Vendor Rules & Responsibilities

Whistler Farmers Market has a new and comprehensive guidelines and policy document, viewed here:

Key guidelines and policies vendors should be aware of:

  1. VENDOR FEES: All vendors must pay the annual membership/application fee of $35. An invoice for fees will be sent out after the vendor has been approved and their dates confirmed. Fees are due within 10 days of the date of invoice. 

  2. PRODUCTS: The Whistler Farmers Market is 100% make, bake, grow, raise or forage. Mass produced goods that have been repackaged or manufactured goods which have been assembled are not permitted.

  3. VENDOR EXCLUSION: Vendors with existing Whistler Village store fronts will not be permitted.

  4. FOOD SAFE: All vendors selling fresh produce, prepared foods or food products must have Food Safe certification. Documentation must be submitted with applications and will remain on file with the Whistler Farmers Market. These documents will be displayed on your public profile.

  5. ORGANIC FARMERS/PRODUCTS: Farm vendors must have British Columbia Certified Organic certification in order to sell products as certified organic. Documentation must be submitted with applications and will remain on file with the Whistler Farmers Market. Certification must be present at their market stall.

  6. VANCOUVER COASTAL HEALTH AUTHORITY: Vendors selling prepared foods or higher risk food products must submit a Food Safety application to the Vancouver Coastal Healthy Authority each season. The Vancouver Coastal Health Authority administers food policies and regulations in our area.

  7. ADDITIONAL PRODUCTS: Crafts, food products etc. that have not been approved by the jury, either during the initial application or through a subsequent updated application to the Market Manager, will not be permitted.

  8. BOOTH SETUP AND SECURITY: Vendors are responsible for supplying their own both setup, including canopies, tables, displays, etc. and canopies must have at least 15lb weights on each corner. Vendors are responsible for the security and safety of their products while attending the Whistler Farmers Market. The Whistler Farmers Market is not responsible for any loss, theft or damage to vendors, vendor merchandise, displays or products at any time while in attendance at the Whistler Farmers Market.

  9. TAXES: Vendors are responsible for their own taxation requirements.

  10. INSURANCE: Vendors have limited liability insurance when vending at the Whistler Farmers Market. The Whistler Farmers Market require that all vendors carry their own insurance in addition to this coverage with the Whistler Farmers Market named as an additional insured in the amount of $2,000,000. This amount is to be confirmed in consultation with our landlords at Whistler Blackcomb and may be adjusted. Due notification will be provided.

  11. MARKET CANCELLATIONS: Cancellations must be made in writing to [email protected]. Cancellations and missed markets are non-refundable nor are they eligible for booth credits. If a vendor is not able to attend a Sunday market date, the vendor must inform the Market Manager by email before noon on the Thursday prior to the Sunday market date. Late cancellations or no-shows will be penalized using a three-strike rule: First incident in season: no charge / Second incident in a season: fee of $50.00 as penalty for missed date. Payment must be received prior to attending the next scheduled date / Third incident in a season: fee of $60.00 as penalty for missed date. Payment must be received prior to attending the next scheduled date.

All Food Vendor Criteria

All vendors selling prepared foods or higher risk food products must adhere to the following criteria in their initial application. The use of ingredients available from existing Whistler Farmers Market Farm Vendors is encouraged.  

  1. The product must be produced from scratch by the vendor.

  2. Vendors with existing Whistler Village store fronts will not be permitted. The exception to this criteria will be restaurants offering chef demonstrations with a charitable component for any product sold. The preparation of the product must not interfere with or in any way deter from the experience of the Whistler Farmers Market. This is specific to unpleasant odors, smoke and/or harmful emissions.

  3. Placement of vendors will not be in direct competition to existing food service establishments nearby the WFM location.

  4. Placement of vendors is wholly at the discretion of the Market Manager. These determinations will be made in consultation with existing market partners including the landlords and nearby businesses.

  5. Vendors must hold and display valid Food Safe and Vancouver Coastal Health certification specific to the product they are preparing. 

  6. Vendors will ensure all attendants hold valid Food Safe certification.

  7. Products offered are limited to those approved upon application.

  8. Any changes to the products offered must be submitted to and approved by the Market Manager one week prior to the market date. All new products must remain in compliance with existing Vancouver Coastal Health certification.

  9. All prepared food vendors must provide a ground cover sheet for their market stall. This sheet is required to catch all waste or dropped product and to prevent staining or damage to the market surface. Vendors causing damage will be invoiced for the cost of cleaning or repair.

  10. Deep frying is not permitted on site, due to aromas and the danger of fire and/or oil spill.

Farm Vendor Guidelines

  1. Organic Farmers/Products:  Farm vendors must have BC Certified Organic certification in order to sell products as certified organic. Documentation must be submitted with applications and will remain on file with the Whistler Farmers Market. Certification must be present in their market stall.

