vendor handbook - ocean pines, maryland · our vendor handbook is to inform market vendors of the...

VENDORHANDBOOK

Our Vendor Handbook is to

inform market vendors of

the Ocean Pines

Farmers Market’s rules,

procedures and policies.

Ocean Pines Farmers Market Handbook �

Table of Contents

About the Farmers Market ............................................................. 5

Our Mission .................................................................................... 5

Our Strategy ................................................................................... 5

Market Schedule ............................................................................ 6

Vendor Selection ApplicationConsiderations .......................................................... 7 ProductBalance........................................................................... 7 MarketNeeds .............................................................................. 7 Exclusivity .................................................................................... 7 Conduct ....................................................................................... 7 ProductQuality............................................................................ 7 Seniority ...................................................................................... 7 Requirements .............................................................................. 7

Market Policies MarketOpeningandClosing ....................................................... 8 CertificationsandLicenses .......................................................... 8 ComplianceandEnforcement ..................................................... 8 HonorableMarketing .................................................................. 9 Attendance .................................................................................. 9 Fulltime DropIn Canceling WeatherCancellation .................................................................. 9

The Vendor ContactInformation .................................................................. 10 CustomerServiceandCourtesy................................................. 10 ProtocolforGrievances ............................................................. 10

The Market Booth BoothComponents ................................................................... 10 Weights ...................................................................................... 10 TripHazards ............................................................................... 11 AssignedLocation ...................................................................... 11 BoothandProductIdentification .............................................. 11 TrashDisposal ............................................................................ 11 Electricity ................................................................................... 11 TransferofMarketBoothSpace ................................................ 12 MusicatMarketBooth .............................................................. 12

� Ocean Pines Farmers Market Handbook

Market Promotion and Communications Website ..................................................................................... 12 SocialMedia .............................................................................. 12 TheMarketVendorReport ........................................................ 12 NewsletterandActivityGuide ................................................... 1� PrintandBroadcastMedia ........................................................ 1�

The Farmers Market TheFrontPorchStage ............................................................... 1� MarketPicnicGrove .................................................................. 1� TheMarketShed ....................................................................... 1� MarketplaceConcessions .......................................................... 1� VeggieValet ............................................................................... 1� Volunteers ................................................................................. 1� PetsintheMarket ..................................................................... 1� GleaningProgram ...................................................................... 1� Buskers ...................................................................................... 15

Programs and Special Events ThemedMarketDays ................................................................ 15 Chef@Market .......................................................................... 15 MeetMeattheMarket ............................................................. 15 FundraisingEvents ..................................................................... 16 HolidayFarmersMarkets ........................................................... 16

Market Currency MarketBucks ............................................................................. 16 ATM ........................................................................................... 17 ChangeService .......................................................................... 17 WICandSNAP ........................................................................... 17

Monitoring and Enforcement of Compliance Rules Monitoring................................................................................. 18 Enforcement .............................................................................. 18 Consequences ........................................................................... 18 RemedyofaNon-ComplianceIssue .......................................... 18

Appendices Merchandising101:SellingSmartandIncreasingProfits ......... 19 AChecklistforaSuccessfulMarketDay .................................... 21 On-SiteVendorComplianceChecklist ....................................... 22 VendorConcernForm ............................................................... 2� HealthDepartmentRegulations ................................................ 25 MarylandCottageIndustryLabelingRequirements .................. 26

Ocean Pines Farmers Market Handbook 5

About the Farmers Market

The Ocean Pines Farmers Market is Worcester County Maryland’s largestyear-roundfarmersmarket.Thiscommunity-orientedmarketisheldinWhiteHorseParkonSaturdaysundermajestic shade trees.Throughout theyear,themarketishometohundredsofvendors.Theestablishedfarmersmarketattractsacustomerfollowingfromalloverthecountyandbeyond.

TheOceanPinesFarmersMarketisaplacewherefarmers,ranchers,watermen,bakers,wineries,specialtyfoodpurveyorsandartisanalcraftsmencaninteractwithcustomersinacolorful,exciting,family-friendlyatmospherethatmimicstheopen-airvillagemarketspopularthroughoutEurope.Livemusic,cookingdemonstrationsandspecialeventsarejustapartofwhathappensweeklyatthispopularDelmarvafarmersmarket.

Our Mission

TheOceanPinesFarmersMarketoperatesasamarket that contributes tothesuccessoflocalfoods,growers,producers,smallbusinessesandartisans.Each market day’s goal is to create a vibrant community gathering. Themarketbuilds,nourishesandinspirescommunity.Asaninnovativemarket,thesuccessforourvendorsisourprimaryobjective.Listeningtoandlearningfrom our vendors and shoppers produces an outstanding farmers marketwherevendorsprosperandcommunitiesthrive.

