2024 Wednesday Downtown Community Market Vendor Registration
Business Name ____________________________________________
Applicant Name ____________________________________________
Mailing Address ____________________________________________
Phone (_____) _____________________________
Email Address______________________________
Circle Weeks Expect to Attend
June 5 12 19 26
July 3 10 17 24 31
HEALTH DEPARTMENT PERMIT # All prepared/processed food must display a Health Department Permit at their booth. For info on licensing and sampling, please call Coconino Health Department 928-679-8750 or email [email protected]. Health Permit # ____________
BUSINESS LICENSE/TPT(sales tax license) All vendors (other than growers) must have a state of Arizona TPT license. Contact Arizona Department of Revenue with questions at www.aztaxes.gov or 800-352-4090.
License number # ______________
COMMERCIAL LIABILITY INSURANCE listing Flagstaff Community Markets, LLC as an additional insured must be issued by all processed and prepared food vendors. Growers and artisan vendors may choose the Indemnity Agreement in lieu of commercial liability coverage. All applicants must submit a signed Indemnity Agreement.
Nest run egg vendors must be registered with the Arizona Department of Agriculture. Home Baked Confectioners must have and display a Home Confectioner License.
New vendors interested in selling jewelry, specialty retail, bread/baked goods/salsa & hot sauce are all wait listed as the market is full for these vendors.
Registration & Market Fees
OPTION #1: 10'x10' Canopy Space
Daily Rate -1- 10’x10’ space: $25/day Total _____
PLUS 10% gross sales paid to market at end of every day
Seasonal Rate $150
OPTION #2:4'x8' Table Space dispersed throughout market & alleyways
Daily Rate -1- 4’x8’ table space (no canopy) $20/day Total _____
PLUS 10% of gross sales paid to market at end of every day
Seasonal Rate $140
All vendors pay 10% of gross daily sales to Downtown Community Market at the end of each market- no exceptions!
Brief description of what you plan to sell ______________________________________________________________________ _____________________________________________________________________________________________________
Registration fees are refundable if application is not accepted by the Downtown Community Market.
I have read the Downtown Community Market Rules and Regulations and agree to adhere to said Rules and Regulations. Flagstaff Community Market has the right to audit vendor sales and receipts and has the right to revoke permission to sell at any point.
Signature_____________________________________ Date___________________
Indemnity Agreement
This agreement is entered into this _____ day of _____________, 2024
Between:
Name(s):________________________________________________ Address:________________________________________________
and Flagstaff Community Markets, LLC.
For valuable consideration, including the right to sell products at the Downtown Community Market, SELLER does hereby agree to indemnify and hold the Flagstaff Community Markets LLC, the Downtown Business Alliance and the City of Flagstaff harmless from any loss, damage, expense, judgment or liability of any nature including attorney’s fees arising out of any claim made against Flagstaff Community Markets LLC, the Downtown Business Alliance and the City of Flagstaff by any person or entity which claim arises out of or results from Buyer’s purchase of SELLER’s product for consumption at the Downtown Community Market.
Signature _____________________________________ Date __________________
Downtown Community Market Vendor Selection
Flagstaff Community Markets, LLC (FCM) and the Downtown Business Alliance (DBA) will determine layout and vendor selection. Vendors will be a mix of growers, prepared food, value added/processed food, artisans and specialized mercantile. In order to ensure a balanced market there will likely be limits on the number of jewelry, bread, coffee, baked goods, salsa etc. Space may be made available for non profit and community groups that are interested in tabling at the market.
Prepared food vendors are permitted at the market but no food trucks are being allowed. On site prepared food must occur in a canopy and meet all Fire and Health Department regulations.
FCM and DBA will do our best not to put market vendors in direct proximity to bricks and mortar downtown merchants who sell similar items.
Rules and Regulations
I. Mission
The mission of the market is to support small independent growers, value added food producers, artists and small businesses. Additionally, the Downtown Business Alliance (DBA) and the Flagstaff Community Market (FCM) seek to provide a vibrant community gathering space for residents and visitors of Flagstaff to mix in a relaxed, educational, and fun environment.
II. Market Guidelines
1. NO RESELLING OF ANY PRODUCE IS PERMITTED AND FAILURE TO COMPLY WITH THIS PROVISION IS GROUNDS FOR IMMEDIATE
REMOVAL FROM THE MARKET.
