Vendor handbook

Application Criteria & Process

  • Our vendor categories are broken down into two sections: Farmer & Non-Farmer

    • Non-farmer includes vendors who do not grow their own ingredients and apply as:

      • Food and beverage artisans

      • Bakers/Confectioners

      • Hot Food/Ready to Eat

      • Makers/crafters

      • Alcohol, CBD

  • Consideration for approval will be determined by the following criteria:

    • Locality of product, ingredients, or materials used

    • Sustainability of process to grow or create product

    • Quality of overall product

    • Need for vendor type at market

    • Rule compliance in previous seasons, for returning vendors only

    1. Review Requirements

      Vendors are responsible for reviewing the vendor criteria and market rules before applying.

    2. Submit an Application

      Applications are submitted through Marketspread.

      Applicants must create a Marketspread profile to apply.

      The application must be completed in full and include product descriptions and photos.

    3. Application Review

      Applications are reviewed by the market management team based on the established vendor criteria, including product fit, quality, and market needs. The market may contact applicants to request additional information or clarification.

    4. Notification

      Applicants can expect a response from the market manager within three weeks of submitting a complete application. Applicants will be approved, denied, or asked to provide further information.

    5. Approval Fee

      If approved, a non-refundable $20 approval fee is required to confirm participation. Applicants who are not approved are not subject to the fee.

  • Vendors are required to understand and adhere to the licensing requirements for their particular business type. If you’re unsure of the specific requirements for your business, the market managers are happy to assist you - send us an email!

    As part of the application process, vendors will be required to provide proof of licensing requirements for their particular business type.

  • Requirement: All market vendors must have a commercial general liability policy

    • Minimum limit of $1 million per occurrence with a $2 million aggregate limit

    • Additional insured must list: 

      • Rocky Butte Farmers Market 

        PO Box 20563, Portland, OR 97294

    • Additional insured not required for blanket additional insured endorsed policies. 

    • Certificate of insurance (COI) confirming coverage must be provided to the market managers at least two weeks prior to the first market date the vendor is participating in.

    Rocky Butte Farmers Market is not responsible for any loss or damage incurred by vendors. 

    We know insurance can be confusing! We’ve partnered with Veracity Insurance to create a streamlined insurance purchase process. You are not required to use this service.

    Benefits of using the Veracity links below to purchase insurance:

    • Required insurance levels are automatically entered.

    • Additional insured is automatically included and does not cost extra.

    • Once purchased, an email with the policy is automatically sent to the managers.

    • Policy pricing is competitive and in many cases, less expensive.

    You can review the specific coverage details for FLIP here and for ACT here.

Fees & Payments

  • Farmer 10x10 booth space = $35 per market 

    Non-Farmer 10x10 booth space = $45 per market

  • * Vendors are not limited to one discount, you may utilize any discount you are eligible for!

    UNDERREPRESENTED GROUPS & FINANCIAL-NEED—BASED DISCOUNT

    Rocky Butte Farmers Market sets aside 3% of booth fees from the previous season to help subsidize booth fees for businesses facing structural or financial barriers. This includes businesses that are BIPOC-owned, queer-owned, woman-owned, and/or owned by individuals who utilize SNAP benefits themselves.

    Discount Structure:

    • Booth fee is 10% of gross sales, up to the standard booth fee

    • Minimum booth fee: $20 per market day

    Eligibility & Requirements:

    • Vendors must opt in to the program during the application or onboarding process.

    • Vendors using this discount must submit a screenshot of their Square (or equivalent) sales report showing total gross sales for that market day.

    • Sales documentation must be sent to market managers by the Wednesday following the market day.

    GROWING BUSINESS MULTI-BOOTH DISCOUNT

    To support early-stage businesses, vendors in their first five years of operation may receive a discount on a second 10x10 booth space.

    Discount Structure:

    • The vendor pays the standard booth fee for the first booth space.

    • The fee for the second booth space is 10% of gross sales, with a $15 minimum.

    ALL-IN ATTENDANCE REBATE

    To encourage consistent participation, vendors who attend 25 of 27 markets during the summer season are eligible for an attendance rebate.

    Rebate Details:

    • Rebate equals 10% of total booth fees paid

    • Maximum rebate: $100

    REFERRAL GIFT

    We love vendor referrals! If you refer a vendor who applies and is approved for the market, you’ll receive a thank-you gift (details TBD).

