2026 Market Guidelines

**Guidelines Updated 2026**

1. Steps to Become a Vendor
2. Selection Process
3. Insurance Requirements
4. Types of Vendors
5. Market Access Program:
6. Location, Dates, and Fees
7. Cancellation Policy
8. Equipment Requirements
9. Signage Requirements
10. Market Money & Nutrition Coupons
11. Market Day Rules
12. Green Initiatives
13. Code of Conduct
14. How to Apply

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Steps to Become a Vendor

• Carefully review the Market Guidelines below.
• Vendor applications and scheduling are done through Marketspread. If you do not have a Marketspread account, first make an account profile AND then apply for our market. NOTE: Remember your password! You will use Marketspread throughout the season and in future years to re-apply, upload documents, and view your outstanding invoices all season long.
• Describe the products you are selling in detail and provide pictures wherever possible. 
• Upload any necessary documents that you already have into the application. If you don’t have all the paperwork yet, that’s okay! If accepted, we will let you know in your confirmation email what documents are still needed and you can upload them at a later date. Please Note: All documents are required at least 30 days prior to your first market date.
• Applications will not be processed until a $25 Application Fee is paid.
• Vendors who are approved for a space at the NWFM will be contacted by email, with the approved dates and an invoice for approved dates. Your approved dates will then be listed on your market calendar in Marketspread. It is your responsibility to log in to Marketspread to see which dates and products you are approved for.
• Once approved, make your payment for stall dates AND your $25 Vendor Membership Fee. E-transfers should be sent to info@newwestfarmers.ca Cheques should be made payable to New West Farmers Market.
• If you’re a New Vendor, you will be asked to attend (virtually) one of two Mandatory Vendor Orientation dates.
• Join us in Tipperary Park on your first Market Date!
• Keep up to date on your market dates, outstanding documents and invoices due by logging into Marketspread all season long!

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Our Selection Process:

We strive for an 80/20 ratio of food to non-food at our market, but because of seasonality, availability, and mix of applicants, we may need to adjust that ratio.

Reselling: Only approved products that are made, baked, grown, raised, caught or wild harvested by the approved vendor in British Columbia, may be sold at the market. No reselling of any produce or products is permitted at the NWFM.

Seniority: Only vendors who have attended our market in the previous calendar year will be given seniority selection in our application process. If a vendor did not attended the previous season, they will be considered a new vendor. Seniority means this vendor’s application acceptance and preferred will be prioritized over a new vendor’s, if they apply within the first 4 weeks of application release, after which time, applications will be processed in order of date received. The New West Farmers Market Society reserves the right to refuse any vendor for any reason.

Jury Panel: New vendors may be asked to come and show their products at a jury panel. The panel would made up of selected members of the community with related expertise. The panel will make recommendations to the Market Manager, and the final decision rests with the Market Manager. If the applicant has missed the jury date, photographs, written descriptions of methods, etc. may suffice. Email the Market Manager for information about the jury panel process. In lieu of a jury panel, vendors may be asked to provide samples of products, photos of stall set up, and information about other markets attended (if any).

Culturally Significant Products and Practices:  The NWFM is committed to decolonizing, challenging and dismantling oppressive structural systems that serve as barriers to equity, while working toward food systems sustainability. With that, vendors may be asked about their relationship to particular culturally significant or sacred products, practices or crafts.

Cannabis: As members of the BCAFM, the sale of cannabis and cannabis products are not allowed at our market. For more details, please view their Cannabis and Hemp Product Factsheet.

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Types of Vendors & Required Documentation:

There are multiple kinds of vendors, and different vendors require different permits and documentation. All applicants should submit an application and upload all relevant documentation within the application (unless the document requires purchase – for those: wait until you are accepted and then get them ASAP). All documents MUST be submitted to the NWFM at least one (1) month before their first market date. 

Insurance Requirements:

The City of New Westminster is requiring that ALL vendors that participate within the New West Farmers Market submit insurance paperwork to the Market Manager. All vendors must add both the City of New Westminster and New West Farmers Market as additional insured. Please forward the following information to your insurance broker:

• Additional Insured: 
  • City of New Westminster – 511 Royal Avenue. New Westminster, BC V3L 1H9
  • New West Farmers Market Society – #304 720 6th Street New Westminster, BC V3L 3C5
• Location listed as:  New Westminster Farmers Market
• All vendors cooking food/beverages (this includes warming food/beverages) on site: $5 M Commercial General Liability policy with inclusive limits for bodily injury and property damage liability
• Prepared food and all other vendors: 2M Commercial General Liability policy with inclusive limits for bodily injury and property damage liability
• Cross-liability clause
• 30 days prior written notice of cancellation or material change

Any vendors submitting insurance documents without the City of New Westminster or New West Farmers Market added as additionally insured will not be able to attend the market until the correct paperwork is submitted.

