2013 Rules and Regulations
Lafayette Market is a collaborative effort of Lafayette Consolidated Government, Local
Growers, Master Gardeners, Food Artisans, Craftsmen, and Fishers. The Lafayette Market
is a producer only Farmers’ Market.
Mission
The Lafayette Market at the Horse Farm serves as the premier venue for seasonal,
farm-based products, and artisanal creations, offered by local producers, artists and
vendors in a celebratory atmosphere of community enrichment and
entrepreneurism, created through the mutual support of its members and patrons.
Vision
The Lafayette Market at the Horse Farm will be a recognized destination for local
farmers selling their agricultural products, local artisans selling their wares, and
value-added food vendors offering local specialty food and drink, thereby creating a
community incubator of economic development for these small businesses. The
Lafayette Market encourages a sustainable local food system as it offers: fresh,
healthy, local food choices to customers of all income levels, relationships with
farmers and fishers, interactive cooking classes and educational opportunities for
our community, especially our youth, on the social, economic and health benefits of
producing, buying and consuming fresh, local food, with respect to seasonal
harvests. The Lafayette Market seeks to become a central gathering place for our
culturally diverse residents and visitors.
I.
Lafayette Market Rules and Regulations:
The Lafayette Market has established rules and regulations that guide vendors in
understanding their responsibilities as members of the market community.
Understanding and complying with these guidelines helps the market operate
smoothly and efficiently so that all participants may benefit. Vendor compliance will
help to ensure that the community will champion the stability and high quality
products offered by the Lafayette Market.
A.
Vendor Eligibility Requirements:
1.
Definition of vendor and farm/production facility: Vendor shall be
defined as the producer of goods sold and shall include the spouse,
siblings, children, parents, and employees of the applicant who assist
in the cultivation of the same property listed in the application under
"name of the farm/production facility."
2.
Producer-Only Market: The Lafayette Market is a producer-only
market. All products sold must be grown or otherwise produced by
the vendor. Produce grown or products produced at a location not
listed in the application are not eligible to be sold except by
cooperatives, as noted below. With the exception of valueadded/prepared food producers, a vendor may not sell products
grown or produced by others. Vendors warrant the quality of all
his/her products when they are offered to the public.
3.
Cooperatives: The participation of true grower cooperatives is
encouraged but proof of cooperative membership and organization
(By-laws, articles of incorporation, etc.) is mandatory. In this case, the
address of each farm participating in the cooperative and the name of
each farmer should be included in the application.
4.
Product Verification: All vendors are required to allow Lafayette
Market representatives to inspect their farms, boats, and production
facilities prior to vendor acceptance to the market and at any time,
with or without notice, so as to maintain the integrity of a producers'
market.
5.
Vendor Categories:
i. Year Round Vendor – A member of the Lafayette Market who
vends at the Lafayette market on a regular weekly basis
throughout the year. Year-Round vendors will be given first
priority in space assignment and have seniority in retaining
their assigned space, understanding the Market Manager (or
Advisory Board in the absence of a Market Manager) will
approve all space assignments and make adjustments as
necessary.
ii. Short Season Vendor - A member of the Lafayette Market who
grows a specific seasonal crop (tomatoes, peach, persimmon,
blueberry, blackberry, mayhaw, etc.) who will participate in
the Market for 8 or fewer weeks per year. Short season
vendors will be accepted into the market with Advisory
Committee approval and as long as space is available and there
is a need in the defined product mix.
iii. Guest Vendor - A vendor of the Lafayette Market who vends 4
weeks or fewer per year and has been accepted into the market
because vendor will help the Market to achieve its mission and
vision.
iv. Non Profit Vendor - Organizations with official 501C-3 status
may make special arrangements with the Market Director or the
Advisory Board to sell for reduced rates or in exchange for
volunteer service at or for the Market. Due to space limitations,
even when accepted, non-profit vendors may require scheduling
far in advance.
6. Market Guests – Guests may request entry into the market or may be
invited to the market by the Lafayette Market Advisory Committee
and Market Manager (if in place). Guests may be accepted or invited
to help fulfill the mission and vision of the Lafayette Market. See
Guest Application. Examples include:
a. Food Truck Vendor
b. Musical Guest
c. Guest Chef
d. Guest Speakers & Educators
B. What May And May Not Be Sold At Market:
1.
