2024 Market Policies

Site:  Swain Green Parking Lot, Wilmington, MA
Time:  10:00 am - 1:00 pm
Dates:  June 2 - October 6

Below, please read the Market Policies, making sure to click ACCEPT after every section.  All vendors are required to submit their acceptance of our policies to be accepted into the Summer Market.
    A. PURPOSE
    The purpose of the Wilmington Farmers Market is to provide a place where community members can purchase fresh produce directly from farmers growing ideally within a 40-mile radius of Wilmington. (Shorter travel distances will ensure fresher produce at the market.)
    Also:
    • To provide a diverse and interesting selection of locally grown fruits and vegetables, and locally produced goods direct from the producer.
    • To educate our community about the importance of sustainable agriculture.
    • To partner with local organizations to promote education about healthy eating.
    • To provide a self-sustaining social experience and to foster a sense of community in Wilmington.

    B. VENDOR POLICIES
    Market Layout:     The market will consist of at least two farmers, and a variety of local artisans and community organizations. The map of the market and booth assignments may vary during the season.  Weekly vendors will be assigned the same space each week and the Market will assign other vendors' space accordingly. 

    Applications: Anyone wishing to set up a booth must submit an application to the Market Manager or Vendor Relations Manager in advance of opening day. During the season, limited attendance applications may be sent, but space may not be available. All applications are screened for appropriateness to the goals of the market. The online application can be found HERE. 
    Market participants are re-evaluated annually. Acceptance for one season does not guarantee acceptance in subsequent seasons. A complete application, with copies of all licenses and proof of liability insurance relevant to that business must be submitted for market review. 

    Insurance: All vendors are required to carry liability insurance for their own protection. 
    ​Weekly Vendor Fees: $35.00 per booth. Booth space is one 10 x 10 space. Vendors may rent a maximum of two spaces. 
    Payments must be made online, and is expected once a vendor is accepted into the market. Vendors may pay for the entire season in advance, which entitles vendors to pay a rate of $25 per week (total of $450) by June 1. Non-farm vendors and vendors not attending weekly must pay when application is accepted and selling dates are agreed upon. Vendors must check in with the Market Manager before setting up a booth. Vendors can pay for 9-17 weeks in advance and enjoy a rate of $30 per week, if paid by June 1.   If you have not paid your fee, you may not set up until it is paid. Manager will not seek out vendors for payment during weekly set up. Fees must be paid in advance.
     
    All unpaid fees from previous seasons must be paid before vendor’s application will be accepted, and vendor scheduled.

    Refund Policy: Vendor booth fees are non-refundable.
    Attendance: Farms and non-farm vendors are required to attend every week that they have committed to.  A “no-show” is defined as a vendor’s non-emergency absence from the market without at least 48-hour notice and a valid reason for absence.  A vendor who is a “no-show” on a scheduled date will forfeit the booth fee for that date, and may be charged an additional $25 No Show fee. Vendors who are “no-shows” for three scheduled consecutive or non-consecutive market dates in one season will be excluded from the market for the remainder of the season, and may not be invited to return for subsequent seasons.

    Rain or shine: The market will be held “rain or shine” unless the weather in Wilmington is dangerous. Vendors are expected to attend as scheduled during inclement weather unless the weather in Wilmington is dangerous. The WFMA Board of Directors or Market Manager will notify of any cancelations due to severe weather forecasted by 20-24 hours prior to the market opening. Refunds will not be provided for market dates cancelled due to dangerous weather, but vendors will be offered the opportunity to reschedule to a different date as available.

    Start and stop times: The market will open at 10:00 am, which will be signaled by the ringing of a bell. No sales will be made before the opening bell. Vendors are expected to arrive at least 30 minutes prior to the opening bell. Prices must be set before 10:00 am and may not be changed. All vendors must be ready to sell at the start of the market. The market will close at 1:00 pm. All vendors are expected to shut down promptly.  No vehicles will be allowed to move within the market beginning one-half hour before opening bell. Vehicles may be moved no earlier than 30 minutes after closing bell. Vendors may not break down stalls before the closing bell. Vendors must clean their areas, take home trash, and be ready to leave by 2:00 pm. 
    Site visits: All vendors are subject to farm or facility inspections or visits. A visit is an opportunity for us to get to know you. An inspection is a fact-finding mission meant to document specific information. The Market will determine the schedule of inspections and visits, which may or may not be pre-arranged with the vendor depending upon the reason for the inspection or visit.
     
    Farms - It is expected that all vendors reveal the location of all properties farmed by them, including leased properties. In the case of leased properties, vendors will also be required to list specific crops grown on those properties and provide contact information for the owners of the properties. The market may also require copies of lease agreements for those properties. Leased properties are subject to inspections or visits as it any property owned by the vendor.
     
    Food production facilities are also subject to inspection and must be licensed in accordance with Massachusetts’s food safety regulations. 
    Geographic proximity and size: Farms must be located in New England and must be classified by the USDA as a Rural Residence Farm, Small Family Farm or Intermediate Family Farm. Specific definitions may be found at articles.extension.org. Other vendors must originate in New England, be classified as small businesses, and produce all items for sale.

    Jurying: As part of the application process, all crafts and prepared foods will be juried for acceptance into the market.

    Pricing: Collusion and deceptive pricing practices are strictly forbidden. Vendors are not allowed to pressure, harass or bully other vendors regarding the pricing of their product.

    Product & price signage: Each farm and non-farm vendor must post prices of items for sale. Vendors may label items ‘organic’ only if they are certified as such.

    Health/food permits: Vendors of any prepared or ready-to-eat foods must provide a copy of their food (kitchen) permit from their hometown, and are responsible for any forms required by the Wilmington Board of Health.

    Genetic engineering: No one may knowingly sell products made or grown with genetically engineered or modified organisms.

    Farm booth workers: Because consumers come to the market to establish more intimate connections with their food and growers, we encourage farmers to be present at the market. If the farmer cannot be present, the farm’s representative should be able answer questions customers have about growing practices, varieties, etc.
     
    Non-farm booth workers: Goods for sale must be presented by the artisan or a representative of the artisan who can answer questions about the production process.

    100% home grown: Farmers must grow all the produce that they sell, unless permission has been granted by the Market Manager to sell produce or products from another farm or vendor. Any produce or products not grown or prepared by a vendor must have signage specifying the items’ origins.

    No dumping: Farmers must sell only fresh, wholesome and quality products.

    Non-farm products (foods, arts & crafts, etc.): Must be high quality, locally made or fair trade, and be made with skill and creativity. The product(s) must be complementary to our farmers market. We may restrict the number of vendors selling similar products (e.g. we may restrict soap makers to two). Environmental friendliness is strongly preferred. Food products should be made with local produce wherever possible. Primary food products must be 100% made by the vendor, however, incidentals like condiments may be purchased. We do not allow re-sellers, distributors or wholesalers from third party companies to vend at the market.

    No hawking: Business must be conducted from inside the booth. No farm, non-farm vendor, or educational group may approach attendees outside their booths. Performers may wander the field.

    Scales: Farmers using scales must have the current year’s inspection sticker.
    Sanitary Facilities: Sanitary facilities are graciously provided by the Fourth of July Committee and are for use by vendors and volunteers only. A key is available at the Market Manager's table. You must lock the door when you enter the building and when you leave it, and return the key. Please be respectful and leave the facilities clean.

    Clean-up: All vendors are responsible for leaving their booth areas clean. Please take your trash with you.
    C. NON-FOOD VENDORS
    Any organization can apply to attend Wilmington Farmers Market as a community, non-profit or educational organization, or as a performer. We are eager to include performers such as musicians, jugglers, storytellers, etc. We welcome guest organizations and individuals to attend the Farmers Market to educate the public on the following subjects:
    • Nutrition and food preparation
    • Environment
    • Health
    • Organic gardening, lawn, and plant care
    • Sustainable living
    • Conservation of natural resources and recycling
    • Local history
    • Fine arts
    • Local governmental bodies (to educate the public about their functioning)
    We also welcome school groups.

    Political activity is not allowed: We cannot provide booth space to candidates campaigning for election, to organizations promoting or refuting ballot questions, or to groups gathering signatures on petitions directed at governing bodies. Guests providing educational resources or entertainment at the market should refrain from endorsing political positions or candidates.
    D. CONFLICT RESOLUTION: The Market Manager(s) will mediate any conflicts between vendors and/or customers that arise on market day. Larger conflicts will be aired before the Board of Directors. At no time shall vendors raise concerns to other vendors regarding the Market.

    E. EXCEPTIONS: The Farmers Market Association’s Board of Directors may make exceptions to any of these policies, but is expected to do so rarely.
     
    F. GENERAL: Wilmington Farmers Market Association (WFMA) reserves the right to refuse membership to, or revoke membership from any vendor or non-vendor for any reason, particularly if there is a conflict with established acceptable selling practices or the welfare of the market. All authorized vendors participating in the WFMA shall be independent operators and not partners or participants in a joint venture. All authorized vendors shall be individually liable for any loss, personal injury, deaths, and/or any other damages that may occur as a result of the vendor’s negligence or that of its employees, agents, and associates. All vendors agree to indemnify and save the WFMA and its volunteers, leadership board, and committee members, and the Town of Wilmington harmless from any loss, costs, damages, and other expenses, including attorney’s fees suffered or incurred by WFMA by reason of vendor’s negligence or intentional misconduct or that of its employees, agents, and associates. Vendor agrees to save, hold harmless, and indemnify the WFMA, its agents, members, volunteers, and Town of Wilmington, from and against any and all liabilities, claims, demands, expenses, fines, penalties, suits, proceedings, actions, and causes of action of any and every kind and nature arising out of or in any way connected with the vendor’s use of occupancy of the premises, or any of the vendor’s activities in the market, or those of vendor's agents, contractors, employees, customers, and invitees while in or on the market premises. Vendor agrees that no individual member, volunteer, or agent of the WFMA shall have any personal liability regarding any of the provisions of this Agreement. Under no circumstances shall vendor have a claim or cause of action against any individual member, agent, or volunteer of WFMA regarding any breach of this agreement by WFMA, or for any injury or damage sustained by vendor, its employees, contractors, agents, customers, or invitees arising out of or in connection with vendor occupying and/or operating retail business on the premises or in the market. This provision shall inure to the benefit of the WFMA, its successors and assigns, and their respective principles.
    I have received and read the Wilmington Farmers Market Association's policies and agree to abide by them, but submitting my name and business organization below: