Toodyay Farmers Market Rules and Guidelines WELCOME!

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1 Toodyay Farmers Market Rules and Guidelines WELCOME! And thank you for choosing to become a stallholder at the The Toodyay Farmers Market (TFM) Inc. committee, like you, wish to provide sellers, buyers and the general public with a smooth sailing market. These rules and guidelines have been developed to help achieve this. If you have any questions, comments, feedback please contact the Toodyay Farmers Market committee on: toodyayfarmersmarket@gmail.com Phone: or Post: PO Box 1209, Toodyay WA 6566 Facebook: Website: Note: The Toodyay Farmers Market is proudly a Smoke Free and Plastic Bag free event. 1

2 TABLE OF CONTENTS ABOUT THE TOODYAY FARMERS MARKET 4 MISSION 4 OBJECTIVES 4 COMMITTEE INFORMATION 4 MEMBERSHIP 4 DATE, LOCATION, TIME 4 BOOKING A STALL 4 STALLHOLDER ELIGIBILITY 5 TOODYAY FARMERS MARKET SPONSORED STALLS 5 EDUCATION AND ENTERTAINMENT 5 FEES 5 BOOKINGS/CANCELLATIONS 6 DISPUTE RESOLUTION 6 DISCLAIMER 6 STALLHOLDER REQUIREMENTS 7 INSURANCE 7 FOOD CERTIFICATION 7 WASTE MINIMISATION 7 WEIGHTS AND MEASURES 8 FOOD SAFETY 8 MARKET DAY REQUIREMENTS 8 ARRIVAL 8 ACCESS 8 PARKING 8 STALL INFORMATION 8 ASSIGNMENT 8 SET UP 9 PACK UP 9 TRADING 9 BARTERING 9 WASTE DISPOSAL 9 SIGNAGE 9 POWER 9 NOISE 9 FIRST AID AND EMERGENCY RESPONSE 10 WASTE MANAGEMENT 10 RESOURCES 10 2

3 Document details Version Written/Updated By Released to Public V6 Karla Hooper July 2016 Artisan Local Regional Primary products Value Added Products Small Livestock Ready to Eat Food Definitions Handmade, handcrafted, hand-grown, hand-raised, hand-produced. Quality items that are not massproduced. The term local refers to people who live within, or own property within, the Shire of Toodyay. Regional refers to neighboring Wheatbelt Shires of Toodyay: Shire of Chittering Shire of Victoria Plains Shire of Goomalling Shire of Northam A raw product that has not been altered from its primary state e.g. fruit, vegetables, eggs, animals etc. A primary product that has been altered, modified and/or added to, to create a different sellable item e.g. turning milk into ice-cream, fruit into jams etc. Poultry (chickens, turkeys, ducks, geese), rabbits, guinea pigs. Food that is ordinarily consumed in the same state as which it is sold. 3

4 ABOUT THE TOODYAY FARMERS MARKET MISSION To create a space for local and regional people to sell, promote and advertise locally grown, produced and raised goods. To share knowledge and educate on topics that will bring value to people s lives. To encourage and support sustainable living and back to basic principles, that promote human and environmental health. OBJECTIVES Key objectives of the Toodyay Farmers Market are: 1. To create a successful farmers market that mutually benefits buyers and sellers, and provides a space that is uplifting for all those involved. 2. To provide a direct interface between buyers and sellers so people can get educated on where and how their food is grown. 3. To support the sale of local, regional & Western Australian home grown fresh produce. 4. To support the sale of local and regional artisan: a. Primary grown & produced products b. Value added products c. Poultry & small animals d. Arts and crafts e. Ready to eat food f. Healing and alternative modalities/therapies 5. To provide a space to educate and entertain market attendees COMMITTEE INFORMATION Current information on the Toodyay Farmers Market Committee can be found on the TFM website: MEMBERSHIP Anyone can become a member of the Toodyay Farmers Market for an annual fee of $15. Membership forms are available via the TFM website. DATE, LOCATION, TIME 3 rd Sunday of each month 140 Stirling Terrace (Stirling Park), Toodyay 9am-1pm BOOKING A STALL Interested stallholders are required to submit in an Expression of Interest form to the Toodyay Farmers Market committee. Forms are then reviewed by the 4

5 committee and if successful will be directed to fill out a Stallholder Application form. Once all requirements are successfully met the committee will advise stallholders they are permitted to trade. STALLHOLDER ELIGIBILITY Eligibility of stallholders will be determined by the Toodyay Farmers Market committee. Stallholders will need to meet the criteria of the market Objectives, however flexibility can be demonstrated at the committee s discretion, if they feel it will add value to market day. TOODYAY FARMERS MARKET SPONSORED STALLS The Toodyay Farmers Market committee will be providing sponsored stalls (insurance included) for local/regional growers and artisan producers who do not have enough stock to fill a standard stall space. The Toodyay Farmers Market committee will sponsor 2 stalls per month. Each sponsored stall can cater for 3 sellers and the costs will be divided accordingly. EDUCATION AND ENTERTAINMENT A sponsored space will be provided at each market for education and entertainment, facilitated by the TFM committee. The education stall is to allow people to knowledge share in the areas of: Livestock and property management Sustainable practices that promote human and environmental health Other topics of community interest. Entertainers will be at the discretion of the committee. A timed trial spot will be allocated and entertainers will be asked back by invite only. FEES All approved traders who sell goods at the market are required to pay rent for the space they use. Payment must be made a week before market day to confirm and secure the stall, unless prior arrangement has been made. One standard stall bay is based on the size of 3m x 3m. One standard stall bay costs $30 per market. Toodyay Farmers Market Sponsored Stall costs $12, which includes insurance and one 3 rd of a stall. The Toodyay Farmers Market will sponsor education & entertainment. If the stallholder is unable to attend the market for unforeseen circumstances stallholders will have the option to receive a credit for a future market, or receive a full refund, provided notice is given one week in advance. 5

6 Note: The Shire of Toodyay fees have been wavered for stallholders until advised otherwise. All TFM stall and membership fees go to the Toodyay Farmers Market Association Inc. BOOKINGS/CANCELLATIONS All bookings must be made, and fees paid, within 7 days prior to market day to allow for processing of paperwork. Any cancellation of stalls must be advised within 7 days prior to market day to receive a refund. If markets are cancelled due to extreme weather events stallholders will be notified as soon as possible. Stallholders will have the option to receive a credit for a future market, or receive a full refund. DISPUTE RESOLUTION Information on disputes that may arise should be put in writing to the Toodyay Farmers Market Committee covering all facts. An investigation into the matter will take place and the Toodyay Farmers Market Committee will respond in writing regarding the outcome of the resolution. DISCLAIMER The TFM board is a volunteer group. All stallholders are asked to respect their efforts and communicate and deal with the Toodyay Farmers Market Committee accordingly. The Toodyay Farmers Market Committee reserves and maintains the right to refuse stallholder entry for any reason. The Toodyay Farmers Market Committee reserves and maintains the right to refuse, or cancel, membership for any reason. Toodyay Farmers Market Committee to have final say on any matter, at their discretion. The Toodyay Farmers Market reserve the right call the Ranger in regard to animal upsets on market day. Stallholders will indemnify the organizer from any damage, expenses or liability arising from any injury or damages to any person, including the general public, the stallholder or others, occurring either in the space occupied by the participant or elsewhere arising out of its occupancy or anything connected with occupancy. The organizer will not be liable for any loss or damage to the property of the stallholder due to fire, robbery, accidents or any cause whatsoever that may arise from use and occupancy of the site. The organizer assumes no liability for any damages or losses resulting from or relating to the failure of the stallholder to comply with the provisions of this agreement. 6

