MISSION

The mission of the Ashland Farmers Market, which is part of the Ashland Healthy Harvest 501c3 non-profit, is to provide a venue for local farmers and small businesses to sell their products, improve nutrition by providing greater access to fresh local produce, educate residents about nutrition and sustainable agriculture and to build community while contributing to a vibrant town center in downtown Ashland.

AFM MARKET PRINCIPLES

The AFM seeks Food Vendors based on the following criteria:

• Strong preference for locally grown and locally produced crops and products.

• A diverse mix of products, encouraging selection, vitality, and freshness.

• Preference for products produced organically or through environmentally responsible practices.

• Preference for animal products from animals that are sustainably raised or harvested, and humanely handled and processed.

• Preference for whole foods rather than highly processed foods

AFM TERMS AND CONDITIONS

• All produce and products sold by a Vendor shall be grown or produced by the Vendor, except for Secondary Products. An AFM Board of Directors (BOD) member or representative may visit a Vendor’s (or Secondary Product’s) farm or production facility during business hours, at the BOD’s discretion.

• Vendors may not sell single use plastic bottles of water.

• The AFM BOD has the right to limit types of products sold by any Vendor in the interest of a balanced selection of products.

• Vendors selling value-added products* should source as many local ingredients as possible. Value-added products shall be made by the Vendor.

• Vendors may take orders for their products; all AFM Rules of Operation apply.

• A Secondary Product is defined as a product grown or produced not by the AFM Vendor themselves, but by another AFM vendor (e.g., such as those who attend less than every week) or the local producer (e.g., a neighbor who produces maple syrup from their own trees). All Secondary Products shall be listed on the Vendor Application. All Vendors must notify the BoD throughout the season if they wish to offer additional secondary products.

• Secondary Products are not to exceed 30 percent of the total products offered by that Vendor. The AFM BOD will make final determination whether the Secondary Products meet this requirement.

• All Secondary Products shall be clearly labeled with the farm or production facility

* Value-added products are defined as raw agricultural products changed into something

new through any process that differentiates them from the original raw commodities (for

example baked goods).

FOOD VENDOR PARTICIPATION

Vendors may join the AFM as either seasonal, alternate-week, or per-diem participants. Vendor application review and selection for the season will begin in March. To be considered for participation, please submit the following:

• a completed and signed AFM Food Vendor Application

• a copy of the coverage page of your personal or business liability insurance, indicating coverage as designated in the Permits/Licenses/Insurances section of this document

• Payment for seasonal or per-diem participation ($250 for seasonal participation; $150 for alternate-week or half-season participation; $25 per market day for per-diem participation). Please make all payments by check or money order payable to the Ashland Farmers Market; your check will not be processed until you are accepted as a AFM Vendor. All fees are non-refundable once a Vendor is accepted. No space is considered reserved until payment for it has been received in full by the AFM. If required, contact the Ashland Board of Health Agent. Don’t pay the permit fee until accepted by AFM. See requirements below. Seasonal, Alternate-Week and Per-Diem Participation Seasonal Food Vendors participate in every market day during the season. Alternate-Week Vendors participate every other week or for half of the 18 weeks AFM season. Per-diem Vendors participate in the market on an occasional basis. Frequency and scheduling will be at the discretion of the BOD.

ATTENDANCE

• The AFM is an all-weather market. Vendors are expected to participate “rain or shine”. In the event of extreme weather, Market cancellation will be updated on AFM social media (FB) by 6 am. If there is a Market cancellation, Vendors will be contacted via phone, text or email.

• Vendors shall attend market days for which you are enrolled. Failure to show up for market (in the absence of approved extenuating circumstances) may result in revocation of your market participation for the balance of the season at the discretion of the BOD.

• In the event of illness or emergency, Vendors shall contact AFM with as much advance notice as possible, and at least 24 hours prior to that Saturday Market. If such message is not received, the absence for that market day will be considered unapproved.

