Greeting Sunnyside Community Market Vendors,
This year Pine Forest School will be working in tandem with the Flagstaff Community Market (FCM) with the goal of transitioning ownership of the Wednesday Sunnyside Community Market to Pine Forest School entirely by the summer of 2018. We are grateful for this opportunity to learn from the FCM this summer and honored to carry forward the Sunnyside Market into the future. A heartfelt thank you to Art, Heather and everyone at the FCM for working with us!
The Wednesday Sunnyside Community Market has space available for new vendors. Vendors, please copy and paste the form below into a word doc and send it back to the address below.
Important Details for Vendors:
- Vendors other than growers must have a Flagstaff Business/Peddler's License (please call 928-779-7685 and ask for Tax and Licensing).
- ALL value added vendors this year MUST have commercial insurance and list Flagstaff Community Markets, LLC as an additional insured.
- All nest egg vendors must label/register according to Arizona Department of Agriculture requirements. Please visit http://www.azda.gov/licensing/Nest%20run%20egg%20-%20info%20sheet%20.pdf for info. Value added vendors must also show proof of commercial kitchen inspection by the County Health Departmen.
- Will be participating with a variety of non-profit entities which serve the greater Flagstaff Community. FCM will be assisting nonprofits in fundraising and, at times, may ask vendors to participate by donating items to raffle baskets. Nonprofits will sell tickets for the baskets for fundraising purposes.
Pine Forest Foundation President
(928) 600-1812 email@example.com
2017 Vendor Registration Flagstaff Community Markets
Business Name _____________________________________________
Applicant Name ____________________________________________
Mailing Address ____________________________________________
Phone Cell (_____) __________________________
Names of Employees or Family Members Who May Sell _______________________________________________
Circle Weeks Expect to Attend
Sunday Downtown Market Wednesday Sunnyside Market
May 14 21 28
June 4 11 18 25 June 14 21 28
July 2 9 16 23 30 July 5 12 19 26
Aug 6 13 20 27 Aug 2 9 16 23 30
Sep 3 10 17 24 Sept 6
Oct 1 8 15
HEALTH DEPARTMENT PERMIT # Please attach copy of permit. Anyone selling any prepared/processed food must have a Temporary Health Facility Permit and display it at their booth. For more info call c Number _______________________
All nest run egg vendors must be registered with the Arizona Department of Agriculture.
BUSINESS LICENSE #/SALES TAX # All value added vendors must have a Flagstaff Business/Peddlers License and if applicable, an Arizona Sales Tax (TPT) # and display it at their booth. For info call City of Flagstaff (928)779-7685 and ask for Licensing.
All value added vendors must show proof of commercial liability insurance and list Flagstaff Community Markets, LLC as an additional insured. Growers and artisan vendors may choose the Indemnity Agreement in lieu of commercial liability coverage. All applicants must submit signed Indemnity Agreement.
Registration & Market Fees
$50 per ONE booth space & seasonal registration
$35 per each additional booth space
$25 seasonal reserved space
Value Added/Prepared Food Total_________
$50 per ONE booth space & seasonal registration
$35 per each additional booth space
$50 seasonal reserved space
$10 per ONE booth space & daily registration
Artisans must be scheduled in advance by market manager
-limited to one booth space & may not reserve a space
All vendors pay 10% of gross daily sales to FCM at end of each market day.
Brief description of what you plan to sell _________________________________________________________
Number of years you have sold at the Flagstaff Community Market ____________
County of residence ______________________
County of production_____________________
% of products grown/produced in Arizona______
Please note that the Downtown Sunday Market has a waiting list for new value added and prepared food vendors.
Registration fees are refundable only if application is denied by the Flagstaff Community Market.
I have read the Flagstaff Community Market Rules and Regulations and agree to adhere to said Rules and Regulations. I acknowledge that I am growing or producing the products being sold at the Flagstaff Community Market. I will allow an on-site visit of my growing location or production site by a representative of the Flagstaff Community Market. The Flagstaff Community Market has the right to audit product and receipts and has the right to revoke permission to sell at any point.
Signature___________________________ __ Date________________
This agreement is entering into this _____ day of _____________, 2017
and the Flagstaff Community Markets, LLC.