    • Cash or Check*: Can be paid in-person on market day, the Market Manager will come to you to collect fees. 

    • Tokens cannot be used to pay booth fees. 

    • Card: Booth fees can be paid using a card online after the market day. 


    Late payments

    Invoices for booth spaces will be sent on the Monday following the market day. Unpaid invoices are considered past due after seven (7) calendar days. Past due invoices will incur a $15 late fee. If still unpaid after 30 days, you will be temporarily suspended from the market until the invoice is paid in full.

    Whether or not 30 days have passed, vendors with three (3) outstanding invoices will immediately be suspended from the market until all invoices are paid in full.


    *Returned Check Policy -     Checks returned for insufficient funds will be charged any fees imposed on the market by their banking institution. Vendors will need to pay for future booth spaces using card or cash until the issue is resolved. 

Rules & Market Logistics

  • Once approved, vendors are expected to attend all market days they have committed to in the application. 


    Absences

    Excused Absence: 3 allowed

    • Vendors who must cancel a market date are required to provide 48 hours notice. This means that you must inform the market managers by end of day Wednesday before the market day. Notice must be given by texting the market managers at (971) 270-0201‬ or emailing managers@rockybuttemarket.com. 

    • After 3 (three) excused absences, vendors must pay their booth fee for any cancelled dates.

    Unexcused Absence: 2 allowed

    • If a cancellation occurs after end of day Wednesday before the market day, this will be considered as an unexcused absence.

    • Day-of cancellations are also considered unexcused absences.

    • After 2 (two) unexcused absences, vendors must pay their booth fee for any missed dates.

    If a vendor incurs more than the allowed amount of either absence type, your continuation with the market will be examined and determined by the market managers.


    Adding Dates

    Vendors may add market dates by contacting the market managers by text or email or by adding dates in Marketspread.


    Running Late/Day-Of Cancellations

    Please text (971) 270-0201 if you are running late or need to cancel the day of. Market managers are not monitoring emails on market days.

  • At-Market Rules & Requirements 

    Required Equipment:

    • Canopy (10x10 recommended)

    • Weights (20 lbs per canopy leg required)

    • Handwash station if sampling food

    Approved Products: 

    • Only products approved by market management on Marketspread may be sold at the market. If you would like to sell more products of the same category, you do not need to request approval. Example: Approved for produce, so you can sell any other produce without approval (ex. Tomatoes come into season).

    • If you wish to sell a different category of product (ie. approved for produce, but want to sell material goods), you must add the product to your Marketspread profile for approval by the market managers.

    Signage:

    • Prices must be posted either individually or as a menu of all items.

    • Adhere to all business type license posting requirements (ie. temporary restaurant license, organic licensing, scale license)

    • Booths selling eligible products must post signage indicating Farm Direct, SNAP, and Double Up Food Bucks eligibility. These signs are provided by the market.

    • We highly recommend all vendors have a banner telling shoppers who they are and what they sell.

    Children & Animals:

    • Children: Vendors who choose to bring their child/children to the market are responsible for them. Children must remain under the vendor’s supervision and are not the responsibility of market staff and/or volunteers.

    • Animals: All pets (vendors’ and customers’) must remain leashed and supervised during the market day. Please keep in mind that the market is first and foremost a place for food - sanitation and customer preference should be considered accordingly.

    Booth assignments

    Vendors will be notified of their booth assignments at least 24 hours before the market; however, changes in booth assignments may occur at the market manager’s discretion. We will do our best to make sure vendors have a consistent booth location. Vendors will be directed to their assigned spaces when they arrive at the market.

    Please let us know when applying if you have specific booth location requests or requirements, ex. End booth, more shaded side of the street, further from live music, etc. Due to limited spaces, it is not a guarantee that your requests will be accommodated but we’re happy to work together to ensure that you’re happy with your booth location!

    Location and amenities

    • Bathrooms: There are permanent bathrooms located in Glenhaven Park. If you would like someone to watch your booth while using the restroom, see the market managers at the Info Booth. While the market is not responsible for these restrooms, we work with Portland Parks and Rec to keep them clean and available for market use.

