- How to Become A Vendor
- Vendor & Operations Manual
Vendor & Operations Manual
WELCOME TO THE GARDENS GREENMARKET
Entering its 22nd season, The Gardens GreenMarket has become a true Palm Beach County tradition by continuing to operate as a market that contributes to the success of local foods, growers, producers, small businesses and artisans. This market also supports the cultural arts by promoting local artistic talent and providing live entertainment to enhance a festive atmosphere for both vendors and shoppers.
By providing opportunities for farmers, agriculture related products, artisans and others to showcase their products, this market enables producers to sell directly to their customers and reap the rewards for their hard work and long hours. Expanding the economic strength/viability of local growers and small businesses positively impacts the health and wellness of our patrons. We will continue to strive to attract current, past, and new market attendees through monthly “highlights”, special attractions, and the inclusion again of art/culture related exhibits.
Shannon Laughren, Market Manager
561.630.1146 | firstname.lastname@example.org
- General Market Info
- Become a GreenMarket Vendor
- Accepted Vendor Classifications
- Priority of Acceptance
- Vendor Fees & Payment
- Rules & Conduct Policy
- Meet the Team
City Hall Municipal Campus at 10500 North Military Trail, Palm Beach Gardens, FL 33410 (northeast corner of Burns Road and Military Trail).
DATES AND HOURS OF OPERATION
The Gardens GreenMarket is open every Sunday, rain or shine. October – September, 8:00 a.m. to 1:00 p.m.
THE GARDENS GREENMARKET SEASON KICKOFF CEREMONY AND ANNIVERSARY CELEBRATION
The 2023-2024 Season Kickoff Ceremony will take place on Sunday, October 1, 2023 at 9:00 a.m. The 22nd Anniversary celebration will take place on Sunday, January 14, 2024 at 9:00 a.m.
Per City Ordinance Section 46-14: Pets and animals – No person shall bring or allow any pet or animal in any City park, except those assisting or aiding impaired or physically disabled persons.
A service animal is defined as a dog or miniature horse that has been trained to do work or perform tasks for the benefit of the individual as defined by the Department of Justice ADA regulations. The task(s) performed must be directly related to the person's disability.
There are no ATM machines available at The Gardens GreenMarket site.
LOST AND FOUND
Found items should be turned in to any GreenMarket staff. Any items not claimed by the end of the Market will be delivered to the Burns Road Community Center, 4404 Burns Road, Palm Beach Gardens, FL 33410.
Restrooms are located next to the fire tower at the market and at the Gardens Park baseball fields. Additional restrooms are located at the Burns Road Community Center. Restrooms at the fire station and City Hall are not for vendor or public use.
Vendor parking will be available at the Palm Beach Orthopedic Institute, 4215 Burns Rd., Palm Beach Gardens, FL 33410. Please understand that if vendors choose to park as close as possible to the market, you are making it more difficult for patrons to enjoy the market. Vendors with oversized vehicles and/or trailers MUST park at Palm Beach Orthopedic Institute. Parking at the Fire Station or on grass areas is prohibited.
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 email@example.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.
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 firstname.lastname@example.org.
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 and 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 Management at email@example.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.
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 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-made by the vendor. All goods 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.
Acceptance for this category will be based on Market policies. Evidence of raw and/or repurposed materials, creative and independent design, demonstration or proof of production techniques, craftsmanship, artistic merit, and aesthetic value will be examined. 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 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 Shannon Laughren
- 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.
FARM AND AGRICULTURE VENDOR ACCEPTANCE
- Prospective vendors who meet the qualifications of a Farm and Agriculture vendor classification will be given first priority into the market, pending an application is submitted on or before Sunday, June 30, 2023.
- Prospective Vendors who apply on or after Monday, July 1, 2023 and meet the qualifications of a Farm and Agriculture vendor classification will be placed onto a waitlist. Please see ‘Interest List Acceptance’ for more information. (on page 5).
