Vendor & Operations Manual

All prospective vendors must first create an account in our online registration system. Please note: If you have previously applied to be a vendor at The Gardens GreenMarket, you already have an account! You may send an email to recinfo@pbgfl.com if you have having trouble accessing your account. Applications must have a valid email address on file as that will be the main communication source. The City charges a non-refundable $1 application fee. If a vendor is accepted into the market, the application fee will be applied to vendors’ account. Applications can be found online at HERE Version OptionsVendor & Operations ManualHeadline. 

All past vendors will need to resubmit an application for every market season. Electronic submission is required and does not guarantee a space into the market. Paper applications are not available.  If you need assistance with submitting an application or creating a household account, please ­contact the Burns Road Community Center at 561.630.1100 or recinfo@pbgfl.com.

ACCEPTED VENDOR CLASSIFICATIONS

The Gardens GreenMarket strives to balance product type while staying true to the mission of a Farmer’s Market. Vendor classification will be assigned when applicants are approved by market management. Accepted vendor classifications, listed in order of priority, include:

• Farm and Agriculture Vendor
• Non-Farm an Value-Added Food Vendor
• Prepared Concessions Vendor
• Artisan/Crafter/Handmade Goods Vendor
• Community Group Vendor

The classifications and definitions of accepted vendors and examples of approved product(s) to be sold at the market are listed under the section titled, ‘Accepted Vendor Classification & Jury Info’.

PROSPECTIVE VENDOR APPROVAL

All vendors are required to list their primary products (main product line) and secondary products (anything outside of, or not related to, the main product line) on the vendor application. Only products listed on the application and approved may be sold. If a vendor wishes to add product(s) after their application has been approved, the vendor must contact the Market Manager, Ashley Shipman (561.630.1146 or ashipman@pbgfl.com). This type of request shall be limited to one time per vendor throughout the Market season and may be subjected to additional fees if vendor classification changes. This type of request shall be limited to one time per vendor throughout the Market season and may be subjected to additional fees if vendor classification changes.   

The City of Palm Beach Gardens has the right to prohibit the sale of any items not specifically listed and approved on the application, as well as prohibit the sale of any items not in the best interest of The Gardens GreenMarket. Vendors who attempt to sell items not approved will have to remove them from their booth immediately. Continued attempts to sell unapproved items will result in removal from the Market. 

PRODUCT EXCLUSIVITY

The Gardens GreenMarket does not extend exclusive rights to sell any one product. The balance between types of vendors while remaining a greenmarket is always a challenge.  It is also a challenge to balance similar types of products to prevent oversaturation and to ensure that a patron can find a diverse offering every Sunday. 

The Gardens GreenMarket management staff will determine when and where a product category is adequately represented. If this determination is made, then vendors selling similar products will attend the GreenMarket on a rotating schedule. The product mix at The Gardens GreenMarket, as well as customer demand, will serve as important factors in determining how many vendors will be allowed to sell the same or similar item(s).

Farm and Agriculture Vendor

Products in this category are grown or raised by the farmer/grower. Vendors in this category participate in the cultivation, harvesting, or production of crops, or management of livestock and bees. Examples include, but are not limited to fresh fruits and vegetables, nuts, honey, eggs, herbs, meat, dairy products, flowers, plants, and trees. Vendors in this category must be able to produce a current Grower’s Permit, Certificate of Apiary Registration, Certificate of Nursery Registration, Feed Master Registration, Annual Food Permit, a Specialized Process Alternative, or any other certificate/license/permit required by state, local, or federal health regulations. In some circumstances, vendor may need to produce more than one certificate, license, or permit.

Non-Farm and Value-Added Foods Vendor

Products in this category are farm products or ingredients not grown or raised by the vendor and may not be intended for immediate consumption. Vendors in this category may also produce supplies or ingredients for their processed goods in which the physical state of an agricultural product may have been altered. Examples include, but are not limited to produce, cheese, dairy, dried fruits, juices, jams, breads, pastries, fresh seafood, granola, meats, sauces, pickles, seasonings, spreads, condiments, cooking oils, packaged drinks, pastas, dog treats, and fresh cut flowers.

Prepared Concession Vendor

Products in this category include food and/or drinks which are freshly made and/or assembled on-site and are intended for immediate consumption. We are unable to accommodate having food trucks at the market site. 

Community Group Vendor

Groups must be a non-profit, charitable, and/or educational organization. A current tax-exempt form will be required. This category is subject to rotation based on available space.

Artisan, Crafter, and Handmade Goods Vendor

Products in this category are not made for consumption and are not mass produced. Products in this category are designed, fabricated, and hand-crafted by the vendor. All crafts must be of excellent workmanship both in quality and design, and must show evidence of manual skills obtainable through a significant period of dedication and experience.