Consideration of Product Mix and Variety: In order for the Market
to ensure an appropriate product mix, vendors are permitted to sell
only the items that are listed on their vendor application. Vendors
who want to introduce new products must contact the Market
Manager to make an amendment to their vendor application. The
Market is pledged to achieve a balance of food products. The Market’s
ideal balance is: 40% Category 1: majority fresh produce, plants,
flowers; 20% Category 2: value-added products and prepared
foods; 20% Category 3: dairy, meats, seafood; 20% Category 4:
Artisans.
2.
Products permitted for sale in Category 1: Fresh Produce, Plants,
Flowers: Include foods that historically have NOT been identified as
sources of food-borne illness: items such as, but not limited to, raw
vegetables and fruits; edible plants; eggs; honey; shelled peas and
beans; cut, washed and unwashed, bagged vegetables; nuts; garlic;
spices; grains; herbs; bedding plants. The Market works with LSU Ag
Center to help verify vendors’ status as growers in the region.
3.
Products permitted for sale in Category 2:
Value-Added
Products/Prepared Food: Include foods that have been identified as
the source of few outbreaks of food-borne illness. They are usually
packaged in plastic bags or glass/plastic bottles or in jars/bottles and
include items such as, but not limited to, native wines, herbal
vinegars, pastries, cookies, cakes, cheesecakes, chocolates, fruit
syrups, jellies, jams, herbal and vegetable spreads, vegetarian
focaccias, sandwiches, pies, stuffed breads, fresh pasta, fresh juice, and
cider.
4.
Products permitted for sale in Category 3: Fish, Meat & Dairy:
Include the most common sources of food-borne illnesses, some of
which are life threatening. Cleaning process, transportation, and
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storage environments are required. These include raw and frozen
meats (beef, lamb, mutton, pork, goat); raw and frozen small poultry;
raw and frozen game bird and rabbit; raw and frozen fin fish and
seafood (crustaceans, fish, turtle, alligator); live seafood (shellfish,
crustaceans, oysters); fluid milk and fresh dairy products; cheese;
canned and pickled products; cured sausage and cured meat.
Products permitted for sale in Category 4: Artisans: The
Louisiana Crafts Guild, dedicated to excellence in fine crafts
throughout the state of Louisiana and the Southern Region of the
United States, has been invited to jury the work of all Artisan Vendors
prior to their participation in the Lafayette Market at the Horse Farm.
i. Louisiana Craft Guild Members have been juried, therefore
they will automatically be eligible to participate in the Market
at the Horse Farm, upon submitting an application,
accompanied by payment of fees, and the availability of Artisan
Booth Space.
ii. Non-Members Artisans wishing to participate must first have
their work juried and approved. (There is a one-time Jury Fee
is $25). (See Artist application)
Additional Considerations for Category 2 and 3 Vendors: New
category 2 and 3 producers must submit product samples for tasting
at scheduled gatherings of the Lafayette Market Advisory Committee.
Potential new market item(s) to be sampled/sold should
i. Include at least one locally grown ingredient and/or
demonstrate a link to Acadiana’s cultural heritage.
ii. Be a product that can be marketed during more than one
season.
iii. Be submitted to the committee in the exact form they will be
offered for sale. They must be packaged, labeled with
ingredients, company name, address, and telephone. Products
must also be labeled with the intended price.
iv. Preferably, be healthful and nutritious.
Products Not Permitted For Sale:
i. Produce grown or produced at a location not listed on the
application.
ii. Items not approved in advance by market staff.
iii. Items purchased by the vendor for resale.
C. Vendor Application, Fees and Membership
1. Application: All persons, businesses, or organizations wishing to become
a vendor at the Lafayette Market must file a vendor application verifying
that they are the actual grower or producer of the specific items that they
wish to sell at the market at least one month prior to the date they wish to
start vending.
2. Application Fee: Applicants must pay a $25.00 vendor application fee in
order to be considered. The Market Manager will review the application
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with the Lafayette Market Advisory Committee for approval. The fee is
non-refundable.