Our Strategy

Itall startswithastrongfoundation.TheOceanPinesFarmersMarket isamarket that invests in its vendors and volunteers. This strong base allowsus to lead in the local farmersmarket community.Weareanorganizationthatattractsshopperstothemarketplace,allowingourvendorstoprosper.We are committed to providing business acceleration opportunities suchas continually expanding themarketplacewith a unique vendor selection,educationalopportunities,eventsandadiversifiedshopperbase.

6 Ocean Pines Farmers Market Handbook

MARKET SCHEDULE

Saturday Market - Spring & Summer

Location: WhiteHorsePark,239OceanParkway, OceanPines,MD21811 Dates:MaytoSeptember Hours:8amto1pm

Saturday Market – Fall & Winter

Location:WhiteHorsePark,239OceanParkway,OceanPines,MD21811Dates:OctobertoApril

Hours:8amto1pm

Ocean Pines Farmers Market Handbook 7

VENDOR SELECTIONTheOceanPinesFarmersMarketiscommittedtocreatingadiversemarket-placefeaturingtheregion’sbestvendorswiththehighestqualityandlocally-producedproductswhenavailable.

Application ConsiderationsTheOceanPinesFarmersMarketwillnotbeboundtoapplyaparticularsetofselectioncriteriaineveryinstanceandreservesunconditionaldiscretiontoacceptorrefuseanyoneasanOceanPinesFarmersMarketvendor.

Product BalancePrioritymaybegiventouniqueorunusualproductsnotalreadyrepresentedinthemarket.

Market NeedsThemarketseeksvendorswithproductsthatcomplementthemarketforawell-roundedproductbalance.

ExclusivityTheOceanPinesFarmersMarketdoesnotextendexclusiverightstoanyonevendortosellanyoneproduct.However,iftheOceanPinesFarmersMarketbelieves the number of vendors offering the same or similar products isexcessive,duplicateproductsmaybedeniedentry.

ConductThehistoryofcompliancewithmarketrulesandstateand localregulationsisconsideredalongwiththemarketattendanceofareturningvendor. ThepaymenthistoryoffeesandtheadherencetotheOceanPinesFarmersMarketpolicyprohibitingnegativeinfluentialviewsarealsoreviewed.

Product QualityVendors should offer consistently high product quality, including productfreshness,selectionandappeal.Acleanmarketboothandattractivedisplaysarealsocrucial.

SeniorityThe number of years a vendor has continuously sold at themarketwith apositiveattendancerecordandthehistoryofcompliancewithmarketruleswillbeconsidered.

RequirementsAll prospective vendors must complete and sign an Ocean Pines FarmersMarketVendorApplication.VendorsmustreadtheentirevendorhandbookbeforethestartoftheirseasontoensureafullunderstandingoftheOceanPinesFarmersMarketpoliciesandupdatedmaterials.

8 Ocean Pines Farmers Market Handbook

MARKET POLICIES

AsavaluedOceanPinesFarmersMarketvendor,youandyourat-marketstaffareresponsibleforreading,understandingandfollowingallapplicablemarketrules, policies and regulations pertaining to your business category. Thisincludes regulationsandpolicies setbyapplicable local and stateagencies.FollowingtheruleshelpskeeptheOceanPinesFarmersMarketavibrantandviablecommunityassetwiththehighestdegreeofintegrity.

Complying with the rulesmakes you a “vendor in good standing.” Actionsandbehavior that result in non-compliancewithmarket ruleswill result inarangeofconsequences,includingwarnings,probationandsuspension.Weappreciateyourcooperation!

Market Opening and Closing

ThevendorvehiclegatetoWhiteHorseParkisopenedat6:30amandclosesat7:45am.Allvendorsmustbeinplace,setupandreadytosellby7:45am;theymustremainsetupuntilthecloseofmarket.Thevendorgatere-opensat1:00pmforthedepartureofvendors.Novehiclesarepermittedtotravelwithinthemarketduringthehoursthefarmersmarketisopen.Intheeventthevendorsellsoutofproduct,theymustremainsetupandinplaceuntilthecloseofmarket. Ifthevendorknowsinadvancethattheywillneedtoleaveearly,thevendormayasktobeassigneda“visitingvendorlocation”thatisneartothevendorvehiclegate. In theeventofa latearrivaloranemergencydeparture, thevendormustcontactamemberofthemarket’smanagementteam.

Certifications and Licenses

Vendorsmust provide theOcean Pines FarmersMarketwith copies of anycertificationsandlicensesapplicabletothesaleoftheirproducts.Examplesareeggs,meat,poultryandseafoodsellerlicensesand/orcertifications

Compliance and Enforcement

Themarketmanagerandhisdesigneemay,withorwithoutnotice,evaluatevendor booths for the market’s compliance requirements and assesspenalties.

