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Market Rules & Guidelines:

MARKET RULES

These farmers’ market rules are subject to change by leadership at any point within the market year.

The market rules must be acknowledged by all vendors and agents who will be representing any vendor by signing the Hold Harmless.

Last Revised: Sept 1 2023

Vendor Fees: 

Application Fee: 

This  one-time application fee applies to vendors new to the market. 

-Must be paid prior to consideration of vendor application. 

-Non-refundable to ineligible vendors whose ineligibility resulted from stated market rules. 

-Fee: $15

 

Annual Membership Fee:

 

An Annual Membership Fee is due on or before the first market that the vendors attends. 

-Vendors must resubmit a new, updated application each year, along with annual membership fees. At this time, copies of permits, insurance, and any other documents deemed necessary will be requested and collected. 

-Vendors who join (or reapply to join) the market will be expected to review, sign, and comply with updated market rules and readmission to market each September is not guaranteed. 

 

Fee:  

  • Agricultural Producer: $30 

  • Value-added, Prepared Food, Artisan: $50

 

Booth Fee: 

-A fee paid each market day for one 10×10 booth space.

-Due by the Thursday prior to the market.

Fee: 

  • Agricultural Producer: $25

  • Value-added, Prepared Food, Artisan: $40 

  • Value-added vendors sourcing ingredients from their own gardens, farms, or livestock: $35

Market Rules: 

Applicants 

  1. All invitations to sell at any market are at the discretion of the Executive Director. 

  2. Submitting an application and paying the application fee does not guarantee admittance into the market. 

All vendors 

All Vendors 

  • Market rules must be read and acknowledged via the Hold Harmless Agreement for each person working in the booth before vendors attend any market. 

  • Copies of all proper permits, certifications, licenses, etc. must be received by HSFM before a vendor can attend any market. 

  • New agents hired at any time must agree to comply with all market rules by carefully reviewing this document with owner and signing hold harmless. 

  • Existing vendors are not guaranteed a continued space and may be removed as a vendor upon resubmission of application or any time during market year at the Executive Director’s discretion. There is no guarantee of exclusive category for any vendor. 

  • A $1,000,000 general liability policy is required of all vendors to cover them in the event of an accident or foodborne illness at market, a certificate of insurance is required for each market attended that lists the market’s full name and physical address (found on HSFM website). 

  • New items added must be submitted in writing via email and approved by the Executive Director or Director of Operations before sold at market. 

  • All items sold at market must be grown/prepared by the vendor within 150 miles of the market unless a different arrangement is agreed upon by Executive Director, exceptions include Gulf seafood since there is not an ocean within 150 miles. 

  • Laws, regulations, and rules put forth by the federal, state, city, or county government must be followed by all vendors.

  • Re-selling of any products or goods is prohibited (food vendors may blend or infuse products to make a final product of their own). 

  • Markets operate year-round, rain or shine. Vendors should prepare for all types of weather including cover for rain or sun and weights for winds. Vendors are expected to be absent for no more than eight days for each market they attend in the calendar year. If Christmas Eve or Christmas Day falls on a market day, closures will occur. If a market is not designated as closed on a holiday, all vendors are expected to attend or submit timely notice of absence. 

  • Vendors not attending a market must submit notification of absence to the Director of Operations via  Not Coming Form no later than end of day Wednesday before weekend markets. This link is always available on the Hutto Silos Farmers Market on the Vendor Resources page.  

  • Vendors must be set up & ready to sell no later than 45 minutes before market open. No driving within market boundaries is permitted 60 minutes before market open and until 15 minutes after the close of market. 

  • Vendors may not break down before end of market even in the event the vendor has sold out. Tables, signage, tablecloth etc. must remain set up in booth space until end of market. Vendors must break down promptly at market close. No driving within market boundaries is permitted until 15 minutes after the close of any market. 

  • A booth space constitutes a 10’x 10’ space using straight-legged canopies. Vendors cannot reserve more than 2 front facing spaces. Merchandise must be restricted to within the designated booth space and signage must not impede flow of shoppers between booth spaces. 

