VENDOR RULES

Farmers Market Vendor Rules

To ensure the integrity and success of the Kent Farmers’ Markets for our vendors, customers, and community members, we have established a set of rules and policies that vendors must follow.

Please review this document in its entirety before applying to markets in 2025. If you have questions or concerns about any of these rules, please don’t hesitate to contact Izzi Ceccanti via email at kentfarmersmarket@livingwellkent.org before completing your application to discuss further.

These rules serve as baseline standards that we have developed to ensure we are all held accountable to the exact expectations. Our reputation and success as a Market rely upon consistency and commitment from all parties, and our amazing Vendors play a very critical role in this for the life of our Market.  Any Vendor found in violation of these rules may be asked not to return to future Markets. Both Vendors and Market staff reserve the right to terminate this working relationship for any reason.

1. CONDUCT: In creating a welcoming, inclusive, and safe Market space for all, any behavior that creates a hostile environment is strictly prohibited. Harassment, abusive, threatening, or belligerent behavior of any form, on any basis, is not permitted, as is retaliation for reporting such behavior. Market staff will promptly investigate all reports and take appropriate action to protect our Vendors, community members, and the Market as a whole.

2. CONCERNS: If a Vendor has a concern about Market rules, Market proceedings, or any other Vendors or customers, please inform Market staff as soon as possible, and document your concerns in writing (kentfarmersmarket@livingwellkent.org).

3. PUNCTUALITY: Vendors must arrive by 8:00 a.m. (PST) and be fully set up by 8:45 a.m. and ready to vend by 9:00 a.m., when the market opens. Any Vendor who arrives late more than three times during the season and is not prepared when the market opens may be asked not to return to future markets.  For the safety of our Market guests and participants, moving motor vehicles between the hours of 8:45 a.m.-2:15 p.m. within the Kent Farmers Market is prohibited. All vendor vehicles with the exception of food trucks must be parked outside of the Kent Farmers Market. 

4. CANCELLATIONS: Vendors are expected to commit to market dates once confirmed with market staff and must contact market staff at least 72 hours in advance if cancellation is necessary. Last-minute cancellations will not be tolerated, except in cases of illness or emergency.

5. BOOTH SPACE: It is the Market’s responsibility to organize a vibrant, well-rounded Vendor mix and physical booth arrangement to ensure excellent customer experience. Booth space will be offered at the discretion of Living Well Kent, a registered 501(c)(3) nonprofit (EIN 81-4451307).  Our Mission: Providing public spaces and initiatives to encourage healthier lifestyles and better living.  Market staff are only available on dates confirmed in writing with Vendors. Vendors must set up in the space assigned to them, which may change on a weekly basis.

6. BOOTH SET-UP: An attractive, well-organized, and displayed booth is a significant key to success as a Market vendor! Vendors must maintain a tidy and organized booth space. This may include the use of elements such as tablecloths, wooden crates, or other decorations to attract customers. Empty boxes, personal items, and garbage should be kept out of sight whenever possible.

7. BOOTH PRESENCE: Vendors are expected to be present at their booths during market hours unless they are taking a break or using the restroom. Vendors must inform Market staff when they are leaving their booth unattended for more than 5-10 minutes. Standing up, smiling, making eye contact, and staying off your phone are all encouraged to engage Market customers at every opportunity.

8. SIGNAGE: All Vendors are required to have signage at their booth that identifies the name of their business. Signs must be displayed prior to the start of sales. Per Food Safety Modernization Act (FSMA) rules, all farm Vendors must conspicuously display the farm address where the food was grown and contact information of their business within their market stall (i.e., on cash box, stall banners, business cards, bags, etc.). All prepared, packaged, or processed food Vendors must also display their business contact information.

9. PRICING: All Vendors are required to have their prices listed for each item for sale. This can be done with any menu board, hanging sign, or individual placards. Signs should communicate what the item is and its associated price.

10. FOOD SAFETY: Food items must be at least 6 inches off the ground – this can be accomplished with pallets, empty totes layered underneath full ones, etc.

11. PRODUCT QUALITY: Low-quality, inappropriately over- or under-ripe, or otherwise inferior products are noticed by consumers and the media, undermining efforts to attract shoppers to markets. All Vendors are expected to bring the highest quality of produce and products to the market. For lower-quality produce, “Seconds” pricing is encouraged and must be labeled and priced accordingly.

12. LOCAL SOURCING: Farmers’ markets aim to promote and support locally sourced products from our farmers and artisans.

13. SCALES: Vendors selling produce by weight must provide their own scales. Scales must be “legal for trade” (NTEP certified), subject to inspection by WSDA’s Weights and Measures Program. All scale displays must be readable and in easy sight for your customers during business transactions.

14. SELLING TIME: Our Market hours are from 9 am – 2 pm. If vendors are ready to sell before 9 am and customers have arrived, they can begin trading. Vendors must be willing to accept customers until 2 PM and must not start breaking down their booths before closing time, unless they have sold out. Living Well Kent is a registered 501(c)(3) nonprofit organization (EIN 81-4451307) with a mission to provide public spaces and initiatives that encourage healthier lifestyles and promote better living.

15. SELLING OUT: Vendors who sell out may begin packing up their materials before 2 pm but must stay on site and leave their canopy standing with all branding elements, including banners, product lists, pricing, etc., clearly visible. Vendors may choose to post a “SOLD OUT” sign if desired, which may help to build future customer interest.

16. ALTERNATIVE CURRENCIES: All Vendors are required to accept all applicable alternative currencies for their products, including SNAP-EBT, Market Match, and Fresh Bucks.  Vendors will be reimbursed via a physical check mailed in the week following the Market date.

17. END-OF-DAY REPORTS: All Vendors are expected to fill out end-of-day reports with all applicable data, accurately reported, signed, and dated. Reports and currency counts will be verified by Market staff. Vendors must track and report daily sales accurately at each Market. This data is integral to acquiring the support necessary from local governments, donors, and communities that host the market. This data is only shared in the aggregate.

18. LICENSES & INSURANCE: Vendors are required to maintain applicable business licenses from the State of Washington and the City of Kent and obtain general liability insurance with a minimum of $1 million per event and $2 million aggregate coverage, with Living Well Kent listed as an additional insured. Please contact Izzi at kentfarmersmarket@livingwellkent.org for insurance recommendations if needed.

19. PERMITS: Vendors selling prepared or processed food must maintain applicable King County Public Health Temporary Food Service/Mobile Food Unit, and/or WSDA Food Processing/Cottage Food permits, as well as Food Worker cards for all employees working at the Market.

20. VENDOR FEES: Vendors will pay a fee (see below) to the Market for their booth space. Everything you sell is yours to keep.

21. EQUIPMENT: Vendors are required to bring all their own equipment including a canopy, weights, one (1) folding table, and two (2) chairs and the necessary cleaning (brooms, heavy garbage bags, cleaning sanitizer, paper towels, and other sanitation supplies. Kent Farmers Market hopes to supply equipment in future years for Vendors to rent. Vendors are responsible for setting up and tearing down their booth materials.

22. CLEANLINESS: Vendors are expected to clean up their booth spaces after the Market ends, including any garbage, food, or plant residues on the ground, as well as dirt, food, and other debris left on any equipment rented from the Market. Market staff will have a limited supply of brooms, dustpans, trash cans, paper towels, and sanitizer spray to help support as needed.