Ocean Pines Farmers Market Handbook 9

Honorable Marketing

Vendorsarenotpermittedtousethefollowingtechniqueswhileatthemarket:hawking,callingattentiontoproductsinaloud,repetitivepublicmannerorsellingproductsinanaggressiveway.

Attendance

Full-TimeVendor:A full-time vendor must attend 80% of market days to hold the vendor’sassignedlocationatthemarket.Thisminimumattendancerequirementmaybewaivedatthediscretionofthemarketmanagement.Attendancetrackingbeginswiththefirstscheduledmarketday.

Drop-InVendor:Adrop-invendormustscheduletheirparticipationatmarket5daysinadvanceofthemarketday.Drop-invendorswhodonothaveaconfirmedmarketboothassignmentshouldspeakwithmarketstaffbeforeenteringthemarket.

Canceling:A vendor canceling a scheduled market day is asked to provide 72 hours’notice.Noticemustbegivenbycallingoremailingthemarketmanager.

Weather Cancellation

TheOceanPinesFarmersMarketisanopen-airmarketandourpolicyisnottoclosethemarketduetoweatherunlessitisdeterminedthatitwillbeunsafeforvendors,volunteersandcustomers.Themarketreliesonseveralweatherpredictorstomakethebestdecisionforthesafetyofthemarket.Themarketmanagerwillcommunicateanymarketclosurestoallaffectedvendorswiththemost notice possible. Market closings will be posted on themarket’swebsite,socialmediaaccountsandemail.

10 Ocean Pines Farmers Market Handbook

THE VENDOR

Contact Information

Themarketwillnotreleaseanypersonalvendorinformationtothepublic.Ifrequested,themarketwillforwardtheinquiringparty’scontactinformationtothefarmersmarketvendor.

Customer Service and Courtesy

While at the market, vendors are expected to conduct themselvesprofessionallyatalltimes,behavingcourteouslytowardothermarketvendors,customers,managementandvolunteers.Vendorsmaynotpubliclydisparageothervendors,volunteers,management,customers,marketproductsorthefarmersmarket.

Protocol for Grievances

Complaintsorproblemsshouldbedirectedtothemarketmanagerinatimelymanner that is not disruptive to themarket. Vendorswho have concernsregarding other vendors’ compliance, safety or policies should complete avendorconcernform.Formswillbeavailablefromthemarketmanager.Themarketmanagerwillrevieweachconcernformandtheconcernedvendorwillreceiveaspecificresponsewithintwoweeks.

THE MARKET BOOTH

Booth Components Vendors supply their own market booth, including tables, tent/canopy/umbrellaandcoverings. Theboothandtablesmustnotbeahazardtothepublicorothervendors.

Amarketboothmust includea tablewhenmerchandise is tobedisplayed.Merchandisemaynotbedisplayedsolelyontheground. Large items,suchaspumpkins,largeartorfurniture,canbeplacedontheground.Nopartofaboothset-upmayextendintothecommoncustomertrafficareas.

Weights

Alltents/canopies/umbrellasandotherboothcoveringsarerequiredtohaveweights (minimum ten pounds) securely attached to each leg. This rule isstrictlyenforcedforeverymarketday,nomatterthepredicted,perceivedoractualweather.

Ocean Pines Farmers Market Handbook 11

Trip Hazards

Vendorsareresponsibleforensuringthatboothset-up,equipment,electricalcords,back-stockandallproductsdonotposesafetyhazardstoanyoneonpremises.

Assigned Location

Vendorsareassigneda locationbythemarketmanagement. Authorizationfrom the market management is required to change a vendor’s location.Change inavendor’sassignedmarketboothspacemayoccurattheOceanPinesFarmersMarket’sdiscretion.

Booth and Product Identification

Signs must be professional in appearance. Signs should be posted by theopeningofthemarketdayandremainposteduntilthemarketcloses.

Alldescriptionsofproductsmustbeaccurateandtruthful.Allitemsforsalemust be clearlymarkedwith the retail price. Pricesmay be posted on theproductwith an individual signorpostedas a list of priceson a large signboard,flyer/handoutorcatalog.

Trash Disposal

All trash generated by vendorsmust be removed at the end of the day. AtrashdumpsterislocatedbehindtheOceanPinesCommunityCenterforeasydisposal.Trashreceptaclesinthemarketareforcustomeruseonly.

Beforeleavingthemarket,allvendorsmustchecktheirboothspacesensuringthatalllitter,produceandotherproductdebrisisremoved.

Electricity

Electricalserviceisavailableatselectlocationsatthefarmersmarket.RequestforelectricalserviceshouldbemadetotheMarketManageratthetimeofapplication. AccesstoelectricityisnotguaranteedandprovidedatOceanPinesFarmersMarket’sdiscretion.Vendorsapprovedtouseelectricalpowerareresponsibleforprovidingtheirownoutdoorextensioncordsandmatstocoverallportionsofthecord.

