors are not allowed to have their pets at their booth due to liability issues. Vendor smoking is not allowed within the market as we are focused on promoting a safe and healthy lifestyle. Vendors may smoke in their cars or on the sidewalks, but not in the designated smoking gazebo, which is located within the market area, or anywhere else on the courthouse square grounds. Tobacco smoke can be offensive to other vendors and to our shoppers and should not be an issue in our market.
 
9. INSURANCE: Insurance is not required by the OBFM but strongly encouraged for food producers. All vendors should aim to satisfy their customers with the quality of their products and will be responsible for their own safety considerations. The OBFM is not responsible for problems that may arise from your product.
 
 10. VENDOR RELATIONS & BUSINESS:  All vendors should be knowledgeable of market rules and regulations which exist to create an orderly, successful, and fun market experience for all. The market leadership trusts that vendors will abide by these rules and value their opportunity to sell their products. You are also expected to educate the public by creating and maintaining an attractive booth display and by engaging shoppers in a professional, friendly manner. If disagreements or questions arise, they should be taken to the Executive Market Manager for resolution.
 
Vendors should see their booth space as their own shop/business and create, maintain, and tend it with a great amount of care. Booth décor, product signage, a sign or banner with the business name, address and/or phone number, business cards, and product placement and arrangement are just a few of the factors you should consider when planning your booth. Such details can have a large impact on the success of your business. Vendors should be in their own booths, engaging with shoppers, and should not be interfering with business which is occurring in other booths. Any concerns should be brought to the attention of the market manager. The Saturday Market Assistant is responsible for setting up tents and table for non-profit comm. organizations and guests, among other market operation tasks. The Saturday Market Assistant is not responsible for setting up vendor tents but is available for help in some situations.
 
Each vendor is responsible for cleaning the area around his/her booth. Vendors should remove their own trash, leaving the market area clean and tidy. Vendors’ trash should not overwhelm the county receptacles on the courthouse grounds. Large trash cans provided by the town and placed down the market drive should be used for trash disposal.

11. THE MARKET MANAGER: ensures that all rules are being followed, works with the Board of Directors, and has the authority to resolve any infractions using various steps including vendor dismissal from the market if repeat offenses occur. Any deviations from the above rules must be approved by the Market Manager. The Manager’s primary concern is for the welfare and success of vendors, both individually and as a group. All policies, actions, and considerations are taken to promote a well-organized, well-run, and excellent farmers’ market that serves the needs of our organization and our community.