This is a requirement from the City of New Westminster, we understand that other municipalities may have different rules and other markets may not require this paperwork. In order to be a vendor in New Westminster this paperwork will be required.

Where to Get Vendor Insurance:

These suggestions are not endorsed by the New West Farmers Market, merely options commonly chosen by our own vendors.

Farm Vendors

A farm vendor is a person who produces agricultural products from land that they own or control, or has a license to harvest from (such as wild foragers or fishers). Examples include produce, eggs, dairy, meat, fish and plant nursery products. A farm fresh vendor may sell value-added products made from their own farm product. Farm fresh vendors selling value-added food products or eggs, honey, dairy, meat and fish must also follow the prepared food vendor guidelines below and will need to seek approval from the Fraser Health Authority to sell high-risk foods and provide their FoodSafe certification.

Required Documents:

• Insurance (If selling any value-added/prepared foods, you will also need to submit the documents below).

Prepared Food Vendors

Prepared food vendors range from products like pickles, to bakeries, to coffee, to confections. There are two categories of prepared foods: Low Risk, which may be made in a home kitchen because it is usually dry, high acid, high salt, or high sugar and High Risk, which may only be prepared in a commercial kitchen unless permission is given from the Fraser Health Authority. All prepared food vendors must comply with the Fraser Health Authority’s Guideline for the Sale of Foods at Temporary Food Markets and high risk foods will be required to obtain and submit to us a “Letter of Confirmation”. You can obtain this by applying for an Application for Sale of Higher Risk Food at Temporary Food Markets and sending it to YOUR regional health authority.

All prepared food vendors must keep on hand at each market and submit copies of these Required Documents:

• Insurance
• FOODSAFE Level 1 certificate or MarketSafe.
• A hand washing station (if sampling food on site.)
• Products labeled with all ingredients and the vendor’s contact information.
• A sign displayed stating that the products were made in a home kitchen (unless a commercial kitchen was used to prepare all of the products being sold).
• Proof of ph levels in each recipe for such products as salsa, jams, preserves or pickles.
• Low Risk Food Vendors may require pH or aW testing and/or email confirmation from their Health Authority stating their products are low risk. 
• High Risk Food Vendors must acquire a Letter of Confirmation from their regional Health Authority.

Eat On-Site Vendors

Eat on site vendors are vendors who prepare food/drinks on-site that is intended for immediate consumption. Examples are sausage carts, fried bread, crepe making, samosas, etc. Vendors who prepare the food in a kitchen and transport it hot to the market for sale and vendors who prepare the food on site are both from this category.

All vendors must have the correct documentation about prep kitchens, food safety plans, and approval from the Fraser Health Authority. You will likely also be required to apply for a Temporary Food Premises Permit from OUR Regional Health Authority (Fraser Health) depending upon your set up and circumstances. Please contact the Fraser Health Authority at: HPNewWest@fraserhealth.ca to determine what requirements you must fulfill. If you are cooking onsite, you must also follow vendor requirements from the New Westminster Fire Department.

Required Documents:

• Insurance (5M CGL)
• FOODSAFE Level 1 certificate or MarketSafe.
•  Temporary Food Premises Permit
• New West Fire Dept Vendor Regulations

Food Trucks:

Required Documents:

• Insurance (5M CGL)
• If you are operating a food truck, you must have a valid Fire Decal from the New Westminster Fire Department.
• You must have a valid Permit To Operate from your Regional Health Authority.
• You must have a valid New Westminster Business License
• You must have a valid Food Safe.

Food Trucks will also need to follow specific guidelines in accordance to the City of New Westminster’s Food Truck Policy. City Forms for food trucks:

• Certificate of Insurance for Food Trucks
• Food Truck Fire Declaration Form
• Application Form

Alcohol Vendors

Alcohol vendors are required to provide Serving it Right and a Market Authorization Permit from the Liquor and Cannabis Regulation Branch of BC. Alcohol vendors must only provide samples to legal adults, and are expected to practice good judgement in the sampling and sale of alcohol. 

For more information about retaining Market Authorization, you can consult the province’s website here.

Artisan Vendors

Required Documents:

• Insurance 
• Photos of products
• *Spa & Beauty vendors also require cosmetic notification numbers. Read more below:*

Spa and Beauty Vendors

To ensure quality and safety for our customers, spa and beauty vendors are required to supply a cosmetic notification number. Click here for the Canada Health guidelines. Click here for the form you need to submit to Health Canada. After submitting each of your products you will receive a Cosmetic Notification Number – it is those numbers you need to submit to the market. Here is more information about this process.

No therapeutic claims: Avoid making therapeutic claims, such as modifying body functions or preventing or treating a disease or condition (e.g. “prevents acne”). These types of claims are only allowed on drugs or natural health products, not on cosmetic products. Instead, stick to claims about the product’s cosmetic effects (e.g. “cleanser for acre-prone skin”). Here is more information.

Edible Pet Product Vendors

We require that pet product vendors that make and sell pet food, treats, supplements or other edible products provide a FoodSafe permit to ensure that all products are prepared, stored and managed in a safe manner. 

Required Documents:

• Insurance 
• Food Safe or Market Safe

Other Vendors

Occasionally, the NWFM may approve vendors that do not fit in the above categories, such as businesses who offer a service or product. For example, chair massage or landscaping design. Please apply with relevant documentation (business license, food safety certifications, and proof of insurance coverage). Businesses that are aligned with the NWFM Society’s Mission Statement will be given preference.

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Market Access Program:

The NWFM is excited to expand our Market Access Program – to the WHOLE SEASON! Our Market Access Program provides FREE booth space, equipment, and mentorship to NEW vendors from underrepresented and marginalized backgrounds. It is aimed to remove the barriers that often prevent local entrepreneurs from launching at farmers markets for sustainable business development. Apply via our regular application and check “YES” when asked if you would like to be considered for this program. We have a limited number of stalls (2) allocated for this program per market date, and will provide a maximum of 4 complimentary booths (unless otherwise stated), so if you are not accepted for the program, or cannot be accepted for all dates, you are still welcome to join us as a regular vendor. 

Market Access Recipients will also receive additional mentorship, and promotion from our market, to aid in the art of building customer base.

MAP Recipients are still obligated to pay Application and Membership fees (listed below), and are required to obtain all necessary permits, however we an walk you through this process!

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Other Ways to Save – Stall Sharing:

Two vendors who have been independently accepted to the market can share a stall. Each vendor needs to submit separate applications and, if accepted, pay the application fee and membership fee for the market individually. Stall sharing arrangements require a signed contract and prior approval by market staff. Vendors who share a stall must have clear signage as to which products are made by each vendor. Vendors must decide themselves which business will be invoiced and make payments to the market. 

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Location & Dates:

Our market takes place on Thursdays from 3pm to 7pm in Tipperary Park located on the north side of Royal Avenue at 4th Street in New Westminster and Queens Ave between 3rd and 4th Street. Stall sizes are either 10’x10’ or 10’x20’ and an appropriate stall will be awarded to you based on your needs, requested in the application.

The 2026 Markets will begin March 26, 2026 and run until October 29, 2026 (the last 4-or-so markets of the season will end after dark and though the market will have street lights and portable lighting set up, we request vendors provide their own battery operated lights as well).

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Market Booth Fees:

You do not have to pay all market fees upfront. Simply pay at least 24 hours before the market and you’re good to go! Payments can be made via e-transfer to: info@newwestfarmers.ca, by cash, cheque or monthly post-dated cheques. Payments can be paid in a lump sum, monthly or weekly. 

APPLICATION FEE: 

All applicants must pay a $25 Application Fee. Vendor applications will not be processed until this fee is submitted.

MEMBERSHIP FEE:

Accepted vendors an additional $25 membership fee. This grants you Voting Rights at our Annual General Meeting – and a say at our market! Vendors will not be permitted entrance to the market until this fee is paid.

STALL SIZES & FEES:

• 10’ X 10’ – $51 per market (+GST)
• 10’ X 20’ – $90 per market(+ GST)
• Food Truck – $64 per market (+GST)

LATE ARRIVAL FEE:

Due to our change in layout this season and with a shortened set-up period, vendors who arrive late will be charged a $25 Late Arrival Fee (if we are able to accommodate their attendance). As we block our market with vehicles as a safety precaution, late vendors may not be able to be accommodated.