Vendorsmayuseagenerator.Thegeneratorshouldbeplacedawayfromthepublicareastopreventanoiseconcern. Matsneedtocoverallportionsofextensioncordscomingfromthegenerator.

12 Ocean Pines Farmers Market Handbook

Transfer of Market Booth Space

Vendorsmaynotsubletorloanamarketboothspacetoothers.Ifavendorsells his or her business, the space does not transfer to the new businessowner.Thenewownermustsubmitanapplicationforapproval.TheOceanPineFarmersMarketdoesnotguaranteeacceptance.

Music at Market Booth

Vendorsarepermittedtoplaylow-volume“soft”musicattheirmarketbooth.Themusicshouldnotinterferewiththefarmersmarketorothervendorsoroffendcustomers.

MARKET PROMOTION AND COMMUNICATIONS

Themarkethasseveralsourcestohelppromotethemarketandourvendors,including a website, social media accounts (Facebook and Twitter) andpublications.Thesepowerfulmarketingtoolspromoteourmarketandvendorsbyalertingcustomersaboutin-seasoncrops,newartisanitems,specialdeals,andbyshowcasingthefarmers,foodproducers,artisansandsmallbusinesseswhobringtheirproductstoourmarket.

Website

The farmersmarket’swebpageatwww.oceanpines.org garners thousandsofvisitseachmonthandshowcaseswhat’sfreshatmarket,vendorproductprofilesandevents information. Thepagealso includesa rosterofcurrentvendorsparticipatingatthemarket.

Social Media

TheOceanPinesFarmersMarketisaleaderinusingsocialmediatobuildanonlinecommunity.Themarket’sFacebookandTwitterfeedsreachanaudienceofmarketfollowersfromalloverDelmarvaandbeyond.Themarket’sFacebookpagereceived1stplacehonorsin2015fromtheMarylandParks&RecreationAssociation. Ifyourbusiness is listedonFacebookorTwitter,please letusknowsowecan“Like”andfollowyou.

The Market Vendor Report

TheMarketVendorReportcirculatessemi-regularlytobringupdatesbyemailtocommunicatemarketnews,policychangesandotherinformationrelevanttoourmarketcommunity.Vendorsareexpectedtoreadthesecommunicationsthoroughlyastheycontainimportantandtime-sensitiveinformation.

Ocean Pines Farmers Market Handbook 1�

Newsletter and Activity Guide

Quarterly,theOceanPinesAssociationpublishesacommunitynewsletterandanactivityguide.Thenewsletterfeaturesarticlesaboutthemarket,includingspotlightsoneventsandvendors.Theactivityguidealsosharesselecteventsandhappeningstakingplaceatthemarket.

Print and Broadcast Media

Thefarmersmarketpurchasesprintadvertisingwithlocalpublishersincludingnewspapers,magazinesanddirectmailservices.Commercialsarealsoplacedwithradio,TVandclosed-circuitcablebroadcastmedia.

All of these channels of communication have proven effective in reachingpotentialcustomersandcanworkinconcertwithyourownmarketingeffortsorprovidehelpfulsupportwhileyouarebuildingyourownwebpresence.AsanOceanPinesFarmersMarketvendor,we inviteyoutotakeadvantageofthesetools,thoughitisuptoyoutoinformusofthenewsandinformationyouwouldlikeustosharewithourreaders.

Social Media AccountsFacebook:www.facebook.com/oceanpinesfarmersmarket

Twitter:@OPfarmersMktWebsite:www.oceanpines.org

THE FARMERS MARKET

The Front Porch Stage

Music at the market provides enjoyable entertainment, creates a festiveatmosphere and builds community. The Ocean Pines Farmers Marketschedulesmusicalactsanddisc jockeysforthemarket. Wheneveryoufindyourself tappingyour footordancing inyourbooth, thinkaboutgiving themusiciansatipintrade.MusiciansreportthattheirfavoritepartofplayingattheOceanPinesFarmersMarketisthegenerousgiftsofproduceandmarketgoodiestheyreceive.

Market Picnic Grove

Thisopengreenspaceis locatedattheheartofthefarmersmarket. PicnictablesarelocatedintheMarketPicnicGrovesomarketgoerscantakeabreakfromshopping,sitandrelaxorcatchupwithfriendsandneighbors.

1� Ocean Pines Farmers Market Handbook

The Market Shed

FansoftheOceanPinesFarmersMarketcanshowtheirsupportbypurchasingfarmers market logo merchandise. Shoppers will find items like ball caps,bumperstickers,aprons,teeshirtsandtotebags.These itemsareavailableforpurchaseeachSaturdayatTheMarketShedandinthelobbyoftheOceanPinesAdministrationbuildingduringtheweek.

Marketplace Concessions

Located in theMarket PicnicGrove, our concessions area is a placewherepatrons can purchase beverages and foods from food trucks and nonprofitorganizations.

