Papamoa Farmers Market Standard Terms and Conditions of Trade

Selection Criteria and Trading Policy

1. Strong preference is given to products grown or produced in the Bay of Plenty.

 

2. Papamoa Farmers Market reserves the right to accept or decline applications on such grounds as quantity and type of goods in relation to what is already on offer; uniqueness of product; compatibility with a desired product mix; tangible local economic development benefit; timing; aesthetics and presentation and physical site considerations including space available and the need for a powered site or not.

 

3. All goods offered for sale must be the vendor’s own whether grown, made, reared, caught, brewed, pickled, smoked or otherwise produced.

 

4. Papamoa Farmers Market encourages sustainable business practices. Where practically possible other vendors’ products or goods should be used in the production of your products or goods. The use of sustainable, bio-degradable packaging will also be promoted and encouraged.

 

5. Only products approved may be sold. Further Applications to Trade must be submitted for any additional products you may wish to sell.

Additional Policy

6. (a) Vendors, once accepted by the Papamoa Farmers Market, will comply with current Terms and Conditions. The Market Managing Director reserves the right to cancel acceptance of a vendor without notice, for failure to comply with these  Terms and Conditions.
 

   (b) Approval to trade cannot be transferred to a third party by a current applicant vendor. An accepted vendor, who sells his /her property or business, may not offer their market site as part of the sale contract. A new owner wishing to trade at Papamoa Farmers Market must make a new Application to Trade which will be considered based on the selection criteria listed above. The Trust acknowledges it is in the interests of the market to maintain the presence of successful market sites.

   (c) ​Every new vendor at the market will attend an induction interview with the Market Manager/Coordinator before commencing to trade.

   (d) The successful applicant is considered to be the vendor and is at all times responsible to the Papamoa Farmers Market for the behavior of his/her staff and for the clean, tidy and safe presentation of the stall. Every market stall must be adequately supervised by the applicant and the applicant is expected to be present at the stall each market day unless otherwise arranged with the Coordinator/ Manager.

7. The Papamoa Farmers Market operates in strict accordance with all relevant national and local legislation and regulations including trading standards; Environmental Health; Occupational Health and Safety regulations; liquor licensing and those conditions imposed on it under its License to Occupy the Redefined Carpark site or any subsequent site. All vendors must display in a prominent position and, at all times, BioGrow or other organic  certification they hold. Vendors may not advertise or promote goods as organic unless appropriate certification is held. Failure to do so may result in disciplinary action as set out in the Code of Conduct.

8. The Papamoa Farmers Market hours of trade are each Sunday morning regardless of weather, between the hours of 8.30am and 12.00pm unless otherwise determined by the Market Manager/Coordinator ( In case of severe weather conditions and when we suspect we are at risk we will cancel the market). The site is open to approved Vendors from 6.00am until 2.00pm each Market Day. Vendors are required to fully set up their site prior to commencing to trade.

9. No vehicle movements are permitted on the market site between 8.15 a.m. and 12.00 p.m. for safety reasons. If customers are still present in the carpark after 12 p.m. please do not bring vehicles in, you can start packing up at 12 but only bring vehicles on the premises once there are no more clients. The Manager will ask customers to leave after 12.15 p.m. if they are still hanging around.

Site Allocation and Use:

10. ​Approved vendors will be allocated a site considered suitable for their business, for use only for the sale of goods as described on their successful Application to Trade form and where no hazard is created by their occupation of that space. The site must be left in at least as clean a condition as that in which it was found.

11. Papamoa Farmers Market reserves the right to place vendors on the site at the discretion of management and confirm that management may be required to move vendors to alternative sites at short notice on occasions.

12. The maximum size of any market site will be 1 single site. Vendors wishing to increase the size of their stand must apply to the Papamoa Farmers Market through the Market Manager/Coordinator for an extra cost.

 

13. Vendors must operate within the boundaries of their allocated site and adhere to position guidelines given by the Market Manager/coordinator. Vendors must not operate equipment or machinery to the detriment of neighboring vendors or the buying public. Papamoa Farmers Market encourages vendors to operate in harmony with neighboring vendors to ensure the success of the market.

14. Site fees must be paid by direct credit into the Papamoa Farmers Bank account. Payment will be issued via GST Tax invoice at the start of each month for the dates you have confirmed to attend for the current month. If you can’t attend a market that you committed to, then 7 days’ notice is required, and you will be issued a credit off your next market invoice. In case of sickness please let us know you can’t attend as soon as possible you will be issued a credit off your next market invoice (proof might be required).

 

15. Late payment will incur a $10 fee. If you can’t pay on time, please communicate with the Managing Director and we will work something out with you.

 

16. The Papamoa farmers Market retains the right to alter fees at any time. However, a minimum of 1 month notice, in writing, will be given to vendors before an increase in fees will apply.

 

17. The Papamoa Farmers Market reserves the right, on the grounds of fairness to other vendors and aspiring vendors, to      reduce the size of any vendor’s site temporarily or permanently. This action would only be taken on the advice of the Manager/coordinator after consultation with the vendor and any other affected vendors. A period of notice (7 days) will be issued after any such decision is made and before it is implemented.

Vendor Vehicle Parking

18. In the interest of public safety the cars need to be parked outsie the market carpark during trading hours. All cars, if possible, out on the grass by the funeral home, it’s good to look busy from the outside in.

Rubbish

19. Papamoa Farmers Market provides rubbish bins on site for the use of the public.

20. Each vendor is responsible for disposing of their rubbish and waste off site, on the day. Failure to do so may result in disciplinary action as set out in the Code of Conduct.

Damage to Buildings or Structures & Health and Safety

21. The Redefined Carpark and building, its platform and roof and the fence surrounding the car park are all listed amenities. Any damage by a vendor or their staff to the buildings or structures or to the car park will be reported to the proper authorities for repair, the cost of which will be charged to the vendor/s responsible.

22. Vendors are required to ensure all equipment is properly anchored (e.g. Gazebo’s) in the interests of public, vendor and staff safety.

 

23. All vendors who are cooking over exposed flames must have a current fire extinguisher.

 

24. Health and Safety Incidents: All health and safety incidents must be reported, by the vendor involved, to the Coordinator/ Manager for recording in the Health and Safety Register.

General Application Requirements and Conditions

25. Applications must be made on the Papamoa Farmers Market  Application to Trade form. No other form of application will be considered.

 

26. All relevant information must be made known to the Papamoa Farmers Market at the time of application.

 

27. All applicants and vendors acknowledge that the Papamoa Farmers Market will make vendor names and contact details available to interested parties from time to time for promotional and other purposes and all applicants and vendors grant permission for the Market to use any images or photographs of vendor sites and staff for promotional purposes.

 

28. Vendors who are absent from the Market for more than 3 weeks without good reason and/or without prior approval from the Coordinator/Manager, will have to submit a new Application to Trade for any re-entry to the Market.

 

29. Papamoa farmers market reserves the right on the grounds of fairness to other vendors and aspiring vendors to seek re-application to trade from any vendor who in the opinion of the Market Manager/Coordinator/Management team is inconsistent or casual with Market attendance. This action would only be taken on the advice of the Coordinator/Manager after consultation with that vendor.

 

30. All vendors will be required to undergo an annual review. This will include auditing growing plans, ensuring authenticity of product, checking all registrations and certifications are current, checking that approvals have been given for all products that are being sold and that all other requirements as set out in these Terms and Conditions are being met. Vendors will be notified in advance of where and when their review will take place, what documentation they will be required to bring, and what the review will be covering. They will be advised of the outcome of the review within one calendar month of the review taking place.

31. The Market Managing Director  reserves the right to change the Terms and Conditions with adequate notification and all changes will be binding on all vendors.

 

32. Application to Trade forms or any query regarding trade at the Papamoa Farmers Market should be  forwarded to: