Holiday Market Guidelines
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 without express permission of the organization.
- Types of Vendors
- Location, Dates, and Fees
- Cancellation Policy
- Insurance Requirements
- Market Day Rules
- Green Initiatives
- How to become a vendor
Types of Vendors
There are multiple kinds of vendors including: Farm Fresh, Prepared Food, Eat-on-Site Food, Artisan, Alcohol, Spa and Beauty, Edible Pet Products and Other which includes businesses offering services or products not produced by the seller. In each category, vendor collectives will be allowed, however, all members must submit individual applications along with a write up of why and how the collective works. All applicants should submit an application and any forward all relevant documentation to the New West Farmers Market Society. We strive for a 50/50 ratio of food to non-food at our holiday market. The New West Farmers Market Society reserves the right to refuse any vendor for any reason.
Farm Fresh Vendors
A farm fresh 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.
Prepared Food Vendors
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. While a jury may not be held, new prepared food vendors may be asked to provide samples of products, photos of stall set up, and information about other markets attended (if any). All prepared food vendors must comply with the Fraser Health Authority’s Guideline for the Sale of Foods at Temporary Food Markets and will be required to apply for an Application for Sale of Food at Temporary Food Markets.
New prepared food 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 expertise in various aspects of a number of areas. 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.
All prepared food vendors must keep on hand at each market and submit copies of supporting documents of:
- FOODSAFE Level 1 certificate.
- 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 (if required by Fraser Health).
- Approval from the Fraser Health Authority through the New Westminster Environmental Health Office (if your product is deemed low-risk, you will need to provide a copy of an email from the New Westminster Health Office confirming this).
Eat On-Site Vendors
Eat on site vendors are vendors who prepare food to be consumed on site. 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 may also be required to apply for a Temporary Food Permit, depending upon your set up and circumstances. Please contact the Fraser Health Authority to determine what requirements you must fulfill. If you are cooking onsite (whether or not you are a Food Truck) you will be required to supply confirmation from the New Westminster Fire Department that your cooking set up is to code and deemed safe. Food Trucks will also need to follow specific guidelines in accordance to the City of New Westminster’s Food Truck Policy.
Forms for food trucks:
- Food Truck Event Permit Process
- 2017 Certificate of Insurance for Food Trucks
- Food Truck Fire Declaration Form 2017
Returning artisan vendors will be given seniority, although space will be allocated specifically for new vendors so shoppers are offered a fresh mix of high-quality crafts. New artisan vendors may be asked to come and show their products at a craft panel. The panel will make recommendations to the Market Manager, and the final decision rests with the Market Manager. If the applicant has missed the craft jury date, photographs, written descriptions of methods, etc may suffice. Email the Market Manager for information about the craft panel process.
Alcohol vendors are required to provide Serving it Right (if sampling their product) and a Liquor License from the Liquor and Cannabis Regulation Branch of BC. Alcohol vendors are required to 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 a Liquor License, you can consult the province’s website here.
Spa and Beauty Vendors
Returning spa and beauty vendors will be given seniority, although space will be allocated specifically for new vendors so shoppers are offered a fresh mix of high-quality spa and beauty products. New spa and beauty vendors may be asked to come and show their products at a jury panel. 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.
To ensure quality and safety for our customers, spa and beauty vendors are now 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.
Edible Pet Product Vendors
Pet product vendors that make and sell pet food, treats, supplements or other edible products are required to provide a FoodSafe permit to ensure that all products are prepared, stored and managed in a safe manner.
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.
Location, Dates, and Fees
The Holiday Market 2023 will take place on Dec 9+10 from 10am to 4pm in the parking lot in front of New West City Hall on Royal Ave between 4th and 6th streets. Stall sizes are 10’x10’ or food truck stalls only – double stalls are not available – and an appropriate stall will be awarded to you based on your needs, requested in the application. Vendors are applying for both days only! We will not take bookings for only one day. We also cannot take applications for half tables. If you wish to apply as part of a duo please apply separately but indicate that you are together in your application.
Prepaid Stall Fees:
Stall fees MUST be prepaid to hold your spot. Fees will not be taken on site. Fees are due upon receipt of invoice. Fees can be paid via cheque, or etransfer (please send to email@example.com).
