2024 Vendor Rules and Market Policies

LOCATION

The HIP Donelson Farmers Market is located at Donelson Station, 2705 Lebanon Pike.

THE SELLING SEASON

FRIDAYS
May 5 - August 23
HOURS: 4-7 PM

FRIDAYS
September 6 - October 25
HOURS: 4-6:30 PM

Please note the market will not be held Friday, August 30 2024 (Labor Day Weekend)

The Market Manager has the authority to change the market hours at any time.

FEES

Booth Fee

$15 per 10x10 booth up to $200 in sales, +$5 per additional $100 in sales, with a $100 maximum fee. A 1% processing fee is also charged, ranging from .15-$1

Additional booth space is $15.

Fees include space only. Vendors are responsible for tents, weights, tables, chairs, etc. Fees are due at the close of each market. We use an online

payment system to collect fees.

Food Trucks

$35 for each date booked. Fees are paid via the online portal following each market.

Application Fee

A one-time non-refundable application fee is required to accompany the application.

INSURANCE

All vendors must provide proof of general liability coverage at a minimum amount of $1,000,000.00 and name the market (HIP Donelson, Inc., P.O. Box 148604, Nashville, TN 37214) as an additional insured. A current certificate must accompany each vendor application & remain on file with the market.

PAYMENTS & CANCELLATIONS

Vendor Fees: All vendors are expected to report their sales and pay their weekly fee before the next week’s market. It is the vendor’s responsibility to remain in good standing. Any past due payments carried into a new month are subject to late fee charges ($50) and can result in suspension of vending privileges on repeated offense.

Payment Types: No cash payments will be accepted. Credit/debit payments can be made online via Stripe in the portal.

Reservation Cancellation, No-Shows & Refund Requests: Upon approval of the vendor’s 2024 market dates, the vendor accepts responsibility for each approved market date. Market dates may be amended or canceled by a written request to the Market Manager 14 days in advance. If a vendor does not attend the Market on one of their scheduled dates, they are responsible for paying a flat fee of $15. No shows will forfeit booth fees and are subject to a penalty fee ($50) for each occurrence. Repeated no show offenses will result in season termination.

MARKET OPENING AND CLOSING

Vendors should be set up 15 minutes prior to the opening of each market. Set-up begins at 2 pm. Please do not arrive before 2 pm to set up. Vendors will not begin selling until the market officially opens.

Each vendor is required to stop selling at the close of the market and have everything loaded for removal no later than one hour after the close of the market.

Each vendor must leave his or her selling area clean and in orderly condition. All refuse and unsold goods must be removed from the market area by the vendor.

All boxes and trash from each vendor must be removed and transported by the vendor. Vendors will be assessed a fee of $100.00 for cleanup if the market has to clean up after you.

Vendors who sell out of their product prior to the end of the market must keep their booth in full set-up. If a vendor sells out before the close of the market, they may do a light breakdown (signs, etc) but their tent canopy and tables must not come down before 7 (6:30) pm. The Market Manager must approve exceptions to this policy in advance.

BOOTHS / FACILITIES

Outside booth space is based on a standard 10x10 pop-up tent. Vendors must supply their own tent, tables, chairs, etc. The Market requires all vendors to tie down tents with 25 pounds of weight for each corner. Cement blocks are no longer an acceptable form of weight. No electricity is provided.

All vendors must have a tabletop sign or banner clearly showing their name AND location. Nothing, including signage, will be allowed to extend outside the designated booth space dimensions.

Booth space is not transferable. No subletting of a space is permitted. Reserved spaces that are vacated may be rented out to other vendors at the discretion of the Market Manager.

Amplification of vendor’s music/radio/car stereo during the hours of 2-4 pm should be kept at reasonable volumes and not interfere with market operations.

All vendors and vendor representatives are subject to sex offender registry checks.

PRICING

Pricing of goods sold at the market is the sole responsibility of the individual vendor.

Fraudulent, dishonest, or deceptive merchandising or collusion to set prices among vendors may be grounds for forfeiture of the right to do business at the Market.

SNAP

All farm vendors who sell items approved by the SNAP program are required to accept SNAP payments. Payments will be made in the form of tokens from customers and those tokens will be reimbursed by the market manager the following week by check or Venmo. Tokens and reporting should be turned into the Information Booth each week.