2. No subcontracting or Third Party processing is permitted for value added/processed foods.
3. Nest run egg vendors must register and comply with relevant Arizona Department of Agriculture standards. Call 602-542-4373 for info
4. All scales must bear a current seal from the Department of Weights and Measures.
5. No resale of items such as bottled water or soda. All beverages must be made by vendors.
6. The Market encourages use of Arizona-grown ingredients in all value added products and it is expected that prepared foods contain
products from local growers.
7. The market reserves the right to limit similar value added products which are sold.
8. All food vendors must meet any applicable local, state, and federal regulations. If you sell prepared foods, or sample at the market you
MUST have and display a Coconino County Public Health Services District Temporary Food Service License and Sales Tax number. If you
sell prepared foods or sample at the market, you MUST have a hand washing station. Call Environmental Services at 928-679-8760 for
more information. If you do not have these displayed, you will NOT be permitted to sell.
9. ALL Value Added and prepared food vendors MUST carry commercial liability insurance and list Flagstaff Community Markets, LLC as an
additional insured and provide FCM with a copy.
V. Stall Guidelines
1. Vendors will sell at designated stall space and maintain their stall space in clean, sanitary and safe condition. No pets are permitted inside
the vending booth.
2. All vendors must break down boxes and separate recycling. No co-mingling of trash and recyclables is permitted.
3. Vendors are responsible for lighting within their booths. There will be no access to electricity.
VI. Market Safety
1. Vendors should begin set-up no earlier than an hour and a half before the market starts.
2. No vehicles will be allowed into the market less than 30 minutes prior to start of the market and until after the market has ended.
3. ALL CANOPIES MUST BE SECURED WITH WEIGHTED SANDBAGS OR SIMILAR MATERIAL WEIGHTS OF 10LBS PER LEG WHICH MUST
BE HUNG FROM THE CANOPY STRUCTURE(not placed on ground over leg). UNSAFE CANOPIES WILL NOT BE PERMITTED to be set up
VIII. Market Violations
1. Any vendor violating the above stated rules and regulations of Flagstaff Community Market or the regulations of Coconino County
Public Health Services District or other local, state, or federal agencies may be suspended and/or expelled from the Market.
2. The market manager/owner has discretion to make any on-site decisions regarding violations.
3. FCM reserves the right to audit any vendor at any time. Vendors shall cooperate with auditing process and the following guidelines shall
apply to the auditing process:
a) FCM designated auditor will total daily sales at the vending booth during the course of the market.
b) Audited sales total will not be shared with the vendor and the vendor shall not ask the auditor for any audit information.
c) Should a discrepancy exist between auditor and vendor sales total, Market Manager will contact the vendor and communicate
concerns.
d) Should the audited total be 30% or more higher than the vendor's average sales over the vendor’s market history, the Market
Manager may either immediately terminate the vendor's privilege to sell at the Market or schedule an additional audit. The results
of any additional audit and subsequent action on participation with the Flagstaff Community Market will solely be determined by
Market Manager(s).
4. FCM requests all correspondences on market violations and/or concerns be submitted in writing.
Agreed to this_______day of__________________, 2024
ignature_____________________________________
Printed Name__________________________________
Please return application to:
Flagstaff Community Market
421 W Cedar Ave.
Flagstaff, AZ 86001
Checks payable to: Flagstaff Community Market
Business Name ____________________________________________
Applicant Name ____________________________________________
Mailing Address ____________________________________________
Phone (_____) _____________________________
Email Address______________________________
Circle Weeks Expect to Attend
June 5 12 19 26
July 3 10 17 24 31
HEALTH DEPARTMENT PERMIT # All prepared/processed food must display a Health Department Permit at their booth. For info on licensing and sampling, please call Coconino Health Department 928-679-8750 or email [email protected]. Health Permit # ____________
BUSINESS LICENSE/TPT(sales tax license) All vendors (other than growers) must have a state of Arizona TPT license. Contact Arizona Department of Revenue with questions at www.aztaxes.gov or 800-352-4090.
License number # ______________
COMMERCIAL LIABILITY INSURANCE listing Flagstaff Community Markets, LLC as an additional insured must be issued by all processed and prepared food vendors. Growers and artisan vendors may choose the Indemnity Agreement in lieu of commercial liability coverage. All applicants must submit a signed Indemnity Agreement.
