2012 Vendor Handbook
Market Contact Information
Jill Wilkins
Cedar Rapids Metro Economic Alliance
312 2nd Avenue SE
Cedar Rapids, IA 52401
P: 319.398.0449
F: 319.365.2604
Email: jill@downtowncr.org
Website: www.downtowncr.org
MARKET LOCATION
The market will be located on 3RD Avenue and 4th Avenues SE and 2nd and 3rd Streets SE in Downtown Cedar Rapids, IA. The
portions of these streets used will remain closed during the hours of the Market.
*Please Note: A few changes will be made to the 2012 venue due to downtown construction projects. A map will be
provided once a venue has been finalized.
HOURS OF OPERATION
Dates: First and third Saturday of each month June through September for a total of 8 market dates.
June 2, June 16, July 7, July 21, August 4, August 18, September 1 and September 15
Time: 7:30 a.m. – 12:00 p.m.
REQUIREMENTS
Vendors at the Market must complete &/or provide the following before being allowed to sell:
Apply on-line at www.downtowncr.org and agree to terms and conditions of the market
Provide copies of all necessary permits (i.e. health department, mobile license, trademark license, etc.)
o It is preferred that these are uploaded and stored in your Manage My Market account. Hard copies are also
accepted.
A copy of your insurance listing “Cedar Rapids Metro Economic Alliance, the City of Cedar Rapids and its
employees” as additional insured.
o It is preferred that this is uploaded and stored in your Manage My Market account. Hard copies are also
accepted.
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
$27.25
$15.63
$42.00
$24.00
Total Lease Fee
$218.00
$125.00
NA
NA
STALL FEES CONT.
One stall space per vendor.
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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.
Lease vendors and previous Downtown Market vendors will get priority.
A few stall spaces will be available for single day use. The daily stall fee is $42.00 for a street stall w/ vehicle and
$24.00 for a stall w/o vehicle.
A No Show Fee of $50 may be enforced if market staff is not notified 48 hours in advance of a vendor’s absence
from a market.
PAYMENT
Payment of all stall fees are to be paid by check or credit card (MasterCard or Visa) 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 market staff prior to
vending at the Downtown Farmers’ Market.
Franchise businesses will not be permitted to attend as vendors.
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. 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.
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!
Vendors will be allowed to sell craft items. These items must also 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!
Vendors selling craft items must provide pictures of product samples with their application.
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.
No live animals can be sold at the market.
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.
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.
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.
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 319-3623613.
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.
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.
Vendors may not rent their space to anyone or permit any additional vendors to sell goods in their space.
Vendors shall notify the market staff at 319-398-0449 in advance if they are not going to use their space. The
Economic Alliance has the right to use or lease such space for said period. Notice of absence must be provided 48
hours in advance of the opening of the market. Failure to do so will result in a No Show Fee of $50. Failure to
make proper notification for 2 or more occurrences during a market year will result in forfeiture of the right to
automatically renew the space for the next market season and automatic placement on the market wait list.
The Economic Alliance reserves the right to move the Downtown Farmers’ Market from the 3rd Avenue SE, 4th
Avenue SE, and 2nd and 3rd 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.
The Market Staff shall have the right to close the venue.
Vendors at the Market shall not approach a buyer for the purpose of making a sale while said buyer is in another
vendor’s stall.
Vendors must stay within their provided space and not encroach on other vendors’ spaces or the designated fire
lane.
Vendors are not allowed to bring pets to the market.
The playing of loud music in vendor stalls will not be permitted.
Display or sale of obscene, illegal or unsafe merchandise is prohibited, the determination of which is at the sole
discretion of market staff.
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.
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..
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.
The Economic Alliance reserves the right to refuse vendors at anytime for any reason.
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.
No refunds will be issued!
SET-UP POLICY
Vendors should arrive at their designated staging area (to be determined prior to June 2) 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. 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 (70 decibel max). If this is not
feasible, vendors must provide enough extension cords to place generators outside the market venue. Please be
mindful of your neighbors need to interact with their customers.
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.
Vendors with non-vehicle stalls will have 15 minutes to pull next to their stall to unload product. Vehicles must
them be removed and stalls may be set-up.
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.)
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 clean-up fee of $50.00 per occurrence will be charged to the vendor, to be paid prior to vendor renting future
space.
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A dumpster is provided for disposal of vendors’ trash. Its location will be provided to vendors at the beginning of
the market season. Since this is provided, trash 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.
o All vendor are required to provide a trash can in their stall. Food vendors must provide a can with a
minimum size of 35 gal.
TIPS FOR BETTER SALES
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.
o
Keep trash and storage boxes out of sight.
o
Create an atmosphere – have soft music in your booth.
o
Use covered boxes or shelving to display more products on different levels.
o
Hand out recipes and tips on canning, freezing and storage. Recommend product uses.
o
Offer free samples and be attentive to sample appearance.
o
Have informed workers who know about the products being sold.
o
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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