1. Name
The official name of the market will be TERRA’s Winter Market Express (hereafter called TWM).
2. Purpose
The purpose of this document is to describe the organization and administration of TERRA’s Winter Market, and to outline the rules and regulations to be followed.
3. Mission
The TWM will sell and promote locally produced food and food products for the benefit of the community, local farmers and businesses.
4. Vision
The TWM will be a vibrant and economically sustainable market offering fresh, locally grown, produced food and artisan products.
5. Key objectives of the market
a) To create a place where local farmers and artisans can sell their produce, food and products at prices which reflect the costs of production and a fair return for their efforts.
b) To create a place where residents of, and visitors to TERRA can purchase fresh, locally grown, produced foods and artisan products.
c) To create a place where the community gathers to socialize and have fun, safely.
6. Market locations, dates and hours
Milton: 12800 Britannia Rd. Milton, ON L9E 0V3
Hamilton: 340 RR 20, Hannon, ON L0R 1P0
The TWM will operate on Saturday & Sunday in Milton/Hamilton from 10am to 2pm. Vendors are responsible to arrive at 9am to set up. The market will run for five‐week period January 9th to February 6th 2021.
7. Application and selection process
Participation in the TWM is by acceptance by the TERRA’S Winter Market Selection Committee (TWMSC). Producers may sell additional produce grown by a relative, a neighbour farmer or an approved association. All vendors must have an application form on file with the TWMSC to be considered for space rental. All products being sold in the Market will comply with applicable Provincial and Federal regulations regarding labeling, measuring, safety etc. Compliance with these regulations is the responsibility of the individual vendor. Live animals cannot be sold or given away
at the Market. The TWMSC reserves the right to accept or deny any application regardless of prior year’s participation.
8. Stall rental fee
The market stall rental fee for 5 Saturdays or Sundays is $175. Please note for the 2021 season, we are NOT offering the option to do half season.
9. Stall allocation
The TWMSC shall allocate vendor space as follows:
The final stall allocation will include an appropriate product mix and will be at the discretion of the TWMSC.
10. Vendor responsibilities
Compliance
Vendors must fully comply with the Rules and Regulations as set out in this document. Failure to do so may be grounds for termination of the Vendor Agreement and membership.
Punctuality
Vendors may enter the TWM site at 9:00am and no later than 9:30am on market day to start setting up. Vendors who arrive late (past 9:30 a.m.) will be fined $25. Vendors who arrive after 9:30am will not be allowed to park or unload at their site. Vendors shall be open for business by 10:00am and shall make every effort to notify the TWMSC as soon as possible if they are not going to be in attendance that week. Vendors must keep their booths/stalls/tables open for the entire Market Day; even if they sell out they are not to begin to tear down before 2:00pm. Vendors who depart early from the TWM (before 2:00 p.m.) will be fined $25. Vendors must have their vehicles packed and their stall areas swept clean by 3pm.
Attendance
If a vendor is absent more than 2 consecutive market days it is the TWMSC’s discretion to terminate the vendors approval to attend the TWM. If a vendor approval is terminated the TWM payment will not be refunded for any missed or outstanding days.
Payment of Fees
All applicable fees must be paid prior to setup.
Product selection
The Market application and page two of the Farmers' Market Vendor Information Form (types of food) must have a corresponding detailed list of products intended to be sold throughout the entire duration of the market. Products may not be added during the time of the market. Sampling of products will not be permitted at the 2021 market.
Displays
Vendors are responsible for providing their own tables (max 6” x 3”), display materials (displays, chairs etc) and setting up and tearing down any displays. Vendors must keep within appointed stall guidelines, not interfering with walkways. Every vendor participating in the market must have their name/business/contact information prominently displayed. Tents or umbrellas will not be permitted.
Vendor Social Distancing and PPE
Vendors must remain at their own booth/stalls when selling. Social distancing parameters will be clearly laid out for the safety of vendors and customers. Vendors must stay within these set social distancing parameters. Vendors are to wear a face covering or a mask while on TERRA property at all times.
Selling of Goods
All vendors are responsible for the organization of sales prior to the market day. Vendors will not be allowed to sell to walk in customers or set up elaborate product displays. Only products that have been pre ordered should be brought to the market for distribution.
Sampling
Sampling of food, beverages or goods will not be permitted this season.
Customer Surname Pick up
Vendors are to organize orders by surname for pick up according to the surname time table. Customer surnames will be periodically checked at the market entrance. Customers coming in to collect orders outside of their timeslot will be asked to wait for their designated timeslot time. Vendors that do not properly organize their order pickups will be fined $25 up to three times before forfeiting their spot as a vendor.
Surname Time Table
A-G 10:00-11:00 pm
H-N 11:00- 12:00 pm
O- T 12:00- 1:00pm
U-Z 1:00pm – 2:00pm
Conducting Business
Sales must be conducted in an orderly and business‐like way. No shouting or other objectionable means of soliciting trade are permitted.
Vendor conduct
Any person/vendor may be removed from the TWM if the conduct of said person/vendor is deemed threatening or where the conduct of that person disrupts or interferes with the use and enjoyment of the Market by any other person. Examples of prohibited behavior include the following: inappropriate or foul language, insults, disparaging comments, interfering with market operations, and behaving in an overtly aggressive manner (such as yelling and arguing). Defiling the TWM brand or image on social media is prohibited and will not be tolerated. It is under the discretion/opinion of the TWMSC whether a person/vendor violates this policy at which time the TWMSC has the right to revoke the person/vendor’s right to attend the TWM. The TWMSC is not liable for any damages, whether direct or consequential, resulting from the revocation of vendor approval.
Permits
Vendors are responsible for obtaining all necessary licenses, permits, inspections and certificates for the sale of their products.
Refuse
Booth/stalls/tables must be kept free from refuse during the Market days, and vendors are responsible for ensuring their stalls are left clean and swept at the end of the day. Vendors must take all refuse bags with them at the end of the day.
Prohibited
No alcoholic beverages are permitted on the Market site. Vendors and their representatives are kindly requested to refrain from smoking while on the TWM site.
Sub‐letting
Under no circumstances will the TWM permit the subletting of stall space without explicit written consent of the TWMSC.
Insurance
Insurance coverage is the responsibility of the individual vendor. TWM bears no responsibility for any vendor's property at the market. Vendors must provide proof of minimum $2 Million liability insurance.
11. Incidents/accidents
All market vendors must report any incidents or accidents at the market to TWMSC on the day the incident occurred.
12. Amendments to this document
This document may be amended at any time at the discretion of the TWMSC.
13. If the market were to be shut down for any reason including but not limited to weather issues, pandemics, facilitates issues, regulatory issues made by the city of Hamilton, Town of Milton, Halton Region or Halton Health or any other reasons, TERRA is not liable for any damages, costs, or market stall fee balances whether direct or consequential, resulting from the revocation of vendor approval or termination of the market.
