Market Location & Schedule

The Thursday Market is located outdoors at: 18401 Yonge Street, East Gwillimbury, ON, L9N
0A2 (Fieldgate (Lowe’s) Plaza at Green Lane & Yonge), on Market Street. The Market will start on May 23, 2019 and will finish on October 3, 2019. Each Market day will begin at 2pm and will run until 7pm.

Application and Fees

To rent space at the East Gwillimbury Farmers’ Market, each Vendor must submit an Application and pay the prescribed fee which covers rental of a market space. Vendor applications are to be submitted online via the website www.eastgwillimbury.ca/farmersmarket or emailed to eastgwillimburyfarmersmarker@gmail.com.If any problems occur with this process contact the Town of East Gwillimbury Staff representative, Rhonda Pogue by emailing her at rpogue@eastgwillimbury.ca. Applications will be reviewed and approved by the Farmers’ Market Advisory Committee. The prospective Vendor will be notified as soon as possible in advance of their anticipated start date. No Vendor will be permitted to participate in the Market without the Application being submitted and approved along with the prescribed payment being received.

Payments must be made by cash, or cheque, payable to the East Gwillimbury Farmers Market and can be mailed or delivered to: Town of East Gwillimbury, Attention: Rhonda Pogue, 19000 Leslie Street, Sharon, ON L0G 1V0 (905-478-4283 x1409, rpogue@eastgwillimbury.ca). NSF cheques will have a surcharge of $51.80. The East Gwillimbury Farmers’ Market will not accept any applications or fee payments on Market days. Non-registered Vendors are not permitted and must leave the market if this does occur.

Your registration fee is a contribution to market managing, promotion, and advertising, and will not be refunded in full or in part after May 23, 2019.

Vendor and Product Eligibility

The Farmers’ Market Advisory Committee will endeavor to provide variety and choice for our customers when selecting/approving Vendors for the market therefore there will be no exclusivity for any product. Each Vendor is responsible for providing verification that all saleable products are made, produced or grown by the Vendor in Ontario with preference given to those within a 100-mile or 161-kilometer radius of the Market. Up to 30% of the produce may be resale of other local growers’ produce, subject to the approval of the Town of East Gwillimbury Farmers’ Market Advisory Committee.

Each item not produced by the Vendor must be documented with a Farm of Origin certificate and verifiable by the Farmers’ Market Advisory Committee. This ratio may vary week to week, and will be averaged over the season. When items are found for sale, that were not previously approved, if requested, the Vendor will be required to remove the products from their market space immediately. The East Gwillimbury Farmers’ Market reserves the right to make unscheduled visits to the vendor’s premises to verify that the application information is valid. Vendors will be required to comply with all applicable municipal, regional, provincial and federal product, sales, food safety and health regulations. All vendors producing food products for sale will be required to use a Health Board certified kitchen to prepare their products.

The East Gwillimbury Farmers’ Market is Vendor focused, with a target of the majority of Vendors being farmers or producers of agricultural products. Artisanal Vendors are welcome to participate, subject to the provisions set out in this document. The ratio of farmer Vendors to artisanal Vendors will generally target 2:1. All artisanal products must be handcrafted and not factory made or commercially produced. Flea market or similar mass-manufactured items are not permitted. Artisanal Vendors must provide a sample to the Farmers’ Market Advisory Committee upon request. All items intended for sale must be listed on the Vendor Application form and approved by the Farmers’ Market Advisory Committee. The display or sale of live animals by Vendors is not permitted.

Market Timing

Vendors are to arrive with sufficient time to be fully set up by 2 pm for customers
Vendors are required to locate their vehicles within the designated parking spaces.
Vendors must remain open for sales until 7 pm.

