Policies
2024
Purpose: The purpose of the Buckingham Farmers and Artisans Market is to provide the community with fresh, locally produced goods directly from area farmers, producers, and artisans, and to support local agriculture by providing a direct market for products.
Location: The market will be held regularly at the facilities of the Central Virginia Produce Auction, 18440 E. James Anderson Hwy, Dillwyn Va. 23936.
Dates and hours:
The 2024 regular season will run once every month on the 1st Friday of the month. The market will begin at 4:00 PM. Vendors can begin setting up at 2 PM on the market day. The first market for 2024 will be on January 5, 2024.
Vendor Applications:
● The market calendar year begins on January 1.
● Applications should be submitted to StoneField Farms and approval/denial will be made within one week of receiving the application. If you are changing your status for the new year, please send a new application and an email advising of the change, otherwise just an email requesting to participate sent to stonefieldfarmsva@gmail.com.
● Applications must be complete to receive approval. Applications may be mailed, hand delivered, e-mailed, or submitted on-line. Application link is at: https://forms.gle/AuGRfj3rPTmB6gRt5
Vendor Classifications:
- Full Season: A vendor that has committed to attending full the full season (12 markets plus any special markets). Payment for Full Season Vendor is due before the first market each January.
- Guest Vendor: A Vendor that has committed to one or more markets. Guest Vendors must notify the market manager each market they intend to attend at least one week prior to the market.
- Community Vendor: Community groups and NPOs that sign up for booth space at a market.
Permits and Fees:
Seasonal Rates for a 10’X10′ Space (stall) are: (Maximum number for stalls per vendor is two.) are as follows:
● Full Season $100.00 (January through December. includes any special markets)
● Guest Vendors (per day) – $10.00
Payment:
Payment is due with the acceptance of your application. A payment link will be sent with your acceptance notification. No refunds will be given for unused days. Guest Vendors will be sent a payment link each month when they notify the market manager. Please make checks payable to StoneField Farms and send to:
James Smith,
StoneField Farms
14509 W James Anderson Hwy
Buckingham, Va 23921 if you have any questions, please call Jamie @ 804-615-8775.
Acceptance Process
● Acceptance to the market will be at the discretion of the Market Manager. The manager will consider the overall market atmosphere and how a vendor will enhance the market. Points that may be considered, are, but not limited to, total number of vendors selling similar items, vendor references should they be needed, and overall size of the market.
● Once an application is submitted, it will be reviewed by the Market Manager.
● The Market Manager will respond to the applicant within one week to advise if the application was accepted.
Vendors are required to comply with all applicable local, federal, and state laws regarding food safety, inspection, and business practices. This includes best practices and operational directives for infectious diseases, as determined by the Virginia Department of Health (VDH)
.
Items that may be sold at the Buckingham Farmers and Artisans Market:
Buckingham Farmer and Artisan Market is a producer-only market. All items sold at the market must be grown, raised, or produced by the vendor in the Commonwealth of Virginia. Re-sale items are only allowed at the discretion of the Market Manager as benefits the market and must be labeled as “re-sale.” Exceptions for retail items sold by local dealers will also be made by the Market Manager at the time of application acceptance. The Market Manager can withdraw approval at any time without cause.
Producers:
Producers may sell the following products including, but not limited to, fruits, vegetables, eggs, cut flowers, plants, cheese, meats, eggs, cider, and honey. Value added products such as jams, jellies, baked goods, spice mixes, pasta and vinegars may also be sold.
● Virginia State Law requires labels listing all ingredients on baked goods or prepared food items. No prepared food item will be sold at the market without proper labeling.
● No cooking may be done at the market without prior approval.
● Meat vendors are required to raise their own products. Animals must spend at least half of their lives on the vendor’s farm before being processed and sold at the market. Meat sold at the market should be kept frozen. Fresh meat needs to be maintained at 41º or lower. An instant read thermometer should be kept available to check cooler temperatures.
● Honey must come from bees kept by the vendor.
● Vendors are to accept SNAP when applicable. The Market Manager will offer guidance.
The Market Manager may inspect a market table at any time. Vendors refusing to allow inspections will be asked to leave the market. Complaints of suspected violations must be formally submitted in writing to the Market Manager and will be kept confidential.
Scales:
Certified scales are strongly encouraged when selling fruit and vegetables.
Scales used at the Market are subject to inspection by the Bureau of Weights and Measures and must be legal for commercial use.
Artisan:
Buckingham Farmers and Artisans Farmers’ Market supports artisans and crafters that produce original pieces of art. Whether taking something new or upcycling, products are required to be created by taking raw materials and seeing the beauty of what can be designed. Examples of these raw materials, but not limited to, are paint, ironwork, wood, glass, clay, and fiber.
