2013 Vendor Handbook
Market Contact Information
Jill Wilkins
Nikki Durham
Event Planner
Event Coordinator
Cedar Rapids Metro Economic Alliance
501 First Street SE
Cedar Rapids, IA 52401
P: 319.398.5317
F: 319.398.5228
C: 319.270.0085
Email: events@cedarrapids.org
Website: www.cedarrapids.org
MARKET LOCATION
The market will be located on 3RD Avenue and 4th Avenues SE and 2nd, 3rd and 5th Streets SE in Downtown Cedar
Rapids, IA. The portions of these streets used will remain closed during the hours of the Market.
HOURS OF OPERATION
Dates: First and third Saturday of each month June through September for a total of 8 market dates.
June 1, June 15, July 6, July 20, August 3, August 17, September 7 and September 21
Time: 7:30 a.m. – 12:00 p.m.
LICENSE REQUIREMENTS
Vendors at the Market must provide the following before being allowed to sell:
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Completed on-line application
Copies of all necessary permits (i.e. health department, mobile license, etc.)
A copy of your insurance Certificate of Liability. All vendors must have a minimum of a $1M liability
policy and name the Cedar Rapids Metro Economic Alliance and its employees as an additional
insured. Please Note: We are required to request this of vendors and are NOT ABLE TO MAKE
ANY EXCEPTIONS.
STALL FEES
8 Day Lease – Street Stall w/vehicle
8 Day Lease – Sm. Street Stall w/o vehicle
Single Day Fee – Street Stall w/vehicle
Single Day Fee – Sm. Street Stall w/o vehicle
Fee per Day
$35.00
$22.00
$50.00
$30.00
Total Lease Fee
$280.00
$176.00
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NA
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STALL FEES CONT.
 One stall space per vendor.
 One street stall space w/vehicle is approximately 25 ft. wide x 15 ft. deep.
 Once street stall space w/o vehicle is approximately 15 ft. wide x 15 ft. deep
 Each stall will be marked and numbered before the Market begins. Vendors will be assigned a specific
stall for the season.
 A few stall spaces will be available for single day use. The daily stall fee is $50.00 for a street stall w/
vehicle and $30.00 for a stall w/o vehicle.
 A No Show Fee of $50 may be enforced if Economic Alliance staff is not notified in advance of a
vendor’s absence from a market. All fees must be paid prior to vending.
PAYMENT
 Payment of all stall fees is to be paid by check or credit card (MasterCard, Visa, Discover or American
Express) to the Cedar Rapids Metro Economic Alliance.
 Payment is due upon acceptance in to the market. Stall will not be reserved until payment is received!
 Any Vendor’s check that’s returned due to in-sufficient funds shall be charged $25 per check and no future
checks will be accepted.
 Any bad check fees, along with the original check amount, shall be paid in full prior to renting future space.
MARKET RULES AND REGULATIONS
 All persons/entities/organizations selling their products within a booth space MUST apply for the
market through Manage My Market, electronically sign the lease, provide permits and be approved
by the Economic Alliance staff prior to vending at the Downtown Farmers’ Market.
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Applicants are reviewed based on the entire range of products applied to sell at the market. Please be
thorough when completing your application. Vendors will NOT be allowed to add or change products after
the application process is complete or throughout the duration of the market season!
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Items that may be sold are fresh fruits and vegetables, baked goods (except soft pies and custards),
homemade jams and jellies, honey, flowers, plants, meat, wines, art, artisan gifts and crafts. All market
products must be produced in Iowa. Granting exclusivity does not exist, the Economic Alliance staff
reserves the right to approve, refuse and limit products to be sold at the market. Products that are unique
and different will receive priority. Vendors must possess necessary permits or certificates to sell honey,
poultry, eggs, meat and wine. Contact Heidi at the Linn County Health Department at 892-6000 for
regulations.