    • Garbage and Recycling: Vendors are required to pack out and dispose of their own garbage and recycling. Please do not dispose of trash/recycling at Glenhaven Park.

    • Water: There is no water source at the market. Please plan to bring water if needed. However, water for drinking will be available each week.

    • Power: There is no access to power on-site. Vendors requiring power are responsible for supplying their own source.

    • Wi-Fi: There is no provided wifi at the market. Vendors should plan to use their phones as hotspots for WiFi.

    • Parking: There is abundant street parking available. There is no requirement for vendors to park a certain distance from the market, as long as your vehicle is outside of the market space and adheres to the market’s “no-parking” signs.

    Set-up & breakdown

    Morning Set-up 

    • Load-in can begin no earlier than 7AM. 

    • Vendors may drive into the market to unload, but must put hazard lights on before entering the market area to signal to market staff that you are a vendor. The speed limit within the market area is 5 mph. After unloading your belongings, please move your vehicle out of the market space before setting up.

    • Vehicles must be cleared from the market area by 8:45AM. 

    • Any vendors arriving after 8:45AM must carry their equipment into the market space from outside the barriers. Market staff and volunteers may be available to assist.

    • The morning bell will sound at 9AM, by which time vendors must have their booths set and ready to sell. 

    Afternoon Breakdown

    • Breakdown can begin no earlier than 1PM. Breaking down prior to the bell is not permitted and will be enforced. If vendors sell out of product, they may leave their market booth and return at close to breakdown and load out. 

    • Selling stops at the sound of the 1PM market bell. If finishing a customer interaction, please encourage shoppers to move to the sidewalk as soon as the sale is concluded.

    • After 1PM, the market manager will collect your token bag, and any booth payments by cash or check and issue you a receipt. Please do not come to the Info Booth during the market to drop off your token bag or pay a booth fee.

    • For the safety of shoppers leaving the market area, vehicles will be allowed to drive into the market for loading no earlier than 1:15PM. Hazard lights must be on when in the market area and the speed limit is 5 mph.


    Vendor Conduct

    • Professional Conduct: Vendors must conduct themselves professionally and courteously to all customers, market volunteers, and other vendors. Please refrain from personal hygiene practices during the market (ie. cutting nails). Remember, the market is a food service area. 

    • There is a zero-tolerance policy for any rudeness or speaking ill of fellow vendors, customers, or market staff/volunteers during market hours. If an issue arises, please seek either Market Manager to discuss a solution or file an official complaint. If you are unable to follow this policy, your participation in the market will be terminated at the market organizers’ discretion.

    • Non Discrimination: Vendors may not discriminate when selling to or serving customers. Vendors failing to adhere to this policy may result in termination at market organizers’ discretion. 

    • Public Right of Way: As a market operating in a public space, we can not restrict the passage of people through the market. We will not ask people to leave the space unless they are making threats, acting in a dangerous way, or breaking the law. If a visitor is suspected of stealing, making threats, or has become a danger to themselves or others, please inform either market manager immediately.

    • Hawking: Vendors are not permitted to use the following techniques while at the market: hawking, calling attention to products in a loud manner, or selling products in an aggressive way. Vendors must conduct all sales within their market space.

    • Cleanliness/safety: Vendors are expected to maintain a clean and safe booth space. This includes keeping your products and personal items tidy and within your allotted booth space, and following all county, state, and federal food safety regulations.

    • Smoking: Smoking or vaping of any kind is not permitted within the market area.

    • Conduct, compliance, and customer service:Vendors are expected to demonstrate the timely submission of application, licenses, and other market correspondence. Vendors are expected to demonstrate an ability to pay fees in a timely manner. Vendors are expected to conduct themselves in a friendly, competent, and business-like manner when working with customers.

  • Token Reporting

    At the beginning of each market, you will be given your token bag. This bag contains a reimbursement form that needs to be filled out each market day. Any tokens or special payment forms you receive throughout the day will need to be placed in this bag in order for you to be reimbursed properly. The Market Manager will collect your bag from you after the market is over at 1PM.

    Gross Sales Reporting

    To track our performance as a market, vendors are required to report Total Gross Sales via Marketspread, email, or paper documentation (via the at-market reimbursement form). Gross sales include any and all sales made and paid for by cash, card, tokens, vouchers, etc. before subtracting expenses.