The Victoria Public Market at the Hudson
Day Vendor Application & Vendor Membership
2014
Welcome to the Victoria Public Market at the Hudson!
Day Tables will be located indoors in the center breezeway (Grand Avenue) of the
Public Market.
Please read the Policies and Procedures Manual completely before filling out and
submitting your application: http://victoriapublicmarket.com/wpcontent/uploads/2013/02/VDPMS-Vendor-Policy-Final-2013.pdf
Mail your completed application with a $50 non-refundable Vendor Membership fee
(not applicable to non-profits) made out to the Victoria Downtown Public Market Society
to:
Corry Matechuk
#6 1701 Douglas Street
Victoria, B.C.
V8W 0C1
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VENDOR INFORMATION (Please note: ALL information must be complete for
application to be processed)
Date of application: ________________
Phone: (
)
-
Name(s):
Business/Organization Name:
Mailing address: (include town, province and postal code)
Physical address: (if different)
E-mail address:
Website:
Facebook:
Twitter:
May we include a link to your business on the Public Market website? Yes___ No___
What category of vendor is your business? Please check off all that apply:
❑ Farmer
❑ Crafter
❑ Processor
❑ Service Provider
❑ Non Profit
❑ Other (please explain) ________________________________________________
If your application is for a business, please check business type:
Sole Proprietor __ Partnership __ LLC __ Corporation __
Do you require electricity: Yes____ No_____, if yes, please specify your power
needs________________________________________________________________
**Please note there will be an additional $5.00 charge per day for power**
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What certifications do you/your business currently hold. Please check all that apply:
❑ Current Organic Certification
❑ Current VIHA permits
❑ Current Food Safe Certification
❑ Current Serving it Right Certification
NOTE: All prepared foods sold at the market must be pre-approved by VPM
Management and comply with Vancouver Island Health Authority (VIHA) regulations.
See www.viha.ca/mho/food on the right side under Application Forms. If you have
questions re. VIHA regulations, please contact Michael McKinley at Health Protection.
Unit 201-771 Vernon Ave, 250-519-3401.
All servers, pourers and sample providers must be certified with Food Safe and/or
Serving it Right. This information is required for display at the Market and copies must
be supplied to Management with Application. Exhibitors selling processed or prepared
foods and those offering samples MUST display all current and applicable VIHA
paperwork. Ingredient lists or labels are required for all processed and prepared foods.
An approved “pH tested” letter is required to be submitted to management with vendor
application form. No exceptions.
Describe IN DETAIL the product(s) you wish to sell at The Victoria Public Market at the
Hudson (Reference: Product Policies, Vendor Mix & Space Allocation in our Policy and
Procedures Manual) with special attention to any unique products you offer, including a
list of all locally sourced ingredients. New vendors will NOT be considered without this
information. Please provide a separate list of ALL items you would like to vend.
Only Approved items may be sold at the Market, new additions may be added during
the market season, but will require Managements approval prior to the event date. You
may be unable to sell all products listed if management decides there is product
saturation. This is on a first come/first serve basis. All new products MUST be submitted
to management for approval.
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I will be selling (check all that apply):
❑ FARMER - Produce, plants, of flowers grown at home or farm
❑ FARM PRODUCTS - eggs, meats, cheese, honey
❑ ARTIST/CRAFTS (NOT JEWELERY) - ❑ producer of locally made crafts created by
the artist.
❑ HANDMADE JEWELRY - creator and designer of locally made, handcrafted jewelry
❑ ON-SITE COOKING VENDOR - prepared meals intended to be eaten at the market
(current VIHA permit and special event permit required to be on file with Market
Manager before setup).
❑ FOODS - OTHER – pre-packaged or pre-prepared by vendor-baker, candies of
specialty items intended for market consumption of home use.
❑ NON-PROFIT VENDOR
❑ MUSIC VENDOR (Busker)
Please provide address(es) of location(s) where product(s) are produced or grown:
The Victoria Public Market at the Hudson will be open for day table sales year round, 6 days a week. The Market is closed on Mondays.
Interior Day Tables - open 6 days a week, inside Public Market, 11:00 A.M till 3:00 P.M.
There will be NO tearing down early indoors, all vendors must stay for the entirety of the
event, and are welcome to stay later if approved by management. Space is limited to 8
vending spaces daily (2 x table), and tables and linens will be provided. Cost is: $30+gst
Sunday, Tuesday, Thursday, Friday; and $40+gst Wednesday and Saturday. Those
with oily or fabric damaging product WILL be required to bring a table runner or cover to
protect the linens. Extra laundry charges may apply. Please note* there may be single
table spaces available on some days; please inquire for availability and cost.
Please check which days you’d prefer to vend below (check all that apply):
**Day choices are not guaranteed.
❑ Tuesday($30)
❑ Weds ($40)
❑ Thursday($30)
❑ Friday($30)
❑ Saturday ($40)
❑ Sunday $(30)
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If accepted as a vendor, please indicate to the best of your knowledge when you expect
to be a vendor at The Victoria Public Market at the Hudson.
Beginning date:_________________
Through: ____________________
Please refer to the Policy Manual for discount rate breakdown.
May we give out contact information to interested customers?
Yes ___ No ____
MEMBERSHIP FEE
You must pay the annual fee prior to selling your products at The Victoria Public Market
at the Hudson (VPM)
1. Temporary vendor membership – temporary vendor members are vendors that
occupy either an indoor or outdoor temporary stall. Membership lasts for 1 year from the
date of the initial vendor contract, after which they must reapply every 12 months for a
temporary membership renewal. There is a one time $50 administration fee to process
temporary vendor membership. Stall allocation and schedules are determined on a
monthly rolling basis by the market management. Temporary vendors can attend
meetings of the Vendor Association, but are not voting members.
2. Non-Profit membership: non-profit members need to be registered non-profits or
representatives affiliated with a non-profit (e.g. girl guides selling chocolate almonds as
a fund raiser). There are no administration charges for non-profit membership.
Membership lasts for 1 year, after which they must reapply for a temporary membership
renewal. Non-profit groups can promote themselves, raise awareness of certain causes
and/or raise money at the Market. These members can be allocated a temporary stall,
either indoor or outdoor of the Market, or in an open area within the Market on a spaceavailable basis and at the discretion of the Market Manager.
The base rent rate for non-profits will be the same as that of temporary vendors, but the
Market Manager will have the discretion to apply different rates based on circumstances.
Priority will be given to non-profit groups that:
• Support the production of local food on Vancouver Island.
• Educate and raise awareness about local food, how it is grown, cultivated, prepared,
cooked and eaten.
• Promote healthy and environmentally sustainable lifestyles.
• Strive to increase access to healthy and local food for low income and other
disadvantaged people.
• Support locally owned and operated, small to medium size businesses.
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Temporary and non-profit day vendors may attend and participate in Vendor
Association meetings, but voting and official representation is reserved for Permanent
Vendors. For information on the Vendor Association, please contact Andrew Shepherd
at: islandspicetradebc@gmail.com.
The Market reserves the right to refuse or revoke those privileges at any time for cause.
This policy does not preclude any other policies or bylaws.
3. Non-Vendor membership: non-vendor members are other non-vendors additional
to non-profits (e.g. entertainers and educators). There are no administration charges for
non-vendor membership, and membership lasts for 1 year, after which they must
reapply for a temporary membership renewal. These members can be allocated a
temporary stall, either indoor or outdoor of the Market, in an open area within the Market
on a space-available basis and at the discretion of the Market Manager. Base stall rent
fees will apply at the same rate as temporary vendor members, but will ultimately be at
the Managers discretion. Non-vendors do not have any voting power or representation
on the Vendor Association, and cannot attend Vendor Association meetings.
Artisan membership application
VDPM is a food-centered market, but on occasion artisan vendors will be invited to
complement the food vendors and offer market customers further choice. Artisan vendor
members are those that sell arts and crafts. To become an "artisan vendor member",
vendors will be required to fill out an application, and provide 3 photographs of their
products. In addition to the above relevant food vendor members’ criteria, artisan
vendors will be chosen based on:
• Quality of workmanship (finishing, neatness, aesthetics).
• Originality (amount of finished product created & designed by the artist).
• Skills needed to produce product (tools, materials, personal, production process).
• Product salability (product prices appropriate to the market).
• Market enhancement (the product complements the overall market environment).
Prospective vendors must provide copies of their City of Victoria Business License, and
may be asked to bring a representative sampling of their items for final screening.
Applicants will be informed in writing or phone call on success or failure of their
application. Prospective vendors not accepted at initial screening may reapply at a later
date. Screening dates, if any, for new vendor applicants will be established by the
Market Management for approval each year, and duplication of current products or
crossover of broad product lines will be resolved by the Manager.
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Additional Policies and Procedures
Day tables are located in the `Grand Avenue` of the VPM. All spaces are assigned on a
first come basis by management, and are limited. There are no tents allowed in the
VPM. Displays are to be sturdy and secured; no materials may be attached to any part
of the building or structures without managements approval. The day tables are located
indoors and will operate rain or shine. We are unable to offer any extra cords, tape,
chalk, or vending supplies, so please come equipped with all your vending needs.
It is expected that all Vendors will be present to set up their space a minimum of 30
minutes prior to 11am. In the event that a vendor is not present by 10:30am, the
vendor space may be denied for the day, unless the vendor provided management with
prior notice that he/she may be late. Failure to Communicate with the manager will
result in a $10 fine (text messages will not be accepted). If a vendor does not follow
this policy, a verbal warning will be issued. A second occurrence will warrant a written
warning, A third occurrence will result in notice of expulsion from the VPM on that
vending day. Vendors in good standing with management are welcome to re-apply for
that vending day after one Calendar month, and their application will be considered.
Please note** If there is a waiting list for that day, they will be placed on that list.
No vehicles are to be left in the loading dock during market hours, and must be
removed as soon as you have finished unloading. Parking can be found on the streets
adjoining the Market, at the Centennial Square Parkade, Save on Foods Arena, or at
various Robbins Parking spaces around the downtown area. Parking is free
downtown on Sundays only. An unloading schedule will be provided for the FM and
for special occasions.
Regular Vendors - A deposit of one day’s booth fee is required with the 2014
application. Your deposit is applicable to your first market. All vendors will be required to
pay their space fees one week in advance. Market spaces are assigned by the Manager
who will try to allocate the same space to those vendors vending weekly. Drop in
vendors will not be guaranteed same space week to week.
New Applicants - A deposit of one day’s booth fee along with the $50 application fee is
required to apply. Those vendors that are not accepted will be refunded their booth fees.
The application fee is non -efundable.
Wait list - When a regular vendor decides to leave the market for more than 2
successive vending dates, they forfeit their allocated booth space, which will then be
made available to pre-approved wait listed vendors.
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Event Terms and Conditions
*Exhibit space is allocated on a first come basis. Exhibitors are responsible for their own
decor, signage and tables, and booths should reflects the overall look of the market.
Displays are to be free standing and sturdy, and all tables must be clothed and covered
with excess stock must be kept neatly under tables. There will be no stacking of boxes
or bins outside of allotted vending space. Please discuss with management additional
storage options (if any). If your booth set-up does not meet the standard for the VPM,
the vendor will be asked by management to make appropriate changes.
*Exhibitors must leave display stands intact until 3:00pm, even if sold out. In case you
do sell-out, event, please bring appropriate `sold out` signage, as well as promotional
materials to support your business.
*All product labelling shall be truthful and accurate and adhere to the requirements set
forth by VIHA. Any claims such as Organic, Pesticide-free, Free Range, Gluten Free,
Sugar Free...must be substantiated. Intentional false claims will not be tolerated.
*Exhibitors selling processed or prepared foods and those offering samples must submit
proof of VIHA approval. Ingredient lists and labels are required for all processed and
prepared foods. An approved “pH tested” letter (if applicable) is required to be submitted
to management with application.
*The exhibitor assumes all responsibility for their display, equipment and property while
at market.
*Market management reserves the right to make the final decision about all items being
sold at the market and the number of available vending spaces.
*Co-op based selling or other shared spaces must be pre-approved by management.
*All vendors are expected to honour their commitment to the VPM by showing up on
time and on their scheduled market day(s).
* All vendors must come prepared with ample float and change for the day.
* Stools must be at customer eye level. Short chairs or stools are frowned upon.
*Please keep personal calls and texts to a minimum during vending hours.
*2 days notice is required for all vendor cancellations to receive a credit for market
rental space. Exceptions may be made at the sole discretion of market management
should a vendor have an emergency or become ill. Any vendor that is absent from the
market without proper notification shall forfeit their space rental fees. Vendors must
email (no calls) a minimum of 48hrs before scheduled vending. Cancellations must be
made during regular business hours (9:30-6:30).
* Stall Maintenance - Vendors are responsible for the cleanliness of their space, and
are expected to ensure that their space is left in a clean condition at the end of the day.
Vendors are responsible to ensure that all garbage is removed from their space; linens
are removed, folded and placed by the community sink; and floors are tidied and tables
and chairs are put back in place.
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Declaration
I have read the Victoria Public Market at the Hudson Policy Manual and agree to
abide by the policies and procedures set forth by the Victoria Public Market at the
Hudson. Failure to comply with these policies and procedures may result in my
expulsion from the Market.
I confirm I have read the Market Terms and Conditions and agree, should this
application be successful, to abide by all applicable Market Terms and Conditions and
to accept decisions and reasonable instructions from Market Management.
Signature: _________________________________
Date:_____________________________________
Printed name:_______________________________
Please return this application form along with the $50 non refundable administration fee
to process your Vendor Membership (non applicable to non profits):
Corry Matechuk
#6 1701 Douglas Street
Victoria, B.C.
V8W OC1
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PROOF OF INSURANCE
I have my own (complying) Public Liability Insurance Policy.
Company/Policy Number/Expiry Date ____________________________________
__________________________________________________________________
The Tenant shall obtain and keep in full force and effect at all times during the term of
the agreement, all-risk insurance on the Tenant’s property, public liability and property
damage insurance in the amount of Two Million Dollars ($2,000,000) naming as
additional insured’s Hudson Retail Inc., Hudson Mews Holdings Inc., Hudson Place
Holdings, and the Victoria Downtown Public Market Society. Said insurance shall be in
place prior to taking possession of the Premises. The Tenant shall deliver evidence of
such insurance to the Landlord or its agent prior to taking possession of the Premises.
The Tenant acknowledges that it shall be solely responsible for security of all of its
property and merchandise at all times during the term both during and after business
hours and the Landlord shall have no liability whatever for loss or damage to any of the
Tenant’s property or merchandise from any cause, however caused, including but not
limited to loss or damage through the negligence of the Landlord, its agents or those for
whom the Landlord is in law responsible.
General Product Liability Insurance :
Group general liability insurance rates for BCAFM Vendor Associate Members are
significantly less than privately purchased general liability insurance rates. Vendors
must be members of a BCAFM Farmers' Market as well as BCAFM Vendor Associate
Members to secure this insurance plan. Insurance covers all sales within Canada,
including internet sales. To find out if your business is eligible, contact:
The Whistler Insurance Shoppe
109-4369 Main Street, Whistler BC V0N 1B4
Phone: 1-604-932-3888
Fax: 1-604-932-3889
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ALL VENDORS MUST SIGN AND DATE THE FOLLOWING STATEMENT:
I will hold harmless Hudson Retail Inc., Hudson Mews Holdings Inc., Hudson Place
Holdings, and the Victoria Downtown Public Market Society for personal injury or liability
resulting from my participation in the 2013 Market Season.
SIGNATURE: ____________________________
DATE: _________________
REQUEST FOR EXCEPTION: If you have (a) product(s) that do(es) not meet the
product guidelines as outlined in the policy manual, you may apply for an exception.
Please describe in detail the product(s) and reason(s) you think an exception should be
granted.
All exceptions must be reviewed annually to determine if they continue to serve
the intent and integrity of VPM. Note that exceptions are granted for the current
market year only. Product can only be sold after receiving written permission
from Market Management.
Please attach an additional page to this application if needed.
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