Annual Membership Dues: “Year Round Vendors” and “Short Season
Vendors” are required to pay Annual Membership Dues of $50.00,
annually, beginning September 1, 2013. Dues will not be pro-rated for
vendors entering the market mid-year.
Entry Into the Market as a Vendor: The applicant may begin selling at
the Market on the second Market day after the application has been
approved. The purpose of this delay is to maintain continuity and order in
the Market for both customers and existing vendors. This delay may be
waived at the discretion of the Market Manager and/or the Lafayette
Market Advisory Committee.
II. Lafayette Market Finances
A. Weekly Real Estate Rental Rates:
1. Pavilion Area: Once available, this covered vending area is located in the
existing Horse Farm barn. Fee is TBD per 10x10 foot space per week.
Vendors are responsible for bringing their own tables. This area will not
be available until construction is complete.
2. White Tented Area: White tents only are allowed in this area. Fee is
$30/per 10x10 foot space per week. Vendors are responsible for bringing
their own white tent. Colored tents are not allowed.
3. Market Umbrella: Limited quantities of market umbrellas are provided
for vendors. Fee is $30/per per week for a market-provided 8-foot
circular umbrella.
4. Year Round Vendor Rebate Program: The Lafayette Market will thrive
with a stable group of vendors. To encourage stability among year round
vendors, a $120 rebate will be granted to the vendor after 52 weeks of
paid rental fees.
5. Short Season Fruit or Vegetable Vendors: Short Season Vendors may
request booth space in one of the designated areas above. Real estate
requests are subject to availability.
6. Guest vendors: Guest Vendors may request booth space in one of the
designated areas above. Real estate requests are subject to availability.
7. Non Profit vendors: Non Profit vendors may request booth space in one
of the designated areas above. Real estate requests are subject to
availability.
8. Food Truck Vendors: Food trucks are allowed to vend at a $50 day
rental rate and the quantity at each Market day will be at the discretion of
the Market Manager and/or Market Advisory Committee.
9. Cancellation policy:
i. The strength of any Farmers’ Market depends on the presence
of a number of vendors with a diversity of products. When a
vendor sells at the Market, the vendor is operating a small
business. As with any business, customers must be able to
count on the vendor’s regular presence. Similarly, for the
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Farmers Market to be a success, and for the vendor’s business
to be a success, each vendor must be able to count on the
regular attendance of other vendors. Continuity and reliability
are critical!
ii. Vendors are not credited for missed days. All paid reservations
are final.
iii. When Vendor absence is anticipated due to illness, vacation, or
crop failure, Vendors shall notify the Market Manager as soon
as possible and preferably with 48 hours notice so that space
can be reallocated to keep the Market full.
Payment Method: Rent can be paid by the month or weekly. Checks
payable to Community Foundation of Acadiana with Market at the Horse
Farm in the memo area or by credit card through the website. For more
information, see the application.
III. Health and Safety:
A. All vendors participating in the Lafayette Market must comply with the sanitary
rules and regulations of the Parish and State Health Departments.
B. All seafood, fish, meat, meat products, poultry and dairy products must be raised,
harvested, prepared for sale, packaged and displayed in accordance with current
local, state, and federal regulations.
C. All produce must be fresh (not last week’s produce on sale today) and elevated off
the ground by at least 6 inches. Farmers must follow state and federal pesticide
control laws.
D. Value-added products must be produced in accordance with state health
regulations, which in some cases may require preparation in state-approved
commercial kitchens.
E. Food samples, if offered, must be provided to the public in appropriate containers,
maintained at an appropriate temperature and handled in accordance with health
regulations.
F. The Market Manager can deny a vendor permission to offer food samples for
reasons such as extremely hot weather and/or if a potential health issue is raised.
IV. General Operations
A. Hours of Operation are Saturdays, 8:00 a.m. – noon, at the Horse Farm on 2913
Johnston Street in Lafayette, LA.
B. Space Assignment: The Market Manager will assign spaces prior to Market day.
Designated spaces are not guaranteed, and during peak seasons every effort will be
made to keep vendors in general areas, but that is not guaranteed. Working
together is always appreciated. Spaces are assigned based on seniority and
regularity of attendance.