The jury panel for this category includes Recreation staff and non-vendor community volunteers who make their decisions based on Market policies and judge items based on evidence of raw and/or repurposed materials, creative and independent design, demonstration or proof of production techniques, craftsmanship, artistic merit, and aesthetic value. Acceptance and priority are based on originality of design, materials, and production techniques.

This category is subject to rotation based on available space, market needs, and saturation of product. Examples include 2D/3D types of artwork, candles, soaps, body/health oils and scrubs, home and outside decor and *jewelry. *Crafts made primarily of pre-purchased beads will be given lowest priority of acceptance.

The Gardens GreenMarket Jury Process

All prospective vendors seeking participation in the market as an ARTISAN, CRAFTER AND HANDMADE GOODS vendor must jury their products every two years and may be accepted based on the following information: 

• After completing and submitting an application, vendor agrees to electronically submit pictures/videos and product information (see below), within 72 hours of application submission to Ashley Shipman
  • All products that the prospective vendor would like to sell at the market
  • Demonstration of how products are created-
    • Materials and tools used
    • Beginning, middle and end of production process
    • Market staff may request additional photos/videos
  • Booth display
  • Supply source (nature, store bought, repurposed, etc.)
  • Description of production technique types
  • Social media and/or website information
• The City reserves the right to request additional information throughout the year.

FEES BY CLASSIFICATION

*Fees listed below are per space

Farm and Agriculture Vendor

Pre-payment fees (no refunds provided for missed Sundays): 

• October 2, 2022 – April 30, 2023 (30 Sundays): $637.50 plus tax
  • Payment must be made in full by Tuesday, September 20, 2022 by 11:59p.m.
• May 7, 2023 – September 25, 2023 (21 Sundays): $446.25 plus tax
  • Payment must be made in full by Tuesday, April 25, 2023 by 11:59p.m.

Weekly Fee: $25 plus tax

Non-Farm and Value-Added Vendor

Pre-payment fees (no refunds provided for missed Sundays):

• October 2, 2022 – April 30, 2023 (30 Sundays): $1147.50 plus tax
  • Payment must be made in full by Tuesday, September 20, 2022 by 11:59p.m.
• May 7, 2023 – September 25, 2023 (21 Sundays): $841.50 plus tax
  • Payment must be made in full by Tuesday, April 25, 2023 by 11:59p.m.

Weekly Fee: $45 plus tax

Prepared Concessions Vendor

Pre-payment fees (no refunds provided for missed Sundays):

• October 2, 2022 – April 30, 2023 (30 Sundays): $1275 plus tax
  • Payment must be made in full by Tuesday, September 20, 2022 by 11:59p.m.
• May 7, 2023 – September 25, 2023 (21 Sundays): $935 plus tax
  • Payment must be made in full by Tuesday, April 25, 2023 by 11:59p.m.

Weekly Fee: $50 plus tax

Artisan, Crafter, and Handmade Goods Vendor

Pre-payment fees (no refunds provided for missed Sundays):

• October 2, 2022 – April 30, 2023 (30 Sundays): $1275 plus tax
  • Payment must be made in full by Tuesday, September 20, 2022 by 11:59p.m.
• May 7, 2023 – September 25, 2023 (21 Sundays): $935 plus tax
  • Payment must be made in full by Tuesday, April 25, 2023 by 11:59p.m.

Weekly Fee: $50 plus tax

Community Group Vendor

• Weekly fee: $35 (per space; must present current tax-exempt form prior to payment)

PAYMENT POLICY

Vendors who are accepted for the October – April and/or May – September market months, may elect to prepay for the entire season(s), in which the vendor will receive a discount off the total amount due. Vendors who elect to make weekly payments, must agree to have a credit card on file for automatic billing. 

WEEKLY PAYMENTS AND POLICY

Market Staff will process weekly payments utilizing the same credit card each vendor used for their application fee. Payments will be processed on each Thursday preceding the upcoming Sunday market, pending the vendor is scheduled for that date. Vendors who do not keep their method of payment updated will be subject to losing their space(s) in the market. Vendor fees will not be collected on-site at the GreenMarket. Any vendors with unpaid fees will not be allowed to set up until their balance is cleared.