  2. Vendor Collectives (previously referred to as Farm Friends): Collectives are intended to support small scale farm, food and arts initiatives. Multiple vendors within a common theme (e.g. Farm) may come together and share a market booth space. Collectives must be applied for specifically and each member of a collective – and their products - MUST apply and BE APPROVED separately. Each participating vendor in the collective must pay an annual membership fee. Reselling is strictly prohibited. Collective booths must display signs of all the vendors that are selling that day and display price tags with the name of that vendor on them.

MARKET OPERATIONS

  1. Pack up / Pack down: The market location has a number of unique logistical challenges and all vendors must follow the procedures outlined here.

  2. Stall spaces: Vendors should be complete by the market start up time. All vendors must agree to respect their assigned stall space and confine their display within the contracted stall space. Vendors must ensure that fire lanes are not interfered with. All stall assignments must be adhered to, or the vendor will be billed by the market for their additional space. 

  3. Garbage: All vendors must remove their own garbage at the end of the day. On-site garbage receptacles have limited space and are not to be used by market vendors. 

  4. Stall Appearance: Each vendor is responsible for the safety and appearance of their stall space at the market. This includes meeting all health regulations and keeping the area behind and around their stalls clean and free of clutter before, during and after the market. 

  5. Vendor Conduct: Vendors must conduct themselves with kindness and respect to customers and other vendors alike. Please refer to the WFM Code of Conduct.

  6. Cancellation: Whistler Farmers Market reserves the right to cancel an event or any booth location due to low enrollment, inclement weather, landlord restrictions, Force Majeure or otherwise which would make the event or booth location non-viable. If Whistler Farmers Market cancels an event, or booth location registrants will be offered a full refund. Should circumstances arise that result in the postponement of an event, registrants will have the option to either receive a full refund or transfer registration to the same event at the new, future date. Under No circumstances will Whistler Farmers Market be held liable for any loss of income or damages due to cancellations.

REQUIRED VENDOR DOCUMENTS

Find your category below to understand what documents are required. If your application is successful you will be required to upload them as a PDF under the “Licensing” section of your Manage My Market Profile. If you have any questions please reach out to [email protected].

FARMERS/GROWERS

ORGANIC FARMERS

  • Organic certification (Please see BC Organic Certification Regulation for guidelines)

  • Proof of Producer-only status (e.g. Land Title Certificate or Lease Agreement)

  • Vendor Insurance

CONVENTIONAL FARMER

  • Proof of Producer-only status (e.g. Land Title Certificate or Lease Agreement)

  • Vendor Insurance

FISH MONGER, RANCHER OR BEEF/POULTRY/PORK PRODUCER

  • Letter of Confirmation from your local Health Authority

  • Vendor Insurance

  • Fish Vending License (if applicable)

  • Proof of Producer-only status (e.g. Land Title Certificate or Lease Agreement)

WILD FORAGER

  • Vendor Insurance

  • Valid FoodSafe Level 1 certification (if value-added product)

  • If selling fiddleheads or mushrooms, please provide documentation that you have notified your local Health Authority.

PREPARED FOOD

This includes vendors who are producers of prepared foods in which the ingredients have been altered from their original state, including but not limited to bread, baked goods, preserves, sweet treats or prepackaged snacks.

Vendors fall into two categories: Lower Risk or Higher Risk as defined by BC Centre for Disease Control in the Guideline for the Sale of Foods at Temporary Food Markets document.

Please confirm the status of your product with your local Health Officer (e.g. Vancouver Coastal Health).

Vendors of Lower Risk products must provide

  • Vendor Insurance

  • Food Safe or Market Safe certificate.

  • Copy of Laboratory Testing Results (if available), particularly if selling jams/jellies/sauces

Vendors of Higher Risk products must provide

  • Letter of Confirmation or Temporary Food Permit from local Health Authority

  • FoodSafe Level 1 or MarketSafe certificate

  • Vendor Insurance

FOOD & BEVERAGE SERVICE

Applies to vendors selling preheated or prepared food onsite, or providing beverages made onsite.

  • Valid FoodSafe Level 1 or MarketSafe Certificate

  • Letter of Confirmation, Temporary Food Permit or Food Truck Permit issued by local Health Authority

  • Vendor Insurance

ALCOHOL PROCESSOR

Producers of alcohol who use ingredients they do not grow for use in their products.

ALCOHOL PRIMARY PRODUCER

Wineries or manufacturers who grow the ingredients they use.

  • Proof of Producer-only status (ex. Land Title Certificate or Lease Agreement)

  • Serving it Right Certificate

  • Vendor Insurance

  • Farmers Market Authorization

ARTISANS

Craft, jewelry, beauty, home products, visual art, etc.

  • Vendor Insurance

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