ALL OTHER VENDORS - LOTTERY ACCEPTANCE
- Prospective vendors who meet the qualifications of a Non-Farm and Value-Added Food, Prepared Concession, Artisan and Handmade Goods, or Community Group vendor classification will be accepted through a lottery system, pending an application is submitted on or before June 30, 2023.
- Vendors who have participated in The Gardens GreenMarket for 10 or more market seasons are exempt from the lottery process, pending an application is submitted on or before June 30, 2023.
- Vendor names will be drawn at random with the following priority in approximation:
- 40% Non-Farm and Value-Added
- 30% Prepared Concession
- 20% Artisan and Handmade Goods
- 10% 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 may have an opportunity to be called off the Interest List (see ‘Interest List Acceptance’ below).
INTEREST LIST ACCEPTANCE
- Prospective vendors who have submitted an application and have not been accepted into the market may be called off the interest list to participate if a cancellation occurs.
- If this occurs, the Market Staff will conduct another lottery for prospective vendors on the interest list; vendor names will be selected at random following the above listed priority.
- Market Manager will contact the 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 at random following the above listed priority.
2023-2024 VENDOR FEES & PAYMENT INFORMATION
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. Payments will be processed on each Tuesday preceding the upcoming Sunday market, pending the vendor is scheduled for that date. Any vendors with unpaid fees will not be allowed to set up until their balance is cleared. Vendor fees will not be collected on-site at the GreenMarket.
Fees listed below are per space.
|VENDOR CLASSIFICATION||WEEKLY |
|PRE-PAYMENT - MAIN|
October- April: 31 Sundays
|Farm and Agriculture||$30 plus tax||$600 plus tax|
|Non-Farm and Value-Added||$50 plus tax||$1000 plus tax|
|Prepared Concession||$55 plus tax||$1,100 plus tax|
|Artisan, Crafter, and Handmade Goods Vendor||$55 plus tax||$1,100 plus tax|
|Community Group |
(must present tax-exempt form)
|$40 plus tax||N/A|
*Vendors who prepay for the season will not receive a refund or credit for missed Sundays.
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. To place an order, please email Market Manager, at least two weeks in advance. Vendor may not display signage with another market’s logo.
- 4’ x 2’ Banner: $20 (plus tax)
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. 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.
- $5, per outlet
- 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 firstname.lastname@example.org by TUESDAY 12PM, 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.
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 email@example.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 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.
- 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 Management at firstname.lastname@example.org, 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.
LICENSES, PERMITS AND INSPECTIONS
Vendors are solely responsible for maintaining compliance with relevant state, local, and federal health regulations, codes, licenses, and insurance. Please note that local and state inspectors do attend the Market unannounced to check for proper permitting/licensing of products. City of Palm Beach Gardens Fire Rescue will perform regular inspections. Vendors who cook on site must have a tarp under cooking equipment and a flame resistant tent. One fire extinguisher with current inspection tag with proper pressure and pin secured in place should be visible from the front of their tent. Propane tanks must be in a crate at least 10 feet from cooking appliances with fuel secured. Vendors who handle ready-to-eat food should adhere to the following U.S. Department of Health and Human Services Food Code: 3-301.11 (B): Employees are preventing cross contamination of ready-to-eat food with bare hands by properly using suitable utensils such as deli tissue, spatulas, tongs, single-use gloves, or dispensing equipment.
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:
- Discussion – The management team will bring any issues in question to the attention of the vendor.
- Formal Action – The management team will address the issue with the vendor, in writing, with the expectations and time frame for a resolution.
- 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.
Recreation Supervisor / Market Manager
As the market manager, Shannon Laughren 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 Shannon! She has been with the City of Palm Beach Gardens since 2022. When she takes a Sunday morning market break, you can find her munching on some delicious empanadas.
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 Shannon isn't available. Her personal goal each Sunday is to add to her growing plant collection.
Monette Preston, CPRP, AFO
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 Shannon 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!