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. 

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 include: Small-Scale Farmer/Grower Vendor, Small-Scale Business Vendor, Prepared Concessions Vendor, Fine Arts and Skilled Artisan Vendor, Seasonal/Unique Craft Vendor, and Non-Profit Community Group Vendor. The classifications and definitions of accepted vendors and approved product(s) to be sold at the market are listed under the section titled, ‘Vendor Classifications Defined’, in priority.

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 a product after their application has been approved, the vendor must contact the Market Manager (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.   

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).

A small-scale farmer/grower vendor sells agricultural products that are grown or raised on vendor’s property. Examples of agricultural products are fresh produce, dairy, meat, nuts, honey, herbs, plants and flowers. A current grower’s permit certificate is required after submission of application and must be submitted via email to ashipman@pbgfl.com or delivered to the Burns Road Community Center, Attention: Ashley Shipman.

A small-scale business vendor sells agricultural products that are not grown, raised, or produced by the vendor or foods not prepared onsite. Examples include, but are not limited to, fresh produce, herbs, fresh cut flowers, plants, trees, fresh seafood, dairy, granola, meats, oils, jams, sauces, spreads, pickles, seasonings, packaged drinks, pastas, baked goods, and dog treats. 

A prepared concessions vendor sells hot/cold food and/or drinks which are freshly made and served at the market. All mobile food truck vendors must be approved by the City of Palm Beach Gardens Planning and Zoning Department. Additional application and fees will be required. All food truck permit inquires shall be directed to the Planning and Zoning Dept at 561.799.4243 or www.pbgfl.com/636/Applications-and-Forms.

A fine arts and skilled artisan vendor* sells exceptionally creative, hand-assembled items and is highly involved with the design and production. These items are not made for consumption and cannot be mass produced. Examples include 2D/3D types of artwork and jewelry, as well as home and personal care items such as candles, soaps, body oils and scrubs, etc.  

• Acceptance into this category is based on evidence of raw and/or repurposed materials, creative and independent design, demonstration or proof of production techniques, and high-quality unique appearance.

A seasonal/unique craft vendor* sells items that are not predominately hand-assembled by vendor, and/or is not highly involved with the design and production and may contain some mass-produced items.  These items are not made for consumption.  Examples include, but are not limited to, antiques, collectibles, jewelry, and home and outside décor.  

• Acceptance is based on available space and market needs. 
• This category is subject to rotation based on available space, market needs and saturation of product. 

A community group vendor must be a non-profit, charitable, and/or educational organization. A current tax exempt form will be required. 

JURY INFORMATION

*Any prospective vendor seeking to gain fine arts and skilled artisan or seasonal/unique craft vendor classification is required to electronically submit proof of assembling items and samples to the Market Manager, Ashley Shipman, ashipman@pbgfl.com 

• Prospective vendor must submit an application prior to electronic proof of assembling items and samples
• The Gardens GreenMarket Fine Art Jury Committee will review submissions and make vendor classification determination based on the criteria listed above.
• Vendor will need to re-jury their product(s) every two years.
• The City reserves the right to request additional information throughout the year.

Applications will be available from October 26, 2020 through November 20, 2020. Any applications received on or after November 21, 2020 will automatically be placed on the waitlist. During the entire week of December 7, 2020 through December 11, 2020, application status emails will be sent to the prospective vendors who apply prior to November 21, 2020. The email will identify if approved, waitlisted, or denied. Prospective vendors who apply on or after November 21, 2020 will not receive an application status email. Acceptance into The Gardens GreenMarket is based upon vendor classification priority. Please see below for more information.

FARMER/GROWER ACCEPTANCE

• Prospective vendors who meet the qualifications of a Farmer/Grower vendor classification will be given first priority into the market, pending an application is submitted between the dates of October 26, 2020-November 20, 2020.
• Prospective Vendors who apply on or after November 21, 2020 and meet the qualifications of a Farmer/Grower vendor classification will be placed onto a waitlist. Please see 'Waitlist Acceptance' for more information.