Nest run egg vendors must be registered with the Arizona Department of Agriculture. Home Baked Confectioners must have and display a Home Confectioner License.
New vendors interested in selling jewelry, specialty retail, bread/baked goods/salsa & hot sauce are all wait listed as the market is full for these vendors.
Registration & Market Fees
OPTION #1: 10'x10' Canopy Space
Daily Rate -1- 10’x10’ space: $25/day Total _____
PLUS 10% gross sales paid to market at end of every day
Seasonal Rate $150
OPTION #2:4'x8' Table Space dispersed throughout market & alleyways
Daily Rate -1- 4’x8’ table space (no canopy) $20/day Total _____
PLUS 10% of gross sales paid to market at end of every day
Seasonal Rate $140
All vendors pay 10% of gross daily sales to Downtown Community Market at the end of each market- no exceptions!
Brief description of what you plan to sell ______________________________________________________________________ _____________________________________________________________________________________________________
Registration fees are refundable if application is not accepted by the Downtown Community Market.
I have read the Downtown Community Market Rules and Regulations and agree to adhere to said Rules and Regulations. Flagstaff Community Market has the right to audit vendor sales and receipts and has the right to revoke permission to sell at any point.
Signature_____________________________________ Date___________________
Indemnity Agreement
This agreement is entered into this _____ day of _____________, 2024
Between:
Name(s):________________________________________________ Address:________________________________________________
and Flagstaff Community Markets, LLC.
For valuable consideration, including the right to sell products at the Downtown Community Market, SELLER does hereby agree to indemnify and hold the Flagstaff Community Markets LLC, the Downtown Business Alliance and the City of Flagstaff harmless from any loss, damage, expense, judgment or liability of any nature including attorney’s fees arising out of any claim made against Flagstaff Community Markets LLC, the Downtown Business Alliance and the City of Flagstaff by any person or entity which claim arises out of or results from Buyer’s purchase of SELLER’s product for consumption at the Downtown Community Market.
Signature _____________________________________ Date __________________
Downtown Community Market Vendor Selection
Flagstaff Community Markets, LLC (FCM) and the Downtown Business Alliance (DBA) will determine layout and vendor selection. Vendors will be a mix of growers, prepared food, value added/processed food, artisans and specialized mercantile. In order to ensure a balanced market there will likely be limits on the number of jewelry, bread, coffee, baked goods, salsa etc. Space may be made available for non profit and community groups that are interested in tabling at the market.
Prepared food vendors are permitted at the market but no food trucks are being allowed. On site prepared food must occur in a canopy and meet all Fire and Health Department regulations.
FCM and DBA will do our best not to put market vendors in direct proximity to bricks and mortar downtown merchants who sell similar items.
Rules and Regulations
I. Mission
The mission of the market is to support small independent growers, value added food producers, artists and small businesses. Additionally, the Downtown Business Alliance (DBA) and the Flagstaff Community Market (FCM) seek to provide a vibrant community gathering space for residents and visitors of Flagstaff to mix in a relaxed, educational, and fun environment.
II. Market Guidelines
- Flagstaff Community Markets (FCM) and Downtown Business Alliance will determine market layout.
- All vendor applications will be reviewed and accepted or rejected by FCM and must include registration fees with their application.
- Membership and vending fees are set by FCM. In addition to the flat fee for the market, all vendors must pay 10% of gross sales to the market manager at the close of each market. Registration fees are not refunded for missed markets
- Vendors will be required to drop off vending items and move their vehicle before setting up booth space. Vehicles will not be permitted at vending spaces without approval by manager.
- FCM reserves the right to randomly audit vendor sales/credit/debit totals. FCM and/or its Manager have the right to suspend or revoke a vendor’s ability to sell at any point.
- Vendors who have committed to a market or the full season and are unable to attend a market, must notify the market in advance in order for the market to remain full. No refunds are given to missed markets and fees are not prorated should a vendor leave the market.
- Vendors and management are expected to maintain high standards of honesty and respect towards one another and customers and conduct themselves in a courteous manner. Rudeness, prejudice, intolerance towards others, and dishonesty are grounds for removal from the market.
- Returning full season vendors will be given first priority for the 2022 season.