For valuable consideration, including the right to sell produce or other products at the Flagstaff Community Market, SELLER does hereby agree to indemnify and hold the Flagstaff Community Markets LLC, Pine Forest Charter School and the City of Flagstaff harmless from any loss, damage, expense, judgment or liability of any nature including attorney’s fees arising out of any claim made against Flagstaff Community Markets LLC, Pine Forest Charter School, and the City of Flagstaff by any person or entity which claim arises out of or results from Buyer’s purchase of SELLER’s product for consumption at the Flagstaff Community Market.
DATED this ____day of ______________, 2017
Rules and Regulations
The Flagstaff Community Market is a regional farmers market that operates for growers and producers of agricultural and related products. The primary purpose of the market is to support small and medium sized independent growers and producers by providing citizens with a local alternative to corporate and globalized food production. It is our intent to connect growers and consumers and encourage people, both urban and rural, in growing more of their own food. A secondary purpose is to provide an outlet for small-scale producers of value added food products, local artisans, and community and sustainable agricultural groups. Additionally, it is the purpose of the Community Market to provide a community gathering space for residents and visitors of Flagstaff to mix in a relaxed, educational, and fun environment.
II. Market Guidelines
A. Flagstaff Community Markets (FCM) will determine market location, dates, and hours.
B. Membership and vending fees are set by FCM. Market participants pay 10% of gross sales at the close of each market plus a flat
registration fee. Each vendor will report sales to manager at the close of each market day. Refer to Vendor Registration for registration
fees. Reserved spaces are available on a limited basis, allowing for a vehicle and are assigned by FCM manager. Growers with returning
vendors given first priority for reserved spaces. If you do not have a reserved space, booth space is on a first come first serve basis with
no guarantee that you will be able to have a vehicle at your booth or the same location week to week. FCM will allow a limited number
of spaces for Flagstaff local artisans. Artisans may not reserve a space at the market.
1. FCM reserves the right to randomly audit vendor sales and FCM and/or its Manager have the right to suspend or revoke a vendor’s
ability to sell at any point.
2. No resale of any peripheral items such as bottled water, soda, or other items is permitted at any booth, however; FCM reserves the
right to permit sales of these or other items at FCM’s booth.
3. It is expected that should a vendor who is scheduled to sell on a market day, but cannot due to unforeseen circumstances, notify the
Market Manager at least 24 hours in advance.
III. Vendor Guidelines
A. The following MUST be received and approved prior to vending
1. Completed and signed vendor registration and proof of all relevant licenses and health department certifications.2. Copy of liability
insurance (for ALL value added vendors) or signed indemnity agreement.
2. Payment of all seasonal membership and reserved booth fees.
3. Signed copy of the FCM Rules and Regulations.
B. Vendors must allow a representative of the FCM to inspect farms and facilities to ensure vendors adhere to Rules and Regulations.
C. Vendors will not be allowed to set up if they do not provide all insurance, licensing, tax ID numbers, required fees and signed
IV. Vendor Selection
A. All vendor applications will be reviewed and accepted or rejected by FCM.
B. Priority for vending is given to primary producers/growers of agricultural products. Value added/artisan vendors may be requested to
not sell on specific market days during peak harvest season.
C. All applicants must include registration fees with their application. If applications are rejected, application fees will be refunded. The
Manager has the right to accept or reject any applicant at any time.
D. Some of the criteria for acceptance for Agricultural Producers are based on the following guidelines:
1. Farmers who grow, cultivate, and harvest their produce, herbs, flowers, and nursery crops for sale at the market. Included in this
category are also beekeepers, eggs, dairy, and meat producers and farmers who process their own raw product into “value-added”
2. Agricultural producers from Northern Arizona are given priority. Regional producers may be admitted as space is available and
vendors fit into market mix, as designated by the manager.
3. Nest run egg vendors- any vendor selling nest run eggs must register and comply with relevant Arizona Department of Agriculture
standards. Please call (602) 542-4373 for information. All eggs must be kept and held at 45 degrees or lower and all cartons must be
labeled with the following information: “Nest Run Egg/Farm Name/City or Town/Ph Number”.
4. NO RESELLING OF ANY PRODUCE/PRODUCT IS PERMITTED AND FAILURE TO COMPLY WITH THIS PROVISION IS GROUNDS
FOR IMMEDIATE REMOVAL FROM THE MARKET.
5. Wild harvested items and mushrooms are currently permitted for sale at the market but all harvesting permits must be pulled and
vendors must adhere to mushroom harvesting policy of the market and limit sales to specific species of local mushrooms. Market
manager may revoke the right to sell at any time and all mushroom sellers must discuss experience , permitting, harvesting and
storage techniques with market manager prior to being accepted into the market.
E. Some of the criteria for acceptance for Value Added/Prepared Food are based on the following guidelines:
1. Vendors offering food products they have processed themselves into ready-to-eat or prepackaged items for sale. NO SUB-
CONTRACTED PROCESSING IS ALLOWED.
2. The market encourages use of Arizona-grown ingredients in all value added products and it is expected that prepared foods contain
products from local growers. The market reserves the right to limit similar value added products which are sold.
3. Priority will be given to vendors using and documenting local and regional ingredients.
4. All food vendors must meet any applicable local, state, and federal regulations. If you sell prepared foods, you MUST have and
display a Coconino County Public Health Services District Temporary Food Service Facility License and City Sales Tax number. If you
do not have these displayed, you will NOT be permitted to sell. ALL Value Added vendors MUST carry commercial liability insurance
and list Flagstaff Community Markets as an additional Insured and provide FCM with a copy of that certificate-No Exceptions! Please
call Coconino County Public Health Services District at (928) 679-8760.
F. Some of the criteria for acceptance for Artisans are based on the following guidelines:
1. Local artisans are persons who personally make the products they offer for sale at the market.
2. Decisions on which artisans will be allowed into the market are based on history with the market and compatibility with the mission
of the market. Artisans are not permitted to reserve a space and will not be able to have their vehicles with them. Their placement
will be determined by market manager.
3. Due to conflicts with other events, certain dates will be unavailable for any artisan vending.
G. Some of the criteria for acceptance for Community Groups are based on the following guidelines:
1. Community organizations offering services and information will be admitted based on space availability and compatibility with the
mission of the market.
2. Community vendors are not permitted to sell and products unless it is for fundraising purposes and is approved by Market Manager.
3. These vendors will be required to submit an application and proof of insurance or a signed indemnity agreement and will be
required to pay booth fees.
V. Stall Guidelines
A. Products being sold are grown or produced by the grower/producer or his/ her employees and these employees must be listed on the
1. A vendor or his/her employees can sell another growers products provided all of the following criteria are met: Both parties are
current members of the market and adhere to all rules, guidelines and fee structures.
2. Products are grown or produced locally or regionally.
3. Products being sold were not purchased at wholesale markets for resale.
4. All vendors selling another market member’s produce must be authorized and receive permission by the market manager.
B. Necessary documents, i.e. health permits, proof of insurance, tax license, etc., will be available and displayed at all times and copies will
be on file with the market manager. These must be submitted with the application and no selling will be permitted without displaying
Tax License and Public Health Services District Permits and Certificates.
C. All scales must bear a current seal from the Department of Weights and Measures.
D. Vendors will sell at designated stall space and maintain their stall space in clean, sanitary and safe condition. No dogs are permitted
inside vending booth.
E. Signs will be accurate and truthful and meet any ARS/Arizona Department of Agriculture standards.
F. Vendors who market their products as “Organic” must have proof of certification on display or must show that they meet the National
Organic Program requirements for exempt producers.
G. Music played must not be disruptive to neighboring stalls or overall market.
H. Selling will not start before market manager announces start of the market.
I. Pre-market sales, post-market sales, and early breakdown are only allowed with permission of the market manager. Wholesale or bulk
sales of products to restaurants that occur at the market are to be counted into gross sales figures and included in the 10% of sales
J. Vendors must pay their sales percentage due to the market on market day.
K. Vendors and management are expected to maintain high standards of honesty and respect towards one another and customers and
conduct themselves in a courteous manner. Rudeness, prejudice, intolerance towards others, and dishonesty are grounds for removal
from the market.