ADDITIONAL FEES

• Electricity: $5 (plus tax) per Sunday, per outlet 
• 4’ x 2’ Banner: $20 (plus tax) *Includes corner grommets, Market’s logo and vendor’s business name*

ELECTRICITY

Request for City-provided electrical service is available and must be listed on application. Limited 20amp and 30amp power is available for vendors requiring electricity. Electricity fee is $5 plus tax per outlet each Sunday and electricity must be paid in advance. Vendors are responsible for providing their own outdoor extension cords, in good condition, and mats to cover all portions that lay in any area used by Market patrons. If a vendor is consuming excessive electrical power, as determined by Market Management, they may be required to reduce use of electrical power. Vendors are prohibited from using generators unless it is approved by Market Management. The use of generators will be at the City’s sole discretion. No assistance will be available to troubleshoot on Sundays. The City is not responsible for any technical power issues

• When a question of safety arises, the Market Staff and/or Fire Department officials have jurisdiction.
• Market Staff will verify electrical usage each Sunday and will charge account accordingly.

ABSENCES AND CANCELLATIONS

Vendors who are unable to participate in the market on a scheduled market date must notify the Market Manager via phone 561.630.1100, or email recinfo@pbgfl.com by Wednesday 5PM, or earlier, before the upcoming Sunday market. Vendors may be eligible to receive a credit towards the next scheduled Sunday or a credit may be placed on their account only if they have made a payment for that date AND if their space is filled. Failure to notify the Market Manager, or Management Staff, could result in the cancellation of future reservations. Vendors who have two unexcused, missed markets will constitute termination without a refund. Vendors who prepay for the season will not receive a refund or credit for missed Sundays.

Vendor Banner/Signage

Each vendor is required to prominently display a banner clearly identifying the business’ name. Signage is important not only for promotional purposes but for tracking vendor attendance and location. The City of Palm Beach Gardens offers a 4’ x 2’ banner to vendors which includes one grommet in each corner, vendor’s business name and The Gardens GreenMarket logo for $20 (plus tax). Vendor may not display signage with another market’s logo. To place an order, please email Market Manager, Ashley Shipman (561.630.1146 or ashipman@pbgfl.com), two weeks in advance.

Weather/Market Cancellation Policy

In most cases, Market Management will not cancel a Sunday in advance of the GreenMarket day. The Market Manager will make the decision to cancel on site Sunday morning due to inclement weather. Exceptions to the rule may include weather related or extreme acts of nature, etc. Safety is the City’s utmost concern. You may call the GreenMarket cell phone at 561.628.2611 on Sundays between 5 a.m. - 2 p.m., or email recinfo@pbgfl.com to inquire about cancellation information.

SET-UP AND BREAKDOWN 

• Arrival:  Vendors will receive a weekly email detailing space location and appropriate arrival time.  Based on the information in the weekly email, please arrive no earlier than 5:00 a.m. and no later than 7:30 a.m. Arrivals after 7:30 a.m. will not be permitted to enter the market with their vehicle but may park and walk their booth materials to their assigned space(s). All vehicles must clear the market site by 7:45 a.m. and be parked in vendor parking. Vendors must be open and ready for business by 8 a.m.  
• Loading/Unloading:  All vendors must unload their products and booth infrastructure in their space, park their vehicle, and then return to unpack their products and set up booth space. Vendors may not set up their tent(s) until they have parked their vehicle. The reverse must be true for breakdown. Products should be packed, and tent(s) should be taken down prior to getting vehicle from vendor parking.  
• Tear Down & Departure: Vendors must remain open for business until 1 p.m. Before vendors leave to get their vehicles, products should be packed, and tent(s) should be taken down. For the safety of the customers, vehicles will be allowed to enter the market after 1:15 p.m. but only after the safety barricades at the market entrances/exits have been removed by Market Staff. Vendors must vacate the premises no later than 2:15 p.m. 
• Traffic Flow: Each week, vendors will receive a copy of the site map with instructions on how to enter and exit the Market site. This route will be strictly enforced by the Market staff. Please note that vehicles cannot line up on Military Trail at the close of the Market.
  • In order to create a smooth departure, Market Staff may create a schedule specifying different times for certain vendors to enter the market site.

BOOTH SPACE

• Equipment:  Tables, chairs, tents and other booth infrastructure must be supplied by the vendor. The City of Palm Beach Gardens does not provide and is not responsible for the set-up/breakdown of any tables, tents, or chairs for any vendors.
  *Please note there are individuals who will offer to assist vendors with setup and breakdown presumably for compensation. These individuals are not City staff nor sanctioned by the City to assist in the operation of the Market.  If you, as a vendor, choose to utilize their services, please understand you do this without the consent nor support of the City.
• Dimensions: Booth space dimensions are approximately 10’x 10’ and vendors have the option of purchasing up to four spaces, based on availability and Market management approval.  
• Tent(s):  All vendors are required to have a tent and their booth space frontage should be consistently lined up with neighboring vendors along the rows. Aisles must be kept clear for crowds and access. Vendor agrees to have a tent in good condition and must anchor their tent with a minimum of 20 lbs. on each corner.  Vendors without weights will be required to take down their tent.  No refunds will be issued if product cannot withstand the weather conditions without the tent.  
• Identification: Each vendor is required to prominently display a banner clearly identifying the business’ name. Signage is important not only for promotional purposes but for tracking vendor attendance and location. The City of Palm Beach Gardens offers a 4’ x 2’ banner to vendors which includes one grommet in each corner, vendor’s business name and The Gardens GreenMarket logo for $20 (plus tax).   To place an order, please email Market Manager, Ashley Shipman at ashipman@pbgfl.com, two weeks in advance. Please note that the following ordinance applies to the Gardens GreenMarket all year round:

• 78-284 Prohibited signs and prohibited sign locations:  Bunting, pennants, streamers, and other similar signs or devices normally but not always installed in a series, designed to move with the wind, and usually attached to buildings, trees, ropes, poles, and similar structures.

Goodbye, Styrofoam!

City Council passed Resolution 14, prohibiting the use of polystyrene products at any City events or programs. Polystyrene, better known as the trademark name Styrofoam, is harmful to the environment. This proactive step in the City’s overall sustainability efforts will help protect wildlife and the environment while encouraging the use of reusable alternatives. All vendors providing consumable products must do so without the use of polystyrene containers

VENDOR CODE OF CONDUCT

• Vendors, and those associated with a vendor, are expected to maintain a professional and courteous attitude towards other vendors, City of Palm Beach Gardens staff, and emergency personnel.
• Vendors are encouraged to bring concerns about The Gardens GreenMarket to the management staff working the Market, not to patrons or other vendors. 
• Vendors shall not use any language or action to insult or harass another vendor, shopper or City staff. 
• Vendors may not hawk, bark, or shout in a loud or aggressive manner to customers in an attempt to sell vendor’s wares. 
• Vendors are not allowed to stand in the aisles while providing samples to patrons. All vendor activity must be conducted within their allotted booth space(s).
• Vendors shall take the proper safety and health precautions to protect patrons, the City, the public and property of other vendors.
• Vendors shall be responsible for all damages to persons or property that occur as a result of vendor’s negligence or misconduct. This includes any property owned by or provided by the City of Palm Beach Gardens.
• Vendors agree to park in vendor parking or assigned handicapped spaces.
• Vendors must not publicly disparage other vendors or their products. This behavior may be grounds for immediate suspension from The Gardens GreenMarket. 
• Vendors agree to keep their booth space(s) attractive and clean during hours of operation. Vendors must clean up their spaces, remove trash and take boxes with them after the Market closes. 
• Illegal, unethical and/or abusive behavior will be grounds for immediate removal.
• Vendors agree to read the entire Vendor and Operations Manual when accepted into the market.
• Vendors must follow all codes of conduct in order to continue their participation in the Market.

Should a vendor breach any rule listed above or rules outlined in the Operations Manual, the following process will be set in motion:

1. Discussion – The management team will bring any issues in question to the attention of the vendor. 
2. Formal Action – The management team will address the issue with the vendor, in writing, with the expectations and time frame for a resolution. 
3. Suspension and/or Removal – If a resolution does not occur, the vendor will be notified that they are being suspended and/or removed from The Gardens GreenMarket without a refund. The final decision will be made by the management team.  

Based upon the magnitude of the infraction, any step in the process might be applied.

Ashley Shipman, CPRP, AFO

Recreation Supervisor / Market Manager

As the Market Manager, Ashley Shipman heads up Vendor Relations to assure your Sundays go off without a hitch! She'll be your go-to person for market operations and vendor layout. Have a question about your payment, market schedule or booth space? Ask Ashley! She has been with the City of Palm Beach Gardens since 2015. When she takes a Sunday morning market break, you can find her jamming out to the entertainment of the day. 

Olivia Glowala

Recreation Supervisor / Market Co-Manager

Our Market Co-Manager Olivia Glowala heads up the planning for our weekly GreenMarket features. In addition to coordinating weekly highlights, she works with the bands to create the perfect Market soundtrack. Olivia has been with the City since 2018 and will assist vendors when Ashley isn't available. Her personal goal each Sunday is to add to her growing plant collection.

Monette Preston, CPRP, AFO

Operations Manager

Monette Preston is the day-to-day supervisor for our Market Managers. She works behind the scenes keeping operations organized and assisting with the Market layout. She's a common fixture on Sundays and is a backup for Ashley and Olivia if they are not available. No stranger to the Recreation Department, Monette was part of the team from 2012-2014, and returned to the City in 2018. When it comes to Market shopping, smoothies and sunflowers are her thing!