ALL OTHER VENDORS - LOTTERY ACCEPTANCE

• Prospective vendors who meet the qualifications of a Small-Scale Business, Prepared Concession, Fine Arts and Skilled Artisan, Seasonal/Unique Craft, or Non-Profit Community Group  vendor classification will be accepted through a lottery system, pending an application is submitted between the dates of October 26, 2020-November 20, 2020.
• Vendors who have participated in The Gardens GreenMarket for 15 or more market seasons are exempt from the lottery process, pending an application is submitted between the dates of October 26, 2020-November 20, 2020.
• Vendor names will be drawn at random with the following priority in approximation: 
  • 40% Small-Scale Business
  • 30% Prepared Concession
  • 20% Fine Arts and Skilled Artisan
  • 10% Seasonal/Unique Craft and Non-Profit Community Group
• The City reserves the right to modify the above-mentioned percentages based on market needs.
• The number of vendors selected from the lottery process is entirely dependent upon the amount of remaining vendor spaces; This does not guarantee space(s) into the market.
• Prospective vendors who are not selected during this initial lottery will have an opportunity to be called off the waitlist (see 'Waitlist Acceptance' below).

WAITLIST ACCEPTANCE

• Prospective vendors who have submitted an application and have not been accepted into the market may be called off the waitlist to participate if a cancellation occurs.
• If this occurs, the Market Staff will conduct another lottery for prospective vendors on the waitlist; Vendor names will be selected at random following the above listed priority.
• Market Manager will contact prospective vendor to notify them of the available space.
• If that vendor declines to participate, or does not respond in a timely manner, Market Staff will select another name from the lottery.

FEES BY CLASSIFICATION

Farmer/Grower Vendor

• Pre-payment fee (16 Sundays): $375 plus tax
• Weekly fee: $25 (per space) plus tax

Small-Scale Agricultural Business Vendor

• Pre-payment fee (16 Sundays): $675 plus tax
• Weekly fee: $45 (per space) plus tax

Prepared Concessions Vendor

• Pre-payment fee (16 Sundays): $750 plus tax
• Weekly fee: $50 (per space) plus tax

Fine Arts and Skilled Artisan Vendor

• Pre-payment fee (16 Sundays): $675 plus tax
• Weekly fee: $45 (per space) plus tax

Seasonal/Unique Craft Vendor

• Pre-payment fee (16 Sundays): $750 plus tax
• Weekly fee: $50 (per space) plus tax

Community Group Vendor

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

PRE-PAYMENT OPTION

If a vendor is accepted into the market for the entire season (January 10, 2021-April 25, 2021) and elects to prepay for the entire season, that payment must be made in full by Tuesday, January 5, 2021 by 11:59p.m. Vendors who prepay for the entire season are receiving a discount off the total amount due. Note: There will be no refunds provided for missed Sunday’s.

WEEKLY PAYMENTS AND POLICY

Vendors who are accepted into the market, and elect to make weekly payments, must agree to have a credit card on file for automatic billing. 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: $10 (plus tax) per Sunday, per outlet (pre-payment for 30 Sundays: $300, plus tax)
• 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 30 amp power is available for vendors requiring electricity. Electricity fee is $10 plus tax 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. 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.

• Note: Electric is limited to one extension cord to vendor's booth. At the booth, vendors are responsible to safely split their electric. Vendors that cause an overload on the system will be required to pay for additional outlets. When a question of safety arises, the Market Staff and/or Fire Department officials have jurisdiction.

ABSENCES AND CANCELLATIONS

Vendors who are unable to participate in the market on a scheduled market date must notify the Market Manager via phone 561.630.1146, or email ashipman@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.

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 7:15 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, their booth must be broken 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 2:15pm.
• 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, 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.

TRASH DISPOSAL

Vendor agrees that they will remove/take with them all litter, cardboard boxes, product debris, crates, boxes, etc. from their space each week. The City has a right to control the “visual impact” and overall presentation of the Market.  A fine could be imposed if space(s) is not left in an appropriate condition.  All fees will be placed on vendor’s account and must be paid prior to attending another Market or City program/event.

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.