● A limited number of vendor spaces will be allotted strictly for artisan craft vendors. Artisan/craft vendors will be limited to approximately 50% of total vendors. During holiday and winter markets, the percentage may change at the discretion of the Market Manager.
Community Vendor Booth:
The market is an integral part of the community and supports community outreach. We welcome organizations to participate in the market and share information about their programs. Some examples include after school programs, senior programs, gleaning, etc.
● There are no booth fees for Community Vendors, but they are requested to fill out an application.
● No selling or fund raising may be done at a Community Vendor Booth, Organizational membership fees may be collected, though.
● Community Vendors are free to give out information at their booth space, only.
● Spaces are limited to three Community Vendors at any one market.
● Acceptance of a Community Vendor application is at the discretion of the Market Manager.
● Community service stalls are not to be used for personal fundraising.
Vendor Space, Placement and Responsibilities:
● The maximum space per stall will be 10’x10’. The maximum number of stalls per vendor will be 2. There is no sharing of spaces.
● Set up should be completed no later than 15 minutes prior to the start of the market. Breakdown will occur after 7:30 PM unless prior arrangements are made with the Market Manager.
● Space between tables will remain free from clutter or obstruction.
● Vendors must provide their own table and, if outside, canopy (to be always secured.)
● Tables are required to have some type of covering.
● Each vendor is responsible for setting up his/her stand in an attractive manner and keeping boxes and supplies stored out of sight.
● Proper dress for a family atmosphere is expected by all vendors at the market.
● Proper language for a family atmosphere is also expected.
● The use of smoking, vaping, and tobacco products— including, but not limited to cigarettes, cigars, pipes, smokeless tobacco, vaporizing/vapor producing devices, and e-cigarettes— is prohibited in the vending area.
● Vendors are allowed to bring pets to the markets with prior consent. No pets are allowed inside the Central Virginia Produce Auction building due to health regulations.
● Selling can only be performed in your designated area, no walking around hawking your wares.
● The vendor is responsible for leaving the space in a clean condition.
● Tear down will begin promptly at the designated closing time and should take no longer than 30 minutes.
● Vendor is responsible for removal of trash, boxes, crates, and unsold produce from the premises.
● Vendors must visibly display any licenses, certifications, and permits required by law for all
products. The collection and filing of all related taxes and the obtaining of all applicable
inspections are the responsibility of the individual vendor.
●Vendor shall report their market sales to the Market Manager after each market. Reported amounts should be accurate to at least the closest tenth dollar. Exact amounts are not required. The purpose is for the Market Manager to be able to discern the overall health of the market and where assistance or promotion may be needed. The Market Manager shall keep all individual amounts confidential and report them to no other person or entity.
●Produce and Meat Vendors may be, at times, requested to provide prices or price lists so market prices can be shared with market reports produced by outside entities such as the VADACS monthly farmers market report.
● Vendors are responsible to perform a h ealth self-assessment prior to participating at the market. If you are not feeling well, please do not come to the market at all, and notify the Market Manager as soon as possible. You may make arrangements for someone else to sell your products if desired. Your presence at the market affirms that you have met the above-mentioned responsibilities in keeping yourself and others safe.
MARKET ATTENDANCE:
● Consistent attendance at the Market is expected. Full-time vendors are encouraged to plan for and commit for as long a selling season as possible.
● The Market Manager, or designee, will be at the market no later than 15 minutes prior to the opening of the market.
● An email will be sent out Monday morning with information for the Friday market.
● Vendors are encouraged to keep consistent communication with the manager.
● Guest Vendors must notify the market manager each market they intend to attend at least one week prior to the market.
● Vendors should notify the Market Manager by telephone, email, or text by 5 p.m. on Wednesday if they will not be able to attend on Friday. Vendors should call/text the Market Manager when running late. Two unexcused late arrivals or absences without prior notice will potentially cause the vendor to lose his or her assigned space, or in rare cases, be asked to not come back. The Market Manager may waive this requirement if the vendor has experienced an emergency or extenuating circumstance.
● Guest vendors canceling attendance after Thursday 5pm will be required to pay stall fees for that market day. Acceptance to future markets will be denied until stall fees are paid.
● Vendor relocation shall be at the discretion of the Market Manager and shall be based on reasons regarding feasible and practical distribution of vendors/products.
● The Market does not have access to water or electricity for vendor use. Please plan accordingly.
● Vendors may not leave the market before it closes without permission from the manager.
SOLICITATIONS AT THE MARKET:
Given that we have a broad range of vendors and customers, it is critical that the market be a place where everyone feels welcome, safe, and not judged. Therefore, our policy strictly prohibits solicitations of any sort including, but not limited to, political, religious, or other potentially divisive issues.
If you have any questions, please call James Smith at 804-615-8775. Thank you.