SNAP Tokens are wooden with a black circle and a black $1. These can be used on any prepared food to take home, produce, bread, poultry, meat and eggs. and can only be used on fresh fruits and vegetables. and can be used for any prepared food to take home, produce, bread, poultry, meat and eggs. Each token is worth $1. No change is to be given back. Food Trucks cannot accept tokens.

ALLOWED VENDORS AND PRODUCTS

Market Manager’s Discretion

Acceptance of vendors will be at the discretion of the Market Manager and Market Committee. Acceptance is based on quality of the product(s) and the relevance of the product(s) to the overall diversification and mission of the Market.

Producers Only

Only producers may sell at the market. Farmers who wish to sell at this market must submit an application to the Market Manager that certifies that they grow their own produce and/or proteins or make their value-added product.

SnapBack Tokens are green

HIP Eats tokens are blue

Each vendor in the market must be directly involved with and knowledgeable about the production of the produce or products being sold at the market.

A producer is defined as the person who grows or makes the product. This may include the producer’s immediate family, partners, employees, or a local cooperative. Any false representation of a product will be grounds for expulsion from the market. The producer’s name must be clearly displayed in each booth.

Locally Produced

All produce and protein sold must be locally grown. Locally grown means that the product must have been grown/raised within a 150-mile radius of Davidson County, TN or within the States of Tennessee, Kentucky, Mississippi, Alabama, or Georgia, unless approved by market management. Allegations of sidestepping this regulation will be vigorously investigated and may result in expulsion from the market.

Live Animals

The sale of live animals is not allowed in the market.

Farmer Value-Added Products

Farmers may sell any farm products, including value-added products. At least one ingredient or material in any value-added goods sold in a farm vendor’s booth must have been grown on the producer’s farm. Please include these items on your application.

Non-Farm Vendors

Non-farm vendors must also prepare an application for the Market Manager along with a sample or photos of the product(s) they wish to sell. Non-Farm vendors must make the product they wish to sell. Selections will be made on the basis of quality, originality, and space availability. The Market Manager must prescreen all items during scheduled screening days only. Priority will be given to farm vendors at a ratio determined by the Market Manager.

Ambush Marketing

Ambush marketing is not allowed at the market. No one will be permitted to hand out promotional materials unless they are a named sponsor or nonprofit with a booth at that particular market day.

Inspection of Vendors Extension Certification

For growers, a producer certificate must be completed before selling at the market. The certificate can be obtained through your County Extension Office. A COPY OF THE CERTIFICATE MUST BE DISPLAYED IN YOUR MARKET SPACE. Vendors must also bring certificates from any other farms they are selling for. If you have your certificate from last year and have not moved the location of your farm, it may not be necessary to procure another one.

Market Manager Inspections

No wholesale brokers will be allowed. All market vendors should prepare for a site visit by the Market Manager during the growing season. Failure to allow a site-visit once given reasonable notice may be grounds to revoke your right to vend.

HEALTH AND SAFETY REGULATIONS

It is the responsibility of each vendor to abide by all state and federal regulations which govern the sampling, production, labeling, or safety of the product the vendor offers for sale at the market. Failure to comply may result in forfeiture of the vendor’s booth. If you have any questions on this matter, please speak with the Market Manager, the Tennessee Department of Agriculture Regulatory Services, or the Davidson County Health Department.

All processed foods must comply with all applicable state and federal health and safety regulations. A copy of the commercial kitchen certificate or domestic kitchen certificate must be displayed in the booth at all times. Proper labeling must be used as defined by the proper authority. Documentation of certified scales must be displayed in the booth. Proper labeling pertaining to organically grown produce must be displayed.

WEATHER

Markets will be held rain or shine. In the event of closure due to severe weather including extreme heat advisories, the market managers will contact the vendors by phone or text message.

The Market requires all vendors to tie down tents with 25 pounds of weight for each corner. Cement blocks are no longer an acceptable form of weight.

SANITATION

All vendors must adhere to sanitary procedures for selling produce and value-added items. All vendors must dress appropriately. Shoes and shirts are required. Vendors who provide samples and/or products that will result in waste material, such as cups, rinds, and corn cobs, must provide containers for waste disposal.