LATE PAYMENT FEE:

Fees not paid in advance are subject to a $20 late payment surcharge. All fees paid on the day of market, on-site at the market, or later are considered late. 

The NWFM Society reserves the right to allocate the stall locations and vendor parking for each market, and changes to your stall location might be necessary as the season progresses based on other vendors and product mix.

Please note, all NSF cheques will incur a fee of $25, in addition to any bank charges.

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Cancellation Policy

Vendors must email the Market Manager (info@newwestfarmers.ca) to cancel at least 72 hours before their scheduled market date in order to qualify for a refund. This means that we must receive an email from you regarding your cancellation no later than Monday at 2:59pm to still qualify for a refund. Depending on the circumstances and the Market Manager’s ability to fill the space, all or a portion of the market access fees may be refunded. Fees will not be refunded and will still be owed by vendors who no-show the market, or who email less than 72 hours before the market date. Vendors may not swap dates with other vendors without seeking approval from the Market Manager.

• Cancellations will only be accepted via email.  Phone calls, voicemails, in person, and text messages are not sufficient.
• Vendors who cancel more than 4 dates in the season will only be eligible to receive a 50% discount starting at the 5th cancelled market and will lose their seniority for the following year.
• Vendors who do not pay prior to the market AND/OR No-Show are subject to a $20 Late Payment Fee
• Vendors who no-show are subject to the cancellation of the rest of their stall dates cancelled and losing seniority the following year. 
• Sickness Policy: We expect vendors to have contingency plans in place in case of illness, including having other staff available as needed.  Access to hand sanitizer and mask wearing is always encouraged.  

These policies can be confusing! Below is a handy visual guide to illustrate. Our Cancellation Policies are intended to provide fair and equitable access to vendors who want to participate in our market in good faith. 

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Equipment Requirements

Vendors are required to supply their own tents, tent weights, tables, chairs,  signs, power, refrigeration, hand washing station, cleaning supplies, and other necessary supplies. We do not have access to power, and unfortunately we don’t have enough supplies to rent equipment out consistently. 

Tent weights MUST be 20lbs MINIMUM (recommended 40lbs) for each tent leg, with a total MINIMUM weight of 80lbs (recommended 160lbs). As our market tends to get hit with surprise gusts of wind, for the safety of our staff, volunteers, shoppers and you(!), you will not be granted entry without proper tent weights. 

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Signage Requirements

• All vendors must display their business name on a prominent sign
• All vendors must display proof of appropriate certifications.
• Clear pricing must be posted for all products.
• “Clearance” products can make up no more than 20% of total products offered for sale.
• Vendors wanting to sell products as “Organic”, “Biodynamic” or first, second, or third year “Transitional” need to submit the proper certification documents in their application and are encouraged to display signs at the market.

• Farmers wanting to sell their products as “Naturally Grown” need to include notarized affidavit in their application stating that “at no time during the growing season or post-harvest handling of this commodity have any synthetic pesticides, fungicides, herbicides, or fertilizers, been used.” In the case of animals, it should read “at no time during the life of the animal have synthetic growth enhancers or medications been used.” Signage naming products as “Naturally Grown” must prominently display a copy of the notarized affidavit supporting these statements.
• Farms and products that are not Certified Organic, must not display signage or indicate on labels the phrase “organic” or “organically grown” and “non-certified organic”. All such statements should have certification to back up claims.
• The term “no sprays” is misleading and should not be used on signage or when speaking to shoppers about growing methods.
• A maximum of 1 Sandwich board per vendor is permitted, and they must be within 4 feet of the market stall and must not block pedestrian traffic.
• Nutrition Coupon Vendors MUST display their “BCAFM Nutrition Coupon Vendor” sign clearly and prominently where it can be seen by customers at least 10 feet away.
• Prepared Food products must be labeled with all ingredients and the vendor’s contact information.
• Low-risk prepared food vendors must display a sign stating that the products were made in a home kitchen.