C. Tent/Display
1. Vendors should display produce on tables facing the public; produce may
not be displayed on the ground (with the exception of live plants).
2. White tents and the official Market Umbrellas are allowed. A 25lb
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Weight is required on each tent leg.
3. Tents and umbrellas, tables and merchandise are not to extend into the
space of another vendor unless otherwise agreed upon by both parties and
the Market Manager. The Market Manager has the right to require vendors
to change their display if it is deemed to present a safety risk.
4. A space is generally defined as a space measuring 10 feet by 10 feet deep
or in the case of a Market Umbrella, 8 Feet in diameter. Any expansion
beyond one space into any part of another will require that rent be paid
for the whole of that additional space.
Set up: The setting up of the Market may begin at 6:30 a.m. on Saturday mornings.
Vendor entry, located at Johnston St. and the Barn, will close at 7:30 a.m. Vendors
arriving after this time will be excluded from participating in the Market for that
day. The gravel road is used for loading & unloading only.
Bagging & Selling: Neither selling nor bagging shall begin before 8:00 a.m. on
Saturdays. Selling shall cease at noon on Saturdays.
Take Down: Take down shall not begin before noon. If a vendor sells out of
product, the farm or business signage and tables/coverings must remain set up at
the booth, along with a sign indicating that the vendor is out of product.
Clean up: All vendors will be responsible for the cleanliness of their selling areas
during Market hours. Vendors will clean up their areas at the end of each Market
day. Market manager will approve clean up.
Pricing, Weights, and Measures: Each vendor will operate as an individual entity
and, as such, each vendor is responsible for setting his/her own prices. However,
intentional undercutting and price wars are not allowed. Weights and measures
are expected to be in accordance with all applicable local, state and federal rules
and regulations, approved by the Louisiana Department of Agriculture and
Forestry, and have current inspection stickers.
Signage: All vendors must display their farm or business name at their booth for
the duration of the Market. Vendors may also be required to display other licenses
or permits by state or local regulatory agencies. All signage is subject to approval of
the Market Manager.
Labeling: All vendors are expected to clearly label all products as necessary and in
accordance with all applicable local, state and federal rules and regulations.
Method of Production and Product Quality Claims: Under existing state and
federal law only certified organic growers may claim to use organic growing
methods. Disparagement of other vendors’ products is strictly forbidden.
Sales Tax: Each vendor will operate as an individual business entity and as such,
each vendor is responsible for collecting his/her own sales taxes, where applicable.
Whereas farmers selling their own produce directly to consumers are exempt from
sales taxes, value added producers (i.e. bakers, preserve makers) may be required
to pay sales or other taxes.
Violations and Complaints: Violations of the Lafayette Market Rules and
Regulations will be handled as follows:
1. 1st offense: Verbal reminder.
2. 2nd offense: Written notice.
3. 3rd offense: Vendor to meet with the Advisory Committee
4. 4th offense: Removal from Market participation.
N. Insurance: Each vendor must carry his/her own product liability insurance. Proof
of product insurance will be verified upon entry into the Market.
O. Hold Harmless: The renter shall indemnify, defend and hold harmless the
Lafayette Market, their sponsors and managing agency, employees and volunteers
from and against all claims, damages, losses, and expenses arising out the rented
space’s use if such claim is attributable to personal injury, bodily injury, disease of
death, or injury to, or destruction of property, including the loss of uses there from,
and is not caused by any negligent act or omission of willful misconduct of the
Lafayette Market, their sponsors or their employees or volunteers acting within the
scope of their employment.
V.
Structure: The Lafayette Market operates under the guidance of the Lafayette Market
Advisory Committee and the Market Manager.
A. Function of Advisory Committee: The function of the Market Advisory
Committee is to carry out the Lafayette Market mission and its defined vision, to
make market policy to ensure the success of the market, to ensure the market
keeps pace with best practices, to hire and advise a Market Manager, review new
vendor applications, review new product appeals by existing vendors if necessary,
and resolve customer or vendor complaints.
B. Advisory Committee:
1. The Advisory Committee is selected by the City-Parish President to advise
him of the operations of the Farmers Market.