Veggie Valet

TheOceanPinesFarmersMarketoffersaVeggieValetservicethat includeswagons and handbaskets for our shoppers. The free service can be foundat theMarket Information Booth. Market volunteers are available to helpcustomersloadtheirpurchasesintotheircars.Ifyouseecustomersstrugglingwithpurchases,besuretoletthemknowaboutthisgreatservice.

Volunteers

Our volunteer group, The Friends of the Ocean Pines Farmers Market, isa group of very special folks; we appreciate their service and we couldn’toperatethemarketwithoutthem.Youcan’tmissthem–theywillbewearinga blue apron and a giant smile! Volunteers donate their personal time tosupportourvendorsandhelpthemarketbystaffingtheMarketInformationBooth,supervisingkids’activities,organizingmarketeventsandassistingwithothermarket tasks. Annually, theOcean Pines FarmersMarket volunteerscontributeover1,000hourstothemarket.Youcanfollowourvolunteersatwww.facebook.com/FriendsoftheOceanPinesFarmersMarket

Pets in the Market

TheOcean Pines FarmersMarket is a pet-friendlymarket. Dogs are to bekeptonashortleashandkeptundercontrolattheowner’ssideatalltimes.Dogsaretobefriendlywithotherdogsandpeople. Apetownerneedstobeconsiderateofthosewhodonotwishtobeincontactwithdogsorotheranimals.Ownersmustcleanupafterpets.

Gleaning Program

TheOceanPinesFarmersMarketencouragesdonationsofperishablefoodattheendofthemarketdaytolocalnon-profits.Theseorganizationsefficientlydistribute unsold produce and other products to the local community.GleanersgenerallyarriveatthemarketduringthelasthourandcheckinwiththevolunteersattheMarketInformationBoothforpickupofdonateditems.

Ocean Pines Farmers Market Handbook 15

Buskers

Buskers are permitted at select Ocean Pines Farmers Market locations asspaceallows.TheyareaskedtocheckinattheMarketInformationBoothandadheretoassignedlocationswithinthemarketfootprint.

Electronic amplification is not allowed nor is any disruptive performancethat impedescommunicationbetweenvendorsandcustomers.VendorsareencouragedtocommunicatewithOceanPinesFarmersMarketstaffiftheseguidelinesarenotbeingfollowedbyanindividualbusker.

PROGRAMS AND SPECIAL EVENTS

MarketprogramsandspecialeventsarethevehiclesforenhancingtheOceanPines Farmers Market’s educational experience. The Ocean Pines FarmersMarketbelievesifthemarketistocontinuetogrowandflourishitiscriticaltoeducateconsumersonthevalueofsupportingregionalagriculture,artisansandsmallbusinesses.Fundingfortheseactivitiesisraisedthroughsponsors,fundraisersandin-kinddonations.Inaddition,volunteersgivecountlesshoursoftheirtimetoensurethesuccessoftheseevents.

Themed Market Days

The Ocean Pines Farmers Market celebrates seasonal foods with demon-strations, children’s activities, recipes and other educational activities atthemarket.Theyserveasbothpromotionalandeducationalopportunities,drawingpeople to themarket to learnfirsthand thebenefitsof supportingregionalagricultureandeatinglocal.

Chef @ Market

Chef@Marketisaseriesofopen-airhostedcookingdemonstrationsattheOceanPinesFarmersMarket.Market-goerswatchchefs,marketvendorsandothercookingprosturnthemarket’sseasonalbountyintosimple,delectabledishes.

Meet Me at the Market

MeetMeattheMarketeventsareofferedby lifestyleexperts,authorsandother professionals. These conversations or workshops create the perfectopportunitytomeetandlearnfromourcommunity.

16 Ocean Pines Farmers Market Handbook

Fundraising Events

Eachyear,themarketholdsfundraisingeventsforthemarketitselfandselectnonprofit organizations. Thesemarket events often include special visitingvendors,invitedguests,demonstrationsandspecialentertainment.Themarketdayeventmayincludecontestsforshoppers,rafflesandotherpromotionstohelpraisefundsandcreateawarenessfortheselectedorganization.

Holiday Farmers Markets

Themarketcelebratesmanyof themajorholidaysthroughouttheyear. AspringEasterMarketisfollowedbybusysummerholidaymarketsthatincludeMemorialDay,July4thandLaborDay.Asthecalendarturnstofall,themarketmovesaheadtocelebratewithafallHalloweenmarketandDelmarva’slargestThanksgivingfarmersmarketwhichwelcomestheopeningofallthetraditionalwinterholidaymarketsincludingChristmas,Hanukkah,KwanzaaandtheNewYear.Holidaymarketsoftenincludespecialeventsandactivitiestopromoteshoppingwithourvendors.

Ocean Pines Farmers Market Handbook 17

MARKET CURRENCY

VendorsoftheOceanPinesFarmersMarketarerequiredtohonorallformsofthemarket’scurrency.

