Vendor Rules & Application 2021
Todd Hill Farmers’ Market Mission
The mission of the Todd Hill Farmers’ Market is to enhance,
improve and support the local agricultural economy; promote marketing and
entrepreneurial skills of local farmers; provide an outlet for direct sales of
agricultural products to consumers; provide opportunities for farmers to engage
in agri-tourism; and educate consumers on the products, farms, artisanal goods and
diversity of agriculture in New York State.
The Taste NY at Todd Hill Farmers’ Market (Farmers’ Market) is operated
by Cornell Cooperative Extension Dutchess County (CCEDC) with funding from NYS,
and with the advice of the Todd Hill Advisory Committee. CCEDC is a 501(c)3 exempt organization. CCEDC staff will conduct market research,
development and analysis; farmer to consumer education; and organizational
The Farmers’ Market is located in the median of the Taconic
State Parkway at Todd Hill Road (4640 Taconic State Parkway North,
Poughkeepsie, NY 12603, Mile Marker 47. It operates during the growing season through early October (weather
permitting). Refer to dates on the application.
must submit an application prior to each season whether or not they have been vendors
in the past. Past acceptance is no guarantee of approval for the next Farmers’
- References are required
for new vendors.
vendors must provide (3) letters of reference; past or present farmers’ market
managers, fellow vendors or farmers, wholesale buyers, or other agri-business
or agri-tourism contacts may be listed as references.
are required to provide a list of all past and present farmers’ markets in
which they have participated.
- The application deadline
is April 15th for the 2021 Market, scheduled to open on
Friday, June 18th, 2021
of applications after March 20th will be at the discretion of the CCEDC program
- Value-added vendors
who provide a product that is not primarily agricultural in nature must submit
samples of the products and packaging they wish to sell and explanations of where
and how their products are sourced along with their application.
- Vendor applications
will be reviewed to ensure that new vendors are a good fit for the Farmers’ Market,
its mission, and meets customer demand.
- No vendor is
guaranteed product or sector exclusivity. Decisions regarding competitive
products will be made at the discretion of the CCEDC program staff.
agricultural products must be grown and/or processed within New York State.
value-added vendor product offerings must be produced with a majority of the agricultural product that was grown and/or processed in NYS.
- All agricultural products must be grown or wild-gathered by the farmers/vendors
and/or their assistants unless pre-approved by CCEDC program staff.
- Vendors are encouraged to participate together as space is very
limited. Anything sold or sourced from other farms must be clearly
labeled as such. Those farmers sharing space and labor may be given preference
to facilitate a larger array of products sold at the Market. All products offered must be listed on the
- All vendors’
farms and/or businesses are subject to inspection by the CCEDC program staff for
the sole purpose of confirming conformance with the Farmers’ Market Vendor
Rules and policies.
- Failure to submit to
such an inspection may result in the suspension of a vendor’s eligibility to
participate in the Farmers’ Market.
Setup and Departure
- Vendors shall arrive at the Farmers' Market in time to set up
and be ready for customers at 2 pm. Vendors are required to off-load,
set-up, and move their vehicles prior to the start of the market. Late
admittance is at the discretion of the Market Manager. Vendors arriving
late on a regular basis may be subject to termination of the Vendor Agreement
by the manager and/or CCEDC programming staff and prepaid rental fees will not be
- Setting up and operating outside of the set market hours for
early and late sales is at the discretion of the Market Manager. Vendors
are not permitted to set-up or sell product prior to the arrival of the Market
Manager. Vendors arriving too early or conducting sales before/after
hours may be subject to termination of the Vendor Agreement by the manager and/or
CCEDC programming staff.
are to park only in areas designated by the Farmers’ Market Manager. All vendors
will have assigned spaces and shall occupy only those spaces.
- Each vendor
must display a sign stating the vendor’s/farm name and the location of the farm
or production facility.
- Prices for all items
will be clearly displayed at all times either on a board or on individual
- Vendors must wait until the Farmers’ Market closing time to start
packing up their spaces and take down their tents.
must remove unsold product and clean up their spaces before leaving the Farmers’
Market. A fine not to exceed $25 may be imposed by CCEDC for violation of this
must be clear of the site within an hour after the close of the Farmers’ Market
unless other arrangements are approved by the Market Manager(s). A fine of $50
will be imposed for violation of this rule.
Products and Sales
agree to sell primarily produce and products grown or produced on their farm or
at their business. Vendors should list for public view any locally sourced
ingredients if applicable.
from other farms/businesses (unless the farmers are sharing the space) cannot
exceed 20% of what the vendor offers for sale and must be preapproved. Produce and products from locales other than
the vendor’s farm or business must be clearly identified as such, and the names
and locations of the makers of those products must be also listed.
following food products can be sold at the market:
- Fresh foods such as fruits,
vegetables, greens, meat, poultry, fish, seafood, eggs, and mushrooms.