PROHIBITED ITEMS

Smoking, outside alcoholic beverages, and firearms are not allowed at markets.

CHILDREN

Vendors who choose to bring children to the Market are asked to ensure that the conduct of the minors is appropriate and not disruptive to customers or other vendors, or the property. Children under 10 must have immediate adult supervision while on market grounds.

GLEANING

At the end of the market, the market may organize a food gleaning. An approved community group and/or non-profit will accept donations of food and distribute it to the community.

MARKET MANAGEMENT

The Market Manager’s job is to coordinate all of the weekly activities and to implement the market’s policies. The Market Manager also acts as a conduit of information between the vendors, customers and community partners. The

Market Manager has complete authority to interpret and implement policies at the market site.

Quality control is one of the most important factors at the market. Routine inspections may be conducted. If your product is found unfit to sell at the Market, the Market Manager may ask you to discontinue sales of this item immediately. Vendors who repeatedly attempt to sell unfit items or produce may be asked to leave the market.

VENDOR CODE OF CONDUCT

HIP Donelson vendors are required to conduct themselves at all times in a manner that befits their status as vendors of the HIP Donelson Farmers Market, their conduct should not bring the market into disrepute.

It is essential that vendors act with honesty and propriety. Their duties should be carried out in a manner that preserves and enhances public confidence in their integrity and the integrity of the market.

As a community organization, the Market places great value on the varied cultures, beliefs, and backgrounds of its board members, volunteers, vendors, staff and customers. Courtesy, respect, and tolerance are expected in all our dealings with our customers, board members, volunteers, market staff and fellow vendors.

Vendors (and their representatives) agree to:

● Practice patience and understanding
● Demonstrate sensitivity to people of all ages, ethnicities and diversities
● Treat customers with courtesy, respect and honesty
● Assist other vendors whenever possible
● Treat market staff, volunteers and other vendors with respect and
understanding
● No use of abusive or threatening language, circulation of rumors, or file
false or frivolous reports that affect the reputation, integrity, or smooth
operation of the market.
● Notify market manager immediately of any unsafe conditions
● Resolve conflicts in an unobtrusive manner

● Practice safe behaviors at all times, including while driving on and off site, loading and unloading
● All products offered for sale must be safe, have a decent life expectancy and exhibit quality of construction
GRIEVANCE POLICY
Any Vendor or customer with complaints regarding policy or implementation of policy can request a meeting with the Market Manager and will be contacted in a timely manner to schedule a meeting.
All complaints must be addressed in writing to the Market Manager.
Complaints against another vendor, must be accompanied by a $50 “good faith” check. The Market Manager will then conduct an investigation and/or farm inspection against the accused vendor. If the complaint is found to be valid, the $50 “good faith” check will be returned. If the complaint is found to be unfounded, the check will be forfeited and deposited in the market’s general funds with a letter of explanation sent to the complainant.
All other complaints will be reviewed by the Market Manager in an attempt to resolve the issue. If the manager is unable to resolve the complaint, then a written follow up may be made to the market’s governing body. The governing body will address the complaint at the next regularly scheduled meeting. If the complaint is of an immediate nature, the Market Manager may ask for a special convening of the market’s governing body to address the complaint. The decisions of the governing body are final.
The submission of an application for admission to the market serves as the vendor’s agreement to abide by the rules of the market, as established by the market’s governing body and enforced by the Market Manager. Violations of the rules of the market may be grounds for warnings, dismissal from the market, or both.
• The first violation of the rules will result in a verbal warning by the Market Manager. Documentation of the warning will be kept on file by the Market Manager.

• The second violation of the rules will result in a written warning, given by the Market Manager. A copy of the letter will be kept on file by the Market Manager, along with any documentation of the violation. Additionally, the vendor will be barred from selling at the market for one week.

• The third violation of the rules will result in dismissal from the market.

At the discretion of the Market Manager, when a violation occurs that jeopardizes the health of a customer, another vendor, market management, or the overall health of the market, the manager may convene the market’s governing body to request a suspension of the compliance procedure and call for immediate dismissal from the market. The dismissal will require documented proof of an egregious violation. The vendor will be given an opportunity to review the documentation, prepare a defense, and appear before the governing body.