Market Bucks

TopurchaseMarketBucks,shoppersusecashorpersonalcheckattheMarketInformationBooth.TheBuckscomeina$5denomination.TheseBucksareeligibletopurchaseallmarketitemsandshouldbetreatedexactlylikea$5bill.Cashchangeisgivenforapurchaseamountlessthan$5.

MarketBucksarenon-refundableoncepurchasedandexpireoneyearfromthe purchase date. The expiration date is found on the front of the Buck.IfanexpiredBuck ispresented,pleasecontactmarketmanagementbeforedecliningtheMarketBuck.

Vendors redeem acceptedMarket Bucks at theMarket Information Booth.Redemptionisavailabletovendorsuntil30minutesafterthemarketcloses.

ATM

An on-site ATM is available in the lobby of the Ocean Pines AssociationAdministrationBuilding,adjacenttoWhiteHorsePark.

Change Service

A limited amount of change is available at theMarket Information Booth.Vendorscancashinlargerdollarbillsforsmallerbills.Vendorsshouldcomepreparedwiththecorrectchangeneededtooperatetheirbusiness,andshouldonlyusethisserviceinanemergency.

WIC and SNAP

All Ocean Pines Farmers Market vendors selling eligible products areencouragedtoparticipateintheMarylandSNAPandWICprograms.ToapplytobeeligibletoacceptcheckscontactShelbyWaston,AgriculturalMarketingSpecialist,MarylandDepartmentofAgricultureat(410)841-5776.

18 Ocean Pines Farmers Market Handbook

MONITORING AND ENFORCEMENT OF COMPLIANCE RULES

VendorsshareresponsibilityforkeepingtheOceanPinesFarmersMarketviableandensuringpublic safety.By following the rulesdescribed in theprevioussections,vendorswillremaina“vendoringoodstanding”andhelpcreateasafe,funandprofitablemarketenvironment.Violationoftheruleswillputthevendor“outofcompliance”andresultinarangeofconsequences.

MonitoringTheOceanPinesFarmersMarketfrequentlymonitorsmarketactivitytoensurethatvendorsarecomplyingwiththerules.Themarketalsokeepsrecordsofviolations, including local and state regulations, customer complaints, latepaymentoffees,etc.,thatmayputavendoroutofcompliance.Themarketutilizesachecklistasatooltoregulateat-marketcompliance.

EnforcementAllrulesofthemarketareenforcedbythemarketmanagerorhisdesignee,whohasultimateon-siteauthority.Themarketwillregularlyevaluatevendorsusing a vendor compliance checklist. TheOcean Pines FarmersMarketwillcontact the business owner to address the non-complying behavior andcorrespondingconsequence.

Customercomplaintswillbeforwardedtovendorsandkeptonfile.Complaintsmayresultindisciplinaryaction,includingremovalfromthemarket.

ConsequencesIfavendordoesnotabidebytherulesoftheOceanPinesFarmersMarketorcomplywith state, and local regulations applicable tomarket participation,themarketmanagerordesigneemay takeanyactiondeemedappropriate,includingbarringthevendorfromsellingatthemarketforthatdayandanyfuturemarketdays.

Disciplinaryactionmaytaketheformofaverbalwarningorawrittennoticeofnon-compliancethatmayincludeprobationorsuspension.Probationputsavendoronnoticethatanyfurtherviolationswillleadtosuspension.

TheOceanPinesFarmersMarketreservestherighttomakeexceptiontotheserulesandenforcementpoliciesatitsdiscretion.

Remedy of a Non-Compliance IssueThevendormustcorrecttheviolationleadingtotheverbalwarningorwrittennoticeofnon-compliance immediatelyorbythe followingweek,whichevertheOceanPinesFarmersMarketdeterminestobeappropriate.Ifthesituationhasnotbeenremediedbythefollowingweek,thevendormaybesuspendedfromthemarketforaweekorseasonandforfeittheirmarketboothfee.

Ocean Pines Farmers Market Handbook 19

Merchandising 101: Selling Smart and Increasing Profits

Rememberthatmostmarketcustomersareinterestedinapersonalconnectionwith vendor businesses andmarket staff. Grow yourmarket experience bycultivatingaloyalclientele.Cultivateauniqueidentityforyourself!

Theoptionsareendless.Somesuggestions:

• Createabanner to clearlydisplayyourbusinessname locationandlogo.

• Wearbrandedt-shirtsorapronsthatdisplayyourbusinesslogo.• Wearnametagstobuildapersonalbondwithshoppers.• Learnthenamesoffrequentshoppers.• Takeadvantageoftheopportunitytoeducateshopperswithaflyerto

distributetocustomers.• Mostimportantly,createanattractive,invitingandaccessiblebooth.