Contact Information:

• vendors@ashlandfarmersmarket.org

• Lauren Fraher (Food Vendor: 508-733-2023

• Steve Mitchell (Food Vendor): 508-561-2507

• Julia Chase (Artisan Vendor): 617-230-6745

In the case of a last minute cancellation, call the AFM Market Manager:

• Samantha Carrera: 617-504-0184

PERMITS/LICENSES/INSURANCE

• Vendors shall be in compliance with all permitting and licensing requirements established by the Town of Ashland, State of Massachusetts, and bodies of the federal government (including but not limited to those noted in these AFM Rules of Operation).

• Scales used at the market shall be sealed and inspected.

• Vendors are independent entities and, as such, are liable for applicable insurances. Vendors shall carry their own general liability insurance (in amounts not less than $1,000,000 per person per incident and $1,000,000 aggregate), and product liability insurance (in an amount not less than $1,000,000). Name the Ashland Farmers Market as the Certificate Holder. Furthermore, Vendor vehicle liability insurance is required.

• Upon request by the AFM, Vendors shall provide information sufficient to certify that the Vendor has obtained and/or complied with the permitting, licensing and insuring as stated above.

ASHLAND BOARD OF HEALTH REQUIREMENTS

• Packaged or processed goods, including cheese, cider, fish, and meats, will require an Ashland Board of Health permit and the Vendor shall contact the Town of Ashland Health Agent for all permitting and licensing requirements.

• If selling fresh produce (fresh uncut fruits and vegetables), unprocessed honey, maple syrup, or farm fresh eggs, no Board of Health permit is required. All other food sales shall require a Board of Health permit.

• Please contact the Ashland Board of Health at 508-881-0100, extension 7922, with any questions.

• The $50 Board of Health permit fee should not be paid until the vendor is accepted by AFM.

MARKET DAY

The AFM Market Manager is responsible for all activities at the market, and will enforce all rules and regulations. Vendors shall comply with her/his requests or directives; disregard of market rules or regulations, or disrespectful conduct will result in review by the AFM BOD. Any disputed issue may be appealed in person to the Board of Directors; the decision of the BOD will be final. If a Vendor has any problems, questions or concerns during the market, he/she is encouraged to talk to the Market Manager.

Setup and Breakdown

• Although AFM provides a Vendor layout prior to Saturday, on arrival, Vendors should check in with the AFM Market Manager to confirm their space for the day.

• Vendors may not arrive on site before 7:30am, and shall have their stall areas set upand be ready to sell no later than 8:45am. For safety reasons, neither setup nor breakdown may occur during market hours. Vendors shall keep their displays and inventory within the boundaries of their stall spaces. Stall areas are 10 ft by 10 ft.

• Vendors are responsible for providing their own equipment (tables, canopies, scales, extension cords, etc.), and for ensuring that all structures are secure. For safety, weights for canopies/tents at market are mandatory, with a minimum of 30 pounds per tent leg recommended.

• Each Vendor will be responsible for keeping her/his area clean and picked up during and after the market.

• There is no access to water for Vendor use.

• The Ashland Board of Health requires hand wash stations for Food Vendors who offer food samples.

Display

• The Market Manager may require a Vendor to change his or her display if it is deemed a safety risk or otherwise does not comply with AFM Rules of Operation.

• Stall displays shall include clear signage for: Vendor or farm name; product prices; name and location of any Secondary Product producers. Vendors are encouraged to post the location (town) of their farms or farm-related business. Labeling for any packaged or processed products shall comply with the State and local Board of Health requirements. Vendors shall have on site all applicable licenses; any required Ashland Board of Health, federal, and state permits; and USDA or other organic certification documents, if relevant.

• Certified products (Organic, Mass Grown, USDA Certified, etc,) shall be clearly labeled as such. No products may be labeled “Organic” without proof of valid certification.

Miscellaneous

• The AFM participates in the federal Supplemental Nutrition Assistance Program (SNAP), WIC and Senior Coupon programs. Vendors who participate in WIC and Senior Coupon programs should display notice of their participation at their market stalls.

• The following items are prohibited under all circumstances: firearms, smoking, and items not approved for sale by the AFM Board of Directors. Vendors may not bring animals to the market (unless specifically arranged for through the BOD)

• No Vendor shall engage in solicitation, collection drives, political or religious activities in the market. No loud hawking of items is allowed.