L. All vendors must break down boxes and separate recycling. No co-mingling of trash and recyclables is permitted.
M. All vendors who wish to sample, must have a hand wash station at their booth and follow all sampling guidelines from the Coconino
County Public Health Services District. Call 928 679-8760 for more information on sampling guidelines.
VI. Market Safety
A. Vendors should begin set-up no earlier than an hour and a half before the market starts. Vendors without a reserved space must check
in with the market manager prior to set-up.
B. The manager may allow vehicles to park at stalls provided adequate overall market space is available and vendor arrives at least 30
minutes prior to market opening time. Reserved spaces will NOT BE HELD if vendor shows up less than 20 minutes before start of
market. ONLY vendors with reserved spaces are guaranteed to be able to have their vehicles at their stall.
C. Late arrival participation will be contingent on space availability and vendors will park outside designated market boundaries and carry
products to stall space.
D. Vendors will not move their vehicles without first notifying the market manager and only as it is safe and not disruptive to overall
E. Vendors have responsibility for the safety and behavior of their children and animals. All pets must be leashed and kept out of vending
F. ALL CANOPYS MUST BE SECURED WITH WEIGHTED SANBAGS OR SIMILAR MATERIAL WEIGHTS. IF A CANOPY IS SET UP IN AN
UNSAFE MANNER, IT WILL BE REMOVED. THE CITY OF FLAGSTAFF AND FCM HAVE ESTABLISHED MINIMUM CANOPY WEIGHT
REQUIREMENTS OF 10LBS PER LEG WHICH MUST BE HUNG FROM THE CANOPY STRUCTURE (not placed on ground over leg).
FAILURE TO FOLLOW THESE GUIDELINES WILL RESULT IN REMOVAL OF CANOPY. TYING OFF CANOPYS TO ANOTHER VENDOR’S
CANOPY IS NOT ACCEPTABLE. CANOPYS MAY NOT HAVE STAKES OR OTHER ANCHORS PLACED IN THE GROUND. THE CITY OF
FLAGSTAFF WILL BE CONDUCTING CANOPY INSPECTIONS.
A. FCM provides general liability coverage for the market.
B. All value added food vendors MUST have commercial liability insurance and list Flagstaff Community Markets LLC as an additional
insured. Only growers and craft vendors may choose the indemnity agreement in lieu of commercial liability coverage. Vendors and
non-profit groups must provide product liability insurance with a copy to FCM and list FCM as an additional insured or a signed waiver
releasing Flagstaff Community Markets and property owners from any and all liability and legal responsibility.
VIII. Market Violations
A. Any vendor violating the above stated rules and regulations of the Flagstaff Community Markets or the regulations of Coconino
County Public Health Services District or other local, state, or federal agencies may be suspended and/or expelled from the market.
B. The market manager/owner has discretion to make any on-site decisions regarding violations.
C. FCM, LLC reserves the right to audit any vendor at any time. Vendors shall cooperate with auditing process and the following
guidelines shall apply to the auditing process:
1. FCM designated auditor will total daily sales at vending booth. Sales total shall not be shared with vendor and vendor shall not ask
auditor for information on daily sales total.
2. FCM auditor submits sales total to Market Manager. Vendor independently submits their total to Market Manager at settlement.
3. Should a discrepancy exist between auditor and vendor sales total, Market Manager will contact vendor and communicate concerns.
4. Should audited total be 30% or more higher than vendor’s average sales over the vendor’s market history, Market Manager may
either immediately terminate vendor’s privilege to sell at the Market or schedule an additional audit. The results of any additional
audit and subsequent action on participation with the Flagstaff Community Market will solely be determined by Market Manager(s).
D. Any serious violation will be reported to the proper authorities.
E. Vendor has the right to appeal the violation to the FCM owner. Vendors will submit any conflicts, suspected conflicts, and/or concerns
regarding the overall market or individual vendors in writing to the FCM owner.
Agreed to this_____day of______________, 2017
Please return application to:
Martine Stonebraker, President of the Pine Forest Foundation
2257 E Cedar Ave
Flagstaff, AZ 86004
Checks payable to: Flagstaff Community Markets