Thisincludesaboothfreeoftriphazardsandonewithsignagethatclearly displays prices and product varieties, straight tablecloths, asmilingvendorandbeautifulproducts.

Achievesuccessbydeliveringexcellentcustomerservice.Turnonthecharm!If you are not a “people person,” send someone to market who is. Makesureon-sitestaffareknowledgeableaboutyourproductsandyourbusiness.Keepinmindthatcontinuityofsalespeoplebuildsrelationshipswithrepeatcustomers.Bringtop-qualityproductstogettopprices.Again,mostmarketshoppers seek out the farmersmarket to find fresh, high-quality products.Investyourtimewisely:

• Bepreparedandallowenoughtimefortravel,parkingyourvehicle,boothsetup,abathroombreakandanyotherpre-marketnecessities.

• Bereadytosellat7:45am.Themajorityofyoursalesmayoccurwithinthemarket’sfirstcoupleofhours.

• Bring everything you need.Mostmarket stalls are a 15’ x 15’ barepieceofland.

20 Ocean Pines Farmers Market Handbook

• Letyourcustomerstastethedifference!Samplingcanincreasesalesupto30%.Askcustomers,“Haveyouevertriedthisvariety?”Besuretofollowprepackaged,closedcontainersamplingguidelines.

• Offerrecipes,servingandstoragesuggestions.Findrecipesthataresimpleandcontainafewingredientsthatcanbefoundatyourstandorotherpartsofthemarket.

• Take advantage of socialmedia.More andmore shoppers look forinformationviasocialmedia.Dependingonyourproduct,availabilityand interest, consider starting a Facebook, Twitter or Instagramaccounttosharenewproducts,eventsandotherinformationrelatedtoyourbusiness.

• Startanemaillist.Letyourloyalcustomerssignupforamailinglistsoyoucaninformthemaboutspecialopportunities,othermarketsandlocationstheycanfindyouoryourproduct.

Ocean Pines Farmers Market Handbook 21

A Checklist for a Successful Market Day

Carefulplanningformarketisessentialtoyoursuccess.Beontimeandreadytosellby7:45amforan8:00amopeningofthefarmersmarket.

Makeachecklist!Herearesomeexamplesofitemstoinclude:

□ Marketmanager’scellphonenumber.(DavidBean410-251-6383)

□ Canopy/tent/umbrellaand10poundsofweightminimumforeachleg ofthecanopy

□ Boothstructure:tables,tablecovering,racks,shelvesandother displayinfrastructure

□ Displaycontainersforyourproduct

□ Bags(paperorreusablearebest,plasticformeats)

□ Cashboxandbank.Bepreparedtomakechangefor$20bills

□ Licensedscale(asappropriateforyourproducts)

□ Checkoutitems:pencils,pens,calculator,salesrecord/receipt book,notepad,bags

□ Trashcan

□ Signage–bannerhungateyelevel

□ Individualproductnames,pricesandhowtheitemissold (byweight,piece,andquantity)

□ Educationalflair:handoutswithrecipes,how-to’s,newitems

□ Informationaboutyourbusinessandbusinesscards

□ Miscellaneousdisplayitemssuchasbaskets,risers,displayracks

□ Personalcomfortitems:weathergear,waterbottle,arubbermaton whichtostand,heater

□ Yourcustomerservicepersonality—abigsmileisyourbestasset

22 Ocean Pines Farmers Market Handbook

ON-SITE VENDOR COMPLIANCE CHECKLIST

Vendors are responsible at all times to adhere to theOceanPines FarmersMarket’s rules and policies. Ongoing inspections will occur to ensure thatallvendorsareconductingbusinessinamannerthatcreatesasafeandfairenvironmentforshoppers,staffandvendors.ThefollowingisachecklisttheOceanPinesFarmersMarketmayutilizetomonitorvendorcompliance.

Booth Safety

□ Aminimumof10poundcanopy/tent/umbrellaweightssecurelyattached toeachleg.Weightsmustnotposeatrippinghazard.

□ Ifusingelectricity,outdoorextensioncordsarecompletelycovered andsetupwithregardforpublicsafety.

□ Boothissetupwithregardforpublicsafety.

□ Allcomponentsofthebootharecontainedwithintheboundaries ofthebooth.

□ Ifboothisgeneratingwaste,atrashreceptaclemustbeavailable forcustomerstouse.Vendorsareexpectedtotakethiswastewiththem.

Health Codes and Regulations

□ Foodisstored/displayedofftheground(6”)orinimperviousplastictubs.

□ Non-producefoodproductsareindividuallywrapped.

□ Safeclosed-containersamplingispracticed.

Signage

□ Ifvendorclaimsproductsareorganic,certificationmustbeposted.

□ Allpackagedfoodislabeledwithnameoftheproduct,net weight,ingredientsindescendingorderbyweightandnameand addressofproducer.

Ocean Pines Farmers Market Handbook 2�

VENDORCONCERN FORM

Ocean Pines Farmers Market vendors who have concerns about a marketvendorscompliancewithmarketrulesshouldsubmitthisconcernform.Formsaresubmitteddirectlytothemarketmanagerwithinoneweekofthemarketduringwhichtheallegedviolationoccurred.

The Ocean Pines Farmers Market will not reveal the inquiring vendor’s name.

DateofConcern:

VendorBusinessName:

YourName:

Your Concern.Pleaseusethevendorhandbooktoreferencethepolicywithwhichyouhaveaconcern. If this isacomplaint regardingavendor,specifyvendor’sname.

Form Continued on Back

2� Ocean Pines Farmers Market Handbook

Marketdateandapproximatetimeatwhichtheviolationoccurred(ifany):Pleasestatethespecificsoftheviolationoftherule.Provideanyevidencethatsupportsyourconcern.

Signed: Date:

DateRec’d. By:Notes:

ForMarketUseOnly:

Ocean Pines Farmers Market Handbook 25

Health Department Regulations

ApplicabletoaMaryland/WorcesterCountyFarmersMarket

AccordingtoMaryland’sHealthCodeCOMAR10.15.03.27,thefollowingfoodsarepermittedtobesoldatafarmersmarketwithoutaHealthDepartmentlicense.

1. Prepackaged,non-potentiallyhazardousfoods.Theseitemsinclude:• Whole,unprocessedfruitsandvegetables• Hot-filledcannedacidjellies,jamspreservesandbutters.Must

belabeledincompliancewithCOMAR10.15.03.27.• Prepackaged,non-potentiallyhazardousbakedgoodsandcandy.

MustbelabeledincompliancewithCOMAR10.15.03.27.• Unflavoredrawhoney• Prepackaged non-potentially hazardous food produced by a

licensedentity.

2. The following potentially hazardous foodmay be soldwith a currentDHMHorMDAlicense:

• Eggs–VendorsmustbecurrentlyregisteredwiththeMarylandDepartment of Agriculture. Registration must be displayedduringoperation.

• MeatsandPoultry–VendormusthaveacurrentOn-FarmHomeProcessing License issued by the Department of Health andMentalHygiene.Licensemustbedisplayedduringoperation.

3. Thefollowingitemsarepermittedtobesold,providedthevendorhasobtainedaMobileVendorLicensefortheHealthDepartment.

• Wholefishandheads-onshrimp.• Crabmeat• Shellstock(clams,oysters,mussels,etc.)• OtherpotentiallyhazardousfoodsasapprovedbytheWorcester

CountyHealthDepartment.

4. Thefollowingfoodsandactivitiesareprohibitedatafarmersmarket:• Cut,processedfruitsandvegetables• Bakedgoodswithcustard,creamcheese,meringuetoppings,

basesorfillings• Flavoredhoney• Picklesandrelishes• Canneditemsnotproducedinalicensedprocessingfacility• Dispensingopensamplesoffoodproductsandcandies• Cookingfoods• Providing food to the public that is cooked during a cooking

demonstration• Shucking,cutting,slicing,etc.ofanyfood

26 Ocean Pines Farmers Market Handbook

Maryland Cottage Industry Labeling Requirements

Allprepackagedfoodsofferedforsaleatafarmersmarketmustcontainthefollowinginformationoneveryprepackagedfooditem:

Thenameandaddressofthecottagefoodbusiness;*• Thenameofthecottagefoodproduct;**• Theingredientsofthecottagefoodproductindescendingorderofthe

amountofeachingredientbyweight;• Thenetweightornetvolumeofthecottagefoodproduct;• Allergeninformationasspecifiedbyfederallabelingrequirements;• Nutritionalinformationasspecifiedbyfederallabelingrequirements,

ifanynutritionalinformationclaimismadeandprintedin10pointorlargertypeinacolorthatprovidesaclearcontrasttothebackgroundofthelabel:“MadebyacottagefoodbusinessthatisnotsubjecttoMaryland’sfoodsafetyregulations.”

* Cottagefoodbusinessmeansabusinessthatproducesorpackages cottagefoodproductsinaresidentialkitchen.**Cottagefoodproductmeansanon-potentiallyhazardousfoodas specifiedinCOMAR10.15.03.27thatisofferedforsaleonlyata farmersmarketorpublicevent.

StrawberryJam8oz.

Ingredients:strawberries,sugar,pectin

ExampleFarms1234FarmsRoad

Anywhere,MD55555

MadebyacottagefoodbusinessthatisnotsubjecttoMaryland’sfoodsafetyregulations

OceanPinesAssociation,Inc

AdministrationOffice239OceanParkway

OceanPines,MD21811410-641-7717–MainNumber410-641-5581–FaxNumber

Monday–Friday8:00am–5:00pm

www.oceanpines.org