If after receiving a warning or suspension, a vendor is in disagreement with the Market Manager over the infraction, the vendor may make a written application to the market governing body to be heard on the issue. Both the vendor and the Market Manager will appear before the governing body and present their sides of the issue. The decision of the governing body is final.

FEES

$15 per 10x10 booth up to $200 in sales,
+$5 per additional $100 in sales,
with a $100 maximum fee.

Additional booth space is $15.

Fees include space only. Vendors are responsible for tents, weights, tables, chairs, etc. Fees are due at the close of each market. We use an electronic payment system to collect fees.

PRICING

Pricing of goods sold at the market is the sole responsibility of the individual vendor.

Fraudulent, dishonest, or deceptive merchandising or collusion to set prices among vendors may be grounds for forfeiture of the right to do business at the Market.

SNAP

SNAP Tokens are wooden with a black circle and a black $1. These can be used on any prepared food to take home, produce, bread, poultry, meat and eggs. SnapBack Tokens are green and can only be used on fresh fruits and vegetables. HIP Eats tokens are blue and can be used for any prepared food to take home, produce, bread, poultry, meat and eggs. Each token is worth $1. No change is to be given back.

PAYMENTS & CANCELLATIONS

Vendor Fees: All vendors are expected to report their sales and pay their weekly fee before the next week’s market. It is the vendor’s responsibility to remain in good standing. Any past due payments carried into a new month are subject to late fee charges ($50) and can result in suspension of vending privileges on repeated offense.

Payment Types: No cash payments will be accepted. Credit/debit payments can be made online via Stripe in the Vendor Portal.

Reservation Cancellation, No-Shows & Refund Requests: Upon approval of the vendor’s 2023 market dates, the vendor accepts responsibility for each approved market date. Market dates may be amended or canceled by a written request to the Market Manager 14 days in advance. If a vendor does not attend the Market on one of their scheduled dates, they are responsible for paying a flat fee of $15. No shows will forfeit booth fees and are subject to a penalty fee ($50) for each occurrence. Repeated no show offenses will result in season termination.

MARKET OPENING AND CLOSING

Each vendor is required to stop selling at the close of the market and have everything loaded for removal no later than one hour after the close of the market.

Each vendor must leave his or her selling area clean and in orderly condition. All refuse and unsold goods must be removed from the market area by the vendor.

All boxes and trash from each vendor must be removed and transported by the vendor. Vendors will be assessed a fee of $100.00 for cleanup if the market has to clean up after you.

BOOTHS / FACILITIES

Outside booth space is based on a standard 10x10 pop-up tent. Vendors must supply their own tent, tables, chairs, etc. The Market requires all vendors to tie down tents with 25 pounds of weight for each corner. Cement blocks are no longer an acceptable form of weight. No electricity is provided.

All vendors must have a tabletop sign or banner clearly showing their name AND location. Nothing, including signage, will be allowed to extend outside the designated booth space dimensions.

Booth space is not transferable. No subletting of a space is permitted. Reserved spaces that are vacated may be rented out to other vendors at the discretion of the Market Manager.

Amplification of vendor’s music/radio/car stereo during the hours of 2-8pm should be kept at reasonable volumes and not interfere with market operations.

All vendors and vendor representatives are subject to sex offender registry checks.

ALLOWED VENDORS AND PRODUCTS

Market Manager’s Discretion
Acceptance of vendors will be at the discretion of the Market Manager and Market Committee. Acceptance is based on quality of the product(s) and the relevance of the product(s) to the overall diversification and mission of the Market.

Producers Only
Only producers may sell at the market. Farmers who wish to sell at this market must submit an application to the Market Manager that certifies that they grow their own produce and/or proteins or make their value-added product. Each vendor in the market must be directly involved with and knowledgeable about the production of the produce or products being sold at the market.

Locally Produced
All produce and protein sold must be locally grown. Locally grown means that the product must have been grown/raised within a 150-mile radius of Davidson County, TN or within the States of Tennessee, Kentucky, Mississippi, Alabama, or Georgia, unless approved by market management. Allegations of sidestepping this regulation will be vigorously investigated and may result in expulsion from the market.

Live Animals
The sale of live animals is not allowed in the market.