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Vendors are required to use their stall for the sale of only those items actually produced or manufactured
by the vendor, in his or her garden, farm, home or plant (vegetables, fruit, other produce or foodstuffs,
and/or other items). Vendors selling products other than their own will be removed from the market!
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The Cedar Rapids Downtown Farmers’ Market allows artisan vendors. All approved items must be made,
manufactured and put together by the vendors themselves. Items may not be purchased and resold as
homemade. Vendors selling products other than their own will be removed from the market!
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No vendor shall be permitted to sell soft drinks or prepared food for consumption at the Market, with
exception of concession vendors and approved vendors with a licensed kitchen.
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No live animals can be sold at the market.
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Vendors shall display food and or produce on well constructed, maintained and clean tabletops and
shelves. All ready to eat food must be in covered containers or individually wrapped. The Market
management strongly urges that all vendors have attractive displays.
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The Economic Alliance shall have the exclusive right to install, maintain and vend from vending machines.
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All signs and price tags must be legible.
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It is the sole responsibility of each vendor to be familiar with and abide by all state and federal regulations
pertaining to the production, harvest, preparation, preservation, labeling and safety of products brought to
the market.
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It is the vendor’s responsibility to ensure that, if necessary, proper sales tax is applied and appropriate
permits are obtained. Vendors may obtain an annual permit on-line at www.state.ia.us\tax (suggested) or
contract 319-362-3613.
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All vendors are required to comply with all City ordinances, regulations and rules together with state and
federal laws relating to the Downtown Farmers’ Market and the vendor’s business conducted in the
Market. Failure to abide by ordinance, laws and regulations may be basis for suspension or expulsion.
This includes, but is not limited to; assault or abuse directed toward other vendors, customers, market
management, employees or the general public.
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Vendors are required to stay for the entire Market from 7:30 a.m. – 12:00 p.m. The vendor shall
abide by and comply with the hours of operation as prescribed. Vendors shall not sell from the back stall
area or any surrounding area prior to the opening of the market.
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Vendors may not rent their space to anyone or permit any additional vendors to sell goods in their space.
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Vendors shall notify the Economic Alliance Staff at 319-398-5317 by 5:00 p.m. on the Wednesday
prior to the market if they are not going to use their space. Failure to provide notice may result in
a No Show Fee of $50. All fees must be paid prior to future vending. Failure to make proper
notification for 2 or more occurrences during a market year will result in the inability to rent a full
season space for the next market season. Upon notification, the Economic Alliance has the right to
use or lease such space for said period.
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The Economic Alliance reserves the right to move the Downtown Farmers’ Market from the 3rd Avenue SE,
4th Avenue SE, and 2nd, 3rd and 5th Streets SE site to alternate locations to allow for continued vending.
Alternate locations may be necessary due to, but not limited to, construction, natural disasters, city
regulations, other events, etc. Vendors may choose to vend at the designated alternate site.
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The Market Staff shall have the right to close the venue.
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Vendors at the Market shall not approach a buyer for the purpose of making a sale while said
buyer is in conversation with another vendor.
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Vendors are not allowed to bring pets to the market.
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The playing of loud music in vendor stalls will not be permitted.
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Display or sale of obscene, illegal or unsafe merchandise is prohibited, the determination of which is at the
sole discretion of Economic Alliance Staff.
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The Farmers’ Market is a no smoking area. Vendors are not allowed to smoke while doing business at
the market. If you wish to smoke you are required to leave the Market venue.
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If the Vendor/Grower or any of its employees, agents or representatives enter the market under the
influence of alcohol or drugs, they will forfeit the stall for the day or the market season.
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The Economic Alliance may, at its discretion, cancel a lease without a refund or close any stall for the day
for any fraudulent, dishonest and deceptive practices, inappropriate conduct, activities or otherwise
disturbing the peace by the vendor, or its employees, agents or representatives on the premises..
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Violations of any of the market rules could lead to the offending vendor forfeiting their right to vend at any
City of Cedar Rapids Markets.
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The Economic Alliance reserves the right to refuse vendors at anytime for any reason.