2. Should the Market become an independent organization, such procedures
will be followed:
i. Elected Members
a. Lafayette Market “Year Round Vendors” in good
standing who have met their annual membership dues
requirement at the time of election are eligible to vote
and to be placed on the secret ballot for election.
b. Elected Members shall serve a two-year term, beginning
in January following the election. Board members may
serve 3 consecutive terms if elected and then must sit
out a year before re-election to the Executive Board.
c. The Market Manager will prepare a ballot for
distribution to members in good standing.
d. Representatives elected include:
 Fresh Produce/Growers (3)
 Value Added Products/Prepared Foods (1)
 Fish/Meat/Dairy (1)
 Artists & Craftsmen (1)
 At Large Member (1)
 The Market Manager will serve as a non-voting
ex-officio member of the Board.
ii. Appointed Members:
a. The Lafayette City-Parish President shall appoint (2)
representatives on behalf of Lafayette Consolidated
Government
b. Appointed Members shall serve a one-year term,
beginning in January following the election. Board
members may be appointed to serve 3 consecutive
terms and then must sit out a year before reappointment to the Executive Board.
c. The Lafayette City-Parish President shall serve as a
voting ex-officio member of the Board.
C. General Advisory Committee Responsibilities:
1. Represent the mission of the Lafayette Market to other farmers and market
members, shoppers and the community;
2. Assist in implementation of strategies that will continue to reflect the
mission of the organization;
3. Advise the Market Manager on all matters that directly impact the
operations, stability and growth of the Market;
4. Serve as a channel of communications between Market vendors and
consumers.
5. Take a leadership role in advocating issues important to the Market;
6. Present the perspective of his or her respective category in decision-making,
but should always consider the goals and purposes of the entire market.
7. Mentor new members;
8. Carry out general Duties of the Advisory Committee include the following:
i. Be familiar with the Rules and Regulations of the Lafayette Market and
adjust policy as is deemed necessary.
ii. Attend scheduled meetings of Advisory Committee;
iii. Show fairness in consideration of new applicants;
iv. Conduct vendor inspections in conjunction with Market Manager;
v. Vote for approval of application of new vendors;
vi. Vote for approval of the Market Manager and advise him/her;
vii. Review issues and recommend expulsion of any members who are in
violation of the Rules and Regulations;
D. 2013 Lafayette Market Advisory Committee Members:
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Sheila Durel
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Stacy Lee
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Jan Wyatt
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Mark Hernandez
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Leslie Barton
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Carlee Alm-LaBar
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Maxie Crain
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Miles Peterson
E. Appointment of Lafayette Market Manager
1. The Advisory Committee shall vote for approval of the Market Manager and
advise him/her.
F. Market Manager Duties will include the following:
1. Management of Lafayette Market; Collection and forwarding of rents or fees;
The Market Manager will record income received and deposit the cash and
checks in accordance with Accounting Controls. The Market Manager’s
records of rent paid will be open for inspection at all times.
2. Recording of attendance and on-site Vendor compliance.
3. Space Assignment: The designation and allocation of vending spaces will be
the responsibility of the Market Manager.
4. Vendor recruitment and evaluation of vendor application.
5. Inspection of vendor facilities in conjunction with a committee member.
6. Serve as liaison between the Lafayette Market Advisory Committee,
approved vendors, and external entities.
7. Track shoppers attending the Market, including demographics, product
suggestions, market event suggestions and evaluations.
8. Track the number of fresh and local food products available on each market
day.
9. Census of new vendors and vendor category at each market day.
10. Resolution of minor disputes on behalf of Lafayette Market Advisory
Committee.
11. Report to the Lafayette Market Advisory Committee on vendor applications
and decisions regarding operation of Lafayette Market.
12. Advise the Lafayette Market Advisory Committee of any known or alleged
violations of the guidelines.
13. All decisions made by the Market Manager are subject to review and
revision by the Advisory Committee.
G. Modifications: These rules and regulations may be amended at any time by the
Lafayette Market Advisory Committee.
H. Construction and Growth: The Horse Farm is in a transitional phase and
construction will take place on various portions of the Horse Farm in the coming
years. The market may be moved around the Farm proper, or even to adjacent
property to accommodate construction. Cooperation is appreciated by all vendors
as progress for the community park moves forward..
Subject to Change
04/25/2013