Farmer Value-Added Products
Farmers may sell any farm products, including value-added products. At least one ingredient or material in any value-added goods sold in a farm vendor’s booth must have been grown on the producer’s farm. Please include these items on your application.

Non-Farm Vendors
Non-farm vendors must also prepare an application for the Market Manager along with a sample or photos of the product(s) they wish to sell. Non-Farm vendors must make the product they wish to sell. Selections will be made on the basis of quality, originality, and space availability. The Market Manager must prescreen all items during scheduled screening days only. Priority will be given to farm vendors at a ratio determined by the Market Manager.

Ambush Marketing
Ambush marketing is not allowed at the market. No one will be permitted to hand out promotional materials unless they are a named sponsor or nonprofit with a booth at that particular market day.

Inspection of Vendors Extension Certification
For growers, a producer certificate must be completed before selling at the market. The certificate can be obtained through your County Extension Office. A COPY OF THE CERTIFICATE MUST BE DISPLAYED IN YOUR MARKET SPACE. Vendors must also bring certificates from any other farms they are selling for. If you have your certificate from last year and have not moved the location of your farm, it may not be necessary to procure another one.

Market Manager Inspections
No wholesale brokers will be allowed. All market vendors should prepare for a site visit by the Market Manager during the growing season. Failure to allow a site-visit once given reasonable notice may be grounds to revoke your right to vend.

HEALTH AND SAFETY REGULATIONS

INSURANCE

All vendors must provide proof of general liability coverage at a minimum amount of $1,000,000.00 and name the HIP Donelson as an additional insured. A current certificate must accompany each approved vendor application and remain on file in the Vendor Portal.

WEATHER

Markets will be held rain or shine. In the event of closure due to severe weather, the market managers will contact the vendors by phone or text message.

The Market requires all vendors to tie down tents with 25 pounds of weight for each corner. Cement blocks are no longer an acceptable form of weight.

SANITATION

PROHIBITED ITEMS

Smoking, outside alcoholic beverages, and firearms are not allowed at markets.

CHILDREN

GLEANING

At the end of the market, the market may organize a food gleaning. An approved community group and/or non-profit will accept donations of food and distribute it to the community.

MARKET MANAGEMENT

VENDOR CODE OF CONDUCT

Vendors (and their representatives) agree to:

Practice patience and understanding
Demonstrate sensitivity to people of all ages, ethnicities and diversities
Treat customers with courtesy, respect and honesty
Assist other vendors whenever possible
Treat market staff, volunteers and other vendors with respect and understanding
No use of abusive or threatening language, circulation of rumors, or file false or frivolous reports that affect the reputation, integrity, or smooth operation of the market.
Notify market manager immediately of any unsafe conditions
Resolve conflicts in an unobtrusive manner
Practice safe behaviors at all times, including while driving on and off site, loading and unloading
All products offered for sale must be safe, have a decent life expectancy and exhibit quality of construction.

GRIEVANCE POLICY

Any Vendor or customer with complaints regarding policy or implementation of policy can request a meeting with the Market Manager and will be contacted in a timely manner to schedule a meeting.

All complaints must be addressed in writing to the Market Manager.

Complaints against another vendor, must be accompanied by a $50 “good faith” check. The Market Manager will then conduct an investigation and/or farm inspection against the accused vendor. If the complaint is found to be valid, the $50 “good faith” check will be returned. If the complaint is found to be unfounded, the check will be forfeited and deposited in the market’s general funds with a letter of explanation sent to the complainant.

All other complaints will be reviewed by the Market Manager in an attempt to resolve the issue. If the manager is unable to resolve the complaint, then a written follow up may be made to the market’s governing body. The governing body will address the complaint at the next regularly scheduled meeting. If the complaint is of an immediate nature, the Market Manager may ask for a special convening of the market’s governing body to address the complaint. The decisions of the governing body are final.

The submission of an application for admission to the market serves as the vendor’s agreement to abide by the rules of the market, as established by the market’s governing body and enforced by the Market Manager. Violations of the rules of the market may be grounds for warnings, dismissal from the market, or both.

• The first violation of the rules will result in a verbal warning by the Market Manager. Documentation of the warning will be kept on file by the Market Manager.

• The third violation of the rules will result in dismissal from the market.