- Completed and signed vendor registration and proof of all relevant licenses and health department certifications
- Copy of liability insurance listing Flagstaff Community Market LLC as an additional insured for ALL food vendors. Growers and artists may submit a signed indemnity agreement.
- Payment of all booth fees.
- Signed copy of the FCM Rules and Regulations
- Vendors must allow a representative of FCM to inspect farms and facilities to ensure vendors adhere to producers owners Rules and Regulations
- Vendors selling prepared food must use compostable or paper products for serving food and drinks. No styrofoam products are permitted. Paper and compostable products are to be used for single use serving items.
- Vendors may sell for another grower/agricultural producer with approval from FCM
- Wholesale or bulk sales of products to restaurants that occur at the Market are to be counted into gross sales figures and included in the 10% of sales
1. NO RESELLING OF ANY PRODUCE IS PERMITTED AND FAILURE TO COMPLY WITH THIS PROVISION IS GROUNDS FOR IMMEDIATE
REMOVAL FROM THE MARKET.
2. No subcontracting or Third Party processing is permitted for value added/processed foods.
3. Nest run egg vendors must register and comply with relevant Arizona Department of Agriculture standards. Call 602-542-4373 for info
4. All scales must bear a current seal from the Department of Weights and Measures.
5. No resale of items such as bottled water or soda. All beverages must be made by vendors.
6. The Market encourages use of Arizona-grown ingredients in all value added products and it is expected that prepared foods contain
products from local growers.
7. The market reserves the right to limit similar value added products which are sold.
8. All food vendors must meet any applicable local, state, and federal regulations. If you sell prepared foods, or sample at the market you
MUST have and display a Coconino County Public Health Services District Temporary Food Service License and Sales Tax number. If you
sell prepared foods or sample at the market, you MUST have a hand washing station. Call Environmental Services at 928-679-8760 for
more information. If you do not have these displayed, you will NOT be permitted to sell.
9. ALL Value Added and prepared food vendors MUST carry commercial liability insurance and list Flagstaff Community Markets, LLC as an
additional insured and provide FCM with a copy.
V. Stall Guidelines
1. Vendors will sell at designated stall space and maintain their stall space in clean, sanitary and safe condition. No pets are permitted inside
the vending booth.
2. All vendors must break down boxes and separate recycling. No co-mingling of trash and recyclables is permitted.
3. Vendors are responsible for lighting within their booths. There will be no access to electricity.
VI. Market Safety
1. Vendors should begin set-up no earlier than an hour and a half before the market starts.
2. No vehicles will be allowed into the market less than 30 minutes prior to start of the market and until after the market has ended.
3. ALL CANOPIES MUST BE SECURED WITH WEIGHTED SANDBAGS OR SIMILAR MATERIAL WEIGHTS OF 10LBS PER LEG WHICH MUST
BE HUNG FROM THE CANOPY STRUCTURE(not placed on ground over leg). UNSAFE CANOPIES WILL NOT BE PERMITTED to be set up
VIII. Market Violations
1. Any vendor violating the above stated rules and regulations of Flagstaff Community Market or the regulations of Coconino County
Public Health Services District or other local, state, or federal agencies may be suspended and/or expelled from the Market.
2. The market manager/owner has discretion to make any on-site decisions regarding violations.
3. FCM reserves the right to audit any vendor at any time. Vendors shall cooperate with auditing process and the following guidelines shall
apply to the auditing process:
a) FCM designated auditor will total daily sales at the vending booth during the course of the market.
b) Audited sales total will not be shared with the vendor and the vendor shall not ask the auditor for any audit information.
c) Should a discrepancy exist between auditor and vendor sales total, Market Manager will contact the vendor and communicate
concerns.
d) Should the audited total be 30% or more higher than the vendor's average sales over the vendor’s market history, the Market
Manager may either immediately terminate the vendor's privilege to sell at the Market or schedule an additional audit. The results
of any additional audit and subsequent action on participation with the Flagstaff Community Market will solely be determined by
Market Manager(s).
4. FCM requests all correspondences on market violations and/or concerns be submitted in writing.
Agreed to this_______day of__________________, 2024
ignature_____________________________________
Printed Name__________________________________
Please return application to:
Flagstaff Community Market
421 W Cedar Ave.
Flagstaff, AZ 86001
Checks payable to: Flagstaff Community Market