• Vendors shall provide an approved covered trash receptacle when selling ready-to-eat items.

• Vendors may not distribute single use non-compostable plastic bags at the market.

• Vendors are strongly encouraged to use compostable food containers, cups and utensils when selling ready-to-eat items.

• Vendors who are interested in offering food demonstrations should contact AFM at: vendors@ashlandfarmersmarket.org

VENDOR ACKNOWLEDGEMENTS

1. All market rules will be enforced, and failure to comply can and may result in termination of a Vendor’s market participation, which may include immediate vacating of the market site. The Vendor acknowledges and agrees that the AFM, its BOD, and its agents, members, and volunteers, and the Town of Ashland, any of its agents, shall have no liability for any incidental or consequential damages, loss of business, or otherwise for terminating this Contract.

2. All authorized Vendors participating in the AFM season agree that they are independent operators, and not partners or participants in a joint venture, and 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 its employees, agents, and associates. All Vendors agree to indemnify and save the AFM, its Board of Directors, and its volunteers, members, and agents as well as the Town of Ashland, any of its agents, harmless from any loss, costs, damages, and other expenses, including attorney/s fees suffered or incurred by AFM by reasons of Vendor’s negligence or intentional misconduct of that of its employees, agents, and associates.

3. Vendor agrees to save, hold harmless, and indemnify the AFM its BOD and its volunteers, members, and agents as well as the Town of Ashland and any of its agents, 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 vendors activities in the market, or those of Vendor’s agents, contractors, employees, customers, and invitees while on or on the premises and/or the market.

4. Vendor agrees that no individual member, volunteer, or agent of the AFM or its BOD, as well as the Town of Ashland shall have any personal liability with respect to any of the provisions of this Contract. Under no circumstances shall a Vendor have a claim or cause of action against any individual member, agent, or volunteer of AFM or its BOD, or the Town of Ashland and any of its agents, with respect to any breach of this Contract by AFM, 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 AFM, its successors and assigns, and their respective principals.

5. The Ashland Farmers Market and its Board of Directors is a volunteer-run non-profit corporation and is unrelated to the Town of Ashland.

Mission

The mission of the Ashland Farmers Market, which is part of the Ashland Healthy Harvest 501c3 non-profit, is to provide a venue for local farmers and small businesses to sell their products, improve nutrition by providing greater access to fresh local produce, educate residents about nutrition and sustainable agriculture and to build community while contributing to a vibrant town center in downtown Ashland.

The Ashland Farmers Market (AFM) is excited to offer a venue for artists and artisans to show and sell their work and for the public to enjoy the rich creativity that is a vital part of our community. It is our hope that, along with growing the market for local farms, we also grow a creative economy here in town. Artisans must submit an application form with either a sample or a photograph of each type of artwork they propose to sell, and must declare on the application that all items are of their own creation. All artwork must be pre-approved by the AFM Artisan Committee before being offered for sale at the market. The AFM reserves the right to prohibit any artisan from selling at the market, and to prohibit the sale of any product at the market that does not adhere to the guidelines in this document.

Please note that the AFM General Rules of Operation provide additional information and

direction for conduct during market hours.

Space

• Each Artisan will be assigned a 10’x10’ space. Artisans are responsible for providing their own tent, table(s), chairs, and signage. Tents must be weighted down for public safety and possible weather conditions at all times. We suggest 20lbs per tent leg.

• There is no electricity or running water available at the market.

• The closest bathrooms are located at the Ashland Public Library (across the street from the market).

Artisan Products

• All fine craft and art media are accepted, including, but not limited to, items using clay, fiber, glass, leather, metal, paper, soap or wood, as well as painting, drawing, photography, sculpture, clothing, jewelry, accessories, weaving, pottery, carvings, furniture, woodworking, illustration, mixed media works and fresh floral and dried flower arrangements in which all components are grown locally or by the Artisan.

• Work must be original.

• Limited edition prints must be signed by the artist and numbered. Products printed with the artist’s artwork are permitted and do not need to be signed.

• All work must be suitable for family audiences. If you have any questions, please contact artisans@ashlandfarmersmarket.org

• No resale of products is allowed.