- Prepared foods such as dairy products
and cheeses, baked goods, smoked meats and fish, pasta, soups, prepared
meals, frozen desserts, relishes, salsa, sauces, dried foods, honey, maple
syrup, jams, jellies, pickles, juices, wines, beer, teas, ciders, herbs
and herbal products.
- Specialty products such as plants,
flowers, and refreshments as reviewed and approved by CCEDC program staff.
Sale of products not listed above: must be approved at least one week in advance by CCEDC program staff.
may not sell as a franchise or use franchise trademarks, logos, etc., at the Farmers’
Market, unless approved by CCEDC program staff. Vendors may not sell franchised
products for other suppliers.
- All products sold at
the market must be of high quality. If CCEDC program staff deem any product
inferior in quality the vendor agrees to withdraw the product immediately or
sell for a discounted price.
- Radical price cutting
of top quality produce is prohibited. Poor quality or overripe produce must be
labeled as such and can be sold for a discounted price.
- The selling of dairy
products, eggs, meats, canned goods, alcohol, and other processed or potentially
hazardous products must meet all legal requirements.
- Highly perishable
foods prepared foods and specialty products must be refrigerated/stored in
compliance with all applicable laws.
- All produce displayed
for sale must be at least 12” off the ground with the exception of large or
heavy items such as pumpkins.
- Vendors must offer
customers at least two forms of payment options (e.g. cash and check, or cash
and credit) that are clearly labeled as options.
- Open air retail
market guidelines as set forth by the New York State Department and the CDC
must be adhered to on-site. Failure to do so will result in dismissal. All vendors will complete market sales report forms provided by the Farmers' Market Manager at the close of the market day. Reporting is required and failure to return reports daily may result in termination of Market privileges and no refund of market fee will be given.
vendors also participating as Taste NY Market at Todd Hill vendors are required
to match the prices of any of their products sold. It is recommended that dual
market vendors balance their products between the two marketing channels.
must comply with all laws, ordinances, and regulations of the United States and
the State of New York.
- Vendors must obtain
all required licenses or certifications and these must be available for
inspection at the Farmers’ Market.
- Goods may be sold by
weight, volume, container/package, or count. All weights, measures, packaging, and labeling must comply with all applicable laws.
- Vendors must provide
insurance certificates that name Cornell Cooperative Extension Dutchess County
as the certificate holder prior to the first date of sale for each season and
appearance at the Farmers’ Market.
- All vendors must
abide by NYS DOT regulations pertaining to travel on the Taconic State Parkway.
Vendors may apply to NYS DOT for a permit that allows a commercial vehicle to
travel on the TSP. CCEDC program staff will provide this form upon request. The
permit requests and appropriate permissions are the responsibility of the vendor.
- Vendors shall comply with
open-air retail market guidance for COVID-related operation of outdoor markets.
Space Assignments and Upkeep
are assigned a space at the market by the Farmers’ Market Manager subject to
change at the discretion of the Farmer’s Market Manager.
This is a carry-in, carry-out Farmers’ Market. Vendors are responsible
for keeping their space clean and neat at all times and carrying out all large
cardboard packaging used to deliver the product. All Vendors are required to carry
their own broom & pan and must thoroughly sweep any vending blacktop, sidewalk, and/or grass area free of organic matter, paper, and other debris at the end of
the day, and dispose of it elsewhere.
- Vendors are not
permitted to discard garbage or packing materials in the onsite dumpster at the
Todd Hill area. A fine not to exceed $25 will be imposed on vendors in
must conduct themselves in a professional and courteous manner at all times. The
Farmers Market Manager can require a vendor or an employee of a vendor to leave
if their conduct is deemed to be inappropriate.
- The Taste
NY at Todd Hill Farmers’ Market strives to maintain a smoke-free environment.
Vendors who smoke can only do so at least 15 feet from the Farmers’ Market selling
Display and Signage
- All vendors
must keep their tents, merchandise, equipment, vehicles, displays, and signage
within the space assigned to them. Pedestrian flow cannot be impeded by the vendor’s
setup. Vendors must set up their space in a manner that does not block the
customers’ view of or impede access to other vendors in any way. Vendors must
have a sign that prominently identifies the name of their farm /business and
its location. Vendors are encouraged to list all products offered each week.
- Tents/canopies must
be secured at all times. All vendors are required to provide and use weights to
insure tents cannot blow over. Empty containers/jugs, to be filled with water
on-site and tied to tents, are suggested. Containers/jugs, sandbags, or other
methods, to be provided by the vendor, will be inspected weekly by the Farmers’
Market Manager. A fine of $50 will be imposed for violation of this rule.
- Signage: All vendors
must display at eye level a sign that states the name of the farm or business,
and the location. This signage should be approximately 4.5 square feet, e.g., an
18"h x 36"w banner. All Vendors must also display items and prices.
This may be on a separate board (like dry erase or chalkboard), or on the main
banner, or labeled product groupings may be priced clearly for all shoppers to
Farmers’ Market rents are as
Anchor Vendor: $30 per market day per 10’ x 10’ space paid monthly, OR $25 per market
if paid in full. Additional bump-out in peak weeks at an additional $10 per 10 ’x 10’
per market day.
Vendor: $35 per market day per 10’ x 10’ market space. Paid upfront for
entire season OR
$40 if paying by appearance.
Vendor: $50 per appearance per 10’ x 10’ market space. Collected day of
*Vendor tents larger than 10’ x 10’ add $5 per 5’
- Monthly rents are due
at the top of the month for the entire month.
- Partial payments must
be approved in advance by the CCEDC program staff.
- By signing the
contract to participate as a vendor, you are agreeing to attend the Farmers’ Market
from opening day until the closing day of the season unless otherwise agreed upon.
Vendors will be held responsible for the rent for the entire season agreed to in
the application. If a vendor must pull out of the market, the vendor will be
held responsible for any further rents due. This can be reviewed in the case of
extenuating circumstances that have been discussed with the Farmers’ Market
Manager and/or CCEDC program staff.
vendors must carry at least one million dollars in liability coverage for the Taste
NY at Todd Hill Farmers’ Market and must carry auto liability. (see sample COI)
Cooperative Extension Dutchess County should be named as the certificate
holder. A copy of all insurance certificates for the Market is due upon
acceptance into the Market and must be submitted to the CCEDC staff.
cannot sell at the Farmers’ Market without insurance certificates on file and
insurance must be kept current throughout the season.
signing the contract to participate as a Vendor, you are agreeing to attend the
Farmers’ Market from opening day until the closing market day of the season or
on assigned dates as stated in the application. Some dates at the beginning and
end of the Farmers’ Market season may be pre-qualified exceptions, due to
the growing season. However, all Farmers’ Market dates within your stated
commitment in the application will be strictly adhered to and rents will be charged.
must notify the Farmers’ Market Manager at least 48 hours in advance if they
are unable to attend a scheduled Farmers’ Market day for illness or other
vendor is allowed one excused absence for a cause at the discretion of the
Farmers’ Market Manager and/or CCEDC program staff during each Farmers’ Market
term. More than 2 absent Farmers’ Market days per vendor may result in
expulsion from the Farmers’ Market.
will be responsible for rent on all the days they are scheduled to attend the
Farmers’ Market whether they appear there or not.
will be considered in arrears if it is unpaid.
absences will be considered during the application review process for the next Farmers’
Enforcement and Violations
- Vendors who suspect
that another vendor is violating any Farmers’ Market rules should report the
matter to the Farmers’ Market Manager and/or CCEDC program staff. Vendors should
not attempt to address violations themselves.
- The Farmers’ Market
Manager will be responsible for researching reported violations and will
discuss such with the CCEDC program staff if needed to best resolve an issue.
- Violations of any
market rules will be handled by the Farmers’ Market Manager who will give a
verbal warning to the vendor for an infraction of the rules.
- If a
Vendor receives two verbal warnings, CCEDC program staff may expel the vendor.
- The Farmers’
Market Manager and/or CCEDC program staff will be responsible for communicating
any significant changes or news through email to vendors. Additionally, they
will reach out to vendors with phone calls as needed.
Farmers’ Market Manager will be the first line of communication for any Farmers’
Market issue or concern.
- The Farmers’
Market does not allow solicitation, entertainment, informational, and advocacy
activities, unless approved by the Farmers’ Market Manager and/or CCEDC program
or as part of the scheduled Farmers’ Market programming.
may not use their own space for advocacy or informational displays unless
approved by the Farmers’ Market Manager.
pets are allowed in the Farmers’ Market area or in the parking areas during Farmers’
Market hours. The Farmers’ Market Manager reserves the right to expel a patron
who has an uncontrolled animal. Please notify the Farmers’ Market Manager if
any vendor observes such behavior.
Farmers’ Market Manager may arrange for entertainment and educational
demonstrations to take place at the Farmers’ Market. Vendors who want to bring
entertainment to the Farmers’ Market or participate in demonstrations should
coordinate with the Farmers’ Market Manager and/or CCEDC program staff to
suggest or schedule such activities.
rules may be amended from time to time by CCEDC.
Types of Vendors:
Anchor – vendor who can commit
to entire season (less 2 excused absences) and is from one of the main agricultural
sectors and has enough product to last throughout the season; generally meat,
produce, beverage, eggs-dairy-cheese, sometimes bakery.
Rotating – vendor who cannot
commit to the entire season but is interested in participation every other week
or 1x/month for the length of the season.
Pop-up – vendor with a unique
product or a limited schedule that may be called upon t fill in short markets.
Product must be relevant to Todd Hill mission.
Last updated March 4, 2021