Farmers’ Market at Poplar Grove Plantation

  Mission

The Farmers’ Market at Poplar Grove was established to provide a retail outlet for local growers and producers to sell their goods directly to consumers. The market strives to educate consumers on local farm products and practices, promote the use of local products and serve the community through programming and activities.  

The Farmers’ Market functions under the auspices of the non-profit Poplar Grove Foundation, Inc.  It is governed by a Market Steering Committee consisting of active vendors, a representative of Pender County Cooperative Extension and Poplar Grove staff.

 Fees, Rules & Regulations for the Farmers’ Market at Poplar Grove t. Contact BJ Ryan at bjr@poplargrove.com if you have questions.

Eligibility

All persons who are the original producers and actively engaged in the production of the products he/she sells.

Sellers/vendors must be the producer, an employee under the direct supervision of the member (producer’s agent) and/or relative to participate in the market.

Products that can be sold are:
>   Vegetables grown from seeds, sets, or seedlings by the seller
>   Fruits, nuts, or berries grown by the seller
>   Plants grown by the seller from seed, seedling, transplant or cutting
>   Bulbs propagated by the seller
>   Eggs produced from the seller’s hens
>   Meats from animals raised by the seller
>   Dairy products from animals raised by and made by the seller
>   Honey produced from the seller’s bees
>   Cut or dried flowers grown by the seller
>   Firewood cut by the seller
>   Straw baled by the seller
>   Preserves, pickles, relishes, jams, jellies and candies made by the seller
>   Baked goods baked by the seller
>   Seafood caught by the seller
>   Art or crafts made or crafted by the seller (see guidelines for non-farm craft)
>   Original books sold by the author
Any products not specifically addressed above will be reviewed on an individual basis by the Steering Committee for eligibility.  Sellers offering value added/processed products using ingredients produced by the seller or ingredients from local producers will be given priority over those who do not produce or use locally produced ingredients in their product.

All products must be of top quality.

All prepared food items, meat, fish and cheese sold must meet state and local health regulations including the inspection of the prepared foods seller’s kitchen by NCDA health inspectors and labeling in compliance with the regulations.  Sellers must have a copy of their inspection form on file with the market manager, as well as with them when selling at market.  All items sold must meet county, state and federal regulations.

With prior Steering Committee approval, vendors are allowed to supplement their product with other locally grown or produced items (termed “carrying”); only if at least 60% of the value of the product offered each market day is grown or produced by the vendor.  Permission to carry a product will be determined on a case by case basis.  In the case of product that is grown or produced by a market vendor, preference will be given to the vendor growing or producing rather than to the vendor applying to “carry” the product.  All products must be clearly labeled with the producer’s name and location of production.  The Steering Committee reserves the right to request receipts of “carried” products and/or contact the source of any “carried” product to verify origin.  All products must be produced in North Carolina ; all carried items must meet all eligibility requirements for products that can be sold at the market. Vendors “carrying’ products requiring inspection and certification must provide a copy of the original producer’s inspection, license and/or certification. Art/Craft vendors are not allowed to carry items made by others.
>   Exception to “locally/North Carolina produced”:  an exception will be made for product grown or produced in another state on a family-owned farm of a market member.  All other market rules apply to such products.
* Amended market rules and regulations of ‘carrying’, 8/25/09: “In the case of product that is grown or produced by a market vendor, preference will be given to the vendor growing or producing rather than to the vendor applying to carry the product.  Permission to carry a product will be determined on a case by case basis.”
Clarification:
If more than one vendor applies to sell the same product, the vendor that is growing/producing will be permitted to sell said product; the vendor carrying will not be permitted to sell said product.  Exceptions may be made if the market manager and/or steering committee determine that demand is sufficient to support additional vendors selling the same product.
Grandfather clause:
Vendors participating in the market that are carrying product prior to this amendment will be allowed to continue to carry the said product if so determined by the market manager and/or steering committee on a case by case basis.

Prior approval is required to sell any product other than what was initially applied for by the vendor.

All items sold as organic must meet the requirements of the National Organic Program.  Sellers of organic items must have a copy of their certification on file with the market manager as well as on display when selling at market.  Only certified organic growers may display signs using the words ‘certified organic’.

The Steering Committee/market manager reserves the right to conduct a farm/business inspection of any market vendor at any time.

 Hours ▪ Fees

The market will operate from 8:00 AM to 1:00 PM on Wednesdays.  Set up times are 7:00 - 8:00 AM.   Reserved booth spaces will be held only until 7:45 AM, unless you have notified the market manager.  Please move your vehicle (if applicable) and set up your booth by 8:00 AM, before making sales.  No vehicles may be moved within the market area between 8:00 AM and 1:00 PM.

All applications from vendors that have not participated in the market previous seasons must include a $20.00 non-refundable application fee.

Sellers must pay a $100.00 annual membership fee (non-refundable) to participate in the market.  Membership fee must be paid annually before the first market attended by each member.

Sellers must also pay a daily fee of $12.00 for one space.  Daily fees may be paid on a monthly basis by the first of each month, (non-refundable) at a discounted fee of $30.00 per month or paid at the beginning of the season, (non-refundable), at a discounted rate of $210.00. 

 Membership

The membership of the Farmers’ Market at Poplar Grove shall be active and associate.

Active members are members which have participated in the market for at least 24 weeks during the previous season.  Active members are eligible to vote at membership meetings.

Associate members are members which have participated at the market for less than 24 weeks during the previous season.  Associate members are encouraged to attend membership meetings but are not voting members.

The membership status of newly accepted applicants will be determined by attendance during the current season.

The right of first refusal will be given to members who participated in the market the previous year.  Priority for assignment of vendor spaces is: 1) active members, 2) associate members, 3) new applicants.

Guest vendors are allowed to sell at the market on a case-by-case basis, to be decided by the steering committee, for one market day per season at a rate of $20.00.  Guest vendors are not members and as such have no membership rights.  Fees for guest vendors will be determined by the Steering Committee.

Attendance

The market will operate rain or shine.  Vendors must attend, with the exception of art/craft vendors if inclement weather is a threat to the product.  Only if the market manager determines the weather would pose a public hazard would the market be cancelled.

Vendors are required to remain on site for the entire duration of the market. 

Vendors must give 24-hour notice to the market manager if they will be unable to attend.  

Booth Space  Displays

Due to the nature of the market area spaces vary in size; some spaces will accommodate vehicles (outer perimeter) and some will not (inner spaces).  Maximum space size is approximately 20’ x 20’, if needed; actual space size may be less (if not needed).  Sellers may reserve and pay for up to 2 spaces.

Booth spaces are assigned by the market manager.  When possible active members are given priority to retain the booth space from the previous season if desired.

Vendor booths must be well organized, professional and easily accessible for the customer.   Vendors provide their own tables and displays.  Tents, canopies or umbrellas are encouraged. 

Each booth space must have a sign indicating the name and location of the farm or business. 

Prices must be posted for all products, or individually priced.  Descriptive signs for products and photographs are also encouraged.

Scales used must have a current state certification sticker visible.

No smoking is allowed within vendor booths.

Vendors are responsible for cleaning up their spaces at the close of each market day.  All trash must be hauled away.

Vendors may not sublease their space.

The Steering Committee and the market manager reserve the right to monitor vendors, booth spaces and the products sold to maintain quality and variety.

Miscellaneous

In the interest of public safety, vendors are to have patience and use common sense and courtesy when pulling out of and into the market area.  No vehicles may be moved within the market area from 8:00 AM to 1:00 PM.

No live animals may be sold or given away at the market.

The market does not offer exclusive rights to any one vendor to sell any one product.  However the Market Steering Committee reserves the right to limit entries as they see fit to avoid repetition or excessive duplicate products in a category.

Ethics

Members must comply with all applicable laws, ordinances and regulations of the United States , State of North Carolina , Pender County and Poplar Grove Foundation, Inc.

Members and agents of members pledge to comply with the by-laws, rules and regulations of the Farmers’ Market at Poplar Grove.  Violations may be grounds for suspension or expulsion from the market.

Members shall protect the integrity of the Farmers’ Market.  They shall not engage in unfair business practices.   Members shall strive to reflect the highest principles of honesty, integrity and fairness in all of his/her dealings with other members and the public.

Pricing of goods at the market is the sole responsibility of the individual vendor.  However vendors are expected to be aware of and maintain fair market values.  Radical price cutting of quality produce or “dumping” is prohibited.  Poor quality or overripe products labeled as such may be sold at a discounted price.  Advertised prices must be maintained throughout the market day.

Market Management

The market manager is responsible for the day to day management of the market and has the complete authority to implement and enforce market policies, rules and regulations.  Any questions or concerns should be addressed to the market manager or any Steering Committee member in absence of the market manager.  Conflicts between vendors and customers must be brought to the attention of the market manager for final resolution.