• Unacceptable art products include: “kit” or “assembly line” craft projects; use of artificial flowers or greenery; use of commercial molds; purchased retail items; mass- or commercially produced kits, molds, or imports.

• Artwork will be displayed at the Artisan’s own risk. The AFM is not responsible for damage, loss, or theft.

Insurance

• General liability insurance is required for Artisan vendors.

• Several of our artisan vendors purchase show policies thru Artisan Crafters & Tradesmen (ACT) Insurance (actinsurance.com).

General

• The Market operates 9 AM through 1 PM. Although somewhat flexible, we schedule music from 10:30 to 12:30, generally (2) 45 minute sets.

• The Market provides a $100 cash stipend. 

• Performers are responsible for their own sound systems including mics and cables. Our Bandstand provides plenty of power and outlets.

• Upon arrival, check in with the tent at the very front of the market with our Market Manager, Samantha  

Please Note: Our insurance carrier requires that all vendors, including musicians carry insurance. 

There are several available options:

1. If you maintain performers' event liability insurance, we will need a copy of your certificate.

2. There are insurance carriers who provide short-term policies, which can be purchased for a single day. Mass Farmers Markets has recommended Thimble Insurance Co as a source for short-term event liability insurance.

3. You can forgo receiving a stipend, in which case you would be considered a guest, and would not be required to provide event liability insurance. Also, you would not be able to sell CD’s or put out a gratuity container.

General

• Bring Community Service forms with you (the Market Manager will be signing these)

• Upon arrival at the Market, sign in at the Market Manager tent

• Sign out before you leave and get Community Service form signed

SETUP CREW

• Unpack shed, set up AFM tents**, tables and chairs

• Set out parking signs and the trash and recycling bins (with liners)

• Help vendors unload and set up their tents and products

• Collect any trash around immediate market areas (gloves in shed)

• Erase/update A-Frames/white boards for the day’s special activities (as needed)

• Set out the children’s Outlast Blocks next to shed (Market Manager has the key)

MARKET ASSISTANTS

• Monitor and assist with proper disposal of trash and recyclables by visitors

• Assist with hourly crowd counts, customer surveys and e-blast signups

• Check in with vendors periodically to see if they need anything (e.g., bathroom break)

• Monitor grounds for trash – collect as needed (gloves in shed)

• Offer to carry bags to the vehicle of elderly or physically challenged visitors (if comfortable doing so)

• Assist with “Kid’s Corner” activities

BREAKDOWN/CLEANUP CREW

• Take down AFM tents**, tables, chairs etc. and store in shed

• Help vendors pack up their tents etc.

• Secure picnic tables with chain and lock

• Collect and place all trash and recyclables in designated areas

• Collect all A-Frames/whiteboards, parking signs etc. and store in shed

• Return children’s Outlast Blocks to storage container and secure with lock

**IMPORTANT: All volunteers must be trained on proper setup and takedown of market tents prior to helping with this for the first time. The Market Manager, or other experienced volunteers, will assist with this.

Please consider stepping up to assist with any tasks both big or small.

If you are interested in any of the tasks below, click here to send us a note and indicate on the form what role you’d like to receive more information on. If nothing below interests you, still give us a holler, we’ll find something for you. There’s something for everyone when it comes to volunteering at the AFM!

• Have an adventurous palate? Love to try different foods? Join the Food Vendor Committee to seek new vendors.

• Have a creative streak? Join the Artisan Committee to select the local arts and hand-made products.

• Love throwing parties and fun events? Join the Events Committee to help organize theme days.

• Have a knack for numbers? Help with financial record-keeping.

• Skilled in social media? Post digital content for us!

• Aspiring reporter? Write monthly articles for local print and digital media outlets.

• Community minded? Schedule local organizations for the weekly Community Tent.

• Education on the brain? Join the Education Committee to plan/fund grants, film series, and other informative endeavors.

• Have great attention to detail?  Help with market logistics and site layout.

• Love to inspire kids? Schedule Kid’s Corner activities.

• Enjoy the local music scene? Recruit musical groups to perform at the market.

• Great communicator? Help us solicit market sponsors.