Bookings are for the entire 2 day event only. We will not take single day bookings. Stall sizes and fees are:
- 10’ X 10’ – $200 +taxes
- Food Truck Stall – $250 +taxes
- An additional $25 membership fee will be added for non vendor members.
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 at the last minute based on other vendors and product mix.
Please note, all NSF cheques will incur a fee of $25, in addition to any bank charges.
Refunds are only available with at least 3 weeks notice of cancellation. Vendors must email the Market Manager (firstname.lastname@example.org) to cancel at least 3 weeks before the scheduled market (by November 18th) in order to receive a refund. Cancellations that occur after November 18th (3 weeks prior to market) will not incur a refund or credit, and will be kept as late cancellation payments.
Cancellations will only be accepted via email; phone calls and text messages are not sufficient.
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. The vendors are responsible for adding the City of New Westminster and New West Farmers Market as additional insured. In order to be a vendor in New Westminster all vendors must submit the correct insurance documents.
All information required to forward to your insurance broker will be listed here.
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.
- Vendors must arrive not more than 2 hours, and not less than 30 minutes before the market starts at 10:00am.
- Vendors must remove vehicles from the site at least 15 minutes before the market opens at 10:00am. For pedestrian safety, vendors are NOT permitted to bring vehicles back into the market site before 4:15pm.
- Vendors must complete their stall set up prior to the commencement of the market. No set-up or take down is allowed between the opening and closing of the market. Vendors should be ready to sell, with all wares displayed and in their stalls, at the start of the market at 10:00am.
- Vendors must call the Market Manager if running late (778-928-7236). Vendors who arrive after 9:45am may not be allowed to set up – it as at the Market Manager’s descretion.
- Vendors must follow the Market Manager’s instructions for stall assignments and vendor parking.
- Vendors must provide their own equipment – tables, chairs, tents, signs, power, refrigeration, hand washing station, cleaning supplies, etc
- Vendors must display their business name on a prominent sign, along with proof of appropriate certifications. Signs and photos detailing the vendor’s production methods and pricing are encouraged.
- Vendors must commence selling at the opening of 10:00am, and stop selling at 4:00pm. Sales prior to opening are not permitted.
- Vendors may only sell products approved by the NWFM Society through the application process and/or jury process. Items not approved will be ordered removed. Reselling is restricted and is upon approval only. If reselling is approved, a sign indicating the BC source must be displayed.
- 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, should 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.
- Vendors must be in compliance with all Holiday Market Guidelines and Fraser Health Authority regulations.
- Vendors should bring any conflicts or concerns they have to the Market Manager.
- Vendors should keep their stall clean, attractive and within the stall boundaries.
- Vendors should staff their own market stall. Family members of the producer or employees may attend the market with, or instead of, the vendor. These alternate staff should be well versed in the business/production methods. Vendors are responsible for ensuring that their staff members are in compliance with the Holiday 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.
- Vendors must have clear pricing posted for all products. “Clearance” products can make up no more than 20% of total products offered for sale.
- 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 the table should not be removed until the end of the market.
- Vendors are not allowed to bring pets, drink alcohol or smoke at the market, or on the property of the market site.
- 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.
- Vendors must not be at the market while under the influence of alcohol or drugs, not aggressively sell their product, and not make negative comments about other vendors.
- Violations of holiday market guidelines will not be permitted and will result in immediate removal from the market site.
- The Market Manager reserves the right to ask a Vendor to leave the market if the situation requires it.
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. We will, within the next few years, aim at a completely zero-waste initiative.
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.
GE Free: The NWFM is a Genetically Engineered (GE) Free Zone. Produce vendors should be prepared to produce documentation that indicates the produce they are selling is not from genetically modified stock.
How to Become a Vendor
- Carefully review the Holiday Market Guidelines.
- Complete the online application form for the appropriate category.
- Email copies of relevant paperwork such as business licenses, confirmation letters, Food Safe Level 1 and organic/biodynamic/transitional certifications to the Market Manager.
- Describe the products you are selling, in detail, and indicate which market dates you are interested in. The more information you can provide us, the better.
- Vendors who are approved for a space at the NWFM will be contacted, by email, with the approved dates and an invoice for the stall fees.
- Cheques should be made payable to New West Farmers Market.
- Only vendors from the previous season will be given seniority, if a vendor has not attended the past year’s market, they will be considered a new vendor.