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The Economic Alliance and the City of Cedar Rapids shall have no responsibility for damage or loss of use
that the Lessee may incur because of acts of God, or any other cause not under the Economic Alliance’s
control.
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No refunds will be issued!
SET-UP POLICY
Vendors should arrive at their designated staging area (to be determined prior to June 1) at 6:00 a.m. Vendors
will be directed to move to their designated stall space to set-up beginning at 6:10 a.m. DO NOT REMOVE
BARRICADES WITHOUT PRIOR APPROVAL FROM MARKET STAFF! Please be on time! Vendors arriving
after 6:00 a.m. will be placed at the discretion of the market staff. All employees of the vendors and extra
vendor vehicles should park in the parkades and not on the surrounding streets.
 The market does not provide any set-up equipment or supplies.
 No electrical access will be available. Vendors are to use quiet running generators not to exceed 70
dBs.
 It is the responsibility of the vendor to provide any/all tables, chairs, cash registers or cash boxes, signage,
extension cords, tape, decoration, display equipment, tent, tent weights and proper City, County, State
and Federal Licenses necessary to do business.
 All tents must be weighted. No drilling or staking is allowed.
 A vendor must display his/her vendor number at all times. This will be provided to you by the Economic
Alliance.
 A vendor is required to keep all vehicles, contents and products in the boundaries of his/her assigned stall.
Nothing can encroach upon aisle space, common areas and fire lane. Per the CR Fire Marshal, vendors
absolutely may not encroach past their depth of 15 ft or may be subject to a fine.
 A vendor shall keep all spare stock, packing materials, cardboard boxes and bags in an orderly fashion at
all times.
 Vendors who need to unload additional vehicles are required to contact the Economic Alliance
Office to make arrangements prior to the market day. One vehicle will be allowed to stay in the
vendor’s stall.
 No selling ahead to the public will be allowed! As soon as the bell rings vendors may begin selling.
(Vendors may sell to other vendors between 7:00 and 7:30 a.m.)
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TAKE DOWN AND CLEAN-UP POLICY
 Vendors will have 45 minutes to tear down and leave their stall.
 Leave your stall as you found it – empty, picked up and swept clean.
 Any and all vendor’s merchandise, valuables, vehicles, trailers, tables, chairs, equipment, signage,
decoration, display equipment and trash must be removed by the designated closing time for that
particular Market day.
 Any items not removed by designated closing time (12:45 p.m.) will become the property of the Market
management.
 A dumpster, located in the parking lot of 4th Avenue and 3rd Street SE, is provided for disposal of
vendors’ trash. Since this is provided, all trash including cardboard, must be taken to the
dumpster and not placed by trash cans. Vendors are to contact the Information Booth if
assistance is needed in hauling trash.
 A clean-up fee of $50.00 per occurrence will be charged to the vendor, to be paid prior to vendor
renting future space.
TIPS FOR BETTER SALES
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Be friendly and helpful
Customers visit the Downtown Farmers’ Market because it’s an experience that they can’t find at a
grocery store or at the mall. Making sure that each customer has a pleasant experience will insure his
or her return.
Use signage
Design a banner or sign for your booth so customers remember you and your stall.
Display prices
Customers are used to seeing prices on things. Make prices neat, clear and big enough to see from
10 feet away.
Hand out flyers and business cards
Help customers remember who you are and what you sell. Hand out flyers to describe your product.
Offer special services…allow them to call and place special orders during the week, etc.
Presentation is important
o Tablecloths do wonders. Make it long enough to hide what is underneath your table.
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Keep trash and storage boxes out of sight.
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Create an atmosphere – have soft music in your booth.
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Use covered boxes or shelving to display more products on different levels.
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Hand out recipes and tips on canning, freezing and storage. Recommend product uses.
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Offer free samples and be attentive to sample appearance.
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Have informed workers who know about the products being sold.
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Develop a mail or e-mail list. Ask customers if they would like to have their names added to your
mailing list.
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