7 STALLHOLDER REQUIREMENTS INSURANCE Stallholders are required to have a minimum of $10 million public liability insurance. Options for insurance: Check with your current insurance provider to include cover for selling at the Toodyay Farmers Market Organise own public liability insurance Adjust current insurance (i.e. farm) to cover selling at markets Come under the TFM public liability insurance for an annual fee of $75 A current insurance Certificate of Currency must be provided to the TFM committee as proof of cover. It is the responsibility of the stallholder to ensure upkeep and renewal of their public liability insurance. FOOD CERTIFICATION Stallholders selling food or food products are required to operate in accordance with the Food Act 2008 and the Shire of Toodyay Guidelines for Food Stalls. Stallholders selling food (excluding whole, unprocessed fruit and vegetables) will need to supply a copy of their current Food Business Registration Certificate from the Shire in which the food is produced/processed. Note: If you do not have the above, stallholders need to submit a Food Premises Application/Notification Form to their local Shire and supply the Toodyay Farmers Market with a copy of approval before market day. Stallholders should be aware that home-based commercial activities might require planning approval. If you have any doubt or wish to discuss statutory planning requirements please contact the Planner at your local Shire. WASTE MINIMISATION The Toodyay Farmers Market Committee encourages stallholders to think about how they can minimize the amount of waste produced by their stall. Stallholders are encouraged to use environmentally friendly/biodegradable packaging, plates, cutlery and any other single use items. The Toodyay Farmers Markets is a plastic bag free event. 7

8 LABELING All stallholders must comply with appropriate labeling regulations in accordance with the Food Act 2008 and the Australia New Zealand Food Standards Code. WEIGHTS AND MEASURES Stallholders must meet requirements under the Weights & measures Act. FOOD SAFETY Stallholders must comply with the food standards that apply to their products and comply with their obligations under the Food Act as stipulated in the ANZF Standards and by the Environmental Health Officer at the Shire of Toodyay. MARKET DAY REQUIREMENTS ARRIVAL Stallholders are welcome to arrive an hour and half before the market start time on the morning of the market. Cars can be driven into market area to unload stall items and should be removed as soon as possible to parking area. Please ensure courtesy is offered to other stallholders by leaving room for cars to pass and evacuating area as soon as possible. ACCESS Access to Stirling Park is off Stirling Terrace (main street of Toodyay) next to the Cola Café. Stallholders can drive around the back of the church to access the park. PARKING Stallholders will be directed to parking areas on the morning of the market. All cars must be removed from the market area, and parked at designated allocation. STALL INFORMATION Assignment On arrival to the markets a Toodyay Farmers Market volunteer will direct you to stall location. Stalls will be assigned before the market. Stall bays will be pre-marked. 8

9 Set Up Stallholders are responsible for their own stall set up, including shading and equipment. Stallholders must have stalls set up and all vehicles removed within 15 minutes of market start time. No protruding ropes or poles are to be outside designated stall bay. Please ensure all equipment is secured to allow for all weather conditions. Pack Up No stalls are to be dismantled during market operating hours. If stock is sold before the end of the market a Sorry Sold Out sign may be displayed to let customers know. Stalls can be dismantled on completion of the advertised market end time. TRADING Trading shall only occur during market operating hours that are advertised to the general public. No trading is to take place outside of these hours. Bartering Stallholders are encouraged to barter with left over stock at the end of trading hours. Bartering is to be conducted with other stallholders only and inclusion is at the discretion of operator. WASTE DISPOSAL All waste is to be removed by stallholders before leaving. The site should be left in the same condition it was found at the time of arrival. Stallholders are encouraged to recycle any relevant waste, in the appropriate bins provided, and should encourage customers to do the same. SIGNAGE Please ensure signage is clearly visible to the consumer and contains accurate and honest information. POWER If you require power, or wish to bring your own, please contact the Toodyay Farmers Market committee to discuss. All powered items and cords must be tagged and tested before use. NOISE The Anglican Church service starts at 10am Sunday and runs until approximately 11am. It is requested all efforts are made to cause minimal disruption to the Church during this time. 9

10 FIRST AID AND EMERGENCY RESPONSE In the event of an emergency 000 will be called. A first aid kit will be kept at the Toodyay Farmers Market information stall and can be accessed as necessary on the day. WASTE MANAGEMENT The Shire of Toodyay will supply additional wheely bins for general rubbish and recycling on market day. The Toodyay Farmers Market is proudly a Plastic Bag free event. Use of environmentally friendly/biodegradable packaging, plates, cups & cutlery by stallholders is encouraged. RESOURCES Department of Agriculture WA Selling Produce at Farmers Markets Waste Wise Event Guide _Wise_Community_Events.doc Waste Minimisation Guide Events and Venue 10