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Market Money

 

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Market-Day Rules

1. Vendors must arrive between 1:30pm and 2:30pm to unload and set up.  If you arrive late, you must park your car and walk in your equipment. You will not be permitted to set up early due to new site layout.
2. Vendors must remove vehicles from the site by 2:45pm for the market to open at 3:00pm. For pedestrian safety, vendors are NOT permitted to bring vehicles back into the market site before 7:15pm.
3. Vendors must complete their stall set up prior to the commencement of the market and must not tear down during market operation – even if they sell out.
4. Vendors must call the Market Manager if running late. If a vendor is not present by 2:45pm, their stall may be given to another vendor.
5. Vehicles will be prohibited from entering the market site from 2:30pm onwards.
6. Vendors must follow the Market Manager’s instructions for stall assignments and vendor parking.
7. Vendors must commence selling at 3:00pm, and stop selling at 7:00pm. Sales prior to 3pm are not permitted. 
8. Vendors may only sell products approved by the NWFM Society through the application process and all products must be made/baked/grown/wild harvested by the vendor. Reselling is strictly prohibited.
9. Vendor Cooperatives and collectives must obtain written permission by the Market Manager to sell produce from each collective partner. Signage indicating the BC source must be displayed.
10. Vendors must be in compliance with all Market Guidelines and Fraser Health Authority regulations
11. Vendors should keep their stall clean, attractive, and within the stall boundaries.
12.  Vendors are responsible for ensuring that their staff members are in compliance with the Market Guidelines and all health and safety requirements. Vendors are responsible for ensuring their staff person has the NWFM Market Manager’s contact information and is reachable on market days.
13. Vendors must stay for the entire market, even if the market has a poor turnout or poor weather. If a vendor has sold out of their product, a “sold out” sign may be displayed, but no tear down may take place during market operations.
14. Vendors are not allowed to bring pets, drink alcohol or smoke at the market, or on the property of the market site and are not permitted to sell at the market while under the influence of alcohol or drugs.
15. Vendors must remove all garbage, sweep their stall of debris and remove all visible signs of their stall within one hour of market closing. Vendors must place recycling in the appropriate place as instructed by NWFM staff. Cardboard boxes should be removed from the site and not put into recycling bin.
16. Vehicles cannot ever be left on site, or parked on the sidewalk, with express and specific permission from the Manager. 
17. Vendors are asked to submit an accurate report of their gross sales to the market staff at the end of each market day. This information is incredibly important for highlighting the importance of farmers markets when drafting grants and sponsorships that are used to improve your experience and access to our market. Individual sales information is never shared outside the organization – and only used in aggregate to assist in grant reporting and sponsorship sourcing.

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Green Initiatives

• Plastics: As a part of our commitment to reducing our carbon footprint, the NWFM encourages vendors to seek alternatives to disposable plastics, and suggests that all vendors use compostable and biodegradable or paper bags. 
• Bottled Water: Vendors may not sell bottled water in the market. Free drinking water is available at the tap at the top of the parking lot.
• Waste: Vendors must separate waste produced at the market into compostable items, recycling, and trash and place them in appropriate receptacles or remove it from the site when they leave.

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Code of Conduct & Your Safety

The New West Farmers Market is committed to creating a diverse, inclusive, sustainable and accessible farmers market that strengthens community and our local economy, increases food security and supports local producers. The safety and well-being of NWFM staff, customers, volunteers, vendors and invited guests is of utmost importance. Harassment, threatening behaviour, acts of violence, hate speech and discriminatory actions at the NWFM, including office or by electronic means will not be tolerated.

View our Code of Conduct HERE. Vendors must sign and agree to uphold our Code of Conduct. Violations of the Code of Conduct will result in the New West Farmers’ Market taking disciplinary action appropriate to the severity of the violation. Such actions may include verbal and written warnings, suspension from Market participation, and/or expulsion from the Market.

If you experience or witness harassment or have other concerns, do not engage directly. Instead, please inform the Market Manager or reach out to us at info@newwestfarmers.ca

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How to Apply

To apply, please see the links below. We only accept applications through Marketspread. All vendors must register and log in with Marketspread as a vendor to apply. Your application submission indicates your agreement to all the sections outlined above on this page. Please note that if you are new to Marketspread, you will need to create your vendor profile AND also apply to our market in order for us to receive your application. Click here for a video tutorial on how to apply to a market or event as a new vendor!

Your application will not be reviewed until your $25 Application Fee has been paid. 

Returning vendors: Please ensure that all outstanding invoices are resolved from your account as vendors must have no amount owing in fees from last season to participate in the next.

An email notification containing your scheduled dates will be sent to you when your application is approved. Your approved dates will then be listed on your market calendar. It is your responsibility to log in to Marketspread to see which dates and products you are approved for.