  • 40 lb. of weights must be securely affixed to each canopy leg at all times. Weights should be set up in a way to avoid injury to any person. The Market reserves the right to take down any canopy at the market at any time. 

  • Smoking and vaping is not permitted in market territory. Vendors must leave market boundaries so that smoke or vape does not reach shoppers or other vendors. Cigarette butts must be properly disposed of in safe containers and removed by vendor. 

  • Only owners or agents (family member, employee) may sell at market. Agents must be knowledgeable, communicative, and project a professional presence at market and must have worked at or visited the farm, ranch, commercial kitchen or studio of the producer. 

  • Branded merchandise such as t-shirts, bags, caps, towels, aprons must be sourced from ethical/sustainable manufacturers, regardless of provenance. Vendors are required to submit their sourcing to HSFM staff for approval prior to selling items at market. 

  • Vendors must transport trash and recycling offsite. No dumping or usage of market dumpsters is allowed. Vendors must completely clean their booth space at the end of market. Vendors who provide samples or prepared food must provide trash receptacles at their booth. Ice and water brought to the market should not be discarded on site. 

  • Booth locations are subject to change. Vendors’ booth locations may change week-to-week and vendors are expected to exercise flexibility in the event of relocation. 

  • Vendors may bring pets to the market if their permit allows. Service animals are welcome in any case.  

  • Vendors must display signage with prices and vendor information. Vendors should keep prices fair and reasonable, no dumping. Signage should clearly identify family name and/or the name of their farm/business including the city, town or county where production occurs, as well as Sales Tax Permits and Certificate of Registration for Weights and Measures where applicable. 

  • If a vendor dumps unsold inventory at any market he/she will be warned once. A second violation may result in loss of market privileges. 

  • Intoxication from alcohol or illegal drugs will result in vendor expulsion from the Market. 

  • Vendors are required to comply with state and federal laws concerning firearms and may not openly display firearms while selling at the market. 

  • Vendors must contribute to accessibility at the market by clearing a fire lane and maintain an ADA pathway. 

  • No disruptive or aggressive marketing is permitted at market. 

  • All fines must be paid prior to setting up at the next market after fines were accrued. Unpaid fines are subject for expulsion from market at the Executive Director’s discretion. 

  • Hutto Silos Farmers Market, MA Partners, and/or any Hutto Silos Farmers Market staff member are not responsible for product liability, fines, penalties, or the paying of sales taxes for individual vendors. 

  • 0.0825 of the total taxable sale must be paid in Sales Tax to the City of Hutto where applicable.  

  • Discrimination in any form is prohibited. Discrimination is the treatment or consideration of, or making a distinction in favor or against, a person based on the group, class, or category to which that person belongs, including but not limited to race, color, national origin, age, disability, economic class, sex, gender expression or sexual orientation. 

  • Harassment based upon an individual’s sex, race, ethnicity, national origin, age, religion or any other legally protected characteristics will not be tolerated. All employees, including supervisors and other management personnel, are expected and required to abide by this policy. No person will be adversely affected in employment with the employer as a result of bringing complaints of unlawful harassment. 

  • Other standards and conduct: Vendors should be knowledgeable about products, how they are used, grown or produced and be able to communicate these things clearly to the customers. Products should be displayed in a sanitary, presentable and attractive manner. Vendors are expected to be courteous, professional and presentable at all times. Inappropriate language or behavior, clothing, harassment or abuse toward anyone at any market will not be tolerated and may be reason for expulsion. 

  • Vendors commit to not publicly disparage Hutto Silos Farmers Market.  

All Food Vendors

 

  • All food vendors must comply with Federal, State, Hutto and Williamson County Health Department rules. 

  • No plastic sampling spoons are allowed. Wooden or compostable spoons may be used instead. 

  • Co-packed items are not allowed for sale (farmers and ranchers exempt if item is produced by vendor, to be determined on a case by case basis by HSFM Leadership). 

  • Follow labeling requirements from the State of Texas, which must label all products with the following information: 1. Contact information: address, phone # and/or email address 2. Contents: Name of item should include common and usual name 3. List of ingredients according to weight. 4. Eight common allergens. 

  • Cottage law vendors must indicate on product labels this statement: This product is not inspected by any state of Texas or local health department. Find detailed information here: https://www.dshs.texas.gov/foods/labeling.aspx 

  • Health Department violations must be corrected before a vendor is allowed to set up on next market date. 

 

 

Agricultural Producers 

 

  • Agricultural Vendors are subject to farm/ranch inspections by Hutto Silos Farmers Market (HSFM) management with up to two other participating growers/producers if deemed necessary. Refusal of inspection will result in termination of selling privileges. 

  • Cooperative selling is acceptable if the co-op is a legal entity and not competing with a current vendor. The Executive Director and/or the Director of Marketing and Agriculture must inspect each farm or ranch, each entity. Transparent signage should be plainly visible at market. A mileage fee of $1.00 per mile will be paid to the applicable HSFM staff member for plural farm/ranch inspections if needed.

  • Vendors must display current Organic Certification when promoting products as organic. Claim of organic status may not be posted or used in promotion of the product, farm or ranch without proof thereof. Learn more here

  • Certified Naturally Grown is a program that is accepted while your farm/land plot/product is in the waiting period of becoming USDA Certified Organic.  HSFM farm Advocate Staff will need to sign off as the Community Observers at CNG Inspections. Learn more here.

  • Vendors who market their products using the term ‘sustainable’ must adhere to HSFM’s definition of sustainable. Learn more here

  • Producers may offer value added items made from producers’ own vegetables, meat, fruit, milk, etc. but must first notify Executive Director of intent to sell product at any market and acquire any necessary state and local permits.  

  • CSA distribution is allowed by farmer or rancher at market only if the boxes include product the vendor has produced. Any new products to be delivered at our markets as part of a CSA must be pre-approved by the Executive Director and permitted or licensed appropriately. Pickup locations other than HSFM markets will not be promoted 

  • No live animals may be sold at market. 

 

Farmers  

 

  • A farmer using synthetic chemicals or dusts on his/her crops must be completely transparent with this information to shoppers. In the event of dispute, a written statement must be submitted to the Executive Director via U.S. mail. The Executive Director may decide to inspect the farm with a certified organic farmer/s and create a final opinion regarding the treatment of the farm and subsequent action toward vendor  

  • Vendors must grow or produce the products sold and maintain high quality standards throughout the season 

  • Off-grade or seconds or storage vegetables must be labeled as such. HSFM leadership may insist on removal of poor quality items 

  • Nursery-Only Vendors must sell only cut flowers, potted plants, trees or nursery starts that are grown from seed, plug, cutting, bulb or bare-root by the seller. No resale of plants is allowed.  

 

Ranchers 

 

  • A producer selling any meat claiming hormone and/or antibiotic free and/or grass fed must have raised the animals from the ranch herd from birth (excepting poultry or wild, feral animals) or provide a certified letter from seller that animals have been hormone and antibiotic-free and/or grass-fed since birth and/or weaning. Further, it is preferable that the animals are born and raised completely on the producer’s property from ranch herd of mother animals 

  • If the producer does not have the capability of raising animals in the fashion described above, the producer must be completely transparent with shoppers and management of the market about where the animals originated if allowed to sell at the markets by the Director of Agriculture and the Executive Director 

  • Wild fish (from the Texas Gulf coast or Texas lakes) and feral animals (harvested from within the 150 mile radius of the market and slaughtered under all applicable regulations) are acceptable. HSFM requires copies of all relevant permits from city, county, state and federal permitting agencies. 

 

Value-Added Vendors  

 

  • Local farm or ranch ingredients must be incorporated when available and in season. Receipts must be shown as proof as requested by Executive Director 

  • At least one weekly menu offering must feature a local ag producers’ product(s) 

  • Any vendor selling CBD products must provide detailed sourcing and extraction information and provide proof of purchase from source company. Additional information may be requested by the Executive Director. Products may not be sold or sampled to minors (under the age of 18) without a parent/guardian’s presence and permission. 

 

Artisans 

 

  • Artisans will be subject to a jury of their product by the Executive Director and/or the appointed HSFM team member before being allowed to sell at any market. The Executive Director or the HSFM team member have the right to review any merchandise for sale at any market at any time. Inspection of artisan studios may be required. Photos of the work must be submitted with the application 

 

Violations and Fines 

 

Violations  

 

Violations of market rules will result in prompt corrective and punitive action. This process is generally constituted by the following steps: 1) verbal warning, 2) fines, 3) additional fines, 4) suspension/expulsion from market. 

 

Fines: 

Failing to bring 40 lbs of weights for each tent leg: $30 

Driving into the Market during Prohibited Times: $60 

Failing to show for markets without completing a “Not Coming” form: $55

Parking Violation (including blocking trailer/dumpster and not parking in designated area): $50 for first incident, $80 for any additional incidents 

 

Bringing Items Not Pre-Approved: $30 

 

Incorrect Labeling: $15 

 

Failing to show for markets without completing a VENDOR ABSENCE FORM: $25

 

**All fines must be paid prior to setting up at the next market after fines were accrued. Unpaid fines are subject for expulsion from market at the Executive Director’s discretion.**  

 

Suspension from Markets 

After 3 fines have been issued for a violation, the vendor will be suspended from the next 2 markets. If a second suspension is incurred, the vendor will be suspended from the next 4 markets. A third suspension will result in expulsion from the market. 

**If a suspended vendor attempts to set up at market, their suspension period will be doubled, or they may be expelled from market at the Executive Director’s discretion.** 

Expulsion from HSMF will also mean expulsion from The Domain Farmers Market also.

 

HSFM Governance 

 

Market Coordinators: Market Coordinators are an authority on matters regarding operations at market and should be acknowledged by vendors as official decision makers in the event of an issue arising onsite. 

HSFM Advisory Panel: The HSFM Advisory Panel serves all markets to support our team with advice and to deliver issues brought to any Panel member to the attention of the Executive Director or the Director of Operations via email within 5 working days of the written or verbal complaint or notice of an issue. HSFM Leadership will resolve those vendor or shopper issues not solved directly at market with feedback from Panel members as deemed necessary. If approached by a vendor or shopper with an issue, Panel members listen, acknowledge understanding of what has been said and offer to complainants no commitments or opinions on behalf of the market. Panelists offer advice and input exclusively to HSFM Leadership. This panel is voted upon by market vendors at the beginning of each market year. 

HSFM Board of Directors: The HSFM Board of Directors are authorities on organizational policy and procedure and responsible for approving and finalizing market budget, rules and decisions as required by law. 

 

Resolution and Grievances  

 

Onsite Resolution: HSFM will make every effort to reach a resolution in the event an issue arises. At market, Market Coordinators are the first step in resolving issues. Please locate a Market Coordinator and discretely inform them of the issue at hand. Market Coordinators may be able to resolve the issue immediately, or they may choose to gather information to deliver in writing to the Director of Operations or Executive Director for further consideration. Vendors must abide by the final decision of the Market Coordinator or HSFM Leadership. 

 

Vendor Grievance Response Policy 

This Vendor Grievance Response Policy (this “Policy”) is adopted as of 06/01/2022 to implement a policy and guidelines for HUTTO SILOS FARMERS MARKET. Personnel are to respond to and investigate grievances and other complaints lodged against vendors that are participating in one or more of  HSFM farmers’ market events.  This policy is not intended to address minor complaints or disputes among vendors, as HSFM personnel are encouraged to informally resolve such minor complaints and disputes amongst the affected parties. This policy is intended to address only serious grievances that cannot be resolved informally amongst the affected parties, including primarily grievances seeking the removal of a vendor from further participation in HSFM’s farmers’ market events.   

 

Initial Response to Grievance:   

  • Respond to indicate receipt of the grievance.  This response should be sent to the party lodging the grievance (the “Complainant”) within two (2) business days of the date of receipt of the grievance.   

  • Review the grievance to determine the nature of the complaint.   

  • If the grievance alleges a serious health risk, the nature and content of the grievance shall immediately be forwarded to the vendor against whom the grievance is directed (without identifying the Complainant).   

  • If the grievance alleges wrong doing on the part of the vendor (other than criminal wrongdoing), but the wrongdoing cannot be verified from the face of the grievance, request additional information from the Complainant including any documentary evidence relating to the grievance.   

  • If the grievance alleges wrong doing on the part of the vendor which wrongdoing would, to the executive director’s actual knowledge, constitute a crime, then the Complainant shall be directed to local law enforcement authorities.   

  • The executive director of HSFM shall forward a copy of the grievance to the chairperson of HSFM’s board of directors.
    Such grievance shall be treated as confidential, and HSFM personnel shall not publish, comment upon, or otherwise disclose the contents or existence of such grievance (together with any additional information provided by the Complainant in connection with such grievance) to any person outside of HSFM other than HSFM’s professional advisors, and shall refrain from disclosing any such information to any HSFM personnel other than the board and those executive personnel of HSFM with a need to know such information.  

Determination of Decision Maker:  HSFM’s chairperson of the board and executive director shall determine whether the grievance is so serious that it should be submitted to HSFM’s board of directors.  Grievances that must be submitted to HSFM’s board of directors are those grievances alleging serious health risks and/or discrimination on a basis prohibited by law. Other grievances may be submitted to the board in the discretion of the executive director and the chairperson of the board.  In the event that a grievance is submitted to HSFM’s board, the board shall may investigate and resolve the grievance on its own, or may delegate such responsibility to one or more persons subject to such directives as the board may determine necessary or appropriate.  Grievances which are not submitted to HSFM’s board of directors shall be investigated and resolved by HSFM’s executive director. 

Investigation:   

  • The Complainant shall have the burden of establishing the veracity of the Complainant’s grievance.  Evidence of veracity shall be requested from the Complainant. Without limitation of the foregoing, the Complainant may be required to provide additional specifics regarding the grievance, provide testing results, and/or provide such other information as may be determined necessary or appropriate. If the Complainant fails to respond and provide any requested information within fourteen (14) days of the date of a request for such additional information, the grievance shall be deemed to be resolved in favor of the applicable vendor.   

  • Upon receipt of any additional information requested, such information shall be reviewed.  The board or the executive director, as applicable, may make one or more additional requests for such additional information as they may deem necessary or appropriate. If the Complainant fails to respond and provide any requested information within fourteen (14) days of the date of a request for such additional information, the grievance shall be deemed to be resolved in favor of the applicable vendor. 

  • If the information provided by the Complainant is sufficient (as determined by the board or the executive director, as applicable) to establish the apparent veracity of the grievance against the vendor, then the board or the executive director (as applicable) shall contact the vendor against whom the grievance has been lodged and provide a summary of the grievance and copies of such evidentiary documentation as may have been provided by the Complainant.  The board and/or the executive director shall take reasonable measures to avoid disclosing the identity of the Complainant.   

  • Investigation of the affected vendor shall be limited to the qualifications of the vendor to serve as a vendor in HSFM’s farmers’ market events. The board or the executive director, as applicable, may request from such vendor copies of such vendor’s current certifications and licenses which may be implicated by the grievance (e.g. a copy of any applicable health department permits may be requested).  Any requested information shall be provided by the vendor within fourteen (14) days of the request.  Any failure to provide such information shall result in temporary suspension of such vendor’s privileges at the farmers’ market until such information has been provided.   

Determination of Compliance:  If the vendor is compliant with HSFM’s requirements for admission as a vendor the farmers’ market events, then the executive director or the board, as applicable, shall notify the Complainant of such compliance.  If the vendor is not compliant with such requirements, then such lack of compliance shall result in termination of such vendor’s privileges at the farmers’ market.  

Re-Application of Terminated Vendor:  A terminated vendor may reapply to be a vendor at HSFM’s farmers’ market events at any time after the vendor becomes compliant with HSFM’s applicable requirements, subject to HSFM’s standard requirements for new vendors.   

HSFM Market Rules must be acknowledged by all vendors and agents who will be representing any vendor by signing the Hold Harmless.

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