Vendor Space

All vendor spaces will be assigned by the Market Manager. Renewing Vendors’ preferred location will be considered before First-time Vendors’ preferences. Daily Vendors will be assigned space on a first-come, first-served basis. Vendor spaces may be changed at the discretion of the Market Manager any time through the season. Vendors who are not present to claim their assigned space before the market opens may not be allocated their usual space.
Vendors must display the price of items being sold on their tables or on the item
The Market Manager is authorized to approve any extraneous signs, decorations or displays in the Vendor's space. The East Gwillimbury Farmers’ Market reserves the right to request that any signs, decorations or displays be changed or removed at the discretion of the Market Manager.

Vendors are responsible for supplying, setting up and removing their tables, chairs, canopies or other coverings and display materials. It is the responsibility of the vendor to supply their own electrical cord if required.
Vendors are responsible to have all canopies secured with sufficient weights.
A limited number of electrical outlets are available at certain locations, and Vendors must request the use of electricity on the application form. Fees are applicable as published. The availability and fees will be confirmed after applications are approved.
Vendors must bring their own recycling and garbage containers for their market space if they will have any waste materials. At the close of business on Market days, each Vendor will be responsible for complete cleanup of their market space including the removal of all recyclable packaging, compostable materials, refuse, etc. which must be removed from the Fieldgate property.

Attendance

Vendors are required to notify the Market Manager by phone or e-mail as soon as possible if they are not able to attend. The Market Manager, at his/her discretion, may re-allocate this market space to another vendor.
If a Vendor chooses to leave the Market prior to the end of the season, there are no refunds of their application fee. There is no transfer or sub-letting of Vendor space.
Market Space vacated prior to the end of the rental term will be re-allocated at the discretion of the Market Manager.

Legislation

Vendors are responsible for obtaining all necessary licenses, permits, inspections and certificates for the sale of their products ensuring that they have complied with all applicable municipal, regional, provincial, and federal regulations related to food product/ sale/safety and all income- reporting requirements.
Compliance with Provincial and Federal Sales Tax Regulation is the responsibility of the individual Vendor. Issues arising from any failure to comply are the sole responsibility of the Vendor.
Periodic inspections will be conducted at the market by York Regional Health Services.

Facilities and Property

No Vendor is authorized to make any change or alteration to Fieldgate property
The East Gwillimbury Farmers’ Market Advisory Committee and/or the Market Manager and/or the East Gwillimbury Farmers’ Market and/or The Corporation of the Town of East Gwillimbury and/or Fieldgate will not be held liable and/or responsible for any Vendors’ items damaged or destroyed by fire, vandalism, theft, or by any other cause.
Vendors accept full responsibility for any loss, damage or accident occurring at the Market as a result of any negligence or willful default by any Vendor.
Vendors will not be permitted to smoke at their booth. A designated smoking area will be assigned.

Cancellation Policy

The East Gwillimbury Farmers’ Market aims to be an all-weather market and Vendors are to be prepared for any weather. The Market Manager reserves the right to cancel or close the market should there be severe weather conditions. Any cancellation decision will be made on-site at the market

Feedback Policy

The market operates in a continuous-improvement mindset. Vendor concerns, disputes or issues will be handled in writing, rather than at the market in front of customers.

Penalties for Non-Compliance

Any Vendor who contravenes any of the provisions of the Rules & Regulations Agreement may have their rental agreement terminated immediately either on site or by written notice at the discretion of the Market Manager. The Market Manager has the authority to notify a Vendor to leave the Market site immediately if they have not complied with the provisions of the Rules & Regulations Agreement. The Farmers’ Market Advisory Committee will adjudicate any disputes that are unresolved by the Market Manager.

Community Groups and Green Lane Common Tenants

Green Lane Common tenants, non-profit groups/community organizations/service clubs will be permitted space at the Market at no charge. Generally, there will be one Market space available on each Market day for promotion or educational purposes or for periodic sales of products to raise funds for charitable purposes. Use of the space will be allocated on a first-come, first- served basis within a maximum number of approved days allotted by the Farmers’ Market Advisory Committee.