Vendor Acceptance Information
Welcome to the 2022-23 Winter Season of Vancouver Farmers Markets!
We are looking forward to another fantastic season, but before we get there, there is some paperwork and procedures to get out of the way. Bear with us as we go over the details and ensure that everyone is prepared for the coming season.
STEP 1: Review your invoice(s)
You should receive your invoices via email. Check the online schedule on ManageMyMarket.com and ensure that everything matches up. Are there dates you don’t want to keep or can no longer commit to? Get in touch with the appropriate manager (listed further down the page) for schedule changes. Removing dates before the payment deadline are not subject to a cancellation fee. **Please do not adjust your invoices yourself!
STEP 2: Submit payment
Send payment according to our payment policies. This document has the details about paying with post-dated cheques and our cancellation policy. (We’ve also included the text at the bottom of this page for convenience)
Note: Winter invoices are broken into two and payment for BOTH invoices is due October 14, 2022
Save the trees! Maybe the fees!
- Send a transfer (preferred):
E-transfers: Send to: email@example.com (no security answer required)
Vancity Member-to-Member: Relationship – 12332791, Business Chequing
**Please use your COMPANY NAME as the memo**
- Write fewer cheques: consider writing one cheque to cover a month or two weeks of stall fees (more than 12 cheques to cover your season fees may incur an administrative fee of $25)
Farmers/Ranchers/Seafood/Cheese – Please contact Christa if you are paying for your entire season upfront and would like to take advantage of the Farmer First 5% discount. **Please do not adjust your invoice yourself!
Payment deadline is two weeks after you receive the invoice(s): October 14, 2022
If mailing, postmarks on or before two weeks after your invoice date will be treated as on time. Make cheques payable to “YLFMS” or “Your Local Farmers Market Society” and dated 2 weeks prior to the first date they are covering. Mailing address: Vancouver Farmers Markets 1316 Grant Street, Vancouver, BC V5L 2X5
STEP 3: Submit required documents
Review the chart below for the documents required for each category. Additional, category-specific information is in the Vendor Handbook. Please check your ManageMyMarket profile to see if we have the appropriate licenses on file.
ATTENTION: Make sure your insurance is up-to-date! (Your Local Farmers Market Society named as an Additional Insured, minimum of $2M liability). You will not be permitted to vend with VFM until your proof of insurance has been submitted to our office.
|Category||Proof of Insurance||Land Title or Lease Agreement||Food Safe or MarketSafe||Dairy Worker Certification||Serving it Right||Organic Certification (if applicable)||Processor Letter*||Permit to Operate or Inspection Report||Farmers Market Authorization|
|Farm – Produce – raw only, no sampling||x||x||x|
|Farm – Produce – with value added or sampling||x||x||x||x||x|
|Farm – Nursery||x||x||x|
|Farm – Dairy||x||x||x||x||x|
|Farm – Meat/Seafood – no sampling||x||x||x||x|
|Farm – Meat/Seafood – sampling||x||x||x||x||x|
|Wild Harvester – no sampling||x|
|Wild Harvester – sampling||x||x|
|Prepared Food – home kitchen||x||x||x|
|Prepared Food – commercial kitchen||x||x||x||x|
|Alcohol – Processor||x||x||x||x|
|Alcohol – Farm||x||x||x||x||x|
*Processor Letter is a letter from your processor (meat, fish, some value-added fruit and vegetable products like juice) that indicates that the product you give them is only the product that you get back.
**Looking for an insurance provider?
Western Financial has a policy suited for farmers market vendors. Send them an email for a quote at firstname.lastname@example.org More info about this program here: https://bcfarmersmarket.org/vendor-insurance/
You have signed a “Producer Only Declaration” & “Location License Agreement“ in your application through Manage My Market. Please familiarize yourself with these agreements and the Vendor Handbook. New vendors will need to sign a paper copy to be kept on file.
Individual market setup details will be given to you closer to the opening day of the market.
Emergency On-site Manager Phone Number (same number, all markets): 1-855-900-3276
- 2 Weeks after invoice date: Payment and insurance document deadline. Post-marked on or before also acceptable
- 3 Weeks after invoice date: Late payment fee of $25 applied
- 4 Weeks after invoice date: Late payment fee of additional $50 applied
- 5 Weeks after invoice date: Accounts without payment or insurance subject to withdrawal
The BC Liquor and Cannabis Regulation Branch requires the following to issue Farmers Market Authorization Forms:
Business Legal Name: Your Local Farmers Market Society
Business Number: 89417 1131 BC0001
Incorporation Number: S0033651
*NEW* Want more dates?
In an effort to improve efficiency and reduce emails for you and market managers we have created a new, simple form that automatically adds you to the waitlist! You can fill it out and edit as your interest changes throughout the season. You will receive a summary of interest via email after you fill it out or make changes. Click here to get on the waitlist!
*NEW* Scheduling 101
Do you ever wonder what goes into the scheduling process? Have questions about why you didn’t get all the dates you were hoping for? We have updated this past All Vendor Meeting presentation to reflect current winter market numbers and timeline so you can see the scheduling considerations District Managers work through for each application. Click here to view the pdf.
Who to Contact
Questions about your invoice or your schedule? Contact the following:
- Hastings Park – Ophelia Bar-Lev-Wise – email@example.com
- Riley Park – Katie Simmons – firstname.lastname@example.org
- Billing, Credits and Farmer First discounts – email@example.com
CORRECTIONS OR DELETIONS
If there are any dates you are no longer interested in or other changes to your invoice, please contact the appropriate market manager (listed above) to let them know & they’ll ensure that you have the correct payment amount and schedule. Cancellations prior to the payment deadline are not subject to a cancellation fee.
PAYMENT FOR MARKET DATES
Payment of BOTH invoices is expected within 15 days of receipt of the invoice to guarantee your market dates.
Advance payment may include post-dated cheques. Cheques should be made payable to YLFMS and dated 2 weeks prior to the first date they are covering.
E-transfers can be sent to: firstname.lastname@example.org (no security answer required)
Vancity Member to Member transfers: Relationship # 12332791, Business Chequing
**Please use your COMPANY NAME as the memo**
LATE PAYMENT FEES:
Up to one week past payment due date – penalty of $25
Eight days to 2 weeks past payment due date – additional penalty of $50 (total of $75)
Beyond 2 weeks past payment due date – retraction and reassignment of unpaid dates.
Post-dated cheques may not be cancelled in the event of a change or cancellation of dates. The cheque will be deposited as soon as its date is current. The vendor who has cancelled will receive a refund according to the cancellation policy.
Returned cheques will be charged an NSF fee of $25.
Vendors are expected to pay for booked stall spaces in advance of market dates, and to pay for Cancellation Fees and Late Fines by deadlines specified by VFM.
CANCELLATION POLICY AND FEES
Vendors are asked to cancel at least 72 hours before market day when possible.
Cancellations with less than 72 hours notice will not receive a refund.
For the first 2 times in the market year, (May – April), vendors who cancel or change an assigned stall date with a minimum of 72 hours notice prior to the Market day, will be refunded 50% of their stall rental fee. (See Farmer First policies for cancellations related to crop loss, damage or late crops). Cancellations with less than 72 hours notice will not receive a refund. Beyond 2 cancellations in a market year, there will be no refund offered.
Stall refunds will be processed quarterly.
Cancellations or changes of dates are to be processed through the Market office only. Date swapping between vendors will be treated as a cancellation.
Cancellations without notice (i.e. no-shows) will be subject to a No-Show fee of $50.00 and a Notice of Violation will be issued. Two no-shows within a calendar year will mean forfeiture of future market dates and could jeopardize the vendor’s long-term relationship with the market.
VFM reserves the right to allow exemptions when circumstances to cancel a date are due to emergency situations (i.e. medical or family emergencies or crop failure). These exemptions will be made on a case-by-case basis and require a letter of